04-641Council �le # "�' ��'
Green Sheet # 200123
Presented
Referred To
Committee Date
RESOLUTION ' 3
C TY OF SAINT PAUL, MINNESOTA
� ���
RESOLVED, that the rate of pay for the classification of Office Administrator - Traffic Division be
2 created the rate set forth in Grade 012, of Bazgaining Unit 09, Saint Paul Supervisors
3 Organization, Salary Schedule, and be it
4 FURTIiER RESOLVED, that this resolution shall take effect and be in force on the first pay period
5 following its passage and approval.
��1'
�°� DEPARTMENTlOFFICFJCOUNCII.: - �DATE INITIATED' G`�j'EN Si1L` ET NO.: LOOI23 - {./�`�
Human Resources 6118iO4
, CONTACT PERSON & RHONE: ATE m�Tw✓DATE
Sheila Williams 266-6520 � D�r.�„� D��� a arYCOUNCn.
I,eeAnnTurchin 2fi6-6517 ,,� 2crnA.,TO� c��
MIMBERFOR
MUST BE ON COUNCIL AGENDA BY (DATE) ROU1irvG p�Nnt�Ctn�,smV nm FlNA1VQN. SERV/ACCfG
ORDER
3MAYOR(ORASS'fJ
TOTAL # OF SIGNATURE PAGES_I (CLIP ALL LOCATIONS FOR SIGNATURE)
.. - ncnox xEQussxsn: Approve the attached resolution establishing the rate of pay for the new classification titled
Office Administrator - Traffic Division.
ICECOMIvLENDATIONS: App*o� (A) m Reject (R) PERSONAI. SERV[CE COH"CRAC'C9 MOST ANSWER TIiE EYILLOWING QUEST[ONS:
1. Hastldspeussodimneverworkedwderacontractforiltisdepaifiieut?
PLANCIING COMl�4SSION Yes Na
. CID CO�IMITfEE ' 2. Has tLis Persodfam eva been a ciLy emP�oYre?
_C[VILSERVICECObIIvSXSSION Yes No
3. Does9tisPersonlfumpossessasla'RnotmcmallYPossessed
Yes No
- 4. k dtis persoNivm a mrgeted vmdoYf
Yes No
� — Expiain all yes answers on separate sheet and attach to green sheet
F
} mrria.rm�c rxosr,en�, �ssvE OPPORTUNITY (Who, Whay When, wner�, wn The Department of Public Works requested that
Human Resources study the composite duties of a position to deternzine the appropriate classification and
compensation. Our office determiued that the position should be allocated to the new classification titled Office
Aduiinistsator - Traffic Division This title is xesponsible for coordinating the communication, personal computer
and data management systems, building operations, record keeping and management system activities of the Traffic
Maintenance/Operations Section of the Traffic and Lighting Division of Public Works and supervising two sections
of the Division. These duties support the business efforts of ttie Traffic Division.
nnvnxTncES � arrxovEn: : Appropriate compensafion wiil be assigned to the new classification in accardance with
the City's job evaluation system.
� DISADVANTAGES II+APPROVED: S813Y}� COSt 1S �1 ,724.84-2,347.39 biweekly or $45,01832-61,266.88 yeazly
° nisnvvPavTaGES � noT nrrxoven: Appropriate compensation will not be assigned to the new classification. T'his may
limit Che City's ability to successfully recruit, hire and retain qualified candidates who possess the laiowledge, skills
and training required to effectively provide services offered by the Traffic and Lighting Division of Public Works.
'� TOTALAMOUNTOFTRANSACTION: COST/RF+VENUFBUDGETED:
' FUNDING SOURCE: ACTIVITY NUiVIBER: � �-�J,p
. , ��'?;,a.
