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Item 7 - CONSIDERATION OF JOB DESCRIPTION AND SALARY GRADE FOR POLICE BACKGROUND INVESTIGATORAGENDA ITEM NO.7 AGENDA STAFF REPORT City of West Covina I Office of the City Manager DATE: September 6, 2022 TO: Mayor and City Council FROM: David Carmany City Manager SUBJECT: CONSIDERATION OF JOB DESCRIPTION AND SALARY GRADE FOR POLICE BACKGROUND INVESTIGATOR RECOMMENDATION: Staff and the Human Resources Commission recommend that the City Council adopt the following resolution: RESOLUTION NO. 2022-88 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE ESTABLISHMENT OF THE POLICE BACKGROUND INVESTIGATOR 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. Staff surveyed comparable similar classifications in the Los Angeles area. As a result of this evaluation, staff is recommending establishing a part-time classification of Police Background Investigator which will better position the City to meet current and future needs. DISCUSSION: The Police Department does not have a full-time background investigator position. The Department utilizes three (3) retired Police Officers, on a part-time basis, to conduct background investigations for prospective candidates. The current background investigators are classified as Administrative Aides, with an hourly pay range of $21.31 and $28.75. The benefits of hiring retired police officers to conduct background investigations include their knowledge and experience of the policing profession as well as the Police Department's culture and values. Finding not only qualified candidates, but also those who exhibit personal values consistent with the values of the organization, enhances the candidate's ability to successfully acclimate to the Department's and the City's values, and accomplishes the mission of the Police Department of providing the highest levels of service and protection to the community. The Department typically processes between 80 and 100 backgrounds (sworn and civilian) per year. For the fiscal year 2020/2021, the part-time background investigators logged a total of 2,112 hours for background investigations and processed approximately 100 backgrounds. The current competitive hourly rate for Background Investigators in Los Angeles County is between $33.00 and $55.00 per hour. Additionally, contracting background services out to private entities has a current market cost of $1,500 to $2,200 per background (sworn and civilian). Utilizing the 20-hour average per background as established above, the hourly cost per background utilizing an outside background company would be compensated at an hourly rate between $75.00 and $110.00. Regardless of the hours spent on each background sent out to a private firm, the cost of the background remains the same. The disparity in compensation from current industry standards has made it difficult for the City to retain and attract qualified investigators. In order to continue to provide the highest quality of background services, and to enhance our ability to retain and attract qualified investigators, the establishment of a Police Background Investigator position is recommended. The proposed salary grade for the new position is as follows: Position Title Step 1 Step 2 Step 3 Police Background Investigator (Part-time/Limited Services) $40.00 $45.00 $50.00 On August 10, 2022, the Human Resources Commission approved the new job description and salary grade for the Police Background Investigator position. LEGAL REVIEW: The City Attorney's Office has reviewed the resolution and approved it as to form. Prepared by: Helen Tran, Director of HR & Risk Management Fiscal Impact FISCAL IMPACT: The actual estimated number of hours is less than the budgeted. Therefore, even with the increase in rates, there is no impact on the FY22-23 Budget. FY 2022-23 FY 2022-23 Estimated Budget Estimated Balance Cost with New Rates $80,000 $75,900 $4,100 Attachments Attachment No. 1 - Resolution 2022-88 (Police Background Investigator) Exhibit A - Proposed Police Background Investigator CITY COUNCIL GOALS & OBJECTIVES: Protect Public Safety Achieve Fiscal Sustainability and Financial Stability ATTACHMENT NO. 1 RESOLUTION NO. 2022-88 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, APPROVING THE ESTABLISHMENT OF THE POLICE BACKGROUND INVESTIGATOR CLASSIFICATION THE CITY COUNCIL OF THE CITY OF WEST COVINA HEREBY FINDS, DETERMINES, AND DECLARES AS FOLLOWS: 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, Human Resources Department staff is recommending establishing a part-time classification of Police Background Investigator, which will better position the City to meet current and future needs; and WHEREAS, on August 10, 2022, the Human Resources Commission approved establishing the Police Background Investigator classification and approved the specification for the Police Background Investigator set forth in Exhibit A, attached hereto and incorporated herein, and approved the salary grade for the new classification; and WHEREAS, the City Council desires to approve the establishment of the Police Background Investigator classification; and WHEREAS, the City Council also desires to approve the specification and salary grade for the Police Background Investigator classification. