The URL can be used to link to this page

98-5890 R! G 1 N A L RESOLUTION „, , CITY OF SAINT PAUL, MINNESOTA ��:-:1 , y, -. , Council File # ° (g' s� Green Sheet # c ��O �5 Committee Date � An Administrative Resolution establishing a RaYe of Pay for the proposed class, "Library Clerk (Part Tune)" RESOLVED, that the rate of pay for the classification entitled "Library Clerk (Part Time)" shall 0 be established at the new grade of 009, as contained in the Saiary Index for Bazgaining Unit Ol, (Clerical Group), AFSCME Local 2508, and be it, FINALLY RESOLVED, that this resolution shall take effect and be in force on the first pay period following passage and approval. Requested by Department of: Human Resources BY: �Yv� l� ��.r� Form Approved by City Attomey .� By: � �, �� (�6�� ':��.� Approved by Mayo�� ': ` Adopted by Council: Date Adoption Ceitified by Council Secretary � V a� -SS°( n$rnxrn�nrrro�tcr�couxcn.: DATE INiTIATED Gg�i EN SHEET No.: 60110 Human Resources 6 ( � �j � CONTAGT PERSON & PHONE: p PII'17ALDATE Il�'��LD'�'� ' iVfichael F. Foley 266-6484��y �� 1 DEPARTMENC DIIt s_ crrrcovxcn. Mark Robertson 266-6471 ,/y�f(� rivn�sx ? crrr n'rroxxEr �i �� c_ crrr c�.exx FOR 3_ BUDGEf DIR. FIN. t MGT. SERVICE DII2. MUSTBEONCOUNCII.AGENDABY(DATL7 ROUTING 4 MAYOR(ORASST.) CIVII.SERVICECObA3iSSION � S � � ORDER '1 TOTAL#ORSIGNATUREPAGES (CLIPALL7ACATIOPISFORS[G1�ATURE) ncriox xr.Qu�srsn: Approve the resolution establishing the rate of pay for the new title Ia'brary Cierk (Part-Time). RECOMIdENDATIONS: Approve (A) or Rejxt (R) PERSONAL SERVICE CONTRACI'S MUST ANSWER THE FOLLO�{'ING QUFS'fIONS: PLANNINGCObfI�SISSION _CIVII.SERVICE CObIIdISSION 1. Hsstk�ispasodfumevcwmkedundcao�trac[forthisdepaz�T CIB COMMITTEE Ya No _STAFF _ 2. HasthispecsonlSxmevabe�acitya�loyxY DISIRICT CAURT Ys No SUPPORTS WHICH CAUNCII, OB7ECTIVE7 3. Does this persodfum posuss a skill not nrnmallYP� bY �Y ��Y anployee7 Ya No Fsplatn aD yes saswen on tepara4 s6eet nnd atfarL to p+eea sheet INTTIATING PROBLEM, ISSUE, OPPORTi1NITY (Who, what, when, where, WLy): The Library uses perbtime employees in two titles, Library Aide and Clerk II. These positions actuaily perform many of the same functions, althoup� present management practice is to limit the amount of time that the Aides sQend alone at the circulation desks. TLis change will allow supervisors to increase the hours that these staffmembers are available to independenUy assist the public at the circulation desks. With the requirement to increase library hours the Library requires geater flexibility in assigung its staff, something that is essential as expanded hours aze implemented anv.uvTacES n+nprxovi+.n: This will pemvt the Library to use e�dsting staff at circulation desks and reduce the need for addiEional }rires w2ale providing increased hours of service in a cost-effective manner. DtsnnvAtv'rncss u+nrrxovEn: This change will increase the short-tecm costs ($ I 1,970 in 1998 if in effect by July 1,1998) since the proposed title will be paid 53 cents per hour more than the Library Aide class. The new rate will be $ 1.38 an hour less (at the beginning step) than ihe rate earned by Clerk IIs, therefore, as existing part-time clerks aze replaced by people in the proposed class spec, Uris increase will lessen. DISADVANfAGES IF NOT APPROVED: III OfdCt 20 cOVC[ its eXPBIlded sCI10(IllIO W}11CA bCt[Cl' SCNCS th6 CitiZCilS,1hC Libiety Wl1I� �r�ired to add a greater number of staff and will have less flexibiliry in staffing. COU(1C �e$ Cr JUN 2 41998 TOTAL AMOUNT OF TRANSAGTION: 5 0 COSTlREVENUE BUDGEI'Ene Yes• Please see Financial Informatioa - F[rtvnING sou[tcE: General Fund ACr1v1'rY NU1KSER: 03402 03403 N � � laxaxctni, uvFOxMn2tox: (sxriamt) Anticipated zetirements, which will result in hiTing staff at lower steps, will enable tlu Library to cover the increased cost within its salary budget . ��u�S� �,;' 4_ � ;_: z . ��»'�:�<,.y e�' �'-;�� 1998 F:wsexs��an�k�nssuvascu�crseerr�.wro s�i.js� $ ��8 �t'r��£�t�'S �F�s�:� � �s ��- _� p � E ` � `r � Sr � . � � 4l, �p,�ka4ea� . � „�� _� . CODE: 585A BU: O1 EFFECTIVE: G��—SP� PROPOSED TITI.E OF CLASS: LZBRARY CLERK (PART TIME) DESCRIPTION OF WORK General Statement of Duties: PerfoYms routine and repetitive clerical library work of limited complexity and variety on a part-time basis; assists library customers, prepares library materials for use, and returns library materials to the proper location based on established classification systems; assists other employees at circulation or information desks; may be assigned to retrieve materials; and perfoxms related duties as assigned. Sunervision Received: Works under the immediate supervision of a unit supervisor. