CITY OF SAN MATEO City Hall 330 W. 20th Avenue San Mateo, CA 94403 www.cityofsanmateo.org Administrative Report Agenda Number: 2., Status: Consent Calendar TO: FROM: PREPARED BY: City Council Larry A. Patterson, City Manager Human Resources Department MEETING DATE: Tuesday, January 20, 2015 SUBJECT: Classification Updates and Job Specification Changes RECOMMENDATION Adopt a Resolution to: 1) reclassify an incumbent in the Finance Specialist II classification to Budget Analyst; 2) adopt the proposed job specification and salary for the new classification of Budget Analyst; 3) reclassify the incumbent in the classification of Permit System Coordinator to Business Systems Analyst II; 4) adopt the proposed job specification and salary for the new classification of Business Systems Analyst I/II; 5) abolish the classification of Permit System Coordinator; and 6) adopt the proposed salary change for the classification of Accounting Manager. BACKGROUND Per San Mateo Municipal Code Section 2.57.030(d), reallocations/revisions of employee classifications and job specifications become effective upon approval by the City Council. The recommended changes enhance the efficiency and effectiveness of the organization, and does not increase the number of city employees. All changes have been provided to the appropriate bargaining units. Reclassification of Finance Specialist II and Permit System Coordinator: In accordance with the SMCEA General Unit MOU Section 28.5, reclassification studies were completed on the ongoing work being performed by incumbents in the classifications of Finance Specialist II and Permit System Coordinator. The study results identified that the duties performed by the two incumbents are of higher complexity and of different scope than their current classifications. Therefore, it is recommended they be reclassified accordingly to the newly created classifications, with salary ranges set in compliance and accordance with the City of San Mateo s salary methodology. The Budget Analyst classification will be set to the Senior Management Analyst classification with a monthly salary range of $7,432.10 - $8,866.30. The Business Systems Analyst II will be set to the Systems Analyst II with a monthly salary range of $7,490.94 - $8,934.35 and the Business Systems Analyst I will be set to 10% below the Business Systems Analyst II with a monthly range of $6,742.67 - $8,040.92. Accounting Manager Salary Amendment: With a recent retirement of the Accounting Manager, the department set forth a request to study the salary of the Accounting Manager classification for recruitment purposes. Based on research, the recommendation of a salary adjustment for the classification of Accounting Manager should increase by 1.81% to bring it to 15% above its subordinate classification of Senior Accountant. Therefore, the new monthly salary range will be $8,427.47 - $10,052.47. Abolishment of unused classification: The classification of Permit System Coordinator will be abolished CITY OF SAN MATEO Page 1 of 2 Printed on 1/14/2015 powered by Legistar
Agenda Number: 2., Status: Consent Calendar due to the reclassification of the incumbent to Business Systems Analyst II. BUDGET IMPACT Sufficient funds exist within the budget to cover these costs. ENVIRONMENTAL DETERMINATION This project is exempt from CEQA requirements in that it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment per Guidelines Section 15061(b) (3). NOTICE PROVIDED All meeting noticing requirements were met. ATTACHMENTS Attachment 1 - Proposed Resolution Attachment 2 - Proposed new Budget Analyst job specification Attachment 3 - Proposed new Business Systems Analyst I/II job specification STAFF CONTACT Chris Oshiro, Senior Human Resources Analyst coshiro@cityofsanmateo.org (650) 522-7264 Linda Spady, Human Resources Director lspady@cityofsanmateo.org (650) 522-7262 CITY OF SAN MATEO Page 2 of 2 Printed on 1/14/2015 powered by Legistar
