REPORT TO COUNCIL
SUBJECT
Title
Actions to Approve a New Classification and Modifications to an Unclassified Class Specification and Adopt a Resolution Approving and Adopting Updated Salary Plans for Unclassified Positions [Council Pillar: Manage Strategically Our Workforce Capacity and Resources]
Report
BACKGROUND
Sections 4 and 6 of the Personnel and Salary Resolution require City Council approval of new job classifications and specifications. Section 9 of the Personnel and Salary Resolution requires City Council approval of compensation plans for both classified and unclassified positions. California Code Regulations Section 570.5 governs and requires the adoption of updated publicly available salary schedules by the governing body. The proposed Council action satisfies these applicable requirements.
New Class Specification
The City Attorney’s Office coordinated with the Human Resources Department to recommend the creation of a new class specification titled Legal Executive Assistant (Job Code 185) to meet the demanding needs of the City Attorney’s Office. Management Partners conducted an organizational study of the department and recommended that the Attorney’s Office coordinate with the Human Resources Department to modify the existing Executive Assistant classification to better describe the responsibilities of the position in the City Attorney’s Office to ensure it better supports the needs of the department. Since the Executive Assistant is a city-wide classification, it is proposed to create a classification with duties and minimum qualifications that are specific to the City Attorney’s Office.
Modifications to Class Specification
The Administration is proposing to modify the minimum qualifications for the City Librarian (Job Code 066) class specification. The City surveyed comparator agencies and it was determined that a graduate degree in Library/Information Sciences from an accredited American Library School is not required for all comparator agencies. Instead it is proposed that possession of an advanced degree is desirable in order to expand the qualified candidate pool.
Approval and Adoption of the Unclassified 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 classified or 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.
The Unclassified Salary Plan has been updated to add the Legal Executive Assistant class specification. These proposed updates to the Unclassified Salary Plan are recommended to be effective May 17, 2020.
DISCUSSION
Creation of the Legal Executive Assistant (Job Code 185) Class Specification
The Human Resources Department coordinated with the City Attorney’s Office to create a new classification titled Legal Executive Assistant (Job Code 185). The City Attorney’s Office currently has an Executive Assistant position. This new classification has been created based on the recommendations of Management Partners to better align with the duties performed and support provided to attorneys in the Office. The proposed salary is in alignment with internal and external equity.
Legal Executive Assistant (Job Code 185) - with an annual salary range of approximately $106,092.00- $137,292.00. The Legal Executive Assistant is responsible for performing a variety of legal administrative duties within the Office of the City Attorney. Responsibilities include drafting and preparing legal documents and related materials; performing varied work related to special projects in the Attorney’s Office; maintaining daily office tasks; answering inquiries, complaints, and providing information related to the Office of the City Attorney
Modification of the City Librarian (Job Code 066) Class Specification
The Human Resources Department coordinated with the City Manager’s Office to modify the minimum qualifications for City Librarian (Job Code 066). The revised minimum qualifications will allow for more flexibility in the recruitment and expanding the qualified candidate pool. The proposal to update the minimum qualifications is based on a review of our comparator agency minimum qualifications.
City Librarian (Job Code 066) - with an annual salary range of approximately $208,404.00 - $269,700.00. The City Librarian is responsible for the management of the City's Library Department. Responsibilities include managing and directing all Library services, formulating administrative policies for the effective use of personnel and library resources in the delivery of library services, and is designated by the City Manager to serve as the staff liaison to the Board of Library Trustees.
Approval and Adoption of the Salary Plan for Unclassified Positions
The Unclassified Salary Plan is recommended to be modified to:
- Add the Legal Executive Assistant (Job Code 185) classification - with an annual salary range of approximately $106,092.00- $137,292.00.
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 is no additional fiscal impact to create the Legal Executive Assistant classification. Any budget action to add a position will be brought forward to Council a later date.
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.
RECOMMENDATION
Recommendation
1. Approve the creation of the Legal Executive Assistant class specification and modification to the City Librarian class specification; and
2. Adopt a Resolution to approve the revised unclassified salary plan to satisfy the requirements of California Code of Regulations Section 570.5
Staff
Reviewed by: Aracely Azevedo, Director, Human Resources
Approved by: Deanna J. Santana, City Manager
ATTACHMENTS
1. Legal Executive Assistant Class Specification
2. City Librarian Class Specification
3. Unclassified Elected Salary Plan (effective 5-17-2020) approved 05-12-2020
4. Resolution