POSITION RECLASSIFICATIONS
Staff Contact: Jim Brown, Director, Human Resources and Risk Management
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Purpose and Recommended Action
Recommendation
This is a request for the City Council to authorize the City Manager to reclassify existing positions within the organization to align with the change in duties and/or responsibilities as a result of the City Manager reorganization.
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Background
As the City seeks out ways to more innovatively provide city services, jobs must adapt to address those changes. Management works closely with the Human Resources and Risk Management Department to conduct job studies and make these changes when necessary. At times this may require a change in job duties and/or responsibilities that places the job in a different job classification. When this occurs, a reclassification of the job is necessary. Reclassifications, while permitted under Human Resources Policy 301, do create a change to Schedule 9 of the Fiscal Year (FY) 2015-16 Budget. Human Resources Policy 301.II.A.4 states the following with regard to position reclassifications:
A position may be reclassified when the essential duties and responsibilities of the position change significantly through the addition or deletion of essential job functions. Positions may be reclassified to a higher or lower classification and pay range as a result of a job study. The recommendation made to the City Manager by the Human Resources & Risk Management Director and approved by the City Council is final. Classification decisions are not appealable or grievable.
a. When a filled position is reclassified to a class in a higher pay range, the employee occupying the position may receive a salary adjustment for the reclassification as determined by Human Resources. If the employee’s current salary is less than the minimum of the new range the employee will be placed at the minimum of the new range.
b. If, at the time of the reclassification, an employee is receiving temporary assignment pay for performing additional duties that fall within the scope of the new classification, the employee’s base salary will be adjusted accordingly but shall not exceed the maximum of the new grade and the temporary assignment pay shall cease.
c. If a filled position is reclassified or reevaluated and assigned a lower pay range, the employee’s pay will not be reduced. However, if the employee’s current salary is above the maximum of the new pay range, the employee will not be eligible for any additional increase in salary until the pay range maximum is once again higher than the actual salary.
As the city moves forward, it is prudent to reassess the current structure and opportunities for realignment to better prepare the city for the future.
As part of the City Manager’s departmental restructuring to better align department operations, balance managerial span of control and ensure high organizational performance, it is being requested that the following positions be reclassified to align with the new organizational structure. Reclassify an Assistant City Manager position to a Strategic Initiatives & Special Projects Executive Officer; reclassify the vacant Finance & Technology Director to a Budget & Finance Director; reclassify a vacant Communications Director position to a Public Facilities & Events Director; reclassify the Intergovernmental Programs Director to a Public Affairs Director; reclassify the Management Assistant to the City Manager to an Executive Assistant to the City Manager; and reclassify a vacant Marketing & Communications Program Manager to a Management Assistant within the City Manager’s Office.
Analysis
The Human Resources and Risk Management Department has worked closely with the City Manager in conducting job studies to determine whether a job requires reclassification. It is important that job descriptions accurately reflect the duties being performed by employees and that the job classification reflects the level of duties and responsibilities required of the position. This helps ensure that the City provides a clear understanding to employees of what their duties are, helps to identify the appropriate level within the organization the position holds and helps supervisors with directing and assessing the performance of employees. It also assists with any confusion that might arise between the City and employees as to the duties and responsibilities required of a position.
Previous Related Council Action
On June 9, 2015, Council approved the FY 2015-16 Budget which includes a listing of all approved positions in Schedule 9 of the Budget Book.
Council approved position reclassifications at the June 23, 2015 Council meeting.
Council approved position reclassifications at the August 25, 2015 Council meeting.
Council approved position reclassifications at the October 13, 2015 Council meeting.
Council approved position reclassifications at the December 8, 2015 Council meeting.
Council approved position reclassifications at the March 22, 2016 Council meeting.
Council approved position reclassifications at the April 26, 2016 Council meeting.
Community Benefit/Public Involvement
Ensuring that job descriptions appropriately reflect the duties being performed protect the city from potential litigation and help ensure that the citizens are receiving the appropriate level of services necessary.
Budget and Financial Impacts
Based on salary savings, there is no budget impact for the upcoming fiscal year.