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CITY OF SAN MATEO
RESOLUTION NO. __ (2024)
APPROVING CLASSIFICATION UPDATES FOR THE
POLICE DEPARTMENT
WHEREAS, pursuant to the San Mateo Municipal Code Section 2.57.030(d), approval of new classifications and related job specifications, salary schedules, compensation changes, elimination or reinstatement of positions, reallocation of positions, reclassifications, and revisions of job specifications must be approved by City Council Resolution; and
WHEREAS, the proposed changes as detailed below are in response to the Police Department’s request for a classification and compensation study of the Facilities Coordinator classification to determine if the incumbent in the position is properly classified, and WHEREAS, the proposed job specification for the classification of Police Support Services Analyst is attached hereto as Exhibit A; and the proposed salary range for the classification of Police Support Services Analyst is attached hereto as Exhibit B; and all exhibits are incorporated by reference; and WHEREAS, the employee associations representing the impacted classifications have been informed of the job specification updates and have not brought forth any objections or concerns.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. The classification updates are not subject to California Environmental Quality Act (CEQA Guidelines Section 15061(b)(3)) because it can be seen with certainty that they will not cause a physical change in the environment; and
2. The creation of the new classification Police Support Services Analyst, the job specification and salary range for the classification of Police Support Services Analyst are approved; and
3. The reclassification of the incumbent in the Facilities Coordinator position to Police Support Services Analyst is approved.
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Exhibit A
POLICE SUPPORT SERVICES ANALYST
DEFINITION
To plan, coordinate, and administer, assigned Police Department support services programs, projects, and operations, including but not limited to facility maintenance and improvement activities involving parking, equipment, building, and related systems; plan and conduct surveys and assessments; research, develop, and propose programs and/or projects to improve department facilities, resolve problems, and enhance departmental effectiveness; coordinate activities with City staff as well as external contractors; prepare and maintain professional services agreements; plan, coordinate, and execute facility moves within and between buildings; and perform related work as required.
DISTINGUISHING CHARACTERISTICS
This is a specialized journey level classification for a position that plans, administers, and coordinates building and facility operations, maintenance, and construction activities and projects for the Police Department.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from higher level departmental or administrative management personnel. May exercise supervision of Student Assistants, Student Interns, ICA Work Study Students, and all outside contractors working within the building including day and night porters.
EXAMPLES OF ESSENTIAL DUTIES – Depending upon assignment, duties may include, but are not limited to, the following:
Plan, coordinate, and administer assigned Police Department support services projects and/or operations, including but not limited to facility maintenance and improvement activities involving parking, equipment, building, and related systems.
Monitor the day-to-day operational status of facility security, surveillance, electrical, mechanical, plumbing, and other systems; respond to, coordinate, and resolve both emergency and non- emergency facility maintenance requests; troubleshoot equipment malfunction; investigate the cause of leaks, outages, and damages and determine the most efficient and effective method of resolution.
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Plan and conduct periodic surveys and assessments to determine facility maintenance program and project needs; ensure the timely scheduling of preventative maintenance services; ensure that service and project activities are consistent with regulatory requirements, Department and City policies, and required permits.
Assist Police management by researching, developing, and proposing programs and/or projects to maintain, construct, remodel, or otherwise improve department facilities, resolve problems, and enhance departmental effectiveness; research, analyze, and present information; prepare drawings, diagram, specification, and time and materials cost estimates to support project planning and development.
Coordinate and administer a variety of program and project activities; develop scope documents, budgets, procurement documents, and schedules; serve as the Department liaison with City project management staff, consultants, and vendors; draft and administer agreements for professional services; administer and coordinate project-related purchasing and payment processes; coordinate building inspections and maintain related documentation as required by various state and county agencies.
Plan, coordinate, and execute facility moves within and between buildings; develop and implement plans for temporary staff re-housing and final occupancy, including the repurposing of existing building space to accommodate staffing needs; coordinate with information technology and other staff to implement computer, phone, and other types of equipment moves.
Coordinate with, and monitor the work of, City building maintenance personnel as appropriate to resolve maintenance issues; as authorized, solicit and develop agreements with regular onsite vendors as well as with contractors retained for specific maintenance projects.
