Agenda Report
Fullerton City Council
MEETING DATE: OCTOBER 3, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: EDDIE MANFRO, DIRECTOR OF HUMAN RESOURCES PREPARED BY: ELLIS CHANG, DIRECTOR OF ADMINISTRATIVE SERVICES
LAURA GIANNETTI-MERCER, HUMAN RESOURCES MANAGER II
SUBJECT: ADMINISTRATIVE SERVICES DEPARTMENT CLASSIFICATION PLAN UPDATE
SUMMARY
Proposed personnel classification plan amendment to create new classifications and revise and/ or retitle existing classifications in the Administrative Services Department.
RECOMMENDATION
Adopt Resolution No. 2023-XXX.
RESOLUTION NO. 2023-XXX – A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF FULLERTON, CALIFORNIA, ADOPTING, UPDATING AND DELETING CERTAIN CLASS SPECIFICATIONS IN THE PERSONNEL CLASSIFICATION PLAN AND AMENDING RESOLUTION NO. 2023-053 (FULLERTON MANAGEMENT ASSOCIATION) APPENDIX A AND RESOLUTION NO. 2023-052 (FULLERTON MUNICIPAL EMPLOYEES FEDERATION) APPENDIX A
CITY MANAGER REMARKS
Recommends approval of Resolution.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Fiscal and Organizational Stability.
FISCAL IMPACT
Reorganization of the Administrative Services Department would save an estimated net $40,000 across various City funds, including the General Fund, by reclassifying positions, and eliminating 1 full-time equivalent (FTE) position. The Fiscal Year (FY) 2023-24 approved budget incorporates the requested position classification changes and net savings.
DISCUSSION
The Enterprise Resource Planning software application upgrades and conversions and Tyler Munis system implementation will bifurcate City accounting and reporting functions between two disparate software platforms. The City will continue to operate financial reporting, general ledger, budget, purchasing, payroll and accounts payable on Finance Enterprise, a Central Square product, and begin processing accounts receivable / general billing, utility billing and cashiering on Tyler Munis. The City completed Phase I of the significant upgrade from the Central Square OneSolution platform to the Finance Enterprise platform in FY 2021-22. Phase II of the upgrade to Finance Enterprise has begun and will continue through FY 2024-25.
The Administrative Service Department evaluated staffing resource alignment with functional lines of operation and a perspective towards staff development, retention and continuity of service provided to internal and external customers.
Deputy Director of Administrative Services
The Deputy Director of Administrative Services position would improve coordination of the general ledger interactions between Budget, Purchasing, Revenue and Fiscal Services. This position would oversee the Fiscal Services and Revenue Divisions and manage the City banking contract and relationship and support with Treasury management. In addition, this position may serve as Acting Director of Administrative Services in the absence of the Director.
Staff recommends placing this position at salary range 901 ($109,274 - $163,912) which equals the salary range for Deputy Director of Community and Economic Development and provides an approximate 28% differential to Director of Administrative Services.
Purchasing Supervisor
This position would provide lead technical, subject matter support of the City Purchasing program, supervise purchasing functions including the buyers and assigned support personnel and assist the Budget and Purchasing Manager with advanced level purchasing duties and responsibilities. Examples of this include facilitating competitive bidding processes from start to finish, troubleshooting and making corrective recommendations to City staff on procurement issues independently under general direction and researching and advising on advanced purchasing concepts, such as cooperative purchasing or use of “piggy-back” agreements.
Staff recommends placing this position at salary range 600 ($78,496 - $100,183) which equals the salary range for Senior Administrative Analyst and provides an approximate 29% differential to positions supervised.
Business Registration Supervisor
The Business Registration Supervisor position would supervise the business registration function and support banking and cashiering. The Business Registration Supervisor position provides the Revenue Operations Manager supervisory support over business registration and utility services.
Staff recommends placing this position at salary range 530 ($60,644 - $77,397) which equals the salary range for Parks and Recreation Supervisor I and provides a minimum of approximately 9% differential to positions supervised.
Accounting Technician
This position would provide functional lead support over the Account Clerks within the department billing and payment functions and support Account Clerk onboarding and training, assist with troubleshooting system issues specific to their area of responsibility and provide higher level duties.
