REPORT TO COUNCIL
SUBJECT
Title
Approve the Modification of Unclassified Classification Specifications, Authorize the City Manager to Execute a Side Letter with Unit 1, and Adopt a Resolution Updating the Unclassified and Classified Salary Plans
Report
COUNCIL PILLAR
Enhance Community Engagement and Transparency
BACKGROUND
Approve the Modifications to Unclassified Class Specifications
The Human Resources Department coordinated with the City Attorney’s Office to revise the class specification for Legal Executive Assistant (Job Code 185) to broaden the type of qualifying experience needed to meet the minimum qualifications for the classification as well as add an acceptable substitution option, update the Desirable Qualifications section, and to make administrative updates throughout the classification.
The Water & Sewer Utilities Department and Human Resources Department are proposing revisions to the Assistant Director of Water & Sewer Utilities (Job 014) class specification. Primary modifications to the classification specification include making the Water Distribution Operator’s Certificate D4 and D5 certifications highly desirable in order to expand the qualified candidate pool.
The Human Resources Department is proposing to retitle Chief Electric Utility Officer (Job Code 108) to Director of Silicon Valley Power (Job Code 108) in order to better reflect the work of the position and identify the department in which work is performed.
Sections 4 and 6 of the Personnel and Salary Resolution require City Council approval of new or revised classifications. The proposed Council action satisfies these applicable requirements.
Approve a Sideletter for the Firefighter I (24-hr) Training Division (Steps 1-3)
The Administration is seeking Council approval to Authorize the City Manager to execute a Sideletter with Santa Clara Firefighters, International Association of Firefighters, Local 1171 (Unit 1) for the Firefighter I (24-hr) training Division and add salary steps 1-3 to the Classified Salary Plan.
Add Legal Office Specialist III (Job Code 519) to the Classified Salary Plan
On March 9, 2021, Council approved the elimination of the Legal Office Specialist III position from the City Attorney’s Office as part of COVID-19 related cost savings measures. Subsequently, the classification was removed from the Classified Salary Plan. On June 10, 2025, the City Council approved the fiscal year (FY) 2025/26 and 2026/27 Biennial Operating Budget (budget). Part of the approved budget included restoring a 1.0 FTE Legal Office Specialist III to the City Attorney’s Office.
Adoption of a Resolution Approving and Adopting the Updated Unclassified and Classified Salary Plan
Section 9 of the Personnel and Salary Resolution requires City Council approval of compensation plans for unclassified and classified positions. California Code Regulations Section 570.5 requires the adoption of updated publicly available salary schedules by the governing body. The attached Resolution approves the updated unclassified and classified salary plan.
The City of Santa Clara contracts with the California Public Employees’ Retirement System (CalPERS) to provide retirement benefits for employees in both classified and unclassified positions. When the City makes modifications to the salary schedules for its unclassified positions, the City Council must approve and adopt the publicly available salary schedules to comply with California Code of Regulations (CCR) section 570. 5. If the City Council does not approve these resolutions, the City will be non-compliant with CalPERS record keeping and reporting requirements. The proposed Council action satisfies these applicable requirements.
DISCUSSION
Approve Modifications to Unclassified Class Specifications
Revisions to Legal Executive Assistant (Job Code 185) Class Specification:
In coordination with the City Attorney’s Office, the Human Resources Department revised the Legal Executive Assistant (Job Code 185) class specification to make administrative updates to add the Distinguishing Characteristics section, add clarifying language to the Minimum Qualifications/Experience section, and to move existing language regarding experience in a legal office setting from the Minimum Qualifications section to the Desirable Qualifications section. There are no proposed updates to the salary range for this classification.
Legal Executive Assistant (Job Code 185) - with an annual salary range of $124,099.08 - $160,594.68. The Legal Executive Assistant (Job Code 185) is a position in the unclassified service which performs a variety of legal administrative duties within the Office of the City Attorney.
Assistant Director of Water & Sewer Utilities (Job Code 014) Class Specification:
The Water & Sewer Utilities Department and Human Resources Department are proposing making the Water Distribution Operator’s Certificate D4 and D5 certifications highly desirable in order to expand the qualified candidate pool. Other revisions include administrative changes to the classification, including the addition of the Distinguishing Characteristics section. There are no proposed updates to the salary range for this classification.
