(2) establish the salary range for the Application Support Technician classification;

Transcription

1 STAFF REPORT MEETING DATE: July 8, 2014 TO: FROM: City Council Cathy Capriola, Assistant City Manager Dan Weakley, Human Resources Manager 922 Machin Avenue Novato, CA (415) FAX (415) SUBJECT: RECLASSIFICATION OF THE WORD PROCESSING OPERATOR CLASSIFICATION TO APPLICATION SUPPORT TECHNICIAN AND UPDATING OF HUMAN RESOURCES SYSTEMS FOR INCLUSION OF THE APPLICATION SUPPORT TECHNICIAN REQUEST Consider adopting a resolution to approve the reclassification of the existing Word Processing Operator classification to Application Support Technician and approving the following related actions to update the City s human resources systems: (1) amend Resolution adopting the City of Novato Classification Plan to approve the reclassification of the Word Processing Operator classification to Application Support Technician; and (2) establish the salary range for the Application Support Technician classification; (3) add Application Support Technician to the City s conflict of interest code; and (4) amend the SEIU Unit D (General Employees) Memorandum of Understanding to include the title and salary range for Application Support Technician; RECOMMENDATION Adopt resolution. DISCUSSION As part of the City s ongoing fiscal sustainability efforts, especially with regard to realigning resources and establishing a core staffing structure, and as part of a broader classification study of clerical and administrative support positions, staff is recommending the reclassification of the existing Word Processing Operator classification to Application Support Technician. The Application Support Technician is part of a broader classification study that is in its final review process before coming to Council for approval. While the proposed changes resulting CC14_119.docx; 7/2/ Novato City Council Agenda Staff Report Date: File No. Page 1

2 from the broader classification study will be presented to the City Council at a future meeting, an impending retirement of the incumbent in the Word Processing Operator position in September requires that this classification be updated now. It is imperative that a recruitment be initiated and the position filled prior to the retirement so that training can be provided to the new employee by the incumbent. The Application Support Technician classification will provides technical support to users by creating and formatting documents and materials using word processing, database, desktop publishing and other applications at an advanced level. This specific position is supervised by the City Clerk and supports the preparation and posting of agendas for City Council and commission meetings. It also assists in creating and maintaining web pages and other specialized software and will provide application training and support to users. Currently, the Word Processing Operation classification is paid the same as a Senior Administrative Clerk. From a classification review, it has been determined that the scope and duties of this position are higher than the Senior Administrative Clerk. The new Application Support Technician classification has some expanded duties above the existing Word Processing Operator classification including being adept in all aspects of web site content management and it may be required to take and transcribe minutes for internal staff meetings, as well as provide transcription backup for various boards and commissions. The salary ranges for the existing Word Processing Operator classification and the proposed Application Support Technician classification are provided in the table below: Classification Step 1 Step 2 Step 3 Step 4 Step 5 OLD-Word Processing Operator $3,638 $3,820 $4,011 $4,212 $4,422 NEW-Application Support Technician $3,968 $4,167 $4,375 $4,594 $4,823 Human Resources staff met and conferred with SEIU regarding the title, duties and pay rate for the reclassified position. FISCAL IMPACT The ultimate fiscal impact is approximately $4,800 per year in base salary and about $6,000 in total compensation. However, over the next few years, the actual cost will likely be less as we most likely hire a new employee at a lower salary step. ALTERNATIVES None. ATTACHMENTS 1. Resolution 2 Page 2

3 CITY COUNCIL OF THE CITY OF NOVATO RESOLUTION NO. RESOLUTION TO: (1) AMEND RESOLUTION ADOPTING THE CITY OF NOVATO CLASSIFICATION PLAN TO RECLASSIFY THE CLASSIFICATION OF WORD PROCESSIGN OPERATOR TO APPLICATION SUPPORT TECHNICIAN; (2) APPROVE THE MONTHLY SALARY STEPS FOR THE APPLICATION SUPPORT TECHNICIAN CLASSIFICATION; (3) ADD THE APPLICATION SUPPORT TECHNICIAN CLASSIFICATION TO THE CITY S CONFLICT OF INTEREST CODE; AND (4) AMEND THE MEMORANDUM OF UNDERSTANDING WITH SEIU UNIT D TO INCLUDE THE CLASSIFICATION AND SALARY RANGE FOR THE APPLICATION SUPPORT TECHNICIAN CLASSIFICATION WHEREAS, as part of the City s ongoing fiscal sustainability efforts, especially with regard to realigning resources and establishing a core staffing structure, and as part of a broader classification study of clerical and administrative support positions, staff is recommending the reclassification of the existing Word Processing Operator classification to Application Support Technician; and WHEREAS, while the Application Support Technician is part of a broader classification study that is in its final review process before being presented to the City Council for approval, an impending retirement of the incumbent in the Word Processing Operator position in September requires that this classification be updated now and that a recruitment be initiated immediately so that the position can be filled prior to the retirement, thus allowing time for the incumbent to train the new employee; and WHEREAS, the new Application Support Technician classification will have expanded duties above the existing Word Processing Operator classification, including it may be required to take and transcribe minutes for internal staff meetings, as well as provide transcription backup for various boards and commissions. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Novato hereby: 1. Amends Resolution adopting the City of Novato Classification Plan to approve the reclassification of the Word Processing Operator classification to Application Support Technician (Attachment 1); and 2. Establishes the following monthly salary steps for the Application Support Technician classification: Classification Step 1 Step 2 Step 3 Step 4 Step 5 Application Support Technician $3,968 $4,167 $4,375 $4,594 $4,823 RES4798 7/2/ Page 3

