2011 2:00:00 PM

Monday, October 10, 2011 2:00 PM
Legislative Building, 745 4th Street, Sparks, NV 89431

Consent Items: 5.7

Title: Consideration and possible approval to add two newly created classifications of Assistant City Clerk and Records Technician and eliminate the positions of Records Specialist and Office Specialist in the Managerial Services Department, City Clerk’s Office; and make the appropriate reclassifications and personnel complement changes.

Petitioner/Presenter: Steve Driscoll, Assistant City Manager/Linda Patterson, City Clerk

Recommendation: The City Council approves the addition of the two newly created classifications of Assistant City Clerk and Records Technician and eliminate the positions of Records Specialist and Office Specialist in the Managerial Services Department, City Clerk’s Office; and make the appropriate reclassifications and personnel complement changes.

Financial Impact: 17,823

Total Costs: $17,823.00

Fund: General Fund Account: 601010
Program: City Clerk Services (050200)
Amount: $17,823.00 Budget Status: Budget Exists

Business Impact (Per NRS 237):
A Business Impact Statement is not required because this is not a rule.

Agenda Item Brief: The City Clerk and Human Resources is recommending to add two newly created positions of Assistant City Clerk and Records Technician and eliminate the positions of Records Specialist and Office Specialist in the Managerial Services Department, City Clerk’s Office; and make the appropriate personnel complement changes to include reclassifying the current Records Specialist to the vacant position of EIMS Coordinator and the current Office Specialist to the newly created position of Records Technician.

Background: As with other city functions, the City Clerk’s Office has experienced major changes in the past two years due to budget cuts. Staffing was reduced from six employees to three (City Clerk, Electronic Information Management Services Coordinator [EIMS] and Office Specialist) in 2008. When the SSSI project brought the City Works staff back to city hall, their Records Specialist was integrated into our office but continued with the original workload, with little capacity to assist with Clerk functions. In September, Joe Grogan, EIMS Coordinator, retired. Additionally, the current City Clerk will be considering retirement within the next two years. At this time, there is a need to develop a succession plan and to build in capacity for advancing technology within the Clerk’s Office to increase efficiency and effectiveness. To move forward with the succession plan in the City Clerk’s Office, the proposed reorganization needs to be in place. This reorganizaton does not increase staffing numbers.

Analysis: Classification Addition Recommendation: Assistant City Clerk Position Summary Performs a variety of highly responsible and complex administrative, clerical, and technical duties in support of the functions of the City Clerk’s Office related to preparing, distributing, and maintaining official records and documents, including but not limited to the City Council Agenda and minutes; maintains a comprehensive indexing and filing system for related council action and official documents in compliance with all city, state, and federal laws, including Nevada Revised Statutes, the City Charter, and Sparks Municipal Code; and performs related duties as assigned. This position serves as the City Clerk in the City Clerk’s absence and provides a higher level of support to the City Council and City Manager. Education and Qualifications Equivalent to an Associates Degree in business administration, public administration or a related field and five years of administrative/clerical experience involving direct public contact and extensive customer service, two of which included working with time lines and schedules; OR an equivalent combination of closely related training and work experience. Records Technician Position Summary Under general supervision, assist in the implementation, administration and maintenance of the City-wide records management program with regard to identification, classification, appraisal, scheduling, maintenance, retention, preservation, and disposition of public records including electronic records, in compliance with application Federal, State and local laws and regulations, performs other duties as assigned; provides difficult, complex and specialized records management programs and administrative support to the City Clerk’s office; and performs related duties as assigned. Education and Qualifications High School Diploma or equivalent and three years of increasingly responsible general clerical support experience which includes one year of experience in support of records management; some college or business school coursework in office administration is desirable; electronic records information management is desirable Job Classifications and Salary Wage Ranges: Title: Assistant City Clerk With MP 7.5% concession reduction for FY 2011 Pay Steps: 180.0 – 214.0 Pay Steps: 180.0 – 207.0 Pay Range: $60,072 - $77,843 Pay Range: $55,566 - $72,330 Resolution: MP Title: Records Technician Pay Steps: 156.5 – 181.5 Pay Range: $40,008 - $50,995 Contract: OE Personnel Complement: Staff is recommending changing the current personnel complement by adding the positions of Assistant City Clerk and Records Technician and eliminating the positions of Records Specialist and Office Specialist. With these changes the current Records Specialist will be reclassified to the recently vacated position of EIMS Coordinator and the Office Specialist will be reclassified to the position of Records Technician. The position of Assistant City Clerk will be opened for recruitment. This complement change to the City Clerk’s personnel complement will result with no additional count to the number of positions within the office. Listed below is an illustration of the current and proposed personnel complement. Current Complement Proposed Complement City Clerk City Clerk EIMS Coordinator Assistant City Clerk Records Specialist EIMS Coordinator Office Specialist Records Technician These changes will be effective immediately upon City Council approval of the agenda recommended motion.

Alternatives: 1. The City Council approves to add two newly created classifications of Assistant City Clerk and Records Technician and eliminate the positions of Records Specialist and Office Specialist in the Managerial Services Department, City Clerk’s Office; and make the appropriate reclassifications and personnel complement changes. 2. The City Council may choose to not approve to add two newly created classifications of Assistant City Clerk and Records Technician and eliminate the positions of Records Specialist and Office Specialist in the Managerial Services Department, City Clerk’s Office; and make the appropriate reclassifications and personnel complement changes. 3. The City Council may choose to not approve to add two newly created classifications of Assistant City Clerk and Records Technician and eliminate the positions of Records Specialist and Office Specialist in the Managerial Services Department, City Clerk’s Office; and make the appropriate reclassifications and personnel complement changes, but may provide other direction to City staff.

Recommended Motion: The City Council approves to add two newly created classifications of Assistant City Clerk and Records Technician and eliminate the positions of Records Specialist and Office Specialist in the Managerial Services Department, City Clerk’s Office; and make the appropriate reclassifications and personnel complement changes.

Attached Files:

CITY CLERK reorg chart.pdf

Clerk office Reorg analysis Aug 2011.pdf

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