02-1076Council File # OZ� EO'1(.
Green Sheet # 200100
RESOLUTION � S
CITY OF SAINT PAUL, MINNESOTA
Presented
Referred To Committee Date
RESOLVED, that the rate of pay for the classification of Health Administration Manager be
2 changed from the rate set forth in Grade 24 to Grade 26 of Bargaining Unit 09, Saint Paul Supervisors
Organization Salary Schedule in the Salary Plan and Rates of Compensation, and be it
4 FUR'I`HER RESOLVED, that this resolution shall take effect and be in force on the first pay
period following its passage and approval.
��-s i ✓
DEPAFtTMENT/OFFICF/COUNCIL: DATE INTTIATED GREEN SHEET NO.: ZOOIOO �
Human Resources 11/4/02 �a'
CONTACT PERSON & PHONE: � d IlvClui/uAiE INRInilDA1E
John Shockley, 266-6482 �� J � t ( DEPAR7MEt7f DIR j�� a cm�murlcn,
Gtn2Bifitlk, 266-6535 � Z �, A .�.��, �
NUMBERFOR
MIISIBEONCOUNCILAGEI�'DA BY(DAT� RoU7ING �q.�pNGp�,�vDnt FINANCIALSERV/ACCIG
oRDIIi
3MAYOR(ORASSf.)
TOTAL # OF SIGNATI7RE PAGES 1 (CLIP ALL LOCATIONS FOR SIGNATURE)
ncriox x�uESrEn: Appmval of a resolution changing tLe rate of pay for the class tifled Health AdministraTion Manager from Grade
24 to Grade 26 of the Saint Paui Supervisors Organization (SPSO) salary schedule.
RECOMIv�I7DAT10N5: MP��K �A) orRejat (R) PERSONAL SERVICE COMRACfS MUSl'ANSR'ER TfIE POLIAWING QUESfIONS:
l. FluthispaaodE'me�wmkedwdaawncaclfwdtisdepswmc?
PL4NNAIGCOMPNSSION YB No
_CIDCOMI.91T� 2 Hasthispasodfume.erbemaatymyloyx?
CNII.SERVICECAMNIISSION Yes Nu
3 DoathispesoNfvmpos.sasaskillnotrmmellYyossesssibyarryaiurrntcitymyloyee?
Ya No
4. kthispesoNfumawgeted�ador?
Ya No
$xplain all yes ansvers on uperate sheet and atfach to green sheet
INTI`IATING PROBLEM, ISSUE, OPPORTUNITY (Nho, Whak�eq Where, Why):
This acUOn is the result of a classification and compensation study conducted at the request of the joint Ciry/County Health Department.
The study was necessary because of the significant changes brought about by fhe 1998 implementaUOn of the Public Eieaith Joint Powers
Agreement between the City of Saint Paul and Ramsey County. This resulted in additional duties, responsibilities and an increased span
of control for this position.
ADVANTAGES IF APPROVED:
Equitable compensation commensurate witl� the level of duties and responsibiliUes of ihe posi5on will be estabiished.
DISADVANTAGES IF APPROVED:
None
DISADVANTAGES IF NOT APPROVED: ���I o� `aO
L
Equitable compensation will not be established. � ����ta9��
� t 59
TOTALAMOUNTOFTRANSACTION: COST/REVENUEBUDGETED: � ���� p
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FUNDING SOURCE: ACTIVITY NUMBER:
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k'INNANCSAI.INRORMATIOPT: (EXPLAIN) �'� �°°`'
G:�st,ar�nc��cLnss�co�uu�-s�,u��c�na•s c� work��tu, nm,�n M� cr�nsncecwPd
✓
OF£ICE OF HUMAN RESOUACES
Mmk Robernon. IMerim Director
GTI'Y OF SAINT PAUL
Randy Ke1ty. Mayor
TO: Rob Fulton, Director
IOOCiryHaIIAanes
23 WesrFwnh S[reer
SaintPauCMinnesota SSIOI-1631
Ramsey County Department of Public Health
FROM: Gina Bifulk, Consultant �
Office of Human Resources
DAT'E: October 9, 2002
RE: COMPENSATION STUDY RESULT
�Z � ����
Te7epho�x: 651-2666500
Jobli�re: 651-2666502
Fascimile: 631-2967636
We have completed our compensation study of the single incumbent Health Administration
Manager job class held by Diane Holmgren. We have reviewed relevant job information,
interviewed the incumbent and immediate supervisor, and compazed the position with retated
classes and positions. This study indicates that the class should be assigned to Grade 26 of
the St. Paul Supervisors Organization (SPSO), Bargaining Unit 09, Salary Schedule.