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all the duties performed by all positions in this class. Returns various library materials to the proper location based on the material type and its associated classification system. Checks library materials to ensure ownership by that agency and suitable material condition prior to shelving; makes minor repairs to materials as needed. Collects materials left about the agency and returns items to their proper location; maintains general neatness of agency. Performs circulation desk activities in receiving and issuing lihrary materials; collecting fines and fees; processes library card applications and enters patron information into the database; performs other related duties. Explains library policies. Retrieves various library materials for library patrons and staff. Coordinates requests for materials with other parts of the library system. Reviews storage of various media and checks the location of mateYials to ensure accuracy. Assists in the processing of materials by adding uncoded materials into the Library's computerized database, preparing paperbacks and other materials for addition to the collection, and discarding approved materials. (continued on reverse side) LIBRARY CLERK (PART TIME) , , q Page 2 PROPOSED TITI.E OF CI,ASS: S�� LIBRARY CLERK (PART TIME) Q �' Answers telephones; sorts and delivers mail; assists patrons in the use o£ library equipment; and assists with special programs or projects. Performs incidental filing and operates equipment such as copy machine. postage machine, etc. Per£oxms some keyboarding. KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES Knowledge of circulation and registration policies and practices. Knowledge of SPPL mission, functions, policies, and programs in all areas. Kowledge of library technology in the area of responsibility. Knowledge of group decision-making process. Technical skills to assist with the operation of library equipment (different types across the library system), e.g., alarm systems, phones, computers, printers, copy machines. Ability to learn and communicate in a manner that accomplishes e£fective interaction with co-workers and diverse library patrons,. Working ability to repeatedly lift, bend, stretch, step up on stools or ladders, and reach during the shelving or retrieving of materials. Working ability to communicate with library patrons and staff in a tactful, ef£ective manner. Ability to pay attention to detail. Ability to think, reason, and act quickly. Ability to learn technology. Ability to walk and stand for long periods of time. Ability to repeatedly lift, bend, stretch, step up on stools or laddders, and reach during the shelving or retrieving materials. Dedication to public service. Flexibility and adaptability to a changing clientele and environment. Respect for customers and co-workers, demonstrating a sensitivity to diversity. MINIMUM QUALIFICATIONS Must be at least 16 years of age. LIBRARY CLERK (PART TIME) �F -sfiq Summary of Study for Library Clerk (Part-Time) June 11, 1998 Background The Library system has been instructed to extend hours of operatian at the central library and at the branches. The existing tifle of Library Aide places restrictions on the amount of fime staff assigned to this class can spend on the circulation desks and assisting patrons. The Library relies heavily on part time staff for coverage. The Library Iabor-Management Committee (LMC) developed the idea of a new position that was compensated at a slightly higher rate than the Library Aide. Such a position would be more available to assist patrons and cover circuladon desks. Part of the proposal is that the present pazt-time Clerk II positions will be phased out through attrition. The Library e�ts that any additional costs can be covered within the e7cisting salary budget due to retirements. CLASSIFICATION SPECIFICATION COMPARISONS: The proposed posiflon was compazed to the class specs for the Clerical Series, and the EDP Aide. None of these specs describe the level of interacfion with the public, none of them describe library-related tasks, and none menuoned working in a library environment. The limitations on the elcisting Library Aide position are described above; it does not pernut staff assigned to this class to work at the circulafion desk as much as the new environment will require. The existing class specs aze not adequate. POSITION COMPARbSONS: The proposed new position was compazed to studies of the clerical series and EDP Aide. None of the clerical posidons (except for the Part Time Clerk IIs which are peculiar to the Library system)were assigned extensively to library-related tasks and none were assigned primarily in a library environment. COMMENTS/ANALYS7S: If management positions are not added and hours aze extended (and there is no plan to increase the number of management or professional positions at the moment), it is reasonable to suppose that the other positions will have to operate with slighfly more independence. In addition these positions now have to deal with a more diverse population, and must be able to provide at least minimai assistance to patrons in accessing computerized information. This is a slight increase in knowledge and responsibility. as�-s�q