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HomeMy WebLinkAbout03/18/2014 05D Human Resources Division - Change to a City DepartmentBUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT Item No. For Meeting of: 3/18/2014 IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII ITEM TITLE: Consideration of changing Human Resources Division to a City Department. SUBMITTED BY: Tony O'Rourke, City Manager Cheryl Ann Mattia, Human Resources Manager SUMMARY EXPLANATION: In an effort to ensure greater independence and due process in personnel matters, staff is requesting that the Human Resources Division be a separate Department of the City. Virtually all public and private organizations with the number of employees the City of Yakima has (700) have independent Human Resources Departments. It is proposed that the City of Yakima change its current structure to reflect standard business practices. As the organizational chart currently reflects, the City Manager oversees the Human Resources Division and has final authority regarding personnel matters. If an employment issue progresses to the City Manager level, then the City Manager is ultimately reviewing disciplinary matters twice and making the same recommendation. If the Human Resources Division is a separate department in the City, the Human Resources Director will be able to independently make the personnel decision. If an employee disagrees or wants to dispute the finding, then he/she can make an appeal to the City Manager. As per Chapter 1.18 of the Municipal Code, the City Council will have to officially adopt this proposed organizational change. This change should result in a better business model for the delivery of City services and a fair and equitable process for employees. Resolution: Ordinance: Other (Specify): Contract: Contract Term: Start Date: End Date: Item Budgeted: Amount: Funding Source/Fiscal Impact: Strategic Priority: Public Trust and Accountability Insurance Required? No Mail to: Phone: APPROVED FOR SUBMITTAL: RECOMMENDATION: City Manager Staff proposes that the Council approve changing Human Resources to a separate department of the City with a Director instead of a Manager. ATTACHMENTS: Description Upload Date ❑ job spec director of HR 3/13/2014 Type Cover Memo i Director of Human Resources CITY OF YAKIMA Revision Date: 4/01/2014 Replaces Human Resources Manager 1231 Established Date: May 20, 2013 Bargaining Unit: None/Management SALARY RANGE $45.79 — 55.64 Hourly $7,936.78 - $9,644.08 Monthly Class Code: 1135 MINIMUM CLASS REQUIREMENTS: Bachelor's degree in Personnel Management, Human Resources Management, Psychology, Industrial Relations, Public Administration, Labor Law, or a closely related field, plus seven years of progressively responsible professional personnel administration/human resources experience including 2 years lead/supervisory experience. Master's Degree desirable. Additional human resources management and supervisory experience may substitute for educational requirements. JOB SUMMARY: This is a professional, administrative Human Resources Executive Management position. Under the general direction of the City Manager the purpose of the position is to direct the planning, organization and management of the Human Resources Department. Position independently performs complex, highly responsible work in labor relations, workplace counseling, problem -solving, benefit administration, safety administration, wage and salary administration, and other professional human resources administrative functions. Performance is reviewed by the City Manager through conferences, reports, and the effectiveness of the programs and accomplished results. The employee occupying the position is responsible for providing leadership, assisting in and/or overseeing a variety of human resource management functions including but not limited to: labor relations and contract negotiations; management recruitment; training needs; classification and compensation plans; maintenance of personnel records and evaluation systems; civil service activities; and community relations/outreach for the Human Resources Department. Supervision is exercised over a staff of professional and clerical employees. ESSENTIAL FUNCTIONS: Provides leadership and oversees Human Resources programs and activities including employment, training, compensation, collective bargaining, employee relations, employee benefits and employee assistance. Provides advice and recommendations to the Civil Service Commissions. Administers labor relations activities for the City. Participates in and provides advice in the negotiation of collective bargaining agreements; researches, analyzes and prepares materials for contract negotiations; drafts and prepares cost analysis of settlements and proposals. Prepares litigation with City and contract attorneys; develops lines of questioning of witnesses, general case development and strategy. May investigate grievances and grounds for discipline. Reviews employee concerns and recommends solutions; assist departments in grievance processing/resolution. Supervises and evaluates the performance of staff; participates in the interview and selection process for human resources staff; plan, coordinate and arrange for staff training; recommends disciplinary action as necessary. Counsels employees and managers on a variety of human resources issues, including employee relations, labor contract questions, benefits, laws, rules, regulations and sound work place practices. Administers the City's self-insured medical, vision, dental and life insurance and other employee benefit programs. Researches, recommends and implements new programs or benefits. Directs and monitors the City's broker to develop alternative benefit programs. Answers inquiries and assists employees in resolving problems with plan coverage. Prepares Health Benefit Reserve fund budget, presents budget to Council for adoption, and monitors medical reserve fund; analyzes fund accrual rates and expenditures; verifies broker billings and authorizes reimbursement to the broker. Serves as management representative on employees' welfare benefit board. Prepares a variety of reports on investigations and conducts research studies. Analyzes data, reports, charts and other information pertaining to human resources functions; researches and writes policies; recommends implementation of new policies or