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02-07-2006 - Approval of Revised Classification Specifications for Recreation Services Supervisor, Community Services Coordinator & Departmental Aide• • City of West Covina Memorandum TO: Andrew G. Pasmant, City and City Council FROM: Artie Fields, Interim Director Human Resources Departmer. Assistant City Manager SUBJECT: APPROVAL OF REVI! RECREATION SERVI COORDINATOR AND RECOMMENDATION: It is recommended that the City Council classification specifications for Recr Coordinator and Departmental Aide. AGENDA ITEM NO. D-7f DATE: February 7, 2006 CLASSIFICATION SPECIFICATIONS FOR SUPERVISOR, COMMUNITY SERVICES 'ARTMENTAL AIDE the following resolutions, regarding the revised Services Supervisor, Community Services RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE REVISED CLASS SPECIFICATION FOR RECREATION SERVICES SUPERVISOR RESOLUTION NO. - COUNCIL OF THE CITY OF WE APPROVING THE REVISED CLi SERVICES COORDINATOR Z,pOCo— FS RESOLUTION NO. - COUNCIL OF THE CITY OF WE APPROVING THE REVISED CLi AIDE DISCUSSION: Staff is recommending revisions to the RECREATION SERVICES SUPERVISOR: The last revision to the class specification 1997. Currently, the educational requirerr. degree, but does not state that it must be froi included to reflect the current education, clarification is needed to explain how many can substitute for those candidates that do n( determining those candidates that meet the rr COMMUNITY SERVICES COORDTNATC The City uses a 12-city labor market to sui comparable positions. Currently, the mini Services Coordinator is not reflective of the c under the direction of the Recreation Ser Manager and support a variety of Communit market, the City has determined that the j require a bachelor's degree. In addition contributed to the City's low response rate of recommended that the education requirem, instead of required. This will allow the City degree, but have extensive experience in the RESOLUTION OF THE CITY T COVINA, CALIFORNIA, SS SPECIFICATION FOR COMMUNITY RESOLUTION OF THE CITY T COVINA, CALIFORNIA, 3S SPECIFICATION FOR DEPARTMENTAL classification (class) specifications: )r Recreation Services Supervisor was in July of it for the Recreation Supervisor is a Bachelor's an accredited college. This language needs to be requirement of the position. In addition, a allege units (60 units) and years of experience (4) have a Bachelor's degree. This will assist staff in iimum requirements. ey salary, duties and educational requirements of um educational requirement for the Community rrent labor market. These positions typically work ces Supervisor and/or the Community Services Services Programs. In surveying the 12-city labor rjority of comparable positions surveyed do not staff believes that the degree requirement has .pplicants in the recruitment process. As such, it is t be amended to a bachelor's degree preferred consider individuals who may not have a college creation field. Revised Class Specs — Recreation, Community Services, and Departmental Aide — Page 2 DEPARTMENTAL AIDE The Departmental Aide Program was developed in an effort to create a "bridge" position which would allow employees to expand their education and experience in order to be able to move from their current position; whether it be non -technical, clerical, or entry-level technical or administrative into higher -level technical, administrative or professional careers. Currently, the Departmental Aide Program requires that the employee attend school toward_ a professional or technical goal while participating in the program. The current educational requirement for Departmental Aide is an Associate's Degree, or equivalent (60 units of college level coursework). Staff is proposing to change the educational requirement to "must have completed coursework toward a college degree." Amending the college unit requirement would allow more employees to participate in the program and assist the City with its recruitment efforts to promote from within. , HUMAN RESOURCES COMMISSION'S REVIEW: At their Regular Meeting of January 11 2006, the Human Resources Commission approved the revised class specifications for Recreation Services Supervisor, Community .Services Coordinator and Departmental Aide. FISCAL IMPACT: There is no fiscal impact as a result of the recommended changes to these class specifications. Prepared by: Traci Bailey-Hudso Human Resources Analyst II Approved: Artie A. Fields, hit ' Director Human Resources epartment/ Assistant City Manager Attachments 1 RESOLUTION NO. RESOLUTION NO., - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE REVISED CLASS SPECIFICATION FOR RECREATION SERVICES SUPERVISOR Whereas, the Human Resources Commission has reviewed and approved the revised class specification for Recreation Services Supervisor. - NOW, THEREFORE, the City Council of the City of West Covina does hereby resolve as follows: SECTION 1. Than the revised class specification for Recreation Services Supervisor, attached and marked as "Exhibit A" is hereby adopted. SECTION 2. The effective date of this Resolution is February 7, 2006. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. APPROVED and ADOPTED this 7th day of February 2006. ATTEST: City Clerk I, , City Clerk of the City o: Resolution was duly adopted by the City C regular meeting thereof held on the 7th day c AYES: NOES: ABSENT: ABSTAIN: APPROVED AS TO FORM: City Attorney Arnold Alvarez-Glasman Mayor F West Covina, do hereby certify that the foregoing .ouncil of the City of West Covina, California, at a >f February 2006 by the following vote: . City Clerk • • RESOLUTION NO. RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE REVISED' CLASS SPECIFICATION FOR COMMUNITY SERVICES COORDINATOR Whereas, the Human Resources Commission has reviewed and approved the revised class specification for Community Services Coordinator. NOW, THEREFORE, the City Council of the City of West Covina does hereby resolve as follows: SECTION 1. That the revised class specification for Community Services Coordinator, attached and marked as "Exhibit B" is hereby adopted. SECTION 2. The effective date of this Resolution is February 7, 2006. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. APPROVED and ADOPTED this 7`h day of February 2006. Mayor ATTEST: City Clerk I, , City Clerk of the City of West Covina, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 7th day of February 2006 by the following vote: AYES: NOES: ABSENT: ABSTAIN: City Clerk APPROVED AS TO FORM: City Attorney Arnold Alvarez-Glasman 1 RESOLUTION NO. RESOLUTION NO. - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE REVISED CLASS SPECIFICATION FOR DEPARTMENTAL AIDE Whereas, the Human Resources Commission has reviewed and approved the revised class specification for Departmental Aide. NOW, THEREFORE, the City Council of the City of West Covina does hereby resolve as follows: SECTION 1. That the revised class specification for Departmental Aide, attached and marked as "Exhibit C" is hereby adopted. SECTION 2. The effective date of this Resolution is February 7, 2006. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. APPROVED and ADOPTED this 7th day -of February 2006. Mayor ATTEST: City Clerk I, , City Clerk of the City of West Covina, do hereby certify that the foregoing Resolution was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 7th day of February 2006 by the following vote: AYES: NOES: ABSENT: ABSTAIN: City Clerk APPROVED AS TO FORM: City Attorney Arnold Alvarez-Glasman Z: City Council: CC Class Spec.RecSvcsSup.CommSvcsCrd.DeptAide.2.7.06 EXHIBIT A_. CITY OF WEST COVINA MID- MANAGEMENT CLASS SPECIFICATION JANUARY 2006 RFC'RFATION SERVICES SUPERVISOR Job Summary Under general direction, plans, coordinates, directs and evaluates several major phases of the City-wide recreation and Community Service Programs; does related work as required. 1. Plans, coordinates, directs and evaluates specialized services of the recreation program such as sports, culture Arts, or high visibility events. 2. Assists in the recruitment, selection, training, and evaluation of part-time personnel within the Recreation Department. 3. Provides direct supervision of recreation leaders and special activity instructors. 4. Acts as liaison to various private non-profit, service, school district, and community organizations. 5. Prepares routine and special reports; assists in managing certain financial records such as billings and expenditures; prepares council and commission reports and evaluations. - 6. Prepares public information for distribution, such as press releases, departmental brochures, slide shows, and video programs and promotes department activities. 7. Plans, organizes and directs city-wide events such as summer concert series; Youth Appreciation days and City festivals. 8. Formulates and manages revenue -generating activities such as fee -and -charge classes, youth and adult sports, center classes, special events, and building rentals. 9. Assists in the preparation and monitoring of program budgets. 10. Conducts special studies/projects to determine community needs and assists in the development of a plan to meet those needs. 11. Administers contracts for fee and charge classes including all accounts receivable and , payable. 12. Participates in the development and assessment of annual department goals and objectives of recreational, cultural, and community service programs. 13. Assists in monitoring various grants for the department. Z: Class specs — Recreation Services Supervisor.01.06 f' RECREATION SERVICES SUPERVISOR Page 2 14. Recruits, trains, supervises and evaluates department volunteers. Knowledge of Numerical applications related to budgets and record -keeping procedures; principles and techniques of planning, directing, and evaluating public recreation activities; community organization and public relations; recreation objectives and reasonable and practical programs to achieve these objectives efficiently and knowledge of community service programs and resources. lEducation and Experience Grid .lin s Qualifying for consideration in the selection process will be based on the description listed above under Knowledge, Skills, and Abilities, and any combination of education and experience as described below. Education: Completion of a Bachelor's Degree from an accredited college with major coursework in recreation, community services, physical education, public administration or a related field. Experience: Two years of responsible experience in varied organized recreation or community service programs, preferably with a local government agency. 