Should you choose to implement this action, we will process a Council resolution placing the
class in SPSO grade 26.
If you choose not to implement this, you can undertake other measures to keep the
position(s) at their cuttent level. The process can be simple or invoived depending upon the
needs of a particular study. It may involve any one or a combination of the following:
restructuring the duties of the studied positions to reassign higher-level duties to other
positions, modifying existing processes and procedures, or studying an entite unit - its
structure, functions, and operations - for the possibility of a reorganization.
Ifyou have any questions or need assistance in this matter, please call me at 266-6535.
An Affirmative Action Fqual Opportunity ADA Employer
0�-�o�tc.
CLASS STUDIED:
f I�L�I��1�
STUDIED BY:
DATE STIJDIED:
CLASSIFICATION STUDY REPORT
Health Administration Manager
Diane Holmgren
John H. Shockley/Gina P. Bifulk
September 2002
PERSONS CONTACTED: Incumbent Diane Holmgren
Rob Fulton
Linda Giesen
APPROVAL OF
AND COMPENSATION MANAGER:
� - 7- O "Z--
Background
This position is officially titled Health Administration Manager. There has been no previous study
of this position in its current form. In 1998 the City of Saint Paul and Ramsey County
implemented the Public Health Joint Powers Agreement. This resulted in additional duties,
responsibilities and an increased span of control for this position. Therefore, it was requested by
the incumbent and approved by the department that Human Resources conduct a study of this
position in order to determine appropriate compensation.
Studv Compone�ts
1. A review of the Job Profile submitted by the incumbent.
2. Interviews with the incumbent, the Director of Public Health, and Human Resources
Consultants having knowledge of the Department of Public Health.
3. Comparisons with previous position specifications, Administrative Manager, and Public Health
Section Manager.
4. QES evaluation and Analysis
Job Description
This position performs responsible managerial work in assisting in the overall administration and
screening and case management direction, organization, planning, and evaluation in combined
City/County Public Health Department.
03-1c�1(.
This position works under the general guidance and direction of the Ramsey County Public Health
Director and also receives direction from the County Manager and County Boazd. This position
exercises general and adm'vustrative supervision directly and through subordinate managers and
supervisors over ail ievels of assigned professional, technical and cierical employees.
The typical duties performed by this position are:
Oversees agency-wide activities including information systems, planning, budget, accounting,
billing, personnei, procurement, health records, health education, building maintenance, and the
laboratory.
Initiates, analyzes, discusses, detemunes and implements policy and program changes; maintains
regulaz communication with Public Health managers and staff regazding policy changes and
program activities.
Ensures that administrative and support services are available to program managers in a timely
and sufficient manner to carry out their functions and responsibilities; provides direction regarding
services, activities and priorities.
Coordinates the development of capital improvement proposals, working with Building
Maintenance and Property Management staff, and presents proposals to the Ramsey County CIP
Convnittee.
Oversees the Public Health budget within guidelines provided by the County Manager and County
Board; prepares department budget and reviews entire Public Health budget after all sections have
been completed by program managers.
Oversees the financial operations of the department including audits, grants, contracts, and
expenditures; reviews grants and proposals submitted by program managers to ensure accurate
information.
Coordinates with staff and program managers to develop work plans that support the department
milestones and the CHS plan; completes staff performance evaluauons, and addresses job
performance issues; encourages and supports stafftraining and development opportunities.
Serves as a resource to the agency and all program managers, ensuring that managers have access
to needed resources, have uniform application of practices, and that there is a consistent agency
perspective on current and anticipated problems.
Represents the Public Health Department for internal and external activities such as Mayor's
Department and Office Directors bimonthly meetings; planning and progam development of
assessment activities with other agencies such as Public Housing, Minnesota Department of
Health, Department of Human Services, metro counties, and metro area health plans.
p�.-\o�c.
Comnarisons
The position in question is currentiy assigned to grade 24 of the Saint Pau] Supervisors'
Organization. The duties and responsibilities of the position were compazed to the class
specifications and position descriptions for the current Health Administration Manager, the
Administrative Manager, and the Program Administrator classes. The position being studied
works under the general guidance and direction of the Ramsey County Public Health Director.
The previous specifications indicate d'uection was provided by the City Public Health Services
Manager. Additionally, this position currently exercises supervision over more than 50
employees. The previous Health Administration Manager position had supervisory responsibility
for appro�mately sixteen to twenty five employees.
As a resuk of the joint agreement between the City and Ramsey County, the work of the Health
Administration Manager has changed from, primarily, varied duties of standard administrative
nature to duties that cover a broader range of responsibility. This position is now expected to be
accountable for much of the planning and implementation of the public health programs as well as
assuming a larger amount of the overall fiscal responsibilities in terms of budgeting, audits and
grants.
The impact the duties and responsibilities of the position studied have on intemal, eactemal and
community relationships has increased as have the discretion to act and individual autonomy. The
City/County joint agreement means this position is responsible for representing concems of both
the City and County to other govemment entities or to the outside community at large.
Additionally, this position has more responsibility for identifying, developing and implementing
programs where the previous specifications indicated a]ess expansive role in recommending or
submitting programs for approval.
Education and experience required for this position has increased from an MA in Public Health
Business Administration, or Health Administration plus six years experience, at least three years
of which includes upper level management OR administration in Public Health. The County
Public health Directors indicates that Masters level training in Public Health, Business
Administration or Health Administration plus eight years of experience, including five years of
senior management as well as four yeazs of public health experience is now required.
Classes with a similar level of duties and responsibilities as the position in question are Program
Administration, Parks and Recreation Manager, and Police Research and Grants Manager. All of
the classes are in grade 26 of the Saint Paul Supervisors Organization (SPSO), BU09.
0�.. �a'1 L
O. E. S. Evaluation
A QES evaluation ofthe position, taking into consideration the addition ofthe aforementioned
responsibilities, revealed an increase in the factor level awazds for the factors of Effects of
Actions, Amount ofDiscretion, Personnel Authority and Units Supervised.
The Effects of Actions factor increased from a levei four to a level five because this position
affects planning, development, and operations. The position is charged with initiating and
implementing new approaches and concepts that affect the entire agency. The work of this
position produces a service that affects the development of a major city and county program. The
work of this position has far-reaching impact within the community it serves and requires
cooperative efforts with organizations from outside the City government.
This position requires much independent decision-making, resolution, action, final authority,
initiative, and autonomy. This position initiates work projects directly affecting the community
and assumes full responsibility for the end result. Consequently, the level awazd for the factor of
Amount of Discretion has increased from a level four to a level five.
This position reviews and approves ail personnel decisions made by subordinate supervisors or
managers and has decision-making authority on all personnel matters from hiring and performance
management to disciplinary action and temunation. As a result, the awazd factor for Personnel
Authority has increased from a level four to a]evel five.
The number of employees supervised by this position, either directly or indirectly through
subordinates has increased from approximately sixteen to twenty-five to more than fifty.
Therefore, the factor awazd for the factor of Units Supervised has increased from a level four to a
level five.
Anal,�sis
The overali increase in QES job evaluation points resulting from the four factor level changes as
indicated, supports assigning the position to gade 26 of the Saint Paul Supervisors' Organization
Salary Schedule, BU 09.