The proposed costs will be �ninimal. The new scale will be in effect for 1998 for only six months. This is estimated at a cost of just under $ 12,000. The anticipated retirements of staff who aze at the Clerk II level, staff at other grades, and hiring replacements at lower steps in the same gracle will produce enough salary savings to offset the additional costs. (Note: Increased costs of 53 cents per hour aze offset, for example, by a reduction of $ 1.38 from the entry level of a Clerk II to a Library Clerk (Part Time).) Q.E.S. EVALUATION: The Q.E.S. evaluation supports allocation to the Grade 009 in the Clerical Bargaining Unit. RECOMMENDATIONS: It is recommended that a new class spec be established - draft attached. It is recommended that a new pay scale be developed following the format of a full time position. The proposed scale is attached. Study Prepared by: Michael F. Foley / Office ofHuman Res�es Date: June 11, 1998 AL OF OURCES MANAGEMENT: '� �� (Signature) (Date) ��- sF9 Proposed Pay Scale for Library Clerk (Part Time) New Grade 09U in Bargaining Unit Ol - AFSCME Loca12508 Grade 009 585A Lbrary Clerk (Part Time) A B C D E F 10-yr 15-yr 20-yr 25-yr (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) 12/20/97 700.84 724.52 751.04 775.65 804.98 832.46 850.45 883.92 894.75 905.59 0?J28/98 714.86 739.01 766.06 791.16 821.08 849.11 867.46 901.60 912.65 923.70 09126i98 720.58 744.92 772.19 797.49 827.65 855.90 874.40 908.81 919.95 931.09 (Noie: This is an existing pay grade and is the same pay grade as the Clerk I in the AFSCME Technical unit.) (The difference in pay per hour between the Library Clerk (part Time) and the Clerk II- who will be replaced through retirement - is about $ 1.40 pet hour less. ) June11,1998 F:IUSERS�TEAM3�CLASSIF�LIDCCLK�PAY. W PD Memo To: Mike Foley Rrom: Jerry Serfling cc Carole Williams, Laura Foltin, Judy Hot'Finan and Cindy LaCount Date: May 26,1998 Re: Revised {Library Clerk Part Time) ProQosal 'ihe Union accepts the Revised May 12"` Specifications and promofion praposaL The Union respectfully requests that ti�e remainder of the 20 day notice be waived. • Page 1 �P -.S �� . -S Y°I CTTY OF SA3NT PAUL Nornt Coleman, Mayor OFFICE OF HUMAN RESOURCFS John Hmnilton, Direcwr 400 (3ry Ra/1,1nne Telephone: 2f Wut Fous+h Street 7DDlI7Y. Saint Paul, Mi�u+esou SSIO2-1631 Jobline: 612-266L500 612-266b501 612-266dS02 Facrimile: 612-792-7656 TO: FROM: DATE: RE: Carole Wflliams, Library Director Libraries M'ichael F. Foley��% IIuman Resources May 12, 1948 Twenty Day Notice - Libraay Cierk (Part Time) - Second Draft (Revised) It has been detemrined that the title and class specification of Library Clerk (Part Time) should be created. I have attached a copy of the class specification for your review. Please notify me within twenty days of receipt of this memo, if you wish to discuss this action. If I do not hear from you wiYhin that timeframe, I will assume agreement and will proceed with the process. I will also be processing a resolution to establish the rate of pay for the title of Library Clerk (Part Time) in Grade 09U of the Salary Schedule for Bargaining Llnit Ol (AFSCME I.oca12508) as attached. I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. ��i/�� /y-Q� I3ame Date atch: 1) Class Spec 2) Proposed Salary Schedule cc: Fran Gait 0 R! G 1 N A L RESOLUTION „, , CITY OF SAINT PAUL, MINNESOTA ��:-:1 , y, -. , Council File # ° (g' s� Green Sheet # c ��O �5 Committee Date � An Administrative Resolution establishing a RaYe of Pay for the proposed class, "Library Clerk (Part Tune)" RESOLVED, that the rate of pay for the classification entitled "Library Clerk (Part Time)" shall 0 be established at the new grade of 009, as contained in the Saiary Index for Bazgaining Unit Ol, (Clerical Group), AFSCME Local 2508, and be it, FINALLY RESOLVED, that this resolution shall take effect and be in force on the first pay period following passage and approval. Requested by Department of: Human Resources BY: �Yv� l� ��.r� Form Approved by City Attomey .� By: � �, �� (�6�� ':��.� Approved by Mayo�� ': ` Adopted by Council: Date Adoption Ceitified by Council Secretary � V a� -SS°( n$rnxrn�nrrro�tcr�couxcn.: DATE INiTIATED Gg�i EN SHEET No.: 60110 Human Resources 6 ( � �j � CONTAGT PERSON & PHONE: p PII'17ALDATE Il�'��LD'�'� ' iVfichael F. Foley 266-6484��y �� 1 DEPARTMENC DIIt s_ crrrcovxcn. Mark Robertson 266-6471 ,/y�f(� rivn�sx ? crrr n'rroxxEr �i �� c_ crrr c�.exx FOR 3_ BUDGEf DIR. FIN. t MGT. SERVICE DII2. MUSTBEONCOUNCII.AGENDABY(DATL7 ROUTING 4 MAYOR(ORASST.) CIVII.SERVICECObA3iSSION � S � � ORDER '1 TOTAL#ORSIGNATUREPAGES (CLIPALL7ACATIOPISFORS[G1�ATURE) ncriox xr.Qu�srsn: Approve the resolution establishing the rate of pay for the new title Ia'brary Cierk (Part-Time). RECOMIdENDATIONS: Approve (A) or Rejxt (R) PERSONAL SERVICE CONTRACI'S MUST ANSWER THE FOLLO�{'ING QUFS'fIONS: PLANNINGCObfI�SISSION _CIVII.SERVICE CObIIdISSION 1. Hsstk�ispasodfumevcwmkedundcao�trac[forthisdepaz�T