procedures; drafts enabling legislation. May perform special projects for City government beyond the normal assignment of work. Provides leadership, advice to office staff; schedules, assigns and reviews work activities of support staff and assists in hiring and evaluations. Oversees and participates in the administration of the City's self-insured Worker's Compensation Program. Monitors and evaluates reports and claims data concerning occupational injuries; determines necessity and scope of further investigation; interprets safety codes and regulations. Makes recommendations to third party administrator on individual claims and general claims management. Researches and recommends policy to minimize the City's financial liability and to assure the City's compliance with state and federal regulations. Serves as liaison between the City, State and Federal safety personnel. May coordinate, develop, monitor or conduct safety education and/or training programs. Serves as staff support to the City Safety Committee. Advises and provides leadership in all phases of personnel selection, including recruitment, application screening, test development and administration. Develops recruitment processes in accordance with hiring needs. Develops and conducts affirmative action recruitment programs as needed. Provides advice and recommendations on issues such as rule revisions, selection process and human resources practices to the Civil Service Commissions. Provides information to departments concerning affirmative action and EEO. Administers employee evaluation systems; participates with department heads, supervisors and employees in developing job performance standards, provides training for supervisory personnel in conducting performance evaluations. Administers the deferred compensation program; explains program to employee groups and individuals; serves as the City's spokesperson dealing with potential alternative programs. Prepares the department budget; controls and monitors expenses within budget; assures fiscal responsibility and cost consciousness. Prepares reports relative to human resources administration. Oversees and provides leadership in job analysis of positions in order to recommend allocation of positions to classes and preparation of class specifications; performs research work involved in the administration of the position classification system. Conducts wage, salary and benefit surveys; analyzes results and prepares recommendations. Compiles and revises personnel manuals of policies and procedures. Anticipates training needs and organization support requirements, assesses training needs and performs human resource and organizational development functions. Establishes and conducts training sessions, workshops and classes for individual and employee groups; conducts career and education counseling for employees. Counsels employees and managers in the resolution of sensitive human resources problems. May conduct employee orientations and termination interviews. Provides advice and assistance to employees or the public on City human resource matters; works closely with employee representatives; compiles and revises personnel manuals of policies and procedures. Attends workshops, conferences, job fairs and civic affairs to promote recruitment and affirmative action efforts. Requires regular and reliable attendance. Performs other related duties as assigned. MAJOR WORKER CHARACTERISTICS: Knowledge of: the principles and practices of public human resources administration and management practices including but not limited to: self-insured workers' compensation laws and of applicable unemployment compensation laws; Civil Service systems; recruitment and selection procedures; Federal and State Affirmative Action and EEO Rules and Regulations; interviewing and screening; testing and test development and research techniques and sources of information; benefits administration; labor relations; collective bargaining laws and procedures including mediation and arbitration procedures; modern supervisory practices and methods; wage and salary administration, surveys and procedures; job analysis factoring systems and classification development; safety management systems; in-service training programs; municipal government functions and organization; applicable Federal and State statutes related to the job duties. Ability to: provide effective leadership in the development and maintenance of a human resources program. Analyze and resolve problems; gather, analyze and interpret data; advise and counsel employees and managers; assist Civil Service Commissions on policy, technical and procedural matters; establish and maintain effective working relationships with department officials, employees and their representatives, Civil Service Commissioners and the public; interact courteously and effectively with persons from diverse occupational and socio-economic backgrounds; work effectively on several projects concurrently; work independently and make decisions within broad guidelines; communicate clearly, concisely and persuasively orally and in writing. MUST POSSESS EXCEPTIONAL ABILITY TO PRESENT IDEAS AND RECOMMENDATIONS EFFECTIVELY IN ORAL AND WRITTEN COMMUNICATION. PHYSICAL DEMANDS: Work is performed primarily in an office environment with occasional traveling to different locations. While in the office, will be sitting at a desk or computer terminal for extended periods of time or standing for a period of time. Occasionally needs to move inside the office to access file cabinets, office machinery, etc. Constant use of both hands in reaching/handling/grasping/fingering while performing duties and operating computers. Occasional heavy work includes lifting and carrying up to 50 pounds. Occasionally ascends/descends stairs while maintaining balance. Constant use of all senses including feeling/talking/hearing/seeing while performing duties and communicating with co- workers, general public and completing all tasks as assigned. Must be able to maintain long-term and short-term memory. May work in remote locations or in noisy work area. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. UNUSUAL WORKING CONDITIONS: Work with the public and employees, some of whom may be irate, upset or disturbed. Frequent extension of work day to meet deadlines. LICENSES, REGISTRATION & CERTIFICATES: A valid Washington State Driver's License is desirable.