Assistant Director of Water & Sewer Utilities (Job Code 014) - with an annual salary range of $208,151.28 - $269,393.52. Assistant Director of Water & Sewer Utility (Job Code 014) is a position in the unclassified service which is assigned the responsibility to oversee and supervise one or more of the divisions in the City’s Water, Wastewater, Recycled Water and Solar Utilities.
Retitle Chief Electric Utility Officer (Job Code 108) to Director of Silicon Valley Power (Job Code 108):
The City is proposing to retitle the classification specification to Director of Silicon Valley Power to better reflect the organization structure and work performed. There are no proposed updates to the salary range for this classification.
Director of Silicon Valley Power (Job Code 108) - with an annual salary range of $332,203.44 - $429,899.28. The Director of Silicon Valley Power (Job Code 108) is a position in the unclassified service which is the Department Head responsible for the management the Electric Utility Department.
Approve a Sideletter for the Firefighter I (24-hr) Training Division (Steps 1-3)
On May 13, 2025, City Council approved a Side Letter to create a Firefighter I Training Division (Job Code 487T) classification. There is no similar position for the 24-hour shift and the Sideletter updates the City’s pay plan to add salary steps 1-3 for Firefighter I (24-Hr) Training Division (Job code 487P).
Add Legal Office Specialist III (Job Code 519) to the Classified Salary Plan
On June 10, 2025, the City Council approved the FY 2025/26 and 2026/27 Biennial Operating Budget (budget). Part of the approved budget included restoring a 1.0 FTE Legal Office Specialist III position to the City Attorney’s Office.
Adoption of a Resolution Approving and Adopting the Updated Unclassified and Classified Salary Plan
The Unclassified and Classified Salary Plan has been updated to reflect the modifications to classification titles as set forth in this report. The changes that are requested to be approved by City Council on the Classified Salary Plan are highlighted in yellow on the salary plan.
ENVIRONMENTAL REVIEW
The action being considered does not constitute a “project” within the meaning of the California Environmental Quality Act (“CEQA”) pursuant to CEQA Guidelines section 15378(b)(5) in that it is a governmental organizational or administrative activity that will not result in direct or indirect changes in the environment.
FISCAL IMPACT
There are no additional costs associated with the proposed modifications to the class specifications and updated salary plans. City Council approved the restoration of the Legal Office Specialist III (Job Code 519) at the June 10, 2025 City Council meeting as part of the adopted budget.
COORDINATION
This report has been coordinated with the Finance Department and City Attorney’s Office.
PUBLIC CONTACT
Public contact was made by posting the Council agenda on the City’s official-notice bulletin board outside City Hall Council Chambers. A complete agenda packet is available on the City’s website and in the City Clerk’s Office at least 72 hours prior to a Regular Meeting and 24 hours prior to a Special Meeting. A hard copy of any agenda report may be requested by contacting the City Clerk’s Office at (408) 615-2220, email clerk@santaclaraca.gov, or at the public information desk at any City of Santa Clara public library.
RECOMMENDATION
Recommendation
1. Approve Revisions to Legal Executive Assistant (Job Code 185) Class Specification;
2. Approve Revisions to Assistant Director of Water and Sewer Utilities (Job Code 014)
Class Specification;
3. Retitle Director of Silicon Valley Power (Job Code 108) Class Specification;
4. Authorize the City Manager to Execute a Side Letter for the Firefighter I (24-hr) Training Division (Steps 1-3); and
5. Adopt a Resolution to approve the revised salary plans for unclassified and classified positions to satisfy the requirements of California Code of Regulations Section 570.5, effective August 3, 2025.
Staff
Reviewed by: Aracely Azevedo, Assistant City Manager
Approved by: Jovan D. Grogan, City Manager
ATTACHMENTS
1. Class Specification (clean) Legal Executive (Job Code 185)
2. Class Specification (track changes) Legal Executive Assistant (Job Code 185)
3. Class specification (clean), Assistant Water & Sewer Utility Director (Job Code 014)
4. Class specification (track changes), Assistant Water & Sewer Utility Director (Job Code 014)
5. Class specification (clean), Director of Silicon Valley Power (Job Code 108)
6. Class specification (track changes), Director of Silicon Valley Power (Job Code 108)
7. Side Letter for the Firefighter I (24-hr) Training Division (Steps 1-3)
8. Resolution for Updated Unclassified and Classified Salary Plan
9. Unclassified Salary Plan Eff 08-03-2025 (for Council 07-15-2025)
10. Classified Salary Plan Eff 08-03-2025 (for Council 07-15-2025)