Finance and Management Committee March 12, 2024
AGENDA REPORTTO:Jestin D. JohnsonFROM:Mary Hao City Administrator Director, Human Resources Management SUBJECT:SUPPLEMENTAL – Semi-Annual Staffing Report December 2023DATE:February 26, 2024 City Administrator Approval Date: RECOMMENDATION Staff Recommends That City Council Receive A Semi-Annual Informational Report On City-Wide Staffing From The City Administrator Regarding (1) The Vacancy Rates Of All City Departments Through October 1, 2023, (2) The Budgeted Vacancy Rate For The Fiscal Year 2023/24, (3) The Vacancy Rates Of Regional Local Public Entities, (4) The Status Of Human Resources And Workforce Development Partnerships With Non-Profits To Recruit Oakland Residents For City Of Oakland Jobs, (5) The Analysis Of The City Workforce And Recruitment Conditions, And (6) A Summary Of Executive Search Recruitments; On The December 12, 2023 Finance And Management Committee Agenda REASON FOR SUPPLEMENTAL This supplemental report provides additional information that was requested by the Finance & Management Committee at its January 23, 2024 meeting (Attachment A). At the meeting, the Committee made the following requests: 1. Provide more information on the Department Hiring Priorities. To prioritize the recruitment efforts for the City, Human Resources Management Staff work with City Departments to gather information through regular meetings, and communication. Departments are required to submit requisitions to fill vacant positions and are asked to rank the vacant classifications in the order of priority for the department to fill. Table 1 represents the priorities by department and the current status of each priority as of February 23, 2024. Table 1: Department Recruitment Priorities City DepartmentPriority# Class TitleCurrent StatusAnimal Services 1 Animal Care Attendant Accepting Applications until 3/13/24Animal Services 2 Executive Assistant (ELDE) Non-Civil Service Recruitment Pending Jestin Johnson (Mar 1, 2024 09:23 PST)
Mar 1, 2024
Jestin D. Johnson, City AdministratorSubject: SUPPLEMENTAL – Semi-Annual Staffing Report December 2023 Date: February 26, 2024 Page 2 Finance and Management Committee March 12, 2024
City DepartmentPriority # Class TitleCurrent StatusAnimal Services 3 Animal Control Supervisor Pending Analyst AssignmentAnimal Services 4 Vet Assistant Pending Analyst AssignmentAnimal Services 5 Senior Public Service RepresentativeNo Requisition SubmittedAnimal Services 6 Shelter Manager No Requisition SubmittedCity Administrator 1 Program Analyst - SC Early Childhood EdPending Analyst AssignmentCity Administrator 2 Administrative Analyst I Selection Process & ScoringCity Attorney 1 Paralegal Selection Process and ScoringCity Attorney 2 Legal Administrative AssistantSelection Process and ScoringCity Attorney 3 Information Systems Specialist II Recruitment Planning & PrepCity Auditor 1 Executive Assistant to the City Auditor Accepting Applications until 3/4/24. (Non-civil Service)City Clerk No Civil Service Recruitments City Council No Civil Service Recruitments Economic & Workforce Dev1 Real Estate Agent Pending Analyst AssignmentEconomic & Workforce Dev2 Special Activity Permit Inspector recruitment planningEconomic & Workforce Dev3 Urban Economic Analyst IIIPending Analyst AssignmentEconomic & Workforce Dev4 Urban Economic Analyst IIPending Analyst AssignmentEconomic & Workforce Dev5 Program Analyst III Pending Analyst AssignmentEconomic & Workforce Dev6 Program Analyst II, PPT On Hold by Department pending Near ListFinance 1 Budget and Management Analyst Selection Process and Scoring Finance 2 Treasury Analyst II Selection Process and Scoring Finance 3 Revenue Assistant Recruitment Planning & PrepFinance 4 Assistant Revenue & Tax AdministratorPending Analyst AssignmentFinance 5 Principal Financial Analyst Pending Analyst AssignmentFinance 6 Purchasing Supervisor Pending Analyst AssignmentFinance 7 Project Manager (SC Oracle) Pending Analyst Assignment Jestin D. Johnson, City AdministratorSubject: SUPPLEMENTAL – Semi-Annual Staffing Report December 2023 Date: February 26, 2024 Page 3 Finance and Management Committee March 12, 2024
