Agenda - Council - 05/13/2014 - Laserfiche WebLink

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Our Mission: Toworktogethertoresponsilygrow ourconemunity and toproviIt quality,cost-effective, and of&cientgovernmentseivices CC Regular Session Meeting Date: 05/13/2014 By: Colleen Lasher, Administrative Services Information Title: Adopt Resolution #14-05-079 to Hire a Part-time Confidential Administrative Assistant 4. 15. Purpose/Background: The Purpose of this case is to request authorization to hire a confidential part-time Administrative Assistant to work in the Administrative Services Department. In summary, the primary objectives of this non -union confidential position are to perform a variety of responsible and confidential administrative support functions such as assisting Human Resources with internal and external customer needs, employee recruitment, streamlining work processes, preparing reports, assisting with workers' compensation functions, and employee benefits.This position will also assist with posting City agendas, election processes, licensing processes, records management processes, and reception functions. This position is necessary to provide confidential administrative support and must be filled by a non -union person -- all other administrative staff are members of the union and unable to assist with confidential work. Moreover, all other administrative staff are at full capacity with their current workload. Even though this is a new position within the Administrative Services Department, overall since 2010, Administrative Services is currently 1.5 FTE low. This position will provide support to the HR function, (which since 2010, has been reduced from two full time HR staff to just one) as well as provide general Administrative Services support. As a result of the strategic planning process and a completed needs analysis, staff has determined that a part-time, confidential Administrative Assistant is needed. Notification: The Evaluation Criteria for Vacant and New Positions is attached. Observations/Alternatives: Option #1: Hiring a part-time, confidential Administrative Assistant. Staff recommends hiring this position to help fulfill the public service needs of the City and to meet the goals of the strategic plan related to this position. This position will bring great utility and value to City staff and functions, as well as free up the HR Manager and City Clerk to focus on more advanced work. The City's goals and mission are to provide an outstanding level of service to the public and employees and this helps serve that mission. The lower regular salary cost is off -set by the organizational inefficiencies mentioned in the attachment. Option #2 Not hiring a part-time confidential Administrative Assistant. Staff does not recommend this option due to likely repercussions such as: delays in response time to all parties and continued sole dependence on just one dedicated HR staff person. Note: The attached position justification form includes additional reasoning for this position. Funding Source: The 2014 funding for this position has been accounted for within the 2014 budget at $23,864; however, with a May 19, 2014 hire date, the actual 2014 cost is estimated to be a general fund amount of $18,135, resulting in a savings of $5,729. However, the one-time cost to build the additional cubicle space was $2,962 will come out of the savings. Recommendation: Authorize staff to move ahead with option #1 above, hiring Ms. Sue Hurd as a part-time, confidential Administrative Assistant with a credit of 25 hours of vacation, effective May 19, 2014, at $19.00 per hour which is step 1 of the 2014 wage scale. Action: Motion to adopt Resolution #14-05-079, to hire Ms. Sue Hurd as a part-time, confidential Administrative Assistant with a credit of 25 hours of vacation, effective May 19, 2014, at $19.00 per hour which is step 1 of the 2014 wage scale. Attachments Resolution 1405079 Justification form Form Review