Staff recommends placing this position at salary range 370 ($50,405 - $64,332) which equals the salary range for Administrative Aide / City Council.
Revenue Operations Manager
The City has implemented accounts receivable / general billing and will go live with a utility billing cashiering, and payments software applications (Tyler Munis) in the second half of Fiscal Year 2023-24. Functional operations will shift between the Fiscal Services and Revenue Divisions with this change. The accounts receivable / general billing function falls under the Fiscal Services Division. This function will move under the Revenue Division with the system conversion. The Revenue Operations Manager position would reflect the change in responsibility, continuing to oversee operations for utility billing, business registration and cashiering with the additional responsibility of overseeing accounts receivable / general billing. The Revenue Operations Manager would also provide banking and treasury support.
The Revenue Operations Manager position reflects these changes. The newly aligned Revenue Division would operate on the Tyler Munis billing, cashiering and payments software applications and business registration would continue to operate on the HdL Prime business registration software application. Banking and treasury support would move to the Deputy Director position.
Staff recommends placing this position at salary range 640 ($95,187 - $121,485) which equals the salary range for Parks and Recreation Manager and provides a minimum 35% differential to positions supervised.
Budget and Purchasing Manager
Staff proposes revising this job specification to maintain conformity with other administrative services classification specifications. The revision includes no proposed salary change for this classification.
Buyer Series, Customer Service Representative Series and Payroll Technician Series Revisions to these positions would allow the department to move staff within the series commensurate with experience, knowledge and work performed as staff development progresses, within the personnel budget. Staff proposes retitling Customer Services Representative to Customer Service Representative Series with no proposed salary changes for these classifications.
Summary
City Council approval of the proposed reorganization would allow the Administrative Services Department to align staffing resources within the appropriate functional lines. This reorganization would also provide development and growth opportunities within the department and City and support succession planning efforts.
These actions would generate no fiscal impact to the FY 2023-24 budget as staff has factored the $40,000 net salary savings at budget adoption. The adopted FY 2023-24 personnel summary budget also incorporated the proposed reorganization.
The following table presents the fully-burdened total compensation for all appointments assigned at the top step within their range, including benefits with health costed at two-party, except for the Deputy Director of Administrative Services. The City would fill many positions filled at lower steps thus mitigating future fiscal impact.
Position
(Salary Range and Costed Step)
Adopted
FY 2022-23 FTE
Adopted
FY 2023-24 FTE
Potential Future Fiscal Impact
Deputy Director of Administrative Services
0 1
$173,730
(Salary Range 901)
Revenue Manager
1 0
($169,177)
(Salary Range 658 - Step 6)
Revenue Operations Manager
0 1
$147,674
(Salary Range 640 - Step 6)
Purchasing Supervisor
0 1
$123,854
(Salary Range 600 - Step 6)
Buyer II
1 0
($99,781)
(Salary Range 455 - Step 6)
Position
(Salary Range and Costed Step)
Adopted
FY 2022-23 FTE
Adopted
FY 2023-24 FTE
Potential Future Fiscal Impact
Business Registration Supervisor
0 1
$98,372
(Salary Range 530 - Step 6)
Revenue Specialist
1 0
($92,519)
Salary Range 423 - Step 6)
Accounting Technician
0 2
$169,910
(Salary Range 370 - Step 6)
Account Clerk II
3 0
($217,301)
(Salary Range 275 - Step 6)
Lead Customer Service Representative
1 0
($92,519)
(Salary Range 423 - Step 6)
Sr Customer Services Representative
0 2
$150,850
(Salary Range 300 - Step 6
Customer Services Representative
2 0
($144,868)
(Salary Range 275 - Step 6)
Net Impact
9 8
$48,225
Attachments:
Attachment 1 – PowerPoint Presentation
Attachment 2 – Draft Resolution No. 2023-XXX
Attachment 3 – Revenue Operations Manager Class Specification (redline) Attachment 4 – Budget and Purchasing Manager Class Specification (redline) Attachment 5 – Buyer Series Class Specification (redline) Attachment 6 – Customer Service Representative Series Specification (redline) Attachment 7 – Payroll Technician Series Class Specification (redline) cc: City Manager Eric J. Levitt
Administrative Services Classification Plan Update
October 3, 2023 - Page 5