4 3. Adds the Application Support Technician to the City of Novato Conflict of Interest Code; and 4. Amends the SEIU Unit D (General Employees) Memorandum of Understanding to include the title and salary range for Application Support Technician; 5. Make all actions effective July 14, * * * * * * I HEREBY CERTIFY that the foregoing resolution was duly and regularly adopted by the City Council of the City of Novato, Marin County, California, at a meeting thereof, held on the day of, by the following vote, to wit: AYES: NOES: ABSTAIN: ABSENT: Councilmembers Councilmembers Councilmembers Councilmembers Sheri Hartz, City Clerk Approved as to form: City Attorney of the City of Novato RES4798 7/2/ Page 4

5 CITY OF NOVATO APPLICATION SUPPORT TECHNICIAN Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. DEFINITION To provide technical support to users by creating and formatting documents and materials using word processing, database, desktop publishing and/or other applications at an advanced level; to assist in creating and maintaining web pages and other specialized software; to support the preparation and posting of Council and Commission meetings; and to provide application training and support to users. SUPERVISION RECEIVED AND EXERCISED Receives general direction from an assigned supervisor or manager. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: Operate computers, software applications, and related hardware to type, format, save and print draft and final copies of a variety of documents from sources including typewritten, handwritten, dictation and computer generated drafts. Create items such as flowcharts, process maps, diagrams, organizational charts, structural layouts, brochures, fill-in forms, presentation handouts, and specialized flyers, certificates, and publications using a variety of specialized software applications. Coordinate with originators to clarify formatting objectives and to suggest applications and job progress. Convert and reformat documents, photographs, and graphics using current OCR and conversion software, scanning hardware and other related technology. Produce mail-merge letters, forms, applications, group s and public notices; post information and materials on City website. Convert and reformat City Council and commission agenda items and attachments; produce draft agenda documents; maintain and update agenda items though production cycle; publish and distribute final versions electronically; perform required follow-up for adopted City Resolutions and Ordinances including newspaper publication, public postings, indexing and processing for municipal codification and inclusion in records management system. Maintain video of City Council and commission meetings; upload supporting documents and ensure video is ready for public video cast; provide special video clips as requested. Page 5

6 CITY OF NOVATO Application Support Technician (Continued) Essential Functions: (Cont d) Create and publish web pages and web documents in various formats for use by City employees and the public; utilize HTML, current web design and content management software and FTP to produce documents. Create and maintain a variety of databases; assist end users with database management and use. Organize workstation procedures; create and maintain written instructions for efficiency and for end user training; set up and maintain accurate storage, retrieval and backup systems; purge files as required; create and maintain directory structure to accurately track projects. Create, revise and maintain document templates and macros for both personal and City-wide use; assist staff in the installation and use of templates and macros. Operate a variety of printing and reproduction equipment including computers, photocopiers, cutting machine, folding machine, binding machine, laminator, and related equipment; operate reproduction machinery and equipment for the reproduction of printed materials. Provide assistance to users; provide or coordinate training as needed; perform basic troubleshooting of computer hardware and software. Marginal Functions: Research, evaluate and recommend software. Participate on City-wide committee such as website and technology related teams. Take and transcribe meeting minutes and provide back-up to clerical support positions, as needed. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Advanced document processing software and desktop publishing. Basic and intermediate principles of graphic design and page layout applications. Basic HTML coding and web design applications and techniques. Methods and techniques for developing graphics and various printed materials. Functions and operation of printing and binding machines, desktop publishing equipment and related equipment. English usage, spelling, grammar and punctuation. Page 6

7 CITY OF NOVATO Application Support Technician (Continued) Advanced computer skills, including basic troubleshooting and efficient production techniques for large volume projects. Principles and practices of customer service. Ability to: Prepare a wide variety of finished copy formats using a variety of software applications and technologies. On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures. Participate in the development of various graphics and forms. Type, word process and format documents at a speed necessary for job performance. Operate a variety of printing, binding and mailing equipment in a safe and productive manner. Create and manage files including naming, scanning, deleting and storing. Train end users in the use of various software applications. Learn new software and/or web-based applications and maintain high levels of software proficiency in current business software programs. Develop and recommend policies and procedures related to assigned operations; interpret and apply administrative and departmental policies, laws and rules; analyze situations carefully and adopt an appropriate, effective course of action within parameters. Perform basic software and hardware troubleshooting. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective, tactful and positive working relationships with those contacted in the course of work including various cultural and ethnic groups. Foster and contribute to a work environment that supports and exhibits honesty, diversity, integrity, trust and respect. Demonstrate teamwork by contributing to the overall success of the organization with flexibility, cooperation, and communication. Provide high quality and fiscally responsible services to the Novato community, while delivering responsive customer service. Page 7

8 CITY OF NOVATO Application Support Technician (Continued) Demonstrate an entrepreneurial spirit by generating new, innovative ideas and development of better methods to accomplish tasks and complete projects. Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintaining safe personal and common workspaces. Experience and Training Guidelines Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three years of progressively responsible experience providing desktop application support. Training: Equivalent to the completion of the twelfth grade supplemented by specialized training or coursework in computer science, desktop publication or related field. An Associate s degree is highly desirable. WORKING CONDITIONS Environmental Conditions: Work in an office environment utilizing computers. Duties require positions to, on a continuous basis, sit at desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone, and write or use a keyboard to communicate through written means; and lift or carry weight of 25 pounds or less. File: FLSA: Created: Revised: Application Support Technician Non-Exempt Page 8