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 that have experienced a change in duties and/or responsibilities.
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Background
As the City seeks out ways to more innovatively provide city services, jobs must adapt to address those changes. Department Directors work 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) 2016-17 Budget. Human Resources Policy 301.II.A.4 states the following with regards 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.
It is prudent to continually assess the current structure and opportunities for realignment to better prepare the city for the future.
The Public Affairs department has requested that a vacant Executive Assistant position be reclassified to a Council Assistant. The position has been vacant since February 2017. Reclassifying this position will allow the department to provide more consistent service to the Councilmembers.
Analysis
The Human Resources and Risk Management Department works closely with Department Directors 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 14, 2016, Council approved the FY 2016-17 Budget which includes a listing of all approved positions in Schedule 9 of the Budget Book.
Council approved position reclassifications at the September 13, 2016 Council meeting.
Council approved position reclassifications at the September 27, 2016 Council meeting.
Council approved position reclassifications at the October 25, 2016 Council meeting.
Council approved position reclassifications at the November 22, 2016 Council meeting.
Council approved position reclassifications at the December 20, 2016 Council meeting.
Council approved position reclassifications at the February 14, 2017 Council meeting.
Council approved position reclassifications at the May 9, 2017 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 this fiscal year. However, there will be an estimated budget impact of $19,715 for next fiscal year.