2kdditionaf experience at a supet visory fevel nray be substituted fbi the required education on a year- for -year basis, up to a maxinnnn of tvvo years of edtication. DR Licenses/C:ertificates: Possession of a Valid California Class C driver's license and a satisfactory driving record is required. Physical Profile —Category Positions in this category require moderate physical exertion associated with the ability to lift, carry, push, pull or climb. Z: Class specs — Recreation Services Supervisor.01.06 • OXHIBIT B CITY OF WEST COVINA CLASSIFIED CLASS SPECIFICATION JANUARY 2006 COMMUNITY SERVICES COORDINATOR Job Summary Under general supervision, assists in the organization, promotion, coordination and supervision of programs and personnel for the Community Services Department; performs other related duties as assigned. This position may be assigned to the Administrative Division, Community Services Division, Public Services Division or Recreation Services Division of the Community Services Department. Essential Functions 1. Plans, coordinates, evaluates and directs specialized services in any of the three divisions of the Community Services Department. 2. Assists in the recruitment, selection, training, and evaluation of part-time personnel within the Community Services Department. 3. Provides direct supervision of volunteers, instructors and part time personnel. 4. Acts as liaison to various private, non-profit, service, school district, and community organizations. 5. Purchases and maintain supplies for the City's programs and facilities. 6. Responds to emergency situations as required. 7. Prepares public information for distribution, such as press releases, departmental brochures, presentations, and promotes department activities. 8. May plan, organize and direct any of the programs and services provided by the Community Services Department including but not limited to: city-wide special events, day care, youth and adult sports, teen programs, recreation classes, aquatics, facility management, senior programs and services, transportation, grant writing, and monitoring local, state and federal funding contracts. 9. Assists in the preparation and monitoring of program budgets. 10. Participates in the development and assessment of annual department goals and objectives. Community Services CO(kinator Page 2 QUALIFICATIONS Knowledge, Skills, and Abilities Knowledge of: Principles and practices needed in organizing and supervising public programs and services related to community services; thorough knowledge and techniques of programs and services specific to responsible areas; supervision and training principles; scheduling and personnel principles and safe work practices. Skills: Possess excellent verbal and written communication skills and proficiency with standard office equipment and personal computer software/programs such as Microsoft Word and Excel as required. Ability to: Manage a wide range of specific departmental functions; establish and maintain cooperative working relationships with other City departments, as well as outside groups; communicate clearly and concisely, both verbally and in writing; understand and carry out oral and written instructions and commit to providing quality customer service. Education and Experience Guidelines Qualifying for consideration in the selection process will be based on the description listed above under Knowledge, Skills, and Abilities, and any combination of education and experience as described below. Education: A High School diploma or GED is required. Completion of a Bachelor's Degree in recreation, community services, physical education, public administration or a related field from an accredited college is preferred but not required. Experience: Two years of responsible experience in varied organized recreation or community service programs, preferably with a local governmental agency. Licenses/Certificates: Possession of a Valid California Class C driver's license and a satisfactory driving record is required. Certificates current in training aquatic staff and pool operations may be required for some positions. Physical Profile —Category II: Positions in this category require moderate physical exertion associated with the ability to lift, carry, push, pull or climb. Z: Class Specs: Community Services Coordinator — Revised 01-06 • 4tXHIBIT C CITY OF WEST COVINA DEPARTMENTAL AIDE Job Summary CONFIDENTIAL CLASS SPECIFICATION JANUARY, 2006 Under general supervision, performs routine administrative tasks including research, report writing, policy analysis, statistical data maintenance, survey work and more difficult clerical or field assignments necessary to develop the assigned employees' transition from clerical or Para -professional positions to administrative or professional positions in a chosen career field matching the department where assigned. Does related work as required. Essential Functions 1. Assists in special projects and studies. 2. Carries out routine administrative and research assignments. 3. Gathers, tabulates and analyzes factual data. 4. Performs clerical or field work requiring in-depth knowledge and use of independent judgment. S. Advises employees and citizens of City policies and procedures. 6. Prepares written correspondence and drafts reports and recommendations. 