City DepartmentPriority # Class TitleCurrent StatusFinance 8 Revenue Operations Supervisor Pending Analyst AssignmentFinance 9 Tax Auditor I Pending Analyst AssignmentFinance 10 SR. HR/Payroll Systems Analyst Pending Analyst AssignmentFinance 11 Senior HR Operations TechnicianPending Analyst AssignmentFinance 12 HR Operations TechnicianPending Analyst AssignmentFinance 13 Office Assistant II, PPT Pending Analyst AssignmentFinance 14 Contracts & Purchasing ManagerNew Class Spec not Finalized yet.Finance 15 Business Analyst III (SC Oracle) On Hold by Department pending Near ListFinance 16 Sr. Budget Management Analyst On Hold by Department pending Near ListFinance 17 Principal Budget & Management AnalystPending Analyst AssignmentFire 1 Fire Division Manager Non-Civil Service Posting closed 2/21/24 Fire 2 Assistant Fire Marshal (Sworn) Recruitment Planning & PrepFire 3 Assistant Fire Marshal (Non-Sworn) No Requisition SubmittedFire 4 Fire Dispatcher On Hold by Department pending Near ListFire 5 Fire Inspector, Civilian Recruitment Planning & PrepFire 6 Emergency Medical Services Coordinator On Hold pending Class Spec Updates Fire 7 Public Information Officer I MACROSelection Process and ScoringFire 8 Data Analyst II Pending Analyst AssignmentFire 9 Assistant Fire Protection EngineerClass Spec updates pending union review in March 2024Fire 10 Hazardous Materials Inspector IIClass Spec updates pending union review in March 2024Fire 11 Office Assistant I Pending Analyst AssignmentHousing & Community Dev1 Rent Adjustment Program AssistantRecruitment Planning & PrepHousing & Community Dev2 Rehabilitation Advisor I Selection Process and Scoring Housing & Community Dev3 Housing Development Coordinator IVPending Analyst Assignment Jestin D. Johnson, City AdministratorSubject: SUPPLEMENTAL – Semi-Annual Staffing Report December 2023 Date: February 26, 2024 Page 4 Finance and Management Committee March 12, 2024
City DepartmentPriority # Class TitleCurrent StatusHousing & Community Dev4 Housing Development Coordinator IIPending Requisition ApprovalHousing & Community Dev5 Hearing Officer Pending Analyst Assignment -ELDEHousing & Community Dev6 Budget & Grants AdministratorPending Analyst Assignment - ELDEHousing & Community Dev7 Project Manager Pending Analyst AssignmentHousing & Community Dev8 Housing Development Coordinator VNew Class Spec pending Union Review on 2/23/24Human Resources 1 HR Tech Selection Process and Scoring Human Resources 2 Data Specialist Accepting Applications until 2/26/24Human Resources 3 Risk Manager Non-Civil Service Recruitment Pending Human Services 1 Family Services SpecialistAccepting Applications until 3/8/24Human Services 2 Case Manager I -Homelessness Selection Process & ScoringHuman Services 3 Case Manager I – Aging may need SC ChineseNo Requisition SubmittedHuman Services 4 HHS Planner Selection Process & ScoringHuman Services 5 Administrative Assistant I - CitywideSelection Process & ScoringHuman Services 6 Program Analyst II -CYS/OFCY No Requisition SubmittedHuman Services 7 Maintenance Mechanic Selection Process & ScoringHuman Services 8 Human Services ManagerNo Requisition SubmittedInformation Technology1 Reprographic Offset OperatorSelection Process & ScoringInformation Technology2 Information Systems Specialist IRecruitment Planning & PrepInformation Technology3 Information Systems Specialist II Recruitment Planning & PrepInformation Technology4 Information Systems Specialist III Recruitment Planning & PrepInformation Technology5 Electronics Supervisor Class Spec updates scheduled for next CSB meeting Information Technology6 Database Administrator Pending Analyst AssignmentInformation Technology7 Application Developer III Pending Analyst Assignment Jestin D. Johnson, City AdministratorSubject: SUPPLEMENTAL – Semi-Annual Staffing Report December 2023 Date: February 26, 2024 Page 5 Finance and Management Committee March 12, 2024