CITY OF SAN MATEO RESOLUTION NO. (2015) ADOPTING JOB SPECIFICATIONS AND SALARY FOR TWO NEW CLASSIFICATIONS, RECLASSIFYING INCUMBENT EMPLOYEES TO THE NEWLY- CREATED CLASSIFICATIONS, ABOLISHING THE PERMIT SYSTEM COORDINATOR CLASSIFICATION, AND ADOPTING A NEW SALARY RANGE FOR THE ACCOUNTING MANAGER CLASSIFICATION WHEREAS, pursuant to San Mateo Municipal Code section 2.57.030(d), reallocations/revisions, approval of classifications and related job specifications and salary schedules, must be approved by City Council resolution; and WHEREAS, the proposed changes, detailed in the accompanying Administrative Report and its attachments, include: Adoption of job specifications and salary for newly created classifications of Budget Analyst and Business Systems Analyst I/II, The reclassification of two incumbent employees from the Finance Specialist II to Budget Analyst and from Permit System Coordinator to Business Systems Analyst II, The abolishment of the classification Permit System Coordinator, and The adoption of a new salary schedule for the classification of Accounting Manager; and WHEREAS, in accordance with San Mateo City Employees Association MOU section 28.5, reclassification studies were completed for work performed by incumbent employees in the classifications of Finance Specialist II and Permit System Coordinator which resulted in the recommendation that two incumbent employees be reclassified to newly created classifications because the work being performed was of a higher complexity and of a different scope than the job specifications of their current classifications; and WHEREAS, it is proposed that the Permit System Coordinator classification be abolished because the duties for that classification will be included in the job specifications for the newly created Business Systems Analyst II classification; and WHEREAS, a salary study for the Accounting Manager classification was conducted prior to recruitment for that position resulting in the recommendation that the salary be increased by 1.81%; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that: 1. The job specifications for newly created classification of Budget Analyst, set forth in the accompanying Administrative Report and its attachments, and the salary range of $7,432.10 - $8,866.30 for the new classification, are adopted. 2. The job specifications for newly created classifications of Business Systems Analyst I and Business Systems Analyst II, set forth in the accompanying Administrative Report and its attachments, and the salary range set forth below, are adopted.
Business Systems Analyst I $6,742.67 - $8,040.92 Business Systems Analyst II $7,490.94 - $8,934.35 3. The reclassifications of two incumbent employees, one from the Finance Specialist II classification to the newly created Budget Analyst classification and one from the Permit System Coordinator classification to the newly created Business Systems Analyst II classification, are approved. 4. The abolishment of the classification Permit System Coordinator is approved. 5. The new salary range of $8,427.47 - $10,052.47 for the classification of Accounting Manager is approved.
CITY OF SAN MATEO MANAGEMENT UNIT EXEMPT BUDGET ANALYST DEFINITION To plan, organize and direct the City s annual budget process; to perform a variety of complex and specialized duties in support of City-wide budget development; to function as the budget liaison between the Finance Department and operating departments; and to perform a variety of professional tasks relative to assigned area of responsibility. SUPERVISION RECEIVED AND EXERCISED Receives direction from the Finance Director. Exercises technical and functional supervision over assigned technical staff. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Compile and analyze financial data and transactions, budget requests and other relevant materials from operating departments for the preparation of the City s annual budget. Develop the annual budget calendar, prepare budget instructions for department budget analysts, provide technical assistance to departments in preparing budget requests, and train department personnel in using budget development software. Assemble budget data and perform analysis of revenues and expenditures for multiple funds to identify problem areas; analyze expenditure request justifications from operating departments and make policy recommendations where appropriate; update administrative overhead costs allocated to departments and coordinate replacement schedules. Prepare quarterly financial reports and meet with department heads to review quarterly budget status. Assist the Finance Director in updating City-wide financial policies and preparing a long-range financial forecast for various funds; make presentations to department heads and City Council. Plan, prioritize, assign, and review the work of staff involved in the budget process. Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.
