To: Honorable Mayor and Members of City Council
From: Heather Ruiz, Human Resources Director
Prepared By: Caitlin Saldanha, Management Analyst II
TITLE:
Title
Classification Specification and Salary for Principal Management Analyst in the Fire Department
LABEL
RECOMMENDED ACTION:
Recommendation
Adopt a resolution amending the City Classification Plan by adopting the new classification specification and salary range for Principal Management Analyst; and amending the Budget Staffing Plan by adding one (1) Principal Management Analyst position, and deleting one (1) Management Analyst I/II position.
Body
DISCUSSION:
The Human Resources Department periodically reviews the City’s classifications to ensure they are appropriate and keeping current with industry standards. One of those reviews was related to the Management Analyst I/II Classification, and was initiated at the request of the Administrative, Managerial, and Professionals Employees (AMP) bargaining unit. Human Resources initiated a review of the duties performed by positions allocated to the Management Analyst, Budget Analyst, and Water Resources Analyst series in order to determine the appropriateness of the classifications based on currently assigned duties and responsibilities.
In conducting the review of the positions, a three-phase methodology was employed by Bryce Consulting, the City’s contracted consultant, including data collection, factual analysis, and the development of recommendations. The data collection process included a thorough review and analysis of information provided by the incumbents and management staff through completion of a Position Inventory Questionnaire, individual interviews with the incumbents, and a review of the incumbents’ current job specification. The consultant also interviewed the positions’ managers and Department Heads. The results and recommendations were reviewed by the Human Resources Department.
Based on the classification specification, the Management Analyst I/II classification has been used broadly by the City to capture a variety of administrative and programmatic functions in multiple departments and divisions. The work assigned to the positions within the Management Analyst I/II classification fall into one of two categories including 1) general administrative analytical support for the department and programs, and 2) specialized programmatic work requiring knowledge and expertise in the assigned program and discipline.
The consultant also reviewed the Administrative Services Manager job description and found that the position oversees and manages centralized administrative, purchasing, department personnel management, policy, program, and special projects within the Public Works Department. In addition, the position has a significant responsibility in planning, coordinating, and overseeing the preparation and management of the Department’s budget which includes both operating and CIP budgets. However, the current classification for Administrative Services Manager has limiting language, which prevents it from being used in other City departments.
Based on the results of the study, it is recommended that a new classification of Principal Management Analyst be created. The Principal Management Analyst would have responsibility for all administrative functions of a department including; independent budget development, budget management and budget administration, in addition to overseeing purchasing, personnel, accounting, grants, and other administrative activities in support of department operations. A Principal Management Analyst would be distinguished by the higher level of responsibility as compared to the Management Analyst, this classification is intended to be reserved for positions that independently perform the full scope of administrative duties for a department. In addition to the position currently classified as an Administrative Services Manager, the position within the Fire Department was found to be performing duties at this higher level including; independently developing and administering the department budget, grant administration, human resources, payroll, purchasing, coordinating capital projects, and accounting work.
Therefore, it is recommended that the City create a new classification titled Principal Management Analyst. Additionally, based on the fact that the class study found that the position in the Fire Department better reflects the work and expectations of the new Principal Management Analyst classification, staff recommends that a new position classified as a Principal Management Analyst be created in the Fire Department to better align with the current duties of the position and operational needs of the department.
It is recommended that the Principal Management Analyst salary be set at $120,399.64 - $145,451.14, which is 15% above Management Analyst II and aligns with the salary for Administrative Services Manager.
The affected bargaining unit, Administrative, Managerial, and Professionals Employees (AMP), was given an opportunity to review, and agreed with staff’s recommendations.
The new classification and salary range for Principal Management Analyst was reviewed by the Civil Service Commission at their regular meeting on March 18, 2024, and the Commission recommended Council approval.
FINANCIAL IMPACTS:
The Fire Department has worked with the Finance Department to shift already appropriated funding to accommodate the additional costs of these salary range changes for the remainder of FY 2023/24 and FY 2024/25 budget.
CEQA:
The Human Resources Director has determined that the Recommended Action described in this Agenda Report is not subject to CEQA, pursuant to CEQA Guidelines Section 15060(c).
DOCUMENTS ATTACHED:
ATCH 1 - Resolution
EX A - Classification Specification for Principal Management Analyst
NOTIFICATION:
Department Managers and Bargaining Groups