City DepartmentPriority # Class TitleCurrent StatusInformation Technology8 Telephone Services SpecialistPending Analyst AssignmentInformation Technology9 Information Systems AdministratorPending Analyst AssignmentLibrary 1 Administrative Analyst II Selection Process and ScoringLibrary 2 Archivist Pending Analyst AssignmentLibrary 3 Senior Librarian (SC Cataloging) Pending Analyst AssignmentLibrary 4 Librarian I Pending Analyst AssignmentLibrary 5 Senior Librarian Asst (SC AAMLO) Pending Analyst AssignmentMayor No Civil Service Recruitments Parks, Recreation & Youth Dev Did not provide a listPlanning & Building 1 Planning Investigator Recruitment Planning & PrepPlanning & Building 2 Administrative Analyst I Selection Process & ScoringPlanning & Building 3 Administrative Analyst II Selection Process & ScoringPlanning & Building 4 Civil Engineer -Continuous Continuous RecruitmentPlanning & Building 5 Assistant Engineer - Continuous Continuous RecruitmentPolice 1 Police Officer Trainee Continuous RecruitmentPolice 2 Police Communications Dispatcher Continuous RecruitmentPolice 3 Police Cadet Continuous RecruitmentPolice 4 Lieutenant of Police Recruitment Planning & PrepPolice 5 Sergeant of Police Recruitment Planning & PrepPolice 6 Police Property Supervisor Selection Process & ScoringPolice 7Police Property Specialist Selection Process & ScoringPolice 8 Police Communications ManagerNon-Civil Service - Accepting Applications until 2/26/24. Police 9 Grants Coordinator Recruitment Planning & PrepPolice 10 Police Services Technician II Pending Analyst AssignmentPolice 11 Police Evidence TechnicianClass Spec updates pending Department ReviewPolice 12 Fleet Compliance CoordinatorOn Hold pending Class Spec Updates Jestin D. Johnson, City AdministratorSubject: SUPPLEMENTAL – Semi-Annual Staffing Report December 2023 Date: February 26, 2024 Page 6 Finance and Management Committee March 12, 2024
City DepartmentPriority # Class TitleCurrent StatusPolice 13 Police Services Manager I - Records Non-Civil Service - Accepting Applications until 3/6/24. Police 14 Police Performance AuditorRecruitment Planning & PrepPolice 15 Police Personnel Operations Specialist Recruitment Planning & PrepPolice 16 Police Communications SupervisorPending Analyst AssignmentPolice 17 Police Communications OperatorPending Analyst AssignmentPolice 18 Police Services Manager I - OIANo Requisition SubmittedPolice 19 Administrative Services Manager II - FiscalRecruitment On Hold Pending Class Spec Review Police 20 Program Analyst III Recruitment Planning & PrepPolice 21 Criminalist II SC-Forensic Chemistry Pending Analyst AssignmentPolice 22 Criminalist III SC-Forensic Chemistry (Drug Analysis) No Requisition SubmittedPolice 23 Public Information Officer I Pending Requisition ApprovalPolice 24 Crime Analyst No Requisition SubmittedPolice 25 Management Assistant Recruitment Planning & PrepPolice 26 Latent Print Examiner II Pending Analyst AssignmentPolice 27 Executive Assistant to the DirectorNon-Civil Service Recruitment Pending Police 28 Administrative Assistant I Selection Process and Scoring Police 29 Administrative Analyst II Selection Process and Scoring Police 30 Reprographic Offset OperatorSelection Process and Scoring Police Commission - CPRA Did not provide a listPolice Commission - OIG No Civil Service Recruitments Public Ethics Commission 1 Program Manager I –Democracy DollarsNew Class Spec in Development Public Works 1 Pool Tech Recruitment Planning & PrepPublic Works 2 Assistant to Director Requisition Pending ApprovalPublic Works 3 Manager Recycling Program Recruitment Planning & Prep Jestin D. Johnson, City AdministratorSubject: SUPPLEMENTAL – Semi-Annual Staffing Report December 2023 Date: February 26, 2024 Page 7 Finance and Management Committee March 12, 2024
City DepartmentPriority # Class TitleCurrent StatusPublic Works 4 Facilities Complex ManagerRecruitment Planning & PrepPublic Works 5 Facilities Complex Manager, AssistantRecruitment Planning & PrepPublic Works 6 Tree Trimmer Crew LeaderPending Analyst AssignmentPublic Works 7 Tree Trimmer Pending Analyst AssignmentPublic Works 8 Environmental Program SpecialistPending Analyst AssignmentPublic Works 9 Program Analyst III (Contracts)No Requisition SubmittedPublic Works 10 Project Manager II (Contracts)Pending Analyst AssignmentPublic Works 11 Equipment Parts TechnicianRecruitment Planning & PrepPublic Works 12 Equipment Supervisor Recruitment Planning & PrepPublic Works 13 Project Manager II (Engineering & Construction, Watershed)Pending Analyst AssignmentPublic Works 14 Project Manager (Capital Projects, Facilities, and Sewers)Pending