CIB COMMITTEE Ya No _STAFF _ 2. HasthispecsonlSxmevabe�acitya�loyxY DISIRICT CAURT Ys No SUPPORTS WHICH CAUNCII, OB7ECTIVE7 3. Does this persodfum posuss a skill not nrnmallYP� bY �Y ��Y anployee7 Ya No Fsplatn aD yes saswen on tepara4 s6eet nnd atfarL to p+eea sheet INTTIATING PROBLEM, ISSUE, OPPORTi1NITY (Who, what, when, where, WLy): The Library uses perbtime employees in two titles, Library Aide and Clerk II. These positions actuaily perform many of the same functions, althoup� present management practice is to limit the amount of time that the Aides sQend alone at the circulation desks. TLis change will allow supervisors to increase the hours that these staffmembers are available to independenUy assist the public at the circulation desks. With the requirement to increase library hours the Library requires geater flexibility in assigung its staff, something that is essential as expanded hours aze implemented anv.uvTacES n+nprxovi+.n: This will pemvt the Library to use e�dsting staff at circulation desks and reduce the need for addiEional }rires w2ale providing increased hours of service in a cost-effective manner. DtsnnvAtv'rncss u+nrrxovEn: This change will increase the short-tecm costs ($ I 1,970 in 1998 if in effect by July 1,1998) since the proposed title will be paid 53 cents per hour more than the Library Aide class. The new rate will be $ 1.38 an hour less (at the beginning step) than ihe rate earned by Clerk IIs, therefore, as existing part-time clerks aze replaced by people in the proposed class spec, Uris increase will lessen. DISADVANfAGES IF NOT APPROVED: III OfdCt 20 cOVC[ its eXPBIlded sCI10(IllIO W}11CA bCt[Cl' SCNCS th6 CitiZCilS,1hC Libiety Wl1I� �r�ired to add a greater number of staff and will have less flexibiliry in staffing. COU(1C �e$ Cr JUN 2 41998 TOTAL AMOUNT OF TRANSAGTION: 5 0 COSTlREVENUE BUDGEI'Ene Yes• Please see Financial Informatioa - F[rtvnING sou[tcE: General Fund ACr1v1'rY NU1KSER: 03402 03403 N � � laxaxctni, uvFOxMn2tox: (sxriamt) Anticipated zetirements, which will result in hiTing staff at lower steps, will enable tlu Library to cover the increased cost within its salary budget . ��u�S� �,;' 4_ � ;_: z . ��»'�:�<,.y e�' �'-;�� 1998 F:wsexs��an�k�nssuvascu�crseerr�.wro s�i.js� $ ��8 �t'r��£�t�'S �F�s�:� � �s ��- _� p � E ` � `r � Sr � . � � 4l, �p,�ka4ea� . � „�� _� . CODE: 585A BU: O1 EFFECTIVE: G��—SP� PROPOSED TITI.E OF CLASS: LZBRARY CLERK (PART TIME) DESCRIPTION OF WORK General Statement of Duties: PerfoYms routine and repetitive clerical library work of limited complexity and variety on a part-time basis; assists library customers, prepares library materials for use, and returns library materials to the proper location based on established classification systems; assists other employees at circulation or information desks; may be assigned to retrieve materials; and perfoxms related duties as assigned. Sunervision Received: Works under the immediate supervision of a unit supervisor. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all the duties performed by all positions in this class. Returns various library materials to the proper location based on the material type and its associated classification system. Checks library materials to ensure ownership by that agency and suitable material condition prior to shelving; makes minor repairs to materials as needed. Collects materials left about the agency and returns items to their proper location; maintains general neatness of agency. Performs circulation desk activities in receiving and issuing lihrary materials; collecting fines and fees; processes library card applications and enters patron information into the database; performs other related duties. Explains library policies. Retrieves various library materials for library patrons and staff. Coordinates requests for materials with other parts of the library system. Reviews storage of various media and checks the location of mateYials to ensure accuracy. Assists in the processing of materials by adding uncoded materials into the Library's computerized database, preparing paperbacks and other materials for addition to the collection, and discarding approved materials. (continued on reverse side) LIBRARY CLERK (PART TIME) , , q Page 2 PROPOSED TITI.E OF CI,ASS: S�� LIBRARY CLERK (PART TIME) Q �' Answers telephones; sorts and delivers mail; assists patrons in the use o£ library equipment; and assists with special programs or projects. Performs incidental filing and operates equipment such as copy machine. postage machine, etc. Per£oxms some keyboarding. KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES Knowledge of circulation and registration policies and practices. Knowledge of SPPL mission, functions, policies, and programs in all areas. Kowledge of library technology in the area of responsibility. Knowledge of group decision-making process. Technical skills to assist with the operation of library equipment (different types