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA HEREBY RESOLVES AS FOLLOWS: SECTION 1. The City Council hereby approves establishing the Police Background Investigator classification with the specification attached hereto as Exhibit A. SECTION 2. The City Council hereby approves the following new salary grade for the Police Background Investigator classification: Classification Ho rly Pay Range Step 1 Step 2 Step 3 Police Background Investigator $ 40.00 $ 45.00 $ 50.00 (Part-time/Limited Services SECTION 3. 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 6th day of September, 2022. APPROVED AS TO FORM Thomas P. Duarte City Attorney Dario Castellanos Mayor ATTEST Lisa Sherrick Assistant City Clerk I, LISA SHERRICK, ASSISTANT CITY CLERK of the City of West Covina, California, do hereby certify that the foregoing Resolution No. 2022-88 was duly adopted by the City Council of the City of West Covina, California, at a regular meeting thereof held on the 6th day of September, 2022, by the following vote of the City Council: AYES: NOES: ABSENT: ABSTAIN: Lisa Sherrick Assistant City Clerk NIF_M-14 a: M Is 197-1 Ad [a] kq 0 96I w [y :8 -7_Cy .(c] :Zell] kq Ul I kq 1v/ :&t 9 [H-, A I M ;7 Exhibit A PROPOSED CITY OF WEST COVINA CLASSIFICATION SPECIFICATION Class Title: POLICE BACKGROUND INVESTIGATOR Bargaining Unit: NA Class Code: POL BCK INV Salary Grade: PT XXX Salary: $40.00-$50.00 FLSA: NON-EXEMPT Date Updated: JOB SUMMARY Under the general supervision of the Department's Administrative Division, conducts background investigations for Police Department candidates, both Sworn and Civilian, consistent with State and Federal mandates. May also be required to conduct background investigations for other City Departments as assigned by the Chief of Police. ESSENTIAL FUNCTIONS The duties listed below are examples of the work typically performed by employees of this class. Not all assigned duties may be listed. 1. Explains policies and procedures to applicants via telephone, email, or in person. 2. Reviews completed background interview forms and checks for completeness, accuracy, inconsistencies, errors, omissions, and falsifications. 3. Screens candidates to ensure they meet the Peace Officer Standards and Training(POST) guidelines. 4. Follows local, state, and federal laws, as well as Equal Employment Opportunity laws. 5. Obtains and reviews records and reports from other agencies (such as the FBI, Department of Justice, and state and municipal agencies) to determine if the candidate wasa witness, victim, suspect, involved parry, or perpetrator of any crime. 6. Obtains and reviews arrest reports, witness statements, and other documents to determine if the candidate has the appropriate background to work in the Police Department. 7. Obtains and reviews credit reports and evaluates financial responsibility. 8. Interviews employers, co-workers, neighbors, law enforcement officials, military personnel, members of the candidate's family, and personal references. 9. Develops second- and third -level references and makes additional inquiries to assist indetermining credibility of statements. 10. Observes each person being interviewed for the presence or absence of physical indicators of truthfulness. 11. Prepares a detailed summary of information based upon objective analysis and evaluation of candidate's background, as well as statements from others contacted during the course of the background investigation. 12. Prepares detailed and complete statements for each person being interviewed in order to allow a reviewer to draw reasonable and logical conclusions about the candidate. 13. Organizes all investigative material in accordance with established procedures. 14. Completes background packages for review and final recommendation. 15. Prepares the final background investigation package for presentation to the Police Background Investigator- PROPOSED Page 2 of 4 Chief of Police. 16. Communicates regularly with management and the candidate to keep them informed of the status of the background investigation. 17. Measures the candidate's background against job dimensions set forth by the Peace Officer's Standards and Training (POST) guidelines. 18. Coordinates his/her schedule to ensure efficient use of time while traveling. 19. Prepare Polygraph packets and coordinate exam with Polygrapher. 20. Prepare psychological exam packets GENERAL QUALIFICATIONS Required Knowledge 1. Selection standards as set forth by the Peace Officer Standards and Training (POST) guidelines. 2. Confidentiality laws pertaining to personnel records, requests for information from other departments, the public, or the media regarding candidates. 3. Rationales for confidentiality sufficient to ensure the integrity and personal privacy of candidate background investigation files and all information contained therein. 4. Principles and practices of confidentiality sufficient to recognize actions that may compromise the integrity of the investigation or investigation file documents. 5. Various technical specialists available to assist in an investigation and when to request such assistance. 