AR 071806 Office Specialist II - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF JULY 18,2006 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: DILU DE ALWIS, FINANCE DIRECTOR ITEM #7 SUBJECT: REQUEST FOR RECRUITMENT AND RATIFICATION OF EMPLOYEE APPOINTMENT TO THE FULL-TIME POSITION OF OFFICE SPECIALIST 11, IN THE PURCHASING DIVISION OF THE FINANCE DEPARTMENT DATE: JULY 10, 2006 The Purchasing Division of the Finance Department was staffed with three full-time employees prior to 2003. The division consisted of a Purchasing Manager and two buyers. The City Council authorized the recruitment of a Purchasing Manager in Fiscal Year 2005-06 and this recruitment was completed in October 2005. Staff evaluated the remaining authorized positions and concluded that this division can operate with one support staff member which was authorized in the Fiscal Year 2005-06 budget. This position was filled with a part-time (32 hour) staff member and staff is recommending making this a full-time position as authorized. The salary range for the Office Specialist 11 is $2,333 - $2,835 per month. DISCUSSION/ANALYIS: The Purchasing Division of the Finance Department is responsible for procuring the majority of goods and services for city departments. The current department structure consists of a Purchasing Manager (filled in October 2005) and a part-time Sr. Office Specialist. During the fiscal year 2005-06 budget, staff received Council approval to fill a full-time Office Specialist position for this division however staff