CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
7/8/2024
1 SUBJECT:
Approve a new classification for Finance and Administrative Services Director, and adopt the new and revised job description and salary schedule into the classification plan.
RECOMMENDED ACTION:
Move to Adopt the resolution approving a new classification for Finance and Administrative Services Director, and adopt the new and revised job description and salary schedule into the classification plan.
STAFF CONTACT:
Irene Camarena, HR Manager
650-738-7303
[email protected]
Yulia Carter, Assistant City Manager
650-738-7402
[email protected]
BACKGROUND/DISCUSSION:
This recommendation is to add a standalone classification of the Administrative Services Director within the Administrative Services Department to provide strong finance oversight and management support for administrative functions. The proposal arises from the critical need for oversight and support in the Finance Department due to staff turnover and newer staff members requiring more support and training to perform critical day-to-day operational and management functions. This action will also increase the capacity of the Assistant City Manager position by separating the Administrative Services Director role from the Assistant City Manager position.
Historically, the City of Pacifica’s Assistant City Manager role has always been combined with other department head responsibilities depending on the incumbent’s area of expertise. The current Assistant City Manager also holds responsibilities for Economic Development, Risk Management, Finance, Human Resources, and Information Technology. Not only is this workload unsustainable for one position, but the ACM currently has limited capacity for other critical general functions, ongoing programs, and special projects within the City Manager’s Office.
Additionally, due to recent turnovers in the Administrative Services Department, there are many new and less experienced staff members, especially in the Finance Division, who require a lot of attention, training, and mentorship. This places significant constraints on the ACM’s time across all areas of responsibility, making it challenging to ensure the smooth daily operation of the department.
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Furthermore, the Human Resources Manager has announced her upcoming retirement in September and based on preliminary conversations with peer agencies and the Bay Area’s top public sector recruitment firms, this position will be extremely hard to fill. The City conducted a recruitment earlier in the year with no viable candidates to fill this role. There is an apparent shortage and high demand pressures in the Bay Area for experienced Human Resources professionals. Many municipal agencies are currently experiencing similar recruitment challenges. Several Bay Area Cities ran similar recruitments at the same time with more competitive salary and benefits packages. Unfortunately, positions in the human resources category are one of the toughest to fill in the Bay Area.
Creating a department director-level position over the administrative service functions could expand the potential pool of qualified and experienced candidates who are currently Finance or Human Resources Directors interested in expanding their careers to a broader administrative role.
The City Council approved the City Manager’s FY 2024-25 Budget recommendation to add a standalone Finance/Administrative Services Director position to address these current and upcoming City needs. This will strengthen the Finance Department and provide a higher level of expertise and additional support to the Human Resources Division. The FY 2024-25 Budget also included a subsequent reorganization of the Finance and Administrative Services Department after filling the Director position to meet the savings target included in the budget.
This may be accommodated by under-filling the vacant positions or reclassifying existing positions within the Finance Department.
The new classification title is consistent with the organizational structure in other departments citywide and will fall under the unrepresented management and confidential employees' group in the executive management category. The new classification would allow the City to stay competitive and attract a top-talent-qualified pool of candidates. With the Council’s adoption of the FY 2024-25 Budget on June 24, 2024, the Council has already approved this recommendation as a matter of position control with the understanding that staff would bring forward a job classification and salary schedule for the Council's adoption at a subsequent meeting.
The City Manager recommends that the Council formally approve the updated specification, title, and salary for the Finance/Administrative Services Director classification (Attachment A), consistent with past practices of the Council’s approval of job specifications and classification plan. The position will remain an at-will, unrepresented executive class.
Staff conducted a comparable compensation analysis of other Administrative Services Director positions in San Mateo County. Based on this review of similar positions in comparable agencies and internal alignment with other executive job classes within the City, the recommended monthly salary range for the position is $15-756 - $19,152, which places this job class 6% below the market average compared to Finance/Administrative Services Directors in San Mateo County, as presented in the table below.
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Agency Position Monthly Min Monthly Max Annual Min Annual Max Belmont Administrative Services Director 15,617 19,522 187,404 234,264 Brisbane Administrative Services Director 16,236 19,735 194,832 236,820 Burlingame Administrative Services Director 15,004 18,222 180,048 218,664 Daly City Director of Fin & Admin Svcs 17,814 21,653 213,768 259,836 Foster City Administrative Services Director 17,609 21,404 211,308 256,848 Menlo park Administrative Services Director 14,982 20,692 179,784 248,304 Redwood City Asst. Dir. Of Admn Svcs 14,916 20,138 178,992 241,656 San Carlos Administrative Services Director 17,576 21,368 210,912 256,416 Average 16,219 20,342 194,631 244,101
Median 15,927 20,415 191,118 244,980
Aligned 15,756 19,152 214,788 229,824
Above/Below
Average -6%
There are no other changes to the ACM classification at this time, as this job specification will be updated and presented to the Council together with the classification study.
Article 4, Section 2-4.401 - Establishment of the Municipal Code establishes the procedures for the City Manager, as Personnel Officer, to create and revise a position classification plan. Any new or revised classification is officially established upon adoption by the City Council. Once the Council approves the new job classification and salary schedule, the City will proceed with the recruitment.
FISCAL IMPACT:
The funding for the new Finance and Administrative Services Director position is included in the Adopted FY 2024-25 Budget. The actual fiscal impact will be dependent on the future employee's placement salary step with the organization. Based on the City's current practices, most appointments are made at the mid-range salary scale, so the actual annual cost is likely to be lower in the first few years of the position being filled.
ORIGINATED BY:
Human Resources
ATTACHMENT LIST:
Exhibit A: Finance and Administrative Services Director. final (PDF) Pacifica City Council 4
July 08, 2024
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING THE
NEW CLASSIFICATION FOR FINANCE AND ADMINISTRATIVE SERVICES DIRECTOR AND
ADOPT THE NEW AND REVISED JOB DESCRIPTION AND SALARY SCHEDULE INTO THE
CLASSIFICATION PLAN
WHEREAS, Article 4, Section 2-4.401 of the Pacifica Municipal Code establishes a civil service personnel system and procedures for the administration of personnel matters; and WHEREAS, said Chapter requires that the City Manager, as Personnel Officer, prepare and recommend to the City Council a position classification plan, class specifications, and revisions thereto; and
WHEREAS, said Chapter requires that personnel rules and policies be adopted by resolution of the City Council; and
WHEREAS, the City Council approved the addition of the Finance & Administrative Services Director position to the FY 2024-25 Budget to increase the capacity of the Assistant City Manager by separating the Finance & Administrative Services Director and Assistant City Manager duties; and
WHEREAS, based on the job analysis by the independent consultant performing a citywide classification study, creating this new position specification of Finance/Administrative Services Director will improve the service delivery by the Finance Department; and the new classification is consistent with the organizational structure of other departments; and WHEREAS, the salary range for the new classification was compared to the market median of the San Mateo County cities and internally aligned to the other executive classes in Pacifica;
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Pacifica, California, that the new Finance/Administrative Services Director classification is hereby approved to add to the City’s Classification Plan and the Unrepresented Executive and Confidential Employees MOU, and the salary range for the position is established monthly as $15,756 - $19,152 for FY2024-25.
• • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 8
th day of July, 2024, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Sue Vaterlaus, Mayor
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ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney