09/26/2011 Council Packet - Laserfiche WebLink

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improved communication from the top and between staff; (2) better utilization of technology; (3) enhanced communication between departments; and (4) better utilization of staff. V. RIECOMMENDATIONS Staff recommended the City Council implement organizational changes in three phases. The first phase occurred in June and July when certain positions were reclassified. The second phase includes staff reductions, which will take place toward the end of September. The third phase, which involves further staff restructuring, should be executed next year. Phase 1: Job Classification Changes After reviewing position descriptions and discussing job duties and responsibilities with each employee and his or her supervisor, it was determined that certain support staff positions needed to be reevaluated or reclassified. Ann Antonsen of Springsted, Inc. conducted a job analysis for the following positions: Secretary B positions (which included two full -time and one part-time position), Parks & Recreation Office Manager, and Police Records Technician. Staff also revised several other job descriptions, which did not require a change in reclassification or pay. Based on the review performed by Springsted, Inc., staff is proposing that the following positions be reclassified: Secretary B to Office Technician I. One of the essential job functions now included in the position description includes the issuance of building permits. The main objectives are to consolidate support staff behind the front counter in Community Development and to cross -train the office technicians so they can perform all the essential functions needed to support the Parks & Recreation, Community Development, and Administration departments. There are currently two full -time positions and one part-time position classified as a Secretary B. As you'll see below, the recommendation is to reclassify one of the full -time positions and to eliminate the other one, which would leave only a part- time position in this job classification. There would be no change in compensation. [The City Council approved the reclassification on July 11, 2011.1 • Parks & Recreation Office Manager to Office Technician II. When this position was moved from the Parks & Recreation building on Lake Drive into the new city hall, the recommendation at that time was to reclassify this position to Secretary B. A former city administrator decided not to downgrade the position, even though it no longer needed to remain a supervisory position. The position is classified as Office Technician II because 4