Analyst AssignmentPublic Works 15 Stationary Engineer Pending Analyst AssignmentPublic Works 16 Equipment Body Repair Worker No Requisition SubmittedPublic Works 17 Electrician Pending Analyst AssignmentPublic Works 18 Painter (Graffiti Abatement & Rapid Response)Recruitment Planning & PrepPublic Works 19 Park Equipment Operator Pending Analyst AssignmentPublic Works 20 Custodian Supervisor Pending Analyst AssignmentPublic Works 21 Construction Inspector (Field)Recruitment Planning & PrepPublic Works 22 Auto Equipment MechanicPending Analyst AssignmentPublic Works 23 Heavy Equipment Service Worker Pending Analyst AssignmentRace & Equity No Vacancies Transportation 1 City Land Surveyor Recruitment Planning & PrepTransportation 2 Chief of Party Department is Proposing Spec Updates, Recruitment on HoldTransportation 3 Sr. Survey Technician Recruitment Planning & Prep Jestin D. Johnson, City AdministratorSubject: SUPPLEMENTAL – Semi-Annual Staffing Report December 2023 Date: February 26, 2024 Page 8 Finance and Management Committee March 12, 2024
City DepartmentPriority # Class TitleCurrent StatusTransportation 4 Survey Technician Recruitment Planning & PrepTransportation 5 Process Coordinator III Class Spec updates pending union review in March 2024Transportation 6 Parking Control Technician II New Class Spec pending Union Review on 2/27/24Transportation 7 Parking Meter Repair Worker Accepting Applications until 2/29/24Transportation 8 Parking Meter Collector Pending Analyst AssignmentTransportation 9 Sr. Construction InspectorRecruitment Planning & PrepTransportation 10 Construction inspector Recruitment Planning & PrepTransportation 11 Parking Enforcement Supervisor I No Requisition SubmittedTransportation 12 Transportation Planner I No Requisition SubmittedTransportation 13 Transportation Planner II Pending Analyst AssignmentTransportation 14 Transportation Planner III Pending Analyst AssignmentTransportation 15 Senior Transportation PlannerPending Analyst AssignmentTransportation 16 Senior Public Service Representative Pending Analyst AssignmentViolence Prevention 1 Violence Prevention Services SupervisorRecruitment Planning & PrepViolence Prevention 2 Violence Prevention Program PlannerPending Analyst AssignmentViolence Prevention 3 Administrative Analyst I Selection Process and Scoring Violence Prevention 4 Administrative Assistant I Selection Process and Scoring Workforce & Employment Standards1 Management Assistant Recruitment Planning & PrepWorkforce & Employment Standards2 Contract Compliance Officer No Requisition SubmittedWorkforce & Employment Standards3 Assistant Contract Compliance Officer No Requisition SubmittedWorkforce & Employment Standards4 Executive Assistant to the Director Non-Civil Service Posting Pending Requisition Jestin D. Johnson, City AdministratorSubject: SUPPLEMENTAL – Semi-Annual Staffing Report December 2023 Date: February 26, 2024 Page 9 Finance and Management Committee March 12, 2024
2. The status of Human Resources and Workforce Development Partnerships with Non-Profits, the Analysis of City Workforce and Recruitment, & Summary of Executive Search Recruitments. The requested information was included in the original report (Attachment B). Updated data will be included in the next regular Semi-Annual staffing report. ACTION REQUESTED OF THE CITY COUNCIL Staff Recommends That The City Council Receive A Semi-Annual Informational Report On City-Wide Staffing From The City Administrator Regarding (1) The Vacancy Rates Of All City Departments Through October 1, 2023, (2) The Budgeted Vacancy Rate For The Fiscal Year 2023/24, (3) The Vacancy Rates Of Regional Local Public Entities, (4) The Status Of Human Resources And Workforce Development Partnerships With Non-Profits To Recruit Oakland Residents For City Of Oakland Jobs, (5) The Analysis Of The City Workforce And Recruitment Conditions, And (6) A Summary Of Executive Search Recruitments. For questions regarding this report, please contact Mary Hao, Human Resources Director, at (510) 238-6450. Respectfully submitted, Mary Hao Human Resources Director Department of Human Resources Management Reviewed by: Amber Lytle, Human Resources Manager Prepared by: Tina Pruett, Human Resources Manager