6. Basic principles of police investigation methods and procedures, interviewing and interrogation techniques. 7. Federal and State Government Code, Labor Code, Americans with Disability Act, customer service principles, and effective communication skills. 8. Modern office equipment including computer and applicable software. 9. Proper English to include correct spelling and grammar. 10. Sound safety practices. Required Abilities 1. Read, comprehend, and interpret detailed, complex written material. 2. Prepare clear and concise written reports. 3. Analyze complex ideas and information and present findings in a succinct, understandable format, both verbally and in writing. 4. Effectively evaluate suitability of a candidate and prepare sound recommendations based on research and analysis. 5. Simultaneously consider numerous facts, perceive patterns and relationships, and develop ideas about past occurrences based on numerous small pieces of information or evidence. 6. Access information through various computer systems. 7. Compare and interpret information, recognize, and examine discrepancies, and draw logical conclusions. 8. Manage time effectively to complete work within stringent deadlines; organize, prioritize, perform multiple tasks, and combine investigations to ensure timely completion; balance workload and handle several cases concurrently. 9. Use appropriate investigative techniques to capture an accurate image of the candidate's background. 10. Communicate and deal tactfully, persuasively, and effectively with coworkers, supervisors, management, and the public. Police Background Investigator- PROPOSED Page 3 of 4 11. Demonstrate cultural sensitivity through tact and courtesy when dealing with individuals from various social, cultural, racial, and economic backgrounds. 12. Work cooperatively as a part of a team. 13. Remain calm and focused when interviewing distraught or uncooperative persons. 14. Demonstrate effective interpersonal skills required to discuss matters of a sensitive and sometimes inflammatory nature with candidates and others contacted during the course of the investigation. 15. Observe body language when interviewing individuals, detecting signs of truthfulness and credibility. 16. Conduct interviews in a manner that places people at ease and encourages cooperation. 17. Keep the interview focused on the material to be covered. 18. Listen, in person and on the telephone, and pay close attention to what is being said. 19. Perceive when the person being interviewed has not understood the question. 20. Rephrase and clarify questions, and follow-up on unanswered questions or conflicting 21. Must be able to work with Outside Jurisdiction (OSJ) Law Enforcement Background Investigators, reviewing and sharing background files. MINIMUM QUALIFICATIONS Education, Training, and Experience Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. Incumbents will possess the most desirable combination of training, skills, and experience as demonstrated by past and current employment. Education Graduation from high school or GED. Must have received a Basic Post Certificate. Experience Five (5) years prior law enforcement experience, within the last ten (10) years, expertise in the area(s) of background investigations for employment, Internal Affairs Investigations, in- depth investigations of criminal matters, or comprehensive investigations of traffic -related incidents is desired. Licenses/ Certificates/ Special Requirements 1. Possession of a Class C California Driver's License with a satisfactory driving record is required. 2. Must attend POST Background Investigators School within one (1) year of Employment; and attend annual updates as provided by the California Background Investigators Association each year thereafter. 3. Must maintain California Law Enforcement Telecommunications System (CLETS) Certification and abide by all applicable State and Federal mandates. Police Background Investigator- PROPOSED Page 4 of 4 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, employee regularly performs extensive and repetitive physical activity involving the arms, wrists, and hands, including writing and using a keyboard. The employee is also regularly required to sit, talk, or hear, both in person and by telephone. The position also requires the occasional need to lift and carry materials and supplies weighing up to 15 pounds. The employee may also be required to drive a city vehicle. Specific vision abilities required include close vision and the ability to adjust focus Work Environment 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. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, employee regularly performs extensive and repetitive physical activity involving the arms, wrists, and hands, including writing and using a keyboard. The employee is also regularly required to sit, talk, or hear, both in person and by telephone. The position also requires the occasional need to lift and carry materials and supplies weighing up to 25 pounds. The employee may also be required to drive a city vehicle. Specific vision abilities required include close vision 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.