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01-723OR�GI�IAL ORDINANCE CITY OF SAINT PAUL, MINNESOTA Presented by Referred To Council File # b\—'1�3 Green Sheet # 62907 Committee Date �� 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 An Administrative Ordinance estabiishing the position titled Administrative Manager-Fire & Safety Services Department as specified by Chapter 12 of the Charter of the City of Saint Paul, Section 12.03.2(I� thereof. THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section 1. That it is appropriate and desirable to establish the position ritled Administrative Manager-Fire & Safety Services Department. Section 2. That pursuant to Section 12.03.2(I� ofthe City Charter, such position be established in the Unclassified Service ofthe City of Saint Paul by ordinance with the consent of the Civil Service Commission Section 3. That such position shall be appointed by the Fire Chief subject to approval by the Mayor. Section 4. That this ordinance shall take effect and be in force 30 days from and after its passage and approval, including approval by the Civil Service Commission. Approved�by Iylaypr: BL,_.:..-- _ Requested by Department of: P(IBLISH� Office of Human Resowces � By: S�m � . 'c�.,w.�. 'm,� Form Approved by City Attomey By: ��. b — �-1' � �'��1 Approved by for Submission to Council � Adopted by Council: Date � `a-� o Adoption Certified by Council Secre � GST"' DEPARTMENT/OFFICEICOUNCII.: DATE INITIATED GREEN SHEET No.: 62907 ��1a� Human Resources 06/28/Ol CONTACI' PERSON & PHONE: INlnavnnl'E WIrinlmpTE Kazen Sanchez 266-6483 � DEPAR7MENf DDt L"u 6 98�0� a carcoanrcn, ASSIGNED NUMBERFOR 2cmtaTTOxNEY rn'YCl.mic MUST BE ON COUNCIL AGENDA BY ROl3TAiG ORDER [.7p7p[�(;�pI,SERVDIlt flNANCIAL$ERV/ACCI'G (DA�' � 3MAYOR(ORASSf.X� SCIVll,SIINICECOMAIISSION TOTAL # OF SIGNATURE PAGES_1 (CLIP ALL LOCATIONS FOR SIGNATURE) ACTION REQUESTED: Approval of the ordinance establishing an undassified Administrative Manager-Fire & Safety Services Departrnent position pursuant to Section 12.p3.2(I� of the Ciry Charter. RECOMIdE7�DATIONS: Approve (A) orReject (R) YERSONAL SEBVICE CONiRACfS MUST ANSWERTHE FOLLOWIIVG QUF,5110NS: 1. fias Uils persodfum evu wodced wdtt a contract for this deparmimt? _PLANNFNG CAMhIlSSION Yes No _CIB COMIvIlTTEE 2. Has titis pe+wNfvm ever been a riry employee? CIVI1,SFitViCECOMId[SION Yes No 3. Dces this person/firm possess a skili not nortna0y possessed by arry current city employee? Yes No 4. Is Uus person/fitm a targeted vendor? Yes No _ Ezplain ali ya anawere oo xpmte a6eet and attaC6 to green sheet INITL4T[NG PROBLEM, lSSUE OPPORTUN[TY (W6o, Whak When, Where, Why): Our Office was asked by the Chief to sNdy a posirion that provides confidenrial administrarive assistance in research, grants writing, public informarion, legislative liaison, and special project implementation. Such positions aze usually in the unclassified service. ADVANTAGES IF APPROVED: � ��,� Approva7 of this ordinance will allow the creation of an unclassified posirion appointed by the Fire Chie wi ��e Mayor. DISADVANTAGESIFAPPROVED: �p`q o � ��g1 None. Funds for the salary have already been placed in the Fire Department budget. °� �' DISADVANTAGES IF NOT APPROVED: The department may not be able to ma�cicnize its efforts and carry out its initiatives and priorities in the�f'orem¢ptioned azeafi of responsibility. - TOTAL AMOUNT OF TRANSACTION: COSTlREVENUE BUDGETED: FONDING SOURCE: ACTIVITY N[JhiBER FINANCL4L INFORMATION: (EXPLAIN) G:VShared\ClassiflCI,ASS�Resolutions&OrdiaancesUldmiaishative Mgr Fire.gs.for.ord.wpd � � � � � JUN � � �EU� �r �� ya DESK AUDTT REPORT Class Studied: Administrative Manager-Fire & Safety Services Department (New Title-Unclassified) Date Studied: March 8, 2001 Studied By: Karen Sanchez Persons Contacted: Assistant Fire Chief - Human Services Division Background: The Fire Department has requested that the new title of"Administrative Manager - Fire Department" be created. The position in this title will report directly to the Fire Chief and will be responsible for managing research, grant writing, public information, legislative activities, and special projects for the department. Study Components: Review of the proposed advisory class specification Interview with the department liaison Comparison with related classes and positions Quantitative Evaluation System (QES) analysis and recommendation Position Description: The position will exercise technical supervision over department staff and perform highly skilled professiona( work providing management assistance to the Fire Administration. The duties will include - Research and Grant Writine - researches and writes grant applications from federal, state, and outside agencies to help fund departmental programs; negotiates, secures and administers grants and ensures compliance with grant agreements, requirements, and compliance activities; coilaborates with other governmental agencies on joint public safety nutiatives through grants. 2. Public Information - prepares responses to inquiries and requests for information from the City Council, Mayor's Office, City departments, outside agencies, media, and the public; Page 1 of 2 APPROVAL OF THE CLASSIFICATION AND COMPENSATION PRACITCE LEADER: e h'1� assists in maintaining effective working relationships with departmental teams, City departments, City Council, Mayor's Office, and outside agencies to ensure effective communications about Fire Department operations; provides information about departmental fixnctions and policies to the public, state, and local agencies. Le islative Liaison - works with City lobbyists to develop and articulate the department's legislativeneedsandpriorities; identifies,researchesissuesandrecommendspolicyinitiatives, monitors relevant political developments and policy trends, and evaluates impact of legislative proposals and legislation on departmental programs and operations. 