�, FINANCIAL INFORMATION: (EXPLAIN) , �' ' �, l � � 4 n_ ,�
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' G:�Shared\Org.Desig�\Consultant-WilliamsVSheila's Class WorkB Mastel OffMgr Smdy�B Mastol Gmsheet.wpd �..s u ,,.,,, : , r „_� ,
RECENED 9 � � �, �. �L � $�' '�,. � _'�;
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JUN 2 3 2004 '��`�:` �'' �? Zv"�4
MAYOR'S OFFICE �� � � �����p���'
C�-1-� y1
OFF[CE OF IiUMAN RESOUACES
Angela S N¢[ezny, Director
CITI' OF SAINI' PAUL 400 City HaU Ann� Telephane: 651-166-6500
RandyKelly,Mayor 251�uiFourlhSVeet Jobline: 651-2666502
SaintPaul,�rsnuo�a 55102-1631 Fatsimile: 651-192-7656
TO: Robert Sandquist, Director
Public Works Department
FROM: Sheila Williams, HR Specialist
Office of Human Resources
DATE: November 20, 20003
RE: CLASSIFICATION STUD1' RESULT
WehavecompletedourstudyoftheOfficeManagerpositionheldbyBazbaraMastel. Wehave
reviewed relevant job information, and interviewed the incumbent and immediate supervisor.
The analysis included a review ofthe classification specifications and job profiles for positions
allocated to Office Manager, Coordinator of Administrative Support, Project Facilitator I and
Assistant City Clerk classifications.
This study indicates that the position is working at the Office Administrator - Traffic Division
classification level. This will be a new title at grade 12 of the Saint Paul Supervisors
Organization salary schedule. Should you choose to implement this action, the requiredprocess
includes: review ofthe requestby the Director ofFinancial 3ervices, approval of a waiver from
the Mayor's office, and submission of a requisifion to Human Resources.
If you choose not to implement this, you may undertake other measures to keep the position at
the current level. The process can be sunple or involved depending on the needs of a particular
study.
If you have any questions or need assistance in this matter, please call me at 266-6520.
G: �SharediOrg.DesignlConsullano-WilliamslShei7ds Ctau Work1B Mastsl OJfNlgr SmdylBMurtel Determ.wpd:
An Affirmalive Action Equal Opportunity ADA Employer
�"�!�
CLASSIFTCATIOl� STUDY REPORT
CLASS STUDIED:
I
INCUNIBENT:
STUDIED BY:
DATE STUDIED:
PERSONS CONTACTED:
G�3�J �
Office Manager
Barbara Mastel
Sheila Williams
September 29, 2003
Barbara Mastel, Incumbent
Donald Sobania, Supervisor
Robert Horrisberger, Personnei Manager
John Maczko, Division Manager
Robert Sandquist, Director
I: �`►1► Z K� T 17 �►` FY� 1 Y C i 7`� �� �
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Background
The incumbent has requested a study of this position and this request is supported by Public Works
Administration. Currenflyinthe Office Manager classification, this position is assigned to the Traffic
Division of Public Works and functions as the coordinator of budget, office, building maintenance,
stores and sign distribution activities for the Division. Since 1990 when the position was last
studied, additionalresponsibility for coordinating office activities, supervising buiidingmaintenance
and supervising the signs and surveys unit have been assigned. This study will deterniine the
appropriate classification and compensation based on delegated responsibilities.
Study Com�onents
Review of job profile
Interview with incumbent
Interview with supervisor and administration
Comparison to classification specificarions
QES evaluarion and analysis
Recommendation
Job Descriution
This position is responsible for coordinating the communication, personal computer and data
management systems, building operations, recordkeeping and management system activities of the
Traf&c Maintenance/Operations Section ofthe Traffic and Lighting Division ofPublic Works. The
studied position has responsibility for creafing and managing the budget including expenditures and
revenue; managing service requests; organizing and implementing special projects; addressing
o�-c��t
personal computer and information management needs; and directing the billing operations, record
keeping, building operations, storeroom services, and survey and sign services for the Traffic
Division of the Public Works Deparhnent. These duties require interaction with citizens and other
City offices including Risk, courts and Department staff such as the Safety Officer. The posifion
handles contract, joint powers agreement, budget planning, and coordination of trainiu� activities.
