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04-20-2021 - AGENDA ITEM 09 CONSIDERATION OF JOB DESCRIPTION AND SALARY GRADE FOR MAINTENANCE SERVICES COORDINATORAGENDA ITEM NO. 9 AGENDA STAFF REPORT City of West Covina DATE: April 20, 2021 TO: Human Resources Commission FROM: Helen Tran, Human Resources & Risk Management Director SUBJECT: CONSIDERATION OF JOB DESCRIPTION AND SALARY GRADE FOR MAINTENANCE SERVICES COORDINATOR RECOMMENDATION: It is recommended that the City Council approve the establishment of the Maintenance Services Coordinator and the job description and pay grade for such classification, by adopting the following resolution: RESOLUTION NO.2021-30 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE MAINTENANCE SERVICES COORDINATOR CLASS SPECIFICATIONS AND THE PAY GRADE FOR SAID CLASSIFICATION BACKGROUND: As part of the City's ongoing process of maintaining its position classification plan, the Human Resources Department, as needed, reviews class specifications to ensure that our position specifications are in alignment with current standards, requirements, and qualifications. This review further ensures that the required skills, knowledge and abilities, and essential functions of each classification are in alignment with current demands and comparable with similar classifications within the public sector labor market. The Public Services Department was created in 2017 by combining the Community Services Department and Maintenance Division of the Public Works Department. Prior to the creation of the Public Services Department, the Maintenance Division had gone through significant staff reduction. The workforce was reduced by twenty-three (23) positions, which was more than 50% of the Maintenance and Crafts workforce. The Division now operates with only eleven (11) maintenance staff, a one (1) Contract Coordinator, and one (1) Maintenance Supervisor. Since the staffing reduction of the department, it has become difficult to retain staff and substantial institutional knowledge has been lost. The proposed Maintenance Services Coordinator position in the Division would allow for succession planning and the delivery of seamless service to the residents of West Covina. Currently, the Department has one (1) vacant Maintenance Lead Worker position and one (1) vacant Maintenance Supervisor position, budgeted. With the fiscal savings from the two (2) vacant budgeted positions, there will be no fiscal impact to the City. The Public Services Department is requesting the creation of a Maintenance Services Coordinator classification position. This position is non-exempt under the Maintenance and Crafts bargaining unit and would be responsible for one of the following areas in the Maintenance Division: streets, sewer, parks, and/or building maintenance. Staff recommends the proposed salary grade for the Maintenance Services Coordinator as follows: Steps 11 V 15 Monthly 1$4,897 1$5,142 1$5,399 1$5,669 1$5,952 Annual 1$58,764 1$61,704 1$64,788 1$68,028 1$71,424 These items were reviewed and approved by the West Covina Maintenance and Craft Bargaining Unit representatives on January 25, 2021. On April 7, 2020, the Human Resources Commission approved establishing the new job description and salary grade for the Maintenance Services Coordinator position. Prepared by: Helen Tran, Director of Human Resources/Risk Management Department Attachments Attachment No. 1 - Resolution No. 2021-30 (Maintenance Services Coordinator) Attachment No. 1 Exhibit A (Maintenance Services Coordinator Job Description) ATTACHMENT NO.1 II, R14T L111Y[110MC M-1134iMI11 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE MAINTENANCE SERVICES COORDINATOR CLASS SPECIFICATIONS AND THE PAY GRADE FOR SAID CLASSIFICATION WHEREAS, the Human Resources Department, as needed, reviews class specifications and/or pay grades to ensure position specifications and compensation are in alignment with current demands and comparable with similar classifications within the public sector labor market; and WHEREAS, following a request from the Public Services Department to establish a Maintenance Services Coordinator position, the Human Resources Department determined it is necessary to establish specifications and compensation for the Maintenance Services Coordinator classification; and WHEREAS, on January 25, 2021, the West Covina Maintenance and Craft Bargaining Unit representatives reviewed and approved the proposed Maintenance Services Coordinator classification and proposed pay grade; and WHEREAS, on April 7, 2021, the Human Resources Commission reviewed and made recommendations on minor changes to the job specifications approved the Maintenance Services Coordinator class specifications, as set forth in Exhibit A, attached hereto and incorporated herein; and WHEREAS, on April 7, 2021, the Human Resources Commission also reviewed and approved the salary grade for the Maintenance Services Coordinator classification as set forth below; and Steps 1 2 3 4 5 Monthly $4,897 $5,142 $5,399 $5,669 $5,952 Annual $58,764 $61,704 $64,788 $68,028 $71,424 WHEREAS, the City Council desires to approve the Maintenance Services Coordinator class specifications and the pay grade for said classification. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA HEREBY RESOLVES AS FOLLOWS: SECTION 1. The City Council hereby approves the Maintenance Services Coordinator classification. SECTION 2. The City Council hereby approves the class specifications attached hereto as Exhibit A. SECTION 3. The City Council hereby approves the following salary grade for the Maintenance Services Coordinator classification: Steps 1 2 3 4 5 Mon $4,897 $5,142 $5,399 $5,669 $5,952 Annual $58,764 $61,704 $64,788 $68,028 $71,424 SECTION 4. The City Clerk shall certify to the adoption of this resolution and shall enter the same in the book of original resolutions and it shall become effective immediately. APPROVED AND ADOPTED this 20th day of April, 2021. Letty Lopez-Viado Mayor APPROVED AS TO FORM ATTEST Thomas P. Duarte Lisa Sherrick City Attorney Assistant City Clerk I, USA SHERFUCK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2021-30 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 20th day of April, 2021, by the following vote of the City Council: AYES: NOES: ABSENT: ABSTAIN: Lisa Sherrick Assistant City Clerk EXHIBIT A JOB DESCRIMON Attachment No.1 PROPOSED CITY OF WEST COVINA PROPOSED CLASSIFICATION SPECIFICATION Class Title: MAINTENANCE SERVICES COORDINATOR Bargaining Unit: MAINTENANCE & CRAFTS EMPLOYEES' ASSOCIATION Class Code: MAINT SVCS COORD Salary Grade: MTXXX Salary: $58,764.00-$71,424.00 Annually FLSA: NON-EXEMPT Date Established: JOB SUMMARY Under general supervision of the Public Services Superintendent, plans, organizes, directs, and coordinates the care, maintenance, repair, and alteration of City facilities (Community Centers, City Hall, City Yard, Parks, Maintenance Districts, etc.); oversees the day-to-day operation of the various Maintenance Divisions as assigned (Streets, Sewers, Graffiti, Fleet, etc.); directs assigned staff through subordinate personnel; and performs related work as required. Position may be required to assign, evaluate, and inspect the work of contracts to ensure that the work meets standards. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. 1. Assign, inspect, and monitor the work of outside contractors responsible for maintenance of City facilities, City parks, medians, rights -of -way, street trees and maintenance districts; make recommendations to Public Services Superintendent as appropriate. 2. Respond to, investigate, and resolve citizen inquiries and complaints, which may be difficult or sensitive in nature; recommend action pertaining to requests. 3. Review invoices for accuracy and contractual work performed; maintain records on contractors' performance; and perform avariety of record -keeping functions. 4. Program, operate, and monitor systems; trouble shoot operational problems and errors; adjust as needed. 5. Evaluate possible hazardous conditions. Investigate claims filed against the City on sidewalk trip and fall, street potholes, or any sink holes in the right of way. Assist in the defense of the City in court cases, as the person most knowledgeable on claims related to the street, rights -of -way, and other related areas. 6. Maintain monthly work order reporting and City asset inventories. 7. Obtain price quotations and required documentation for purchasing of equipment and supplies per City policy. 8. Assist with the bid process, prepare requests for proposals and the drafting of specifications, coordinate selection of proposals, for the procurement of services and supplies, prepares reports for City Council approval, and Maintenance Services Coordinator -PROPOSED Page 2 of 3 monitors consultant contracts. 9. Assists in the preparation of the annual budget and the control of expenditures that relate to the Maintenance Division activities and develops appropriate justification for requested changes in personnel, materials, and equipment. 10. Perform staff evaluations that relate to the assigned Maintenance Division. 11. Effectively manage and resolve complex employee issues including disciplinary actions, complaints, and grievances. 12. Recommend and implement changes to policies and procedures to ensure efficient and effective operations. 13. Perform related duties as required. GENERAL QUALIFICATIONS Knowledge ok 1. Street, park, and related public maintenance and construction projects; methods, practices, and techniques related to street, sewer, storm drain, and park construction and maintenance. 2. Working knowledge of plans and specifications. 3. Principles and procedures of contract administration. 4. Principles and procedures of Maintenance Division systems. 5. Methods and techniques of general construction. 6. Maintenance and repair related to the area of work assigned. 7. Principles and procedures of budgeting, record -keeping, and reporting. 8. Modern office procedures and equipment. 9. Pertinent rules and regulations governing chemicals. 10. Principles of supervision, staff training and evaluations. 11. Computer skills highly desirable. 12.Occupational hazards and standard safety practices necessary in maintenance. 13. Principles and practices used in dealing with the public. Ability to: 1. Make critical decisions, e.g., anticipate changing circumstances and provide recommendations to ensure quality service. 2. Review and audit contracts relating to the maintenance of City facilities and other related services as provided by the department. 3. Interpret and explain City contract policies and procedures. 4. Oversee and direct the work of assigned staff including contracted labor. 5. Perform a variety of skilled maintenance and manual tasks for extended periods of time and in unfavorable weather conditions. 6. Respond to requests and inquiries from the public. 7. Communicate effectively both orally and in writing. 8. Establish and maintain effective working relationships with thosecontacted during work. MINIMUM QUALIFICATIONS Education, Training, and Experience Maintenance Services Coordinator -PROPOSED Page 3 of 3 Any combination of training and/or experience that would provide the knowledge, skills, and abilities necessary to perform the duties of the position. Graduation from high school or GED; three years of increasingly responsible experience in Streets, Sewers, Graffiti, Fleet parks, landscape, or tree maintenance, including one year of lead or supervisory experience. Municipal experience desirable. Licenses/ Certificates/ Special Requirements 1. A valid California Class C Driver's License with a satisfactory driving record and the ability to maintain insurability under the City's vehicle insurance policy is required. 2. Possession of, or ability to obtain: Class A Commercial Driver's License within six months of employment. PHYSICAL REQUIREMENTS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Office and field environment; sustained posture in a seated position at a desk or computer for prolonged periods of time; travel from site to site; exposure to dust, noise and traffic; work in inclement weather conditions; work on elevated levels or ladders; work on rough terrain and muddy conditions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, feel or operate objects, tools, or controls and reach with hands and arms. The employee frequently is required to stand and talk or hear. The employee is frequently required to walk, sit, climb, or balance; bend, grasp, stoop, kneel, crouch, twist, climb ladders or inclines, or crawl. The employee must frequently lift and/or move up to 50 pounds. Operate motorized vehicles and equipment. Specific vision abilities required.by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. SUPPLEMENTAL INFORMATION The City of West Covina is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.