4. Snecial Proiects - conducts research and directs special projects as assigned by the Fire Chief; evaluates departmental programs, plans, policies and procedures; conducts research and analysis, prepares reports and recommendations based on the research and findings; and develops proposals for the Fire Chief. Comparison: The position compares favorably with senior level administrative manager or project manager classes and positions. The position has four major areas of responsibility. Each area is comparabie to various classes, as follows: grant writing is comparable to the Grants Manager, public information to the Puhlic Services Manager-Water Utility, legislative activities to the Assistant to the Mayor IIUIV, and special projects to the Program Coordinator and Administrative Assistant classes. Positions in these classes perform highly responsible supervisory andior highly skilied professional or administrative work. � Within the fire suppression ranks, the position compares favorably with the Pire District Chief, Fire Training Officer, Fire Communications Chief, and Chief Fire Investigator classes in Grade 46 ofthe FireSupervisoryStandardRanges. Thepositionsintheseclasseshavedepartment-wideresponsibility or responsibility for a highly specialized or technica( function. The position is not comparable to the Deputy Fire Chief in Grade 49 of the Supervisory Standard Ranges. QES Analysis: The evaluation supports assigning the new title in Grade 46 ofthe Fire Supervisory Standard Ranges. Recommendation: It is recommended that the new title of"Administrative Manager-Fire Department" (Unclassified) be created in Grade 46 of the Fire Supervisory Standazd Ranges. Page 2 of 2 Proposed Title of Class: Code: 137B 0 l� ADMINISTRATIVE MANAGER-FIRE & BU: 40 SPECI DESCRIPTION OF WORK General Statement of Duties: Effective: Performs supervisory and highly sldlled professioaal work assisting the Fire Chief in reviewing, analyzing and coordinating department operations; researches and writes grant applications from federal, state, and outside agencies to help fund Fire Department pmgranvs; directs special projects as assigned; acts as the department's public information officer and legislative liaison; and perfoims other duties as assigned. Sunervision Received: Works under the general supervision ofthe Fire Chief. Sunervision Exercised: Exercises general or technical supervision over department employees as assigned by the Fire Cluef. TYPICAL DUTIES PERFORMED The listed e�mples may not include all the duties performed by all positions in this class. Administers grants, researches and writes grant applications from federal, state, and outside agencies to help fund Fire Department programs; ensures compliance with grant agreements and requirements and collaborates with other govenmental agencies pn joint public safety initiatives. Acts as the department's public information officer; provides information and prepazes responses to inquiries from the City Council, Mayor's Office, Ciry departments, ouuide agencies, media, and community. Acts as the deparkment's legislauve liaison. Works with City lobbyists to develop and articulate the department's legislative needs and priorities; evaluates impact of legislative proposals and legislation on departmental prograzns and operations; may coordinate testimony or testify before legislative bodies. Plans, implements, and coordinates administrative and operating projects. Conducts research and studies on assigned topics or issues; evaluates deparhnental progranis, plans, policies and procedures and prepazes reports and recommendations to the F'ue Cluef. Performs or monitors research, planniug, problem solving and program evaluation and prepazes reports and recommendations to the deparhnent director. Assists in maintaining effective working relationships with teams, City departments, City Council, Mayor's Office, and wtside agencies to ensure effective and accurate communications concerning fire department operations. Represents the department at committee and civic group meetings, as assigned; attends departrnental staff meetings. (ADMINISTRATIVE MANAGER-FIRE & SERVICES DEPARTMENT(ADVISORY SPEC)) Page 1 of 2 Proposed Tide ofClass: ADMINISTRATIVE MANAGER-FIItE & SERVICES DEPARTMENT(ADVISpRY SPEC1 KNOWLEDGE, SKII,LS, ABII,ITIES, AND COMPETENCIES Effective: Code: 137B BU: 40 o �.,�a� Considerable l�owledge of departmentat opeta#ions, functions, piactices, policies, and procedures including fire administcation, fire suppression, emergency medical services, and fire prevention. Considerable knowledge of local, state and national government organizations relating to the fire service. Considerable lmowledge of local, state, and federal legislative processes. Considerable ]mowledge of labor relations and laborJmanagement principles. Considerable abIlity to supervise the work of others. Considerable ability to plan, implement, and coordinate projects and activities. Considerable ability to analyze and solve problems. Considerable ability to interact effectively with a wide variety of individuals, groups, and organizations. Considerable ability to develop and maintain effective working relationships with elected officials, city departments, government