Three areas of Traffic aze supervised- Maintenance Management and Surveys, Storeroom and Office
Building Maintenance. These duties exceed the expectations of the Office Manager classificafion.
Typically, Office Manager positions supervise and perForm admivistrative support work for an azea,
with limited responsibility for discretionary dufies such as budget planning. They supervise staff
associated with the office support work required by the unit.
Classification Comparisons
Office ManaQer
Positions in this classification perform administrative and supervisory work involving the planning,
organization and direction of administrative andlor clerical work for a central or lazge unit. They
also perform expert clerical and administrarive work. These positions coordinate a variety of the
office support activities, supervise support positions, coordinate training requirements, prepare
documents, assist with budgets, and coordinate supply and equipment needs. Most of the duties of
the studied position go beyond the eapectations of this classification. This position supervises both
clerical and technical staff in three different units of the Division. There aze budget plannuig and
monitoring (rather than onlybudget maintenance) responsibilities independent of the manager. The
studi ed position is expected to ereate and maintain service agreements, manage ongoing contracts
and represent the division on biiling related issues. QES comparison indicates the following factor
levels are different for the studied position: Knowledge Required, Hazards and Stress, Contacts,
Physical Effort and Personnel Authority.
Coordinator of Administrative Support (CASI
A position in trus classification would perform highly responsible admuustrative and support wark
of a highly complex nature involving plamiing, coordinating, organizing, and producing work that
requires independent judgement and specialized knowledge. A CAS position would coordinate the
adini.nistrative support functions for a work unit; receive and process complaints and other data;
receive visitors and answer telephone; compose conespondence; prepare confidenrial data of a
complex nature; research, compile and write reports; assist with special projects with specified
parameters; interpret related policy; and provide technical information. Similarities of work
assignments include handling confidential data, working with reports and special projects, and
interpreting policies or information. However, the studied position has more responsibility for
identifying, plaxming and defilvng pazameters of work, initiating policies and procedures, final
decision making, and assigning the associated support duties for the varied areas of responsibility.
Coordinator of Adrnuustrative Support positions are expected to carry out the determinations of
managers and perform the support work associated with the specified areas of responsibility. QES
comparison indicates the following factorlevels differ forthe studiedposition: KnowledgeRequired,
Hazards and Stress, Personnel Authority and Units Supervised.
O'�-�yl
Proi ect Facilitator I
Positions in tYris classification perform responsible technical work in monitoring the progress of
complex proj ects; coordinating efforts and solving adwinistrative problems; providing information
to applicauts and interest groups on various aspects of licensing, permits and development efforts;
and developing altematives to aid in resolving disputes. Project Facilitator I positions work directly
within communiries, as well as with developers, State organizations and the City Council. These
positions focus on licensing and permit factors associated with development projects which is
different in scope and range of duties from those assigned to the studied position. Similarities
include problem solving, research and reporting, and project coordination duties that have the same
level of responsibility. QES comparison indicates the following factor levels differ £or the studied
position: Hazards and Stress, Physical Effort, Personnel Authority and Units Supervised.
Assistant City Clerk
This classification is no longer active. A position would have been expected to perform responsible
supervisory and technical work directing the registration of voters, assisting with election oversight,
maintaining and developing legai record systems, and supervising citizen contact fixnctions. Typical
duties such as coordination of complex data, reporting, infornung citizens of office activities,
overseeang contracts, preparing complex materials, establishing policies and procedures, handling
complaints,anddatamanagementarecomparableinbothpositions. QEScomparisonindicatesthat
all factor levels are the same except Impact on Policies and Procedures and Personnel Authority.
This QES analysis and similarity of}ob specifications supports the compazable scope and level of
responsibility.
Conclusion
This positionhas a different role than when originaliy allocated to the Office Manager classification.
Current responsibilities differ from those typically associated with Office Manager or any existing
classification. Therefore, a new classification, Office Admuustrator, should be created for this
position and future positions with snnilar responsibilities to be assigned the same salary grade as the
Assistant City Clerk classification.