Audit and administer the building maintenance system and/or other assigned electronic accounts; administer and ensure the maintenance of facility security systems including, but not limited to, locks, access codes and enclosures; administer and audit access control systems, including employee badging; maintain, regulate and access department and City video surveillance equipment.
Develop, recommend, and implement environmental health and safety plans, policies, and procedures to comply with City, Department and State requirements, such as those related to CalOSHA and hazardous materials storage.
Analyze data and prepare narrative and statistical reports and correspondence; keep accurate records of contract and other assigned activities; prepare cost estimates for budget recommendations; submit justifications for needed maintenance equipment and materials; monitor and control expenditures.
Purchase necessary supplies, equipment, and materials, as authorized; may maintain fixed asset inventories.
May oversee and coordinate Department programs as assigned; may assign, monitor, train, and direct the work of lower level part-time, temporary, intern, and/or student employees and volunteers performing routine administrative work; may coordinate or assist with assigned employee/volunteer recruitment, selection, onboarding, and backgrounding. 9 6
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May be required to respond to emergency situations after normal working hours and be available to serve on emergency call out status for building emergencies.
Perform related duties as assigned.
QUALIFICATIONS
Knowledge of:
Federal, state, and local laws and regulations, as well as applicable City and Police Department policies and procedures, pertaining to areas of assignment.
Principles of public administration, including strategic planning, work organization, budgeting, accounting, procurement, contracting, personnel administration, project management, and record keeping.
Research techniques, sources and availability of information, and report preparation/presentation.
Organizational practices pertaining to the analysis and evaluation of programs, policies, and operational needs.
Principles and procedures related to technical construction specification writing, construction plan preparation, and project cost estimating.
Standard practices, methods, tools, equipment, and materials used in building maintenance and/or construction.
Working knowledge of building structures, mechanical, electrical, life safety, and security systems and Cal OSHA regulations.
Modern office practices and techniques, including the use of computers and other office equipment.
Ability to:
Interpret and apply the laws, regulations, policies, and procedures applicable to areas of assignment.
Plan, develop, and prepare basic project plans, specifications, timelines, schedules, and cost estimates.
Analyze facility-related situations and problems, and identify, recommend, and imp effective courses of action.
Evaluate and recommend the selection of contractors for facility maintenance/construction solutions.
Draft basic contract documents for professional maintenance, construction, and/or systems implementation/improvement activities and projects.
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Procure materials and equipment as authorized.
Read and interpret building/system drawings and specifications.
Monitor facilities-related work performed by City staff and contractors to ensure problem resolution and/or adherence to contract specifications.
Prepare accurate narrative and statistical reports; maintain accurate and legible logs and records.
Make sound decisions in a manner consistent with the essential job functions.
Communicate effectively, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of performing assigned responsibilities.
Experience and Education:
Any combination of experience and training that would likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Four years of progressively responsible experience performing work related to the coordination and administration of facilities maintenance operations and projects, including the selection, coordination, and monitoring of contractors.
Education:
Equivalent to a bachelor’s degree from an accredited college or university with major course work in public administration, business administration, construction management, project management, architecture, engineering, or a related field.
License or Certificate:
Possession of a valid State of California driver’s license and appropriate license classification as required.
Must be willing to submit to a personal background investigation.
ADA Special Requirements:
Essential duties require the following physical skills and work environment:
Must be able to traverse and inspect all areas of the building in all types of weather; this may include walking, climbing, reaching, bending, crawling, or stretching. Must be able to list and carry 25 lbs.
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ADOPTED CC: 2-5-24
REVISED CC:
FORMER TITLES:
BARGAINING UNIT: MANAGEMENT UNIT
FLSA: EXEMPT
PERFORMANCE APPRAISAL: MANAGEMENT
DOT: NO
PRE APPT MEDICAL: YES
SAFETY SENSITIVE: YES
REQUIRED HARASSMENT PREVENTION TRAINING: SUPERVISORY
FORM 700: YES
JOB CODES: 2601
ABOLISHED:
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Exhibit B
City of San Mateo – Merit Salary Schedule for Adoption by Council on February 5, 2024 Police Support Services Analyst (Job Code 2601)
Steps Hourly Biweekly Monthly Annual