agencies, media, business community, and community organizations. Considerable ability to communicate effectively, both orally and in writing, prepaze comprehensive reports and make formal presentations. MINIMUM QUALIFICATIONS Associate degree in business administration or five years of business and management experience. Must have at least 80 hours of fire preventionlcode enforcement training, e�erience in grant writing and legislative lobbying, and current State of Minnesota Emergency Medical Technician (EMT) certificatio. Must have completed 80 hours of public fire education training by the end of the one year probationary period. May be required to complete Fire Fighter I and II training within two years of appointment. Must have a valid Minnesota Class D driver's license. (ADMINISTRA'TIVE MANAGER-FIRE & SERVICES DEPARTMENT(ADVISORY SPEC)) Page 2 of 2 01-1�� CTTY OF SAINT PAUL Norm Colem¢n. Mayor TO: FROM: DATE: RE: Tim Fuller, Fire Chief OFFICE OF EiUMAN RESOURCES JoFm Hmniltoq Direc[or 400 City Hall Annex Telephone: 25 West Fourth Sveet TDDlITY: SaintPau[, Minnesota SSIO2-7634 Jobline: F¢csimile: Kazen Sanchez, Human Resources Consultant JI+i May 1, 2001 651-266-6500 b57-266-6507 65I-166-6501 657-192-7656 Twenty Day Norice - Administrative Manager-Fire & Safety Services Department It has been determined that the class specification of Administrative Manager-Fire & Safety Services Dep$rtment should be created. I have attached a copy of the advisory class specification for your review. I will also be processing an ordinance placing it in unclassified service and a resolution to establish the rate of pay in Grade 046, of the Fire Supervisory Standard Salary Ranges in the Salary Plan and Rates of Compensation. Please notify me within twenty days of receipt of this memo, if you wish to discuss these changes. If I do not heaz from you within that timeframe, I will assume agreement and will proceed with the process. To expedite the process, please sign below. I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. G:'SharedlClass f CLASSIZO day nances Uidmmrsnotrve MmlagervFrre.dept wpd OFFICE OF HUMAN RESOURCES O�� JohnHam�&on Director CITY OF SAINT PAUL Norm Coleman, Mayor T0: FROM: DATE: RE: Bob Morrison Fire Supervisory Association Karen Sanchez !�/ Office of Human Resources May 9, 2001 Twenry Day Notice 400CiryHallAnn� Telephone: 651-2666500 25WestFourthStreet TDD/lTY.' 651-2666501 SointPau�Minnesota 55102-1631 JobZine: 651-2 66 65 02 Facsimile: I°Opdon: 651-29Lbf14 P' Oplion: 651-29L6415 3'a Option: 651-29L7656 You have requested that the 20-day notice for the Administrative Manager-Fire Department (New Title) should be extended from May 22 to 7une 15, so the item can be presented to the full membership of the Fire Supervisory Association meeting on 7une 6. This request is granted. Please let me know of the status of the 20 day notice for Administrative Manager-Fire Department by 7une 15. Thank you. ��''� !-y��,aJ1� � �d�,-r10 t � � � � �� ..� u�,,,E r s�} �� ts�° � b � -'12�� City of Saint Paul City Council Research 310 City Hall Saint Paul, MN 55102 (651) 266-8564 INTER-DEPARTMENTAL MEMORAND DATE: ,�j��> M . � Q�� SUBJECT: August 6, 2001 Linda Crosby Human Resources 400 City Hall Annex Nancy Anderson � � City Council Ordinance No. 01-723. I am forwarding to you the original ordinance, Council File No. 01-723, adopted by the City Council on August 1, 2001, for Civil Service Commission approval (it has not been signed by the Mayor.) Please return to me when it has been signed by the Civil Service Commission. If you have any questions, please contact me at 266-8564. Thanks. ty ��,� � 'f S � e�f ��-c•%-�.- e !' ,��-�� "-�- r''� �' �� G�/ �s� �, �'a'`-"-/ NA Attachment: 1 - Original Ordinance -�� - � ��13�0 / OR�GI�IAL ORDINANCE CITY OF SAINT PAUL, MINNESOTA Presented by Referred To Council File # b\—'1�3 Green Sheet # 62907 Committee Date �� 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 An Administrative Ordinance estabiishing the position titled Administrative Manager-Fire & Safety Services Department as specified by Chapter 12 of the Charter of the City of Saint Paul, Section 12.03.2(I� thereof. THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section 1. That it is appropriate and desirable to establish the position ritled Administrative Manager-Fire & Safety Services Department. Section 2. That pursuant to Section 12.03.2(I� ofthe City Charter, such position be established in the Unclassified Service ofthe City of Saint Paul by ordinance with the consent of the Civil Service Commission Section 3. That such position shall be appointed by the Fire Chief subject to approval by the Mayor. Section 4. That this ordinance shall take effect and be in force 30 days from and after its passage and approval, including approval by the Civil Service Commission. Approved�by Iylaypr: BL,_.:..-- _ Requested by Department of: P(IBLISH� Office of Human Resowces � By: S�m � . 'c�.,w.�. 