For City Council Meeting [November 12, 2024]
TO: Honorable Mayor and City Council
APPROVAL: Mike Milhiser, Interim City Manager
AUTHOR: Shama Curian, Director of Human Resources and Risk Management
Title
Revised Classification Specification for the Position of Records Coordinator and Adopt Resolution No. 8299, Revising Classification and Compensation Plan For Full-Time and Part-Time Employees (Adding City Clerk Records Specialist).
Body
RECOMMENDATION
It is recommended that the City Council approve the revisions to the class specification of Records Coordinator, including the retitle to City Clerk Records Specialist and adopt Resolution No. 8299, revising the classification and compensation plan to provide this new position with a Range of 3600 which is commensurate with the complexity of paraprofessional duties to be undertaken by this position.
SUMMARY
It is recommended that the City Council approve the revisions to the Records Coordinator classification specification, including its retitle to City Clerk Records Specialist to afford the City Clerk/Management Services Department the ability to utilize this position for a skillset of complex, confidential and diverse support services including oversight of the Citywide centralized records management program. It is further recommended to adopt a Resolution to provide the new position of City Clerk Records Specialist the salary range of RCEA 3600, which is commensurate with the complexity of paraprofessional duties to be undertaken by this position.
Rialto City Employees’ Association has agreed with the recommended class specification revisions and salary update.
BACKGROUND/DISCUSSION
A recent vacancy within the position of Records Coordinator within the City Clerk/Management Services Department provided an opportunity to reevaluate the scope of work for this position to determine if there is additional capacity to perform more complex and expanded work functions as an efficient means for service delivery. With emerging technology, greater demand for transparency, and a need for constant review of critical regulatory requirements, the Deputy City Clerk and City Clerk/Management Services Director have undertaken these responsibilities into their already full workloads in order to meet service delivery standards. The City Clerk/Management Services Director, Barbara McGee, approached Human Resources/Risk Management with a request to review the current classification of Records Coordinator to determine if these and other complex functions can be more accurately distributed, or if an additional journey level position is needed to assist in handling increasing, and increasingly complex, workloads.
A comprehensive review of the support service functions within the classifications in the City Clerk’s/Management Services Department determined that updating the single position classification of Records Coordinator to City Clerk Records Specialist will provide paraprofessional and specialized assistance that is in alignment with industry standards. Ideally this position will provide relief of existing heavy workloads within the upper management of the Department while working cohesively with multiple departments to create a centralized point of contact on record requests and the City’s comprehensive records and information management program and filing system.
In reviewing the City’s current classification plan in tandem with similar situated agencies for industry standards and comparable salary, determined that updating the classification of Records Coordinator to City Clerk Records Specialist would be the most efficient and effective means to update the workflow and administrative functions within the Department.
The current class specification of Records Coordinator required a few revisions to modernize functions and processes and create distinguishing characteristics to manage the Citywide centralized records management program and to obtain Certified Records Manager Credential from the Institute of Certified Records Managers.
A review of the service delivery, workload, and oversight undertaken by this new classification substantiates a recommended increase of 12% to accurately align the position internally as well as within the current labor market. Increasing the range of the position from 3100 to 3600 will more accurately reflect the scope of significant duties that will be undertaken by this position.
ENVIRONMENTAL IMPACT
The request is not a Project as defined by Section 15378 of the California Environmental Quality Act (CEQA).
GENERAL PLAN CONSISTENCY
This action is consistent with Guiding Principle 3A in the General Plan:
Our City government will lead by example, and will operate in an open, transparent, and responsible manner that meets the needs of the citizens and is a good place to do business.
LEGAL REVIEW
The City Attorney has reviewed and supports this staff report.
FINANCIAL IMPACT
Operating Budget
The recommended action does not authorize any additional positions, as one existing, budgeted, and vacant position of Records Coordinator will be updated to City Clerk Records Specialist. This will result in an additional cost of $13,578 in total compensation (salary and benefits) for the remainder of Fiscal Year 2024-25, which will be absorbed through cost savings within the City Clerk/Management Services Department budget.