Recommendation
It is recommended that the Public Health Administration Manager class specification be amended
to reflect the changes in duty assignments for this single incumbent class. It is also recommended
that the Public Health Administration Manager class be assigned to grade 26 of the Saint Paul
Supervisors Organization (SPSO) Salary Schedule.
m
CTTY OF SAINT PAUL
RandyKelly. Mayo�
TO:
OfFICE OF HUMAN RfSOURCES
MarkRobe'tson, InterimDeiecmr
t00CityHaIIAnne
25 WestFou,rh Street
SmntPaubMinnuua 55102-1631
Rob Fulton, Director
Ramsey County Department of Public Health
FROM: Gina Bifulk, Consultant �
Office of Human Resources
DATE:
`;i �
October 10, 2002
Twenty Day Notice
�a_�c��.
Tekphone: QSI-16Gd500
Jobline: QSJ-26b6501
Fareimile: 657-192-7656
Pursuant to City of Saint Paul, Civil Service Rule 3. (C) this memorandum is to inform
you that the following changes are being made to the Fiealth Administration Manager
classification: .
• The typical duties performed fiave been changed to better reflect the ad&tional duties of
the position brought about by the 1998 implementation of the Public Health Joint Powers
Agreement between the City of Saint Paut and Ramsey Couniy.
• The muumum qualiScations I�ave been modiEed to better reflect requiremenu for
successful job perfom�ance. The experience requirement has been increased to eight
years with a minimum of five years at the senior management levei, four of those which
must t�ave been in a public health service environment.
• The Knowledge, Skills, Abilities, and Competencies section has beea updated with more
descriptive language defining the competencies one s6ouid be abie to demonsrtrate in order
w successfully perform in the position.
• We are recommending to the City Council that the pay be changed &om Crrade 24 to
Grade 26 of the Saint Paul Supervisors Organi�ation (SPSO), B.U.U9, Satary Sche3�ile.
An Affirniative Action Equal OppoRUairy ADA Employer
OFf(CE OF HCR�fAN RFSOURCES
Mark Rabernon, lntenm Di�ectot
CTTY OF SAII�T PAUL
Randy Ke/1y, Mayor
f00CityHdlAnnes
25 WestFourth Strcet
SainlPm�Minneww 3570Y1631
October 10, 2002
Ms. Helga Kessler, President
Saint Paul Supervisors Organization
Saint Paul Regional Water Services
8 East 4�' Street
Saint Paui, MN 55102
Re: Health Administration Manager - Twenty Day Notice
Dear He(ga:
���0��
Telephora: 65l-2666500
JobU�: 651-266-6501
Fatcimite: Q37-29L7656
Pursuant to City of Saint Paul, Civil Service Rule 3, (C) this letter is to inform you that
the following changes are being made to the Health Administrarion Manager
classificauon:
1. The typical duties performed have been changed to better reflect the additional duties of
the position brought about by the 1998 implementation of the Public Health Joint
Powers Agreement between the Ciry of Saint Paul and Ramsey Counry.
2. The nrinimum qualifications have been modified to better reflect requirements for
successful job performance. The experience requirement has been increased to eight
years with a minimum of five years at the senior management level, four of those which
must have been in a public health service environment.
3. The Knowledge, Skills, Abilities, and Competencies section has been updated with more
descriptive language defining the competencies one should be able to demonstrate in
order to successfully perform in the position.
4. We are recommending to the City Council that the pay be chaaged from Grade 24 to
Grade 26 of the Saint Paul Supervisors Organization (SPSO), B.U.09, Salary Sc,hedule.
If you have any questions, please call me at 266-6535.
Sinc� �/
Gina Bifulk ' ��
�'
Human Resources Consultant
An Atl'umative Action Equal Opportunity ADA Employer
The City of Saint Paul Class Specification
Proposed Titie of Class: IiEALTH ADMINISTRATION MANAGER CODE: 954
BU: 09
Effective: �, ., 1 �
DESCRIPTION OF WORK
General Statement of Duties:
Performs responsible managerial work in assisting in d�e overall administcation and screEning and case management
direction, organization, planning, and evaluation for the Public Health DepaTUnent and peforms related duties as
required.