across the library system), e.g., alarm systems, phones, computers, printers, copy machines. Ability to learn and communicate in a manner that accomplishes e£fective interaction with co-workers and diverse library patrons,. Working ability to repeatedly lift, bend, stretch, step up on stools or ladders, and reach during the shelving or retrieving of materials. Working ability to communicate with library patrons and staff in a tactful, ef£ective manner. Ability to pay attention to detail. Ability to think, reason, and act quickly. Ability to learn technology. Ability to walk and stand for long periods of time. Ability to repeatedly lift, bend, stretch, step up on stools or laddders, and reach during the shelving or retrieving materials. Dedication to public service. Flexibility and adaptability to a changing clientele and environment. Respect for customers and co-workers, demonstrating a sensitivity to diversity. MINIMUM QUALIFICATIONS Must be at least 16 years of age. LIBRARY CLERK (PART TIME) �F -sfiq Summary of Study for Library Clerk (Part-Time) June 11, 1998 Background The Library system has been instructed to extend hours of operatian at the central library and at the branches. The existing tifle of Library Aide places restrictions on the amount of fime staff assigned to this class can spend on the circulation desks and assisting patrons. The Library relies heavily on part time staff for coverage. The Library Iabor-Management Committee (LMC) developed the idea of a new position that was compensated at a slightly higher rate than the Library Aide. Such a position would be more available to assist patrons and cover circuladon desks. Part of the proposal is that the present pazt-time Clerk II positions will be phased out through attrition. The Library e�ts that any additional costs can be covered within the e7cisting salary budget due to retirements. CLASSIFICATION SPECIFICATION COMPARISONS: The proposed posiflon was compazed to the class specs for the Clerical Series, and the EDP Aide. None of these specs describe the level of interacfion with the public, none of them describe library-related tasks, and none menuoned working in a library environment. The limitations on the elcisting Library Aide position are described above; it does not pernut staff assigned to this class to work at the circulafion desk as much as the new environment will require. The existing class specs aze not adequate. POSITION COMPARbSONS: The proposed new position was compazed to studies of the clerical series and EDP Aide. None of the clerical posidons (except for the Part Time Clerk IIs which are peculiar to the Library system)were assigned extensively to library-related tasks and none were assigned primarily in a library environment. COMMENTS/ANALYS7S: If management positions are not added and hours aze extended (and there is no plan to increase the number of management or professional positions at the moment), it is reasonable to suppose that the other positions will have to operate with slighfly more independence. In addition these positions now have to deal with a more diverse population, and must be able to provide at least minimai assistance to patrons in accessing computerized information. This is a slight increase in knowledge and responsibility. as�-s�q The proposed costs will be �ninimal. The new scale will be in effect for 1998 for only six months. This is estimated at a cost of just under $ 12,000. The anticipated retirements of staff who aze at the Clerk II level, staff at other grades, and hiring replacements at lower steps in the same gracle will produce enough salary savings to offset the additional costs. (Note: Increased costs of 53 cents per hour aze offset, for example, by a reduction of $ 1.38 from the entry level of a Clerk II to a Library Clerk (Part Time).) Q.E.S. EVALUATION: The Q.E.S. evaluation supports allocation to the Grade 009 in the Clerical Bargaining Unit. RECOMMENDATIONS: It is recommended that a new class spec be established - draft attached. It is recommended that a new pay scale be developed following the format of a full time position. The proposed scale is attached. Study Prepared by: Michael F. Foley / Office ofHuman Res�es Date: June 11, 1998 AL OF OURCES MANAGEMENT: '� �� (Signature) (Date) ��- sF9 Proposed Pay Scale for Library Clerk (Part Time) New Grade 09U in Bargaining Unit Ol - AFSCME Loca12508 Grade 009 585A Lbrary Clerk (Part Time) A B C D E F 10-yr 15-yr 20-yr 25-yr (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) 12/20/97 700.84 724.52 751.04 775.65 804.98 832.46 850.45 883.92 894.75 905.59 0?J28/98 714.86 739.01 766.06 791.16 821.08 849.11 867.46 901.60 912.65 923.70 09126i98 720.58 744.92 772.19 797.49 827.65 855.90 874.40 908.81 919.95 931.09 (Noie: This is an existing pay grade and is the same pay grade as the Clerk I in the AFSCME Technical unit.) (The difference in pay per hour between the Library Clerk (part Time) and the Clerk II- who will be replaced through