'm,� Form Approved by City Attomey By: ��. b — �-1' � �'��1 Approved by for Submission to Council � Adopted by Council: Date � `a-� o Adoption Certified by Council Secre � GST"' DEPARTMENT/OFFICEICOUNCII.: DATE INITIATED GREEN SHEET No.: 62907 ��1a� Human Resources 06/28/Ol CONTACI' PERSON & PHONE: INlnavnnl'E WIrinlmpTE Kazen Sanchez 266-6483 � DEPAR7MENf DDt L"u 6 98�0� a carcoanrcn, ASSIGNED NUMBERFOR 2cmtaTTOxNEY rn'YCl.mic MUST BE ON COUNCIL AGENDA BY ROl3TAiG ORDER [.7p7p[�(;�pI,SERVDIlt flNANCIAL$ERV/ACCI'G (DA�' � 3MAYOR(ORASSf.X� SCIVll,SIINICECOMAIISSION TOTAL # OF SIGNATURE PAGES_1 (CLIP ALL LOCATIONS FOR SIGNATURE) ACTION REQUESTED: Approval of the ordinance establishing an undassified Administrative Manager-Fire & Safety Services Departrnent position pursuant to Section 12.p3.2(I� of the Ciry Charter. RECOMIdE7�DATIONS: Approve (A) orReject (R) YERSONAL SEBVICE CONiRACfS MUST ANSWERTHE FOLLOWIIVG QUF,5110NS: 1. fias Uils persodfum evu wodced wdtt a contract for this deparmimt? _PLANNFNG CAMhIlSSION Yes No _CIB COMIvIlTTEE 2. Has titis pe+wNfvm ever been a riry employee? CIVI1,SFitViCECOMId[SION Yes No 3. Dces this person/firm possess a skili not nortna0y possessed by arry current city employee? Yes No 4. Is Uus person/fitm a targeted vendor? Yes No _ Ezplain ali ya anawere oo xpmte a6eet and attaC6 to green sheet INITL4T[NG PROBLEM, lSSUE OPPORTUN[TY (W6o, Whak When, Where, Why): Our Office was asked by the Chief to sNdy a posirion that provides confidenrial administrarive assistance in research, grants writing, public informarion, legislative liaison, and special project implementation. Such positions aze usually in the unclassified service. ADVANTAGES IF APPROVED: � ��,� Approva7 of this ordinance will allow the creation of an unclassified posirion appointed by the Fire Chie wi ��e Mayor. DISADVANTAGESIFAPPROVED: �p`q o � ��g1 None. Funds for the salary have already been placed in the Fire Department budget. °� �' DISADVANTAGES IF NOT APPROVED: The department may not be able to ma�cicnize its efforts and carry out its initiatives and priorities in the�f'orem¢ptioned azeafi of responsibility. - TOTAL AMOUNT OF TRANSACTION: COSTlREVENUE BUDGETED: FONDING SOURCE: ACTIVITY N[JhiBER FINANCL4L INFORMATION: (EXPLAIN) G:VShared\ClassiflCI,ASS�Resolutions&OrdiaancesUldmiaishative Mgr Fire.gs.for.ord.wpd � � � � � JUN � � �EU� �r �� ya DESK AUDTT REPORT Class Studied: Administrative Manager-Fire & Safety Services Department (New Title-Unclassified) Date Studied: March 8, 2001 Studied By: Karen Sanchez Persons Contacted: Assistant Fire Chief - Human Services Division Background: The Fire Department has requested that the new title of"Administrative Manager - Fire Department" be created. The position in this title will report directly to the Fire Chief and will be responsible for managing research, grant writing, public information, legislative activities, and special projects for the department. Study Components: Review of the proposed advisory class specification Interview with the department liaison Comparison with related classes and positions Quantitative Evaluation System (QES) analysis and recommendation Position Description: The position will exercise technical supervision over department staff and perform highly skilled professiona( work providing management assistance to the Fire Administration. The duties will include - Research and Grant Writine - researches and writes grant applications from federal, state, and outside agencies to help fund departmental programs; negotiates, secures and administers grants and ensures compliance with grant agreements, requirements, and compliance activities; coilaborates with other governmental agencies on joint public safety nutiatives through grants. 2. Public Information - prepares responses to inquiries and requests for information from the City Council, Mayor's Office, City departments, outside agencies, media, and the public; Page 1 of 2 APPROVAL OF THE CLASSIFICATION AND COMPENSATION PRACITCE LEADER: e h'1� assists in maintaining effective working relationships with departmental teams, City departments, City Council, Mayor's Office, and outside agencies to ensure effective communications about Fire Department operations; provides information about departmental fixnctions and policies to the public, state, and local agencies. Le islative Liaison - works with City lobbyists to develop and articulate the department's legislativeneedsandpriorities; identifies,researchesissuesandrecommendspolicyinitiatives, monitors relevant political developments and policy trends, and evaluates impact of legislative proposals and legislation on departmental programs and operations. 4. Snecial Proiects - conducts research and directs special projects as assigned by the Fire Chief; evaluates departmental programs, plans, policies and procedures; conducts research and analysis, prepares reports and recommendations based on the research and findings; and develops proposals for the Fire Chief. Comparison: The position compares favorably with senior level administrative manager or project manager classes and positions. The position has four major areas of responsibility. Each area is comparabie to various classes, as follows: grant writing is comparable to the Grants Manager, public information to the Puhlic Services Manager-Water Utility, legislative activities to the Assistant to the Mayor IIUIV, and special projects to the Program Coordinator and Administrative Assistant classes. Positions in these classes perform highly responsible supervisory andior highly skilied professional or administrative work. � Within the fire suppression ranks, the position compares favorably with the Pire District Chief, Fire Training Officer, Fire Communications Chief, and Chief Fire Investigator classes in Grade 46 ofthe FireSupervisoryStandardRanges. Thepositionsintheseclasseshavedepartment-wideresponsibility or responsibility for a highly specialized or technica( function. The position is not comparable to the Deputy Fire Chief in Grade 49 of the Supervisory Standard Ranges. QES Analysis: The evaluation supports assigning the new title in Grade 46 ofthe Fire Supervisory Standard Ranges. Recommendation: It is recommended that the new title of"Administrative Manager-Fire Department" (Unclassified) be created in Grade 46 of the Fire Supervisory Standazd Ranges. Page 2 of 2 Proposed Title of Class: Code: 137B 0 l� ADMINISTRATIVE MANAGER-FIRE & BU: 40 SPECI DESCRIPTION OF WORK General Statement of Duties: Effective: Performs supervisory and highly sldlled professioaal work assisting the Fire Chief in reviewing, analyzing and coordinating department operations; researches and writes grant applications from federal, state, and outside agencies to help fund Fire Department pmgranvs; directs special projects as assigned; acts as the department's public information officer and legislative liaison; and perfoims other duties as assigned. Sunervision Received: Works under the general supervision ofthe Fire Chief. Sunervision Exercised: Exercises general or technical supervision over department employees as assigned by the Fire Cluef. TYPICAL DUTIES PERFORMED The listed e�mples may not include all the duties performed by all positions in this class. Administers grants, researches and writes grant applications from federal, state, and outside agencies to help fund Fire Department programs; ensures compliance with grant agreements and requirements and collaborates with other govenmental agencies pn joint public safety initiatives. Acts as the department's public information officer; provides information and prepazes responses to inquiries from the City Council, Mayor's Office, Ciry departments, ouuide agencies, media, and community. Acts as the deparkment's legislauve liaison. Works with City lobbyists to develop and articulate the department's legislative needs and priorities; evaluates impact of legislative proposals and legislation on departmental prograzns and operations; may coordinate testimony or testify before legislative bodies. Plans, implements, and coordinates administrative and operating projects. Conducts research and studies on assigned topics or issues; evaluates deparhnental progranis, plans, policies and procedures and prepazes reports and recommendations to the F'ue Cluef. Performs or monitors research, planniug, problem solving and program evaluation and prepazes reports and recommendations to the deparhnent director. Assists in maintaining effective working relationships with teams, City departments, City Council, Mayor's Office, and wtside agencies to ensure effective and accurate communications concerning fire department operations. Represents the department at committee and civic group meetings, as assigned; attends departrnental staff meetings. (ADMINISTRATIVE MANAGER-FIRE & SERVICES DEPARTMENT(ADVISORY SPEC)) Page 1 of 2 Proposed Tide ofClass: ADMINISTRATIVE MANAGER-FIItE & SERVICES DEPARTMENT(ADVISpRY SPEC1 KNOWLEDGE, SKII,LS, ABII,ITIES, AND COMPETENCIES Effective: Code: 137B BU: 40 o �.,�a� Considerable l�owledge of departmentat opeta#ions, functions, piactices, policies, and procedures including fire administcation, fire suppression, emergency medical services, and fire prevention. Considerable knowledge of local, state and national government organizations relating to the fire service. Considerable lmowledge of local, state, and federal legislative processes. Considerable ]mowledge of labor relations and laborJmanagement principles. Considerable abIlity to supervise the work of others. Considerable ability to plan, implement, and coordinate projects and activities. Considerable ability to analyze and solve problems. Considerable ability to interact effectively with a wide variety of individuals, groups, and organizations. Considerable ability to develop and maintain effective working relationships with elected officials, city departments, government agencies, media, business community, and community organizations. Considerable ability to communicate effectively, both orally and in writing, prepaze comprehensive reports and make formal presentations. MINIMUM QUALIFICATIONS Associate degree in business administration or five years of business and management experience. Must have at least 80 hours of fire preventionlcode enforcement training, e�erience in grant writing and legislative lobbying, and current State of Minnesota Emergency Medical Technician (EMT) certificatio. Must have completed 80 hours of public fire education training by the end of the one year probationary period. May be required to complete Fire Fighter I and II training within two years of appointment. Must have a valid Minnesota Class D driver's license. (ADMINISTRA'TIVE MANAGER-FIRE & SERVICES DEPARTMENT(ADVISORY SPEC)) Page 2 of 2 01-1�� CTTY OF SAINT PAUL Norm Colem¢n. Mayor TO: FROM: DATE: RE: Tim Fuller, Fire Chief OFFICE OF EiUMAN RESOURCES JoFm Hmniltoq Direc[or 400 City Hall Annex Telephone: 25 West Fourth Sveet TDDlITY: SaintPau[, Minnesota SSIO2-7634 Jobline: F¢csimile: Kazen Sanchez, Human Resources Consultant JI+i May 1, 2001 651-266-6500 b57-266-6507 65I-166-6501 657-192-7656 Twenty Day Norice - Administrative Manager-Fire & Safety Services Department It has been determined that the class specification of Administrative Manager-Fire & Safety Services Dep$rtment should be created. I have attached a copy of the advisory class specification for your review. I will also be processing an ordinance placing it in unclassified service and a resolution to establish the rate of pay in Grade 046, of the Fire Supervisory Standard Salary Ranges in the Salary Plan and Rates of Compensation. Please notify me within twenty days of receipt of this memo, if you wish to discuss these changes. If I do not heaz from you within that timeframe, I will assume agreement and will proceed with the process. To expedite the process, please sign below. I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. G:'SharedlClass f CLASSIZO day nances Uidmmrsnotrve MmlagervFrre.dept wpd OFFICE OF HUMAN RESOURCES O�� JohnHam�&on Director CITY OF SAINT PAUL Norm Coleman, Mayor T0: FROM: DATE: RE: Bob Morrison Fire Supervisory Association Karen Sanchez !�/ Office of Human Resources May 9, 2001 Twenry Day Notice 400CiryHallAnn� Telephone: 651-2666500 25WestFourthStreet TDD/lTY.' 651-2666501 SointPau�Minnesota 55102-1631 JobZine: 651-2 66 65 02 Facsimile: I°Opdon: 651-29Lbf14 P' Oplion: 651-29L6415 3'a Option: 651-29L7656 You have requested that the 20-day notice for the Administrative Manager-Fire Department (New Title) should be extended from May 22 to 7une 15, so the item can be presented to the full membership of the Fire Supervisory Association meeting on 7une 6. This request is granted. Please let me know of the status of the 20 day notice for Administrative Manager-Fire Department by 7une 15. Thank you. ��''� !-y��,aJ1� � �d�,-r10 t � � � � �� ..� u�,,,E r s�} �� ts�° � b � -'12�� City of Saint Paul City Council Research 310 City Hall Saint Paul, MN 55102 (651) 266-8564 INTER-DEPARTMENTAL MEMORAND DATE: ,�j��> M . � Q�� SUBJECT: August 6, 2001 Linda Crosby Human Resources 400 City Hall Annex Nancy Anderson � � City Council Ordinance No. 01-723. I am forwarding to you the original ordinance, Council File No. 01-723, adopted by the City Council on August 1, 2001, for Civil Service Commission approval (it has not been signed by the Mayor.) Please return to me when it has been signed by the Civil Service Commission. If you have any questions, please contact me at 266-8564. Thanks. ty ��,� � 'f S � e�f ��-c•%-�.- e !' ,��-�� "-�- r''� �' �� G�/ �s� �, �'a'`-"-/ NA Attachment: 1 - Original Ordinance -�� - � ��13�0 / OR�GI�IAL ORDINANCE CITY OF SAINT PAUL, MINNESOTA Presented by Referred To Council File # b\—'1�3 Green Sheet # 62907 Committee Date �� 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 An Administrative Ordinance estabiishing the position titled Administrative Manager-Fire & Safety Services Department as specified by Chapter 12 of the Charter of the City of Saint Paul, Section 12.03.2(I� thereof. THE COUNCIL OF THE CITY OF SAINT PAUL DOES ORDAIN: Section 1. That it is appropriate and desirable to establish the position ritled Administrative Manager-Fire & Safety Services Department. Section 2. That pursuant to Section 12.03.2(I� ofthe City Charter, such position be established in the Unclassified Service ofthe City of Saint Paul by ordinance with the consent of the Civil Service Commission Section 3. That such position shall be appointed by the Fire Chief subject to approval by the Mayor. Section 4. That this ordinance shall take effect and be in force 30 days from and after its passage and approval, including approval by the Civil Service Commission. Approved�by Iylaypr: BL,_.:..-- _ Requested by Department of: P(IBLISH� Office of Human Resowces � By: S�m � . 'c�.,w.�. 'm,� Form Approved by City Attomey By: ��. b — �-1' � �'��1 Approved by for Submission to Council � Adopted by Council: Date � `a-� o Adoption Certified by Council Secre � GST"' DEPARTMENT/OFFICEICOUNCII.: DATE INITIATED GREEN SHEET No.: 62907 ��1a� Human Resources 06/28/Ol CONTACI' PERSON & PHONE: INlnavnnl'E WIrinlmpTE Kazen Sanchez 266-6483 � DEPAR7MENf DDt L"u 6 98�0� a carcoanrcn, ASSIGNED NUMBERFOR 2cmtaTTOxNEY rn'YCl.mic MUST BE ON COUNCIL AGENDA BY ROl3TAiG ORDER [.7p7p[�(;�pI,SERVDIlt flNANCIAL$ERV/ACCI'G (DA�' � 3MAYOR(ORASSf.X� SCIVll,SIINICECOMAIISSION TOTAL # OF SIGNATURE PAGES_1 (CLIP ALL LOCATIONS FOR SIGNATURE) ACTION REQUESTED: Approval of the ordinance establishing an undassified Administrative Manager-Fire & Safety Services Departrnent position pursuant to Section 12.p3.2(I� of the Ciry Charter. RECOMIdE7�DATIONS: Approve (A) orReject (R) YERSONAL SEBVICE CONiRACfS MUST ANSWERTHE FOLLOWIIVG QUF,5110NS: 1. fias Uils persodfum evu wodced wdtt a contract for this deparmimt? _PLANNFNG CAMhIlSSION Yes No _CIB COMIvIlTTEE 2. Has titis pe+wNfvm ever been a riry employee? CIVI1,SFitViCECOMId[SION Yes No 3. Dces this person/firm possess a skili not nortna0y possessed by arry current city employee? Yes No 4. Is Uus person/fitm a targeted vendor? Yes No _ Ezplain ali ya anawere oo xpmte a6eet and attaC6 to green sheet INITL4T[NG PROBLEM, lSSUE OPPORTUN[TY (W6o, Whak When, Where, Why): Our Office was asked by the Chief to sNdy a posirion that provides confidenrial administrarive assistance in research, grants writing, public informarion, legislative liaison, and special project implementation. Such positions aze usually in the unclassified service. ADVANTAGES IF APPROVED: � ��,� Approva7 of this ordinance will allow the creation of an unclassified posirion appointed by the Fire Chie wi ��e Mayor. DISADVANTAGESIFAPPROVED: �p`q o � ��g1 None. Funds for the salary have already been placed in the Fire Department budget. °� �' DISADVANTAGES IF NOT APPROVED: The department may not be able to ma�cicnize its efforts and carry out its initiatives and priorities in the�f'orem¢ptioned azeafi of responsibility. - TOTAL AMOUNT OF TRANSACTION: COSTlREVENUE BUDGETED: FONDING SOURCE: ACTIVITY N[JhiBER FINANCL4L INFORMATION: (EXPLAIN) G:VShared\ClassiflCI,ASS�Resolutions&OrdiaancesUldmiaishative Mgr Fire.gs.for.ord.wpd � � � � � JUN � � �EU� �r �� ya DESK AUDTT REPORT Class Studied: Administrative Manager-Fire & Safety Services Department (New Title-Unclassified) Date Studied: March 8, 2001 