Suoervision Received:
Works under general guidance and direction of the Public Health D'uector.
Suoervision Exercised:
Exercises within the Public Health Department general and administrative supervision directiy and through
subordinate managers and supervisors over all levels of professional, technical and cierical anployees.
TYPICAL DUTIES PERFORMED
The listed examples may not include all the duties performed by all posiaons in this class.
Oversees agency-wide activities including information systems, planning, accounting, billing, personnel,
procurement, health records, health education, building maintenance, and the laboratory.
7nitiates, analyzes, discusses, determines, and implemenu policy and program changes; maintains regnlaz
communication with Public Health managers and staff regarding policy changes and program activities.
Ensures that adnrinistrative and support services are available to program managers in a timely and sufficient
manner to carry out their functions and responsibilities; provides direction regarding services, accivities aad priorities.
Coordinates the development of capital improvement proposals, working with Building Maintenance and Properry
Management staff, and presents proposals to the Ramsey County CIP Committee.
Coordinates with staff and program managers to develop work plans that support the department milestones and
CHS Plan; completes staff performance evaluations, and addresses job performance issues; encourages and supports
stafFtraining and development opportunities.
Oversces the Public Health budget within guidelines provided by the County Manager and County Board; prepazes
depamnent budget and reviews entire Public Health budget after all sections have been completed by program
managers.
Oversees the financial operations of the depaztrnent including audits, grants, contracts, and exp�ditures; reviews
granu and proposals submitted by program managers to ensure accurate information.
Participates in budget hearings with the Counry Manager and County Boazd; attends the City of Saint Paul budget
hearings to present and respond to public heaith budget questions.
Serves as a resource to the agency and all program managers; �suring that managers 1�ave access to nce3ed
resources, bave uniform application of practices, and that there is a consistent agency perspective on current and
anticipated problems.
Represenu the Public I�iealth Depaztrnent for intemal and externat activities such as Mayor's Depamnent and Office
HFAi TH ADMINISTRATION MANAGER Page 1
Proposed Title of Class:
HEALTH ADMINISTRATION MANAGER
6�.•�o'tit.
CODE: 954
BU: 09
Effective:
Direetor bimontlily meetings; planning and program development of assessmart activities with other ageacies such as
Public Housing, Minnesota Departrnent ofhealth, Deparhnent ofHuman Services, metro counties, and metro area
health plans.
KNOWLEDGE, SKILLS, ABILITIES, AND
Demonstrates an understanding of the full razige of puhlic health principles, tenns, procedures, and prsdices; and ihe
ability to identify and resoive the most difficult and complex problems associated with the work.
Demonstrates an ability to make complex assessments of Public Health financia] resources; and die ability to
recommend and/or determine allocation of the funds; demonstmtes an ability to direct �e development and
impiementation of budgets and the management of funds.
Demonstrates an understanding of the full range of state, municipal and divisional policies, procedwes, laws,
contract assignment and bazgaining agreements; and the abdity to apply the appropriate tools in work methods.
Aemonstrates an ability to �pertly and independently plan and manage muhiple public healih projects or programs
that have a high level of impact upon the community.
Demonstrates considerable Imowledge of the full range of Public Health agency programs, services and staffing;
demonstrates an ability to determine future direction and service priorities for the �tire division and the ability to
fully communicate such direction to department staff.
Demonstrates hi�lily effective leadershiQ of sugervisors and employees; demonstrates an ability to clearly
communicate the vision and mission of the organization to staff; and demonstrates ability to direct the work of others
and to encourage a positive working environment.
Aemonstrates expert, effective, relationship building and maintenance, and an ability to speak and write aY ihe highest
level of effecriveness with diverse groups, both within and outside the City, including elected officials and
representatives of pubiic and private orguriTations.
MINIMUM QUALIFICATIONS
A Master's degree in Business Administration, Public Health or Health Administration or a related Seld, and eight
years professionai administntive experience with at least five years at the senior management level; at least four
years of which must have been in a public health service environment.
HEALTH ADMINISTRATION MANAGER
Pa� 2