retirement - is about $ 1.40 pet hour less. ) June11,1998 F:IUSERS�TEAM3�CLASSIF�LIDCCLK�PAY. W PD Memo To: Mike Foley Rrom: Jerry Serfling cc Carole Williams, Laura Foltin, Judy Hot'Finan and Cindy LaCount Date: May 26,1998 Re: Revised {Library Clerk Part Time) ProQosal 'ihe Union accepts the Revised May 12"` Specifications and promofion praposaL The Union respectfully requests that ti�e remainder of the 20 day notice be waived. • Page 1 �P -.S �� . -S Y°I CTTY OF SA3NT PAUL Nornt Coleman, Mayor OFFICE OF HUMAN RESOURCFS John Hmnilton, Direcwr 400 (3ry Ra/1,1nne Telephone: 2f Wut Fous+h Street 7DDlI7Y. Saint Paul, Mi�u+esou SSIO2-1631 Jobline: 612-266L500 612-266b501 612-266dS02 Facrimile: 612-792-7656 TO: FROM: DATE: RE: Carole Wflliams, Library Director Libraries M'ichael F. Foley��% IIuman Resources May 12, 1948 Twenty Day Notice - Libraay Cierk (Part Time) - Second Draft (Revised) It has been detemrined that the title and class specification of Library Clerk (Part Time) should be created. I have attached a copy of the class specification for your review. Please notify me within twenty days of receipt of this memo, if you wish to discuss this action. If I do not hear from you wiYhin that timeframe, I will assume agreement and will proceed with the process. I will also be processing a resolution to establish the rate of pay for the title of Library Clerk (Part Time) in Grade 09U of the Salary Schedule for Bargaining Llnit Ol (AFSCME I.oca12508) as attached. I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. ��i/�� /y-Q� I3ame Date atch: 1) Class Spec 2) Proposed Salary Schedule cc: Fran Gait 0 R! G 1 N A L RESOLUTION „, , CITY OF SAINT PAUL, MINNESOTA ��:-:1 , y, -. , Council File # ° (g' s� Green Sheet # c ��O �5 Committee Date � An Administrative Resolution establishing a RaYe of Pay for the proposed class, "Library Clerk (Part Tune)" RESOLVED, that the rate of pay for the classification entitled "Library Clerk (Part Time)" shall 0 be established at the new grade of 009, as contained in the Saiary Index for Bazgaining Unit Ol, (Clerical Group), AFSCME Local 2508, and be it, FINALLY RESOLVED, that this resolution shall take effect and be in force on the first pay period following passage and approval. Requested by Department of: Human Resources BY: �Yv� l� ��.r� Form Approved by City Attomey .� By: � �, �� (�6�� ':��.� Approved by Mayo�� ': ` Adopted by Council: Date Adoption Ceitified by Council Secretary � V a� -SS°( n$rnxrn�nrrro�tcr�couxcn.: DATE INiTIATED Gg�i EN SHEET No.: 60110 Human Resources 6 ( � �j � CONTAGT PERSON & PHONE: p PII'17ALDATE Il�'��LD'�'� ' iVfichael F. Foley 266-6484��y �� 1 DEPARTMENC DIIt s_ crrrcovxcn. Mark Robertson 266-6471 ,/y�f(� rivn�sx ? crrr n'rroxxEr �i �� c_ crrr c�.exx FOR 3_ BUDGEf DIR. FIN. t MGT. SERVICE DII2. MUSTBEONCOUNCII.AGENDABY(DATL7 ROUTING 4 MAYOR(ORASST.) CIVII.SERVICECObA3iSSION � S � � ORDER '1 TOTAL#ORSIGNATUREPAGES (CLIPALL7ACATIOPISFORS[G1�ATURE) ncriox xr.Qu�srsn: Approve the resolution establishing the rate of pay for the new title Ia'brary Cierk (Part-Time). RECOMIdENDATIONS: Approve (A) or Rejxt (R) PERSONAL SERVICE CONTRACI'S MUST ANSWER THE FOLLO�{'ING QUFS'fIONS: PLANNINGCObfI�SISSION _CIVII.SERVICE CObIIdISSION 1. Hsstk�ispasodfumevcwmkedundcao�trac[forthisdepaz�T CIB COMMITTEE Ya No _STAFF _ 2. HasthispecsonlSxmevabe�acitya�loyxY DISIRICT CAURT Ys No SUPPORTS WHICH CAUNCII, OB7ECTIVE7 3. Does this persodfum posuss a skill not nrnmallYP� bY �Y ��Y anployee7 Ya No Fsplatn aD yes saswen on tepara4 s6eet nnd atfarL to p+eea sheet INTTIATING PROBLEM, ISSUE, OPPORTi1NITY (Who, what, when, where, WLy): The Library uses perbtime employees in two titles, Library Aide and Clerk II. These positions actuaily perform many of the same functions, althoup� present management practice is to limit the amount of time that the Aides sQend alone at the circulation desks. TLis change will allow supervisors to increase the hours that these staffmembers are available to independenUy assist the public at the circulation desks. With the requirement to increase library hours the Library requires geater flexibility in assigung its staff, something that is essential as expanded hours aze implemented anv.uvTacES n+nprxovi+.n: This will pemvt the Library to use e�dsting staff at circulation desks and reduce the need for addiEional }rires w2ale providing increased hours of service in a cost-effective manner. DtsnnvAtv'rncss u+nrrxovEn: This change will increase the short-tecm costs ($ I 1,970 in 1998 if in effect by July 1,1998) since the proposed title will be paid 53 cents per hour more than the Library Aide class. The new rate will be $ 1.38 an hour less (at the beginning step) than ihe rate earned by Clerk IIs, therefore, as existing part-time clerks aze replaced by people in the proposed class spec, Uris increase will lessen. DISADVANfAGES IF NOT APPROVED: III OfdCt 20 cOVC[ its eXPBIlded sCI10(IllIO W}11CA bCt[Cl' SCNCS th6 CitiZCilS,1hC Libiety