Studied By: Karen Sanchez Persons Contacted: Assistant Fire Chief - Human Services Division Background: The Fire Department has requested that the new title of"Administrative Manager - Fire Department" be created. The position in this title will report directly to the Fire Chief and will be responsible for managing research, grant writing, public information, legislative activities, and special projects for the department. Study Components: Review of the proposed advisory class specification Interview with the department liaison Comparison with related classes and positions Quantitative Evaluation System (QES) analysis and recommendation Position Description: The position will exercise technical supervision over department staff and perform highly skilled professiona( work providing management assistance to the Fire Administration. The duties will include - Research and Grant Writine - researches and writes grant applications from federal, state, and outside agencies to help fund departmental programs; negotiates, secures and administers grants and ensures compliance with grant agreements, requirements, and compliance activities; coilaborates with other governmental agencies on joint public safety nutiatives through grants. 2. Public Information - prepares responses to inquiries and requests for information from the City Council, Mayor's Office, City departments, outside agencies, media, and the public; Page 1 of 2 APPROVAL OF THE CLASSIFICATION AND COMPENSATION PRACITCE LEADER: e h'1� assists in maintaining effective working relationships with departmental teams, City departments, City Council, Mayor's Office, and outside agencies to ensure effective communications about Fire Department operations; provides information about departmental fixnctions and policies to the public, state, and local agencies. Le islative Liaison - works with City lobbyists to develop and articulate the department's legislativeneedsandpriorities; identifies,researchesissuesandrecommendspolicyinitiatives, monitors relevant political developments and policy trends, and evaluates impact of legislative proposals and legislation on departmental programs and operations. 4. Snecial Proiects - conducts research and directs special projects as assigned by the Fire Chief; evaluates departmental programs, plans, policies and procedures; conducts research and analysis, prepares reports and recommendations based on the research and findings; and develops proposals for the Fire Chief. Comparison: The position compares favorably with senior level administrative manager or project manager classes and positions. The position has four major areas of responsibility. Each area is comparabie to various classes, as follows: grant writing is comparable to the Grants Manager, public information to the Puhlic Services Manager-Water Utility, legislative activities to the Assistant to the Mayor IIUIV, and special projects to the Program Coordinator and Administrative Assistant classes. Positions in these classes perform highly responsible supervisory andior highly skilied professional or administrative work. � Within the fire suppression ranks, the position compares favorably with the Pire District Chief, Fire Training Officer, Fire Communications Chief, and Chief Fire Investigator classes in Grade 46 ofthe FireSupervisoryStandardRanges. Thepositionsintheseclasseshavedepartment-wideresponsibility or responsibility for a highly specialized or technica( function. The position is not comparable to the Deputy Fire Chief in Grade 49 of the Supervisory Standard Ranges. QES Analysis: The evaluation supports assigning the new title in Grade 46 ofthe Fire Supervisory Standard Ranges. Recommendation: It is recommended that the new title of"Administrative Manager-Fire Department" (Unclassified) be created in Grade 46 of the Fire Supervisory Standazd Ranges. Page 2 of 2 Proposed Title of Class: Code: 137B 0 l� ADMINISTRATIVE MANAGER-FIRE & BU: 40 SPECI DESCRIPTION OF WORK General Statement of Duties: Effective: Performs supervisory and highly sldlled professioaal work assisting the Fire Chief in reviewing, analyzing and coordinating department operations; researches and writes grant applications from federal, state, and outside agencies to help fund Fire Department pmgranvs; directs special projects as assigned; acts as the department's public information officer and legislative liaison; and perfoims other duties as assigned. Sunervision Received: Works under the general supervision ofthe Fire Chief. Sunervision Exercised: Exercises general or technical supervision over department employees as assigned by the Fire Cluef. TYPICAL DUTIES PERFORMED The listed e�mples may not include all the duties performed by all positions in this class. Administers grants, researches and writes grant applications from federal, state, and outside agencies to help fund Fire Department programs; ensures compliance with grant agreements and requirements and collaborates with other govenmental agencies pn joint public safety initiatives. Acts as the department's public information officer; provides information and prepazes responses to inquiries from the City Council, Mayor's Office, Ciry departments, ouuide agencies, media, and community. Acts as the deparkment's legislauve liaison. Works with City lobbyists to develop and articulate the department's legislative needs and priorities; evaluates impact of legislative proposals and legislation on departmental prograzns and operations; may coordinate testimony or testify before legislative bodies. Plans, implements, and coordinates administrative