O. E. S. Evaluation and Analysis
The QES analysis supports allocation to the Office Administrator classification at salary grade 12
of the Saint Paul Supervisor Organization bargaining unit salary schedule.
Recommendation
It is recommended that the position be allocated to the Office Administrator classification.
Proposed Title of Class:
DESCRIPTION OF WORK
The City of Saint Panl Class Specification 0�'���
OFFICE ADNIINIS'fRATOR-TRAFFIC DIVISION CODE: 270B
BU: 09
Effective:
General Statement of Duties:
Performs responsible supervisory, administrative and technical work providing project management, budget,
business support, reseazch, liaison, contract development and administration management, and supervising stafF for
the division or department; performs other duties as required.
Snnervision Received:
Works under the general supervision of an office or department head.
Sunervision Exercised:
Exercises within the unit moderate supervision over office, technical and/or clerical staff.
TYPICAL DUTIES PERFORMED
The listed examples may not include all the duries performed by all positions in this class.
Coordinates the business activities of a large unit, division or department including the general services, building
opexations, management systems, office services and project management. Oversees or assists with the safety,
compliance, operations and supply requirements.
Supervises the daily activiries of mulriple units or a large unit responsible for varied operarions such as business
services, technical operations, building operations, office support, communications and billing.
Acts as liaison with extemal customers, organizations and businesses as well as irhernal offices and departments
for financial, information services, coutract management, vendor and revenue management requirements.
Manages or assists with projects regazding planning, development, financial, operations or informafion systems
improvements. Reports to office or departinent head for approval of changes and decisions.
Assists with budget planning and development; monitors and maintains budget; prepazes routine and annual report
documents.
Oversees contracts and agreements with vendors, contractors and agencies; monitors and updates related
documents as required.
Develops and updates policies and procedures related to units supervised and as directed by office or department
head.
Ensures record management and retention of revenue, budget, building operations, billing and enforcement
acrivities and ensures compliance with records policies and procedures.
Provides planning, research and reporting assistance for ongoing functions, problem solving activiries, complaint
resolution, operations needs, and planning and development initiatives.
Ensures that information services needs aze met through purchases, equipment updates and communication with the
Informarion Services affice.
COMPETENCIES
OFFICE AD ISTRATOR-TRAFFIC DNISION
Page 1
- Prop�sed Tit1e of Class: OFFICE ADMINISTRATOR-TRAFFIC DIVISION CODE: 270B V't� ��'
BU: 09
Effecrive:
Demonsirates an understanding of the full range of theories, principles, terminology and procedures regarding
budget analysis, ptoject management, building operarions and strategic planning; demonstrates the abiliry to apply
this understanding in resolving the fuIl range of problems associated with the work.
Demonst�ates an understanding of City and County govemmental operations and the theories, principles,
terminology and procedures involved in the local govemment processes; demonstrates the ability to apply this
understanding in resolving the full range of problems associated with the work.
Demonstrates highly effective leadership of staff by supporting the vision and mission of the organization;
demonstrates an ability to facilitate the group problem solving process; demonstrates an ability to direct others in
promoting desired Uehaviors within the organizarion; demonstcates an ability to provide for and encourage the
creation of a positive worldng environment for staff.
Demonstrates the ability to independentty develop, implement, evaluate, organize and prioritize projects and
assignments; demonstrates an abiliTy to define, measure and evaluate project results; demonstrates an ability to
independently prioritize one's own work and the work of others, be attenrive to detail, and provide assistance to and
coordinarion of the work of others.
Demonstrates the ability to observe and gather information, analyze and organize data, and present cleaz
recommendations to management, _ _ _ _ _ _
Demonstrates the ability to use job-related office and software used to conduct department business; demonstrates
an ability to apply this understanding in resolving the full range of problems associated with the work.