Wl1I� �r�ired to add a greater number of staff and will have less flexibiliry in staffing. COU(1C �e$ Cr JUN 2 41998 TOTAL AMOUNT OF TRANSAGTION: 5 0 COSTlREVENUE BUDGEI'Ene Yes• Please see Financial Informatioa - F[rtvnING sou[tcE: General Fund ACr1v1'rY NU1KSER: 03402 03403 N � � laxaxctni, uvFOxMn2tox: (sxriamt) Anticipated zetirements, which will result in hiTing staff at lower steps, will enable tlu Library to cover the increased cost within its salary budget . ��u�S� �,;' 4_ � ;_: z . ��»'�:�<,.y e�' �'-;�� 1998 F:wsexs��an�k�nssuvascu�crseerr�.wro s�i.js� $ ��8 �t'r��£�t�'S �F�s�:� � �s ��- _� p � E ` � `r � Sr � . � � 4l, �p,�ka4ea� . � „�� _� . CODE: 585A BU: O1 EFFECTIVE: G��—SP� PROPOSED TITI.E OF CLASS: LZBRARY CLERK (PART TIME) DESCRIPTION OF WORK General Statement of Duties: PerfoYms routine and repetitive clerical library work of limited complexity and variety on a part-time basis; assists library customers, prepares library materials for use, and returns library materials to the proper location based on established classification systems; assists other employees at circulation or information desks; may be assigned to retrieve materials; and perfoxms related duties as assigned. Sunervision Received: Works under the immediate supervision of a unit supervisor. Supervision Exercised: None. TYPICAL DUTIES PERFORMED The listed examples may not include all the duties performed by all positions in this class. Returns various library materials to the proper location based on the material type and its associated classification system. Checks library materials to ensure ownership by that agency and suitable material condition prior to shelving; makes minor repairs to materials as needed. Collects materials left about the agency and returns items to their proper location; maintains general neatness of agency. Performs circulation desk activities in receiving and issuing lihrary materials; collecting fines and fees; processes library card applications and enters patron information into the database; performs other related duties. Explains library policies. Retrieves various library materials for library patrons and staff. Coordinates requests for materials with other parts of the library system. Reviews storage of various media and checks the location of mateYials to ensure accuracy. Assists in the processing of materials by adding uncoded materials into the Library's computerized database, preparing paperbacks and other materials for addition to the collection, and discarding approved materials. (continued on reverse side) LIBRARY CLERK (PART TIME) , , q Page 2 PROPOSED TITI.E OF CI,ASS: S�� LIBRARY CLERK (PART TIME) Q �' Answers telephones; sorts and delivers mail; assists patrons in the use o£ library equipment; and assists with special programs or projects. Performs incidental filing and operates equipment such as copy machine. postage machine, etc. Per£oxms some keyboarding. KNOWLEDGE, SKILLS, ABILITIES AND COMPETENCIES Knowledge of circulation and registration policies and practices. Knowledge of SPPL mission, functions, policies, and programs in all areas. Kowledge of library technology in the area of responsibility. Knowledge of group decision-making process. Technical skills to assist with the operation of library equipment (different types across the library system), e.g., alarm systems, phones, computers, printers, copy machines. Ability to learn and communicate in a manner that accomplishes e£fective interaction with co-workers and diverse library patrons,. Working ability to repeatedly lift, bend, stretch, step up on stools or ladders, and reach during the shelving or retrieving of materials. Working ability to communicate with library patrons and staff in a tactful, ef£ective manner. Ability to pay attention to detail. Ability to think, reason, and act quickly. Ability to learn technology. Ability to walk and stand for long periods of time. Ability to repeatedly lift, bend, stretch, step up on stools or laddders, and reach during the shelving or retrieving materials. Dedication to public service. Flexibility and adaptability to a changing clientele and environment. Respect for customers and co-workers, demonstrating a sensitivity to diversity. MINIMUM QUALIFICATIONS Must be at least 16 years of age. LIBRARY CLERK (PART TIME) �F -sfiq Summary of Study for Library Clerk (Part-Time) June 11, 1998 Background The Library system has been instructed to extend hours of operatian at the central library and at the branches. The existing tifle of Library Aide places restrictions on the amount of fime staff assigned to this class can spend on the circulation desks and assisting patrons. The Library relies heavily on part time staff for coverage. The Library Iabor-Management Committee (LMC) developed the idea of a new position that was compensated at a slightly higher rate than the Library Aide. Such a position would be more available to assist patrons and cover circuladon desks. Part of the proposal