City of San Mateo Budget Analyst - 2 - Research and oversee implementation of technological changes/improvements in processing and reporting methods; work with software developer to implement necessary tools and reports. Create, update and utilize forecasting tools and perform forecasting analysis relative to a variety of revenue and expenditure funds. Research and prepare technical and administrative reports and council communications; prepare written correspondence. Develop and provide data for long-range financial planning. Build and maintain positive working relationships with co-workers, other City employee and the public using principles of good customer service. Perform related duties as assigned. MINIMUM QUALIFICATIONS Knowledge of: Principles and practices of governmental accounting and budgeting. Principles, methods and techniques of financial analysis and cost accounting. Manual and automated financial information systems, including budget software. Pertinent local, State and Federal laws, ordinances and rules. Complex statistical research and analysis techniques. Ability to: Plan, organize, and administer City-wide budget activities. 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. 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 10 pounds or less. Effectively administer the City s budget process, including technical and functional supervision of personnel, application of relevant City policies and laws/regulations and the
City of San Mateo Budget Analyst - 3 - providing of budget software maintenance and support. Analyze and confer with department budget staff concerning budget requests, input into budget software and trouble shoot budget entry issues in the budget software. Interpret and explain pertinent City and department policies and procedures. Apply relevant principles to the analysis of budget transactions and forecasting of budget trends; prepare financial statements, reports and budgetary documents. Perform complex analysis of revenue and expenditure changes and targets. Develop and recommend policies and procedures related to City-wide budget. Prepare narrative, statistical and technical reports. Maintain confidentiality with oral and written communication and information. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Experience and Training Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Experience: Three years of increasingly responsible experience in operational finance activities involving preparing a agency-wide budget. Training: Equivalent to a Bachelor's degree from an accredited college or university with major course work in finance, accounting, public administration, business administration, or a related field. License or Certificate Possession of, or ability to obtain, a valid California driver s license.
CITY OF SAN MATEO ADOPTED CC: XXXX MANAGEMENT UNIT EXEMPT BUSINESS SYSTEMS ANALYST I BUSINESS SYSTEMS ANALYST II DEFINITION To provide professional business systems analysis within an operating department; to document and analyze business needs, including those that involve information technology. This may include documenting existing procedures and business requirements, developing new processes, and designing new solutions that employ technology. Business Systems Analysts also ensure the successful implementation of new technologies in partnership with City IT and other partners, by serving in functional lead and project management roles as needed for implementation projects. DISTINGUISHING CHARACTERISTICS Business Systems Analyst I This is the entry-level class in the Business Systems Analyst series. This class is distinguished from the journey level by the performance of more routine tasks and duties assigned to positions within this series. Employees at this level are not expected to perform with the same independence of direction and judgment on matters allocated to the journey level. It is expected the incumbents will possess either extensive operational knowledge or a fundamental knowledge of departmental activities and operational business processes, and the capabilities of information technology as well as analytical methods to improve operations. Business Systems Analyst II This is the full journey professional level class in the Business Systems Analyst series. Employees within this class are distinguished from the Business Systems Analyst I by the performance of the full range of duties as assigned including difficult or complex work. As incumbents gain skill and experience they are expected to work with greater independence on more varied assignments and must apply breadth and depth of knowledge in departmental activities and operational business processes, how they relate to information technology, and in business analysis. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the entry level. SUPERVISION RECEIVED AND EXERCISED Business Systems Analyst I Receives general supervision from assigned management or supervisory personnel.
Business Systems Analyst I/II - 2 - May exercise technical and functional supervision over administrative support personnel. Business Systems Analyst II Receives direction from assigned management or supervisory personnel. May exercise technical and functional supervision over lower level professional, technical and administrative support personnel. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Provide assistance to management in the development of strategies for information technology usage; ensure that business targets and objectives are met by technology implementations; document business rules, functional requirements and determines the best application of information technology to business practices. Act as a resource for staff and liaison to City IT, identify and help evaluate technology alternatives and recommend business process re-engineering using information systems; initiate and obtain consensus standardizing operational procedures where possible; assist in identifying potential and required changes to business practices and procedures; analyze and determine how existing jobs and workflow will change; define strategies for the transition from old to new procedures, where necessary. Recommend contractor (software and consulting) selection and assist with vendor and contract management; monitor agreements with vendors to ensure delivery of services to the satisfaction of departmental users. Provide targeted functional end user support for specific department programs or applications; test programs and applications from the user s perspective. Analyze regulatory rules and issues to identify impact on current information technology operations. Prepare and maintain project plans, budgets and work plans, as required. Participate in the implementation of vendor software including departmental user coordination, implementation of test plans, and testing of business and functional processes throughout system implementation. Conduct systems analysis; develop business requirements; design functional specifications; test application; support application roll-out to appropriate users. In some cases, prepare user howto documentation.