Demonstrates an ability to effectively communicate in writing, spealdng and listening; demonstrates effective
public spealdng and presentation sldlls. Demonstrates the verbal and written ability to respond to complaints and
requests for informafion. Demonstrates an ability to write reports that can be easily understood by the reader.
Demonstrates the ability to identify customer needs, develop customer service standards and influence others in
continuously improving customer service.
NIII�TIMUM QUALIFICATIONS
BA(BS degree and experience with budget planning and development, supervision, project management; or eight
yeazs of experience as an Office Manager to include experience with budget planning and development,
supervision, and project management.
OFFICE ADMINISTRATOR-TRAFFIC DIVISION Page 2
o�-��t
CITY OF SAII�iT PAUL
Randy C. Kelly, Mayor
TO:
FROM:
DATE:
RE:
OFFICE OF fIUMAN RESOURCES
Ange[a S. Nal¢rry, Director
400 Ciry Hall Annec
15 Wes[ Fourth Street
SaintPaul,lvf+naesata 55102-1631
Robert Sandquist, Dixector
Public Works Department
�
Sheila Williams, Human Resources Specialist �' �
Office of Human Resources
May 21, 2004
Twenty Day Notice-REVISED
Telepharze: 651-266-6500
Jobline 651-266-6502
Factimilu:
4"' Floor: b51-292-7656
651-266-8886
S"Floor: 651-266-6495
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Pursuant to City of Saint Paul, Civil Service Rule 3. (C) this letter is to inform you that the
foliowing changes aze being made to the Saint Paul Supervisors Organization bargaining unit
salary schedule:
Creation of the new classification of Office Administrator - Traffic
Division
Creation of a job specification
Please review the enclosed documents regarding the changes mentioned above. Let me lmow
whether I may answer any concerns or questions you may have no later than 7une 10, 2004 via
email at sheila.williams(cr�ci.stpaul.mn.us or telephone at 266-6520.
Attachments
cc: Robert Horrisberger
I have received this memorandum and wish to waive the time remaining on this Twenty-Day
Public Notice.
1 <�,� �� �� S�ZS o.
3ignature Date
�
G�SM1ercd\O�g Design\Co�vsulcant-W�Iliams�5hnia's Gass R'ork`B Mas�el OEEMgr Scudy\Off Aum'n-Tmffic?0 Day-Depcwpd
OFFICE OF HUMAN RESOURCES
Angela S. Nalezny, Dirulor
CITY OF SAINI' PAUL
Randy C. KeL1y, Mayor
May21, 2004
Ms. Shari Moore, President
Saint Paul Supervisors Organization
CSO/City Clerk's Office
170 City Hall
Saint Paul, MN 55102
Re: Twenty Day Notice
Dear Ms. Moore:
400 Ciry Hall Annu
25 West Founh Stree[
Saint Paul, �nnuom 55102-163/
p�-�yl
Telephone: 657-266-6500
Jobline 651-266-6502
Fauin�IIer.
4"'F[aor. 651-292-1656
bi1-266-8886
5"' F[aor: 651-2666495
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a
ti,�,,,�,�.. , a 0 � ��
'�i��ao� A,�c�.
1
Pursuant to City of Saint Paul, Civil Service Rule 3. (C) this letter is to inform you that the following
changes aze being made to the Saint Pau1 Supervisors Organization bazgaining unit salary schedule:
.
Crearion of the new classification of Office Administrator - Traffic Division
Creation of a job specification
Please review the enciosed documents regarding the changes mentioned above. Let me know
whether I may answer any concems or quesrions you may have no later than 7une 10, 2004 via email
at sheila.williamsCc�ci.st�aul.mn.us or telephone at 266-6520.
Sincer�ly,
Sheila Williams
Human Resources Specialist
Office of Human Resources
I have received this memorandum and wish to waive the rime remaining on tiv s Twenty-Day
Public Notice.
Si�ature
Date
G�SAared�Otg Drsign�Coiu'u4ant-Williamv�Sheila's Class Work19 MasttlOftM� Smdy\OffAMw-'Iraffic 20 Day-Unon wpd