is that the present pazt-time Clerk II positions will be phased out through attrition. The Library e�ts that any additional costs can be covered within the e7cisting salary budget due to retirements. CLASSIFICATION SPECIFICATION COMPARISONS: The proposed posiflon was compazed to the class specs for the Clerical Series, and the EDP Aide. None of these specs describe the level of interacfion with the public, none of them describe library-related tasks, and none menuoned working in a library environment. The limitations on the elcisting Library Aide position are described above; it does not pernut staff assigned to this class to work at the circulafion desk as much as the new environment will require. The existing class specs aze not adequate. POSITION COMPARbSONS: The proposed new position was compazed to studies of the clerical series and EDP Aide. None of the clerical posidons (except for the Part Time Clerk IIs which are peculiar to the Library system)were assigned extensively to library-related tasks and none were assigned primarily in a library environment. COMMENTS/ANALYS7S: If management positions are not added and hours aze extended (and there is no plan to increase the number of management or professional positions at the moment), it is reasonable to suppose that the other positions will have to operate with slighfly more independence. In addition these positions now have to deal with a more diverse population, and must be able to provide at least minimai assistance to patrons in accessing computerized information. This is a slight increase in knowledge and responsibility. as�-s�q The proposed costs will be �ninimal. The new scale will be in effect for 1998 for only six months. This is estimated at a cost of just under $ 12,000. The anticipated retirements of staff who aze at the Clerk II level, staff at other grades, and hiring replacements at lower steps in the same gracle will produce enough salary savings to offset the additional costs. (Note: Increased costs of 53 cents per hour aze offset, for example, by a reduction of $ 1.38 from the entry level of a Clerk II to a Library Clerk (Part Time).) Q.E.S. EVALUATION: The Q.E.S. evaluation supports allocation to the Grade 009 in the Clerical Bargaining Unit. RECOMMENDATIONS: It is recommended that a new class spec be established - draft attached. It is recommended that a new pay scale be developed following the format of a full time position. The proposed scale is attached. Study Prepared by: Michael F. Foley / Office ofHuman Res�es Date: June 11, 1998 AL OF OURCES MANAGEMENT: '� �� (Signature) (Date) ��- sF9 Proposed Pay Scale for Library Clerk (Part Time) New Grade 09U in Bargaining Unit Ol - AFSCME Loca12508 Grade 009 585A Lbrary Clerk (Part Time) A B C D E F 10-yr 15-yr 20-yr 25-yr (1) (2) (3) (4) (5) (6) (7) (8) (9) (10) 12/20/97 700.84 724.52 751.04 775.65 804.98 832.46 850.45 883.92 894.75 905.59 0?J28/98 714.86 739.01 766.06 791.16 821.08 849.11 867.46 901.60 912.65 923.70 09126i98 720.58 744.92 772.19 797.49 827.65 855.90 874.40 908.81 919.95 931.09 (Noie: This is an existing pay grade and is the same pay grade as the Clerk I in the AFSCME Technical unit.) (The difference in pay per hour between the Library Clerk (part Time) and the Clerk II- who will be replaced through retirement - is about $ 1.40 pet hour less. ) June11,1998 F:IUSERS�TEAM3�CLASSIF�LIDCCLK�PAY. W PD Memo To: Mike Foley Rrom: Jerry Serfling cc Carole Williams, Laura Foltin, Judy Hot'Finan and Cindy LaCount Date: May 26,1998 Re: Revised {Library Clerk Part Time) ProQosal 'ihe Union accepts the Revised May 12"` Specifications and promofion praposaL The Union respectfully requests that ti�e remainder of the 20 day notice be waived. • Page 1 �P -.S �� . -S Y°I CTTY OF SA3NT PAUL Nornt Coleman, Mayor OFFICE OF HUMAN RESOURCFS John Hmnilton, Direcwr 400 (3ry Ra/1,1nne Telephone: 2f Wut Fous+h Street 7DDlI7Y. Saint Paul, Mi�u+esou SSIO2-1631 Jobline: 612-266L500 612-266b501 612-266dS02 Facrimile: 612-792-7656 TO: FROM: DATE: RE: Carole Wflliams, Library Director Libraries M'ichael F. Foley��% IIuman Resources May 12, 1948 Twenty Day Notice - Libraay Cierk (Part Time) - Second Draft (Revised) It has been detemrined that the title and class specification of Library Clerk (Part Time) should be created. I have attached a copy of the class specification for your review. Please notify me within twenty days of receipt of this memo, if you wish to discuss this action. If I do not hear from you wiYhin that timeframe, I will assume agreement and will proceed with the process. I will also be processing a resolution to establish the rate of pay for the title of Library Clerk (Part Time) in Grade 09U of the Salary Schedule for Bargaining Llnit Ol (AFSCME I.oca12508) as attached. I hereby waive the time remaining on this 20 day notice for the purpose of creating this title and class specification. ��i/�� /y-Q� I3ame Date atch: 1) Class Spec 2) Proposed Salary Schedule cc: Fran Gait