Agenda - Council - 06/28/2022 - Laserfiche WebLink

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CC Regular Session 7. 4. Meeting Date: 06/28/2022 By: Colleen Lasher,Administrative Services Information Title Authorization to Approve a Restructure in Administrative Services Purpose/Background: The purpose of this case is to seek City Council approval to restructure the Administrative Services Department by promoting(appointing)the Deputy City Clerk to City Clerk and the Planning Division Administrative Assistant to the new position of Human Resources Specialist. Currently, Colleen Lasher, the Administrative Services Director, serves as the City's Human Resources Director, City Clerk, and Head of Administrative Services. Each role, especially that of Human Resources Director,wears many hats -an overview of the Administrative Services Director's role and responsibilities is attached. When the City's former City Clerk retired, Ms. Lasher became the City Clerk. At that time,Ms. Lasher expressed concerns that it may be too much for one person to take on. However, at that time, the workload was less in all roles covered by Ms. Lasher. It has become overwhelmingly clear that this structure is not sustainable due to the volume of work that has occurred over the last two-plus years, and is expected to continue. Ms. Lasher respectfully requests to have the City Clerk role eliminated from her responsibilities - see attached Administrative Services Director Summary page; City Administrator Hagen supports this request. The City's Deputy City Clerk, Ms. Katie Schmidt, is fully trained and recommended for promotion(appointment)to City Clerk. Additionally, Human Resources is significantly understaffed. The current employees (Colleen Lasher, Sue Hurd and some HR assistance from Katie Schmidt) are stressed well beyond what is healthy. It is impossible for staff to keep up with the volume of work, even by making reductions to certain tasks.Nearly every aspect of HR has become more labor-intensive. HR staff are working extra hours and putting in time while on vacation, in the evening and on weekends. The 2023 budget proposed a new Human Resources Specialist position. Staff is requesting to have that position authorized for hire immediately. Staff recommends promoting Ms.Nicole Laubach from her current role as part-time Planning Division Administrative Assistant(also covering some HR and Happy Days functions at this time,with an additional 20 hours per week) to Human Resources Specialist. As the Council may recall, Ms. Labauch was the 2021 Happy Days intern. She has a Bachelor's degree in Business Management/Human Resources Management. Staff proposes that initially Ms. Laubach would split her role to oversee Happy Days processes, train in her replacement and start her work as the new Human Resources Specialist. The Human Resources Specialist role will perform the following duties: •Processes employee new hire, open enrollment and year-round benefits, including updates to carriers and the Finance Department, and the like upon employee separations •Prepares and submits salary surveys,benefits reporting,EEO reporting, 1095 reporting, OSHA Accident and Injury Logs, Medicare Part D Credible Coverage Report, and files annual PCORI fees, etc. •Coordinates and tracks staff training and development, including monitoring employees' progression through the Career Ladder program •Coordinates and schedules quarterly Labor Management Committee and the Safety Committee meetings, including tracking member terms, minute taking and posting to the employee intranet site and Laserfiche •Coordinates employee recognition program, appreciation events, employee engagement and wellness initiatives, including promotion of the City's Employee Assistance Program(EAP) and Live Well/Work