Business Systems Analyst I/II - 3 - Develop and review Feasibility Study Reports and Request for Proposals; assist with grant writing as necessary. Participate in defining requirements, design, implementation, and validation of new automated systems. Plan for, and coordinate activities around the conversion from legacy system and the implementation / ongoing maintenance of new computer system. Research available technologies, prepare cost/benefit analysis, evaluate and recommend solutions related to the program assigned. Track problems and requests for system enhancements and make system enhancement recommendations as required. Serve as a trainer for departmental staff regarding new procedures and software applications; demonstrate the software application systems; prepare written procedures and training materials for staff, as needed. Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. Perform related duties as assigned. MINIMUM QUALIFICATIONS Knowledge of: Business Systems Analyst I General principles of business operations and methods, and assigned business unit s operations. Familiarity with software applications that target the departmental business needs; and with current principles and practices of information technology. Verbal and written presentation techniques and practices. Principles and practices of good customer service. Principles and practices of work safety. Ability to: Work independently and as a cooperative, contributing member of a team.
Business Systems Analyst I/II - 4 - On a continuous basis, sit at desk and in meetings for long periods of time; bend, squat, climb, kneel and twist when performing installation or repair of equipment; perform simple and power grasping, pushing, pulling and fine manipulation; and lift heavy weight. Learn process analysis, testing, and troubleshooting/problem solving. Learn to create flowcharts and prepare technical reports. Assist in the development of operating procedures. Learn to analyze data, work methods, procedures, and operational needs and recommend appropriate solutions. Learn to diagnose and develop logical, reliable solutions to problems with applications, communications and initiate corrective action. Sufficiently comprehend technical information on computer products and systems to be able to work collaboratively with City IT (technical staff) Write procedures and documentation for problems, solutions and standards. Maintain the confidentiality of information. Be ready and able to work during off hours, nights, weekends, and holidays if required. Communicate technical issues to individuals with varying degrees of computer familiarity. Establish and maintain effective working relationships with those contacted in the course of work. Work with various cultural and ethnic groups in a respectful, tactful and effective manner. Communicate clearly and concisely, both orally and in writing. Experience and Training Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Experience: One year of general business operations experience, preferably involving information technology.
Business Systems Analyst I/II - 5 - Training: Equivalent to a Bachelor s degree from an accredited college or university in business management, accounting, finance, business information systems or a related field. License or Certificate: Possession of, or ability to obtain, a valid California drivers license. Business Systems Analyst II In addition to the qualifications for the Business Systems Analyst I: Knowledge of: Process analysis, testing, and troubleshooting/problem solving. Principles of organizational behavior and change management. Principles and practices of project management and workflow analysis. Trends and current developments in technology as it relates to business functions and operations. Current computer equipment, procedures, applications and systems. Ability to: Analyze and diagnose complex business process, operational, and software problems and help determine effective technological solutions. Train others in the application and use of software. Analyze, develop, document and train effective operating procedures and methods targeted towards greater quality of work product and efficiency. Organize and manage multiple complex projects and priorities and perform a variety of work assignments effectively. Create flow-charts and prepare complex technical reports. Independently analyze data, work methods, procedures, and operational needs and help develop appropriate solutions.
Business Systems Analyst I/II - 6 - Diagnose and develop logical, reliable solutions to problems with applications, communications and initiate corrective action. Prepare effective oral and written presentations. Lead teams and groups in discussions and meetings to reach consensus regarding technological solutions. Experience and Training Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be: Experience: Two years of responsible experience performing duties similar to that of a Business Systems Analyst I with the City of San Mateo. Training: Equivalent to a Bachelor s degree from an accredited college or university in business management, accounting, business information systems or a related field. License or Certificate Possession of, or ability to obtain, a valid California drivers license. ADA Special Requirements: Essential duties require the following physical abilities and work environment: Ability to work in a standard office environment.