7. Generally performs paraprofessional duties requiring knowledge of beginning level administrative skills. QUALIFICATIONS Required Knowledges Working knowledge of modern governmental administrative procedures, organizational structure,.and effective communication practices. Knowledge of report writing and correspondence techniques, as well as ability to research and analyze data, City procedures and regulations. m A DEPARTMENTAL AIDE Page 2 - - --.: 01 :. :- .:- Education: Completion of some coursework toward a college degree, as set forth in the Administrative Policy. Experience: A minimum of one year's experience with the City with duties and responsibilities allowing the development of beginning level administrative technical skills. Z: Class Spec: DEPTAIDE.CS CITY OF WEST -C O VINA ADMIN1STf;ATIVE POLICY Subject: DEPARTMENTAL AIDE PROGRAM Background: On November 14, 1977, the City Council approved the concept, class specification, and salary range for the position of Departmental Aide. A need existed for a "bridge" position which would allow employees (particularly in, but not limited to, the clerical and bookkeeping areas) to expand their education and experience in order to be able to move from their current position, whether it be non -technical, clerical, or entry-level technical or administrative into higher -level technical, administrative or professional careers. There also was.an interest by staff in broadening career bases for employees. The problem was that many employees, in spite of increasing education Levels and job responsibilities, were locked into deadend positions that did not allow the full use of their skills, did not recognize the employee's potential value to the organization, and did not allow for further career development. The intent of the program was not to create additional positions within the City, but rather to change the classification of certain employees who fit the qualifications for the Departmental Aide position. Promotion to this proposed classification would recognize cognizant skills and provide additional training for employees interested in professional growth. In addition, departments could more fully utilize present staff members without working individuals out of classification. Basic In addition to meeting the minimum qualifications set forth in the Requirements: Class Specification, the Departmental Aide program has the following .basic requirements: A. The employee must be interested in career advancement beyond the clerical orientation. B. The employee must be attending school toward a professional or technical goal. C. The employee must have demonstrated the ability to work at levels above the current classification. f 1 • CITY OF WEST C O VT N"A ADMINiSTRATNE POLICY Subject DEPARTMENTAL AIDE PROGRAM (Continued) Page 2 D. The department head and the.empioyee must agree on a training program (work agreement) for progressive advancement. E. The 'department must be committed to a reallocation of a percentage of the Departmental Aide's previous duties.to other existing department personnel. F. No new position shall be requested by the department because of the promotion of an employee to departmental aide. G. The employee shall remain in the Departmental Aide position for a period of no more than 44 years. Procedure: A Departmental Aide position could be approved in one of the following three ways: (1) through a reclassification of a present employee; (2) through a reallocation of a vacant position; or (3) through the creation of.a position in the budget process. The most common method utilized has been through reclassification. To accomplish this the following procedure must be followed: A. A memo must be submitted to Personnel from the respective Department Head requesting the reclassification. B. Personnel shall study the assigned duties and responsibilities of the current position in light of the request. C. The Career Development Task Force (comprised of the Personnel Director, Assistant to the City Manager, and an Analyst in the Personnel Department) reviews the Personnel Department's recommendation and evaluates the essential feasibility of the request as it relates to the specific department and employee. - (Feasibility includes long-term effect, short- and long-term problems and advantages, potential morale problems, strength of total proposal, and validity of mutual work agreement.) The Task Force also has the obligation to determine the specific term for each Departmental Aide Program. D. Upon completion of this analysis, a memo is submitted to the City Manager either recommending approval or _denial of the Department's request. CITY OF WEST COVINA ADMINISTRATIVE POLICY Subject: DEPARTMENTAL AIDE PROGRAM (Continued) Page 3 E. Upon approval of the reclassification, the employee together with his/her supervisor prepare a Work Agreement, which: 1. Outlines the employee/department obligations. 2. Provides assurances toward maximizing the employee's experience. 3. Outlines the work program. 4. Outlines the proposed restructuring of duties within the department. F. The Career Development Task Force meets quarterly with the employee and the respective Department Head to monitor the mutual work agreement. G. The City Manager, Personnel -Director and affected Department Head have an, obligation to address the problem of placement of the Departmental Aide into a regular assignment after completion of the program. Possibilities would include, but are not limited to, reclassification or appointment to the next vacancy. C27.23