and operating projects. Conducts research and studies on assigned topics or issues; evaluates deparhnental progranis, plans, policies and procedures and prepazes reports and recommendations to the F'ue Cluef. Performs or monitors research, planniug, problem solving and program evaluation and prepazes reports and recommendations to the deparhnent director. Assists in maintaining effective working relationships with teams, City departments, City Council, Mayor's Office, and wtside agencies to ensure effective and accurate communications concerning fire department operations. Represents the department at committee and civic group meetings, as assigned; attends departrnental staff meetings. (ADMINISTRATIVE MANAGER-FIRE & SERVICES DEPARTMENT(ADVISORY SPEC)) Page 1 of 2 Proposed Tide ofClass: ADMINISTRATIVE MANAGER-FIItE & SERVICES DEPARTMENT(ADVISpRY SPEC1 KNOWLEDGE, SKII,LS, ABII,ITIES, AND COMPETENCIES Effective: Code: 137B BU: 40 o �.,�a� Considerable l�owledge of departmentat opeta#ions, functions, piactices, policies, and procedures including fire administcation, fire suppression, emergency medical services, and fire prevention. Considerable knowledge of local, state and national government organizations relating to the fire service. Considerable lmowledge of local, state, and federal legislative processes. Considerable ]mowledge of labor relations and laborJmanagement principles. Considerable abIlity to supervise the work of others. Considerable ability to plan, implement, and coordinate projects and activities. Considerable ability to analyze and solve problems. Considerable ability to interact effectively with a wide variety of individuals, groups, and organizations. Considerable ability to develop and maintain effective working relationships with elected officials, city departments, government agencies, media, business community, and community organizations. Considerable ability to communicate effectively, both orally and in writing, prepaze comprehensive reports and make formal presentations. MINIMUM QUALIFICATIONS Associate degree in business administration or five years of business and management experience. Must have at least 80 hours of fire preventionlcode enforcement training, e�erience in grant writing and legislative lobbying, and current State of Minnesota Emergency Medical Technician (EMT) certificatio. Must have completed 80 hours of public fire education training by the end of the one year probationary period. May be required to complete Fire Fighter I and II training within two years of appointment. Must have a valid Minnesota Class D driver's license. (ADMINISTRA'TIVE MANAGER-FIRE & SERVICES DEPARTMENT(ADVISORY SPEC)) Page 2 of 2 01-1�� CTTY OF SAINT PAUL Norm Colem¢n. Mayor TO: FROM: DATE: RE: Tim Fuller, Fire Chief OFFICE OF EiUMAN RESOURCES JoFm Hmniltoq Direc[or 400 City Hall Annex Telephone: 25 West Fourth Sveet TDDlITY: SaintPau[, Minnesota SSIO2-7634 Jobline: F¢csimile: Kazen Sanchez, Human Resources Consultant JI+i May 1, 2001 651-266-6500 b57-266-6507 65I-166-6501 657-192-7656 Twenty Day Norice - Administrative Manager-Fire & Safety Services Department It has been determined that the class specification of Administrative Manager-Fire & Safety Services Dep$rtment should be created. I have attached a copy of the advisory class specification for your review. I will also be processing an ordinance placing it in unclassified service and a resolution to establish the rate of pay in Grade 046, of the Fire Supervisory Standard Salary Ranges in the Salary Plan and Rates of Compensation. Please notify me within twenty days of receipt of this memo, if you wish to discuss these changes. If I do not heaz from you within that timeframe, I will assume agreement and will proceed with the process. To expedite the process, please sign below. I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. G:'SharedlClass f CLASSIZO day nances Uidmmrsnotrve MmlagervFrre.dept wpd OFFICE OF HUMAN RESOURCES O�� JohnHam�&on Director CITY OF SAINT PAUL Norm Coleman, Mayor T0: FROM: DATE: RE: Bob Morrison Fire Supervisory Association Karen Sanchez !�/ Office of Human Resources May 9, 2001 Twenry Day Notice 400CiryHallAnn� Telephone: 651-2666500 25WestFourthStreet TDD/lTY.' 651-2666501 SointPau�Minnesota 55102-1631 JobZine: 651-2 66 65 02 Facsimile: I°Opdon: 651-29Lbf14 P' Oplion: 651-29L6415 3'a Option: 651-29L7656 You have requested that the 20-day notice for the Administrative Manager-Fire Department (New Title) should be extended from May 22 to 7une 15, so the item can be presented to the full membership of the Fire Supervisory Association meeting on 7une 6. This request is granted. Please let me know of the status of the 20 day notice for Administrative Manager-Fire Department by 7une 15. Thank you. ��''� !-y��,aJ1� � �d�,-r10 t � � � � �� ..� u�,,,E r s�} �� ts�° � b � -'12�� City of Saint Paul City Council Research 310 City Hall Saint Paul, MN 55102 (651) 266-8564 INTER-DEPARTMENTAL MEMORAND DATE: ,�j��> M . � Q�� SUBJECT: August 6, 2001 Linda Crosby Human Resources 400 City Hall Annex Nancy Anderson � � City Council Ordinance No. 01-723. I am forwarding to you the original ordinance, Council File No. 01-723, adopted by the City Council on August 1, 2001, for Civil Service Commission approval (it has not been signed by the Mayor.) Please return to me when it has been signed by the Civil Service Commission. If you have any questions, please contact me at 266-8564. Thanks. ty ��,� � 'f S � e�f ��-c•%-�.- e !' ,��-�� "-�- r''� �' �� G�/ �s� �, �'a'`-"-/ NA Attachment: 1 - Original Ordinance -�� - � ��13�0 /