Item #03
Date: January 16, 2024
To: Mayor and City Council
From: Nicole Moe, HR Manager
Jim Schaad, City Manager
Subject: Human Resources Technician Job Description and Salary Recommendation:
Pass a Motion to approve 1) the attached Human Resources Technician Job Description, 2) the attached salary schedule and 3) authorize the Finance Director to make supplemental appropriations of $3,410 to the salary and benefits accounts, as necessary.
Rationale for Recommendation:
Staff recommends creating a Human Resources Technician job description to assist with various confidential/sensitive human resources and risk management related functions. This job description is proposed in order to meet the increasing demands on City staff to manage employee recruitments, examinations, health and retirement benefits, wellness programs, and training related activities. The new position would also be able to perform functions in risk management and regulatory compliance (special licensing/certifications, workers compensation, claims against the City, safety policy and training and reporting requirements). The majority of the human resource duties are performed by the City’s HR Manager who also serves as the City’s Executive Assistant and City Clerk. The current Administrative Assistant position assists in general administrative tasks, the position does not perform specialized, often confidential work for the department. Replacing the administrative assistant position with the Human Resources Technician position would allow significantly more flexibility in the HR Manager’s ability to delegate duties.
Background:
Since the 2008-2009 recession and subsequent passage of Measure C, the City has strategically yet prudently restored key positions in an effort to bring service levels to pre-recession conditions. The employee count has grown from 52 FTE’s in 2010 to 63 FTE’s in 2023. Though this increase has provided better service to our constituents, the addition of employees hasrequired greater Human Resource support in the areas of recruitment, benefits administration and personnel disciplinary actions. The majority of this work is currently performed by the City’s HR Manager who also serves as the City’s Executive Assistant and City Clerk. Additionally, the number of insurance claims has increased as have Public Records Act requests.
Lastly, an increase in economic development activity, grant awards and public works projects has increased the support activities required for posting and advertising procurements, reviewing Council agenda items and coordinating/scheduling meetings for the City Manager, Council and others.
Item #03
Per the Society for Human Resource Management (SHRM), the average HR staff to employee ratio is approximately 2.6 to 3.4 HR staff per 100 employees. Currently the City’s Human Resources Manager is only able to dedicate a portion of her time to providing Human Resources and Risk management service to our 90 (+/-) employees. Rather than requesting an additional staff member at significant cost , the proposed change would provide the ability to delegate more complex, sensitive and confidential tasks to a subordinate with minimal fiscal impact.
Due to the confidential and sensitive nature of the work to be performed, staff recommends this position be a classified, non-represented position. As with other Agencies, this non-represented position would receive the benefits that the Management Group, with the exception that this position will be eligible for overtime but not be eligible for Administrative Leave.
Alignment with City Council Goal(s):
Goal #6: Strengthen Institutional Capacity
Fiscal Analysis:
The fiscal impact for the remaining 2023/24 fiscal year, including salaries, overtime, and related benefits will be $3,410. Annual cost for the subsequent 2024-25 Fiscal Year would be approximately $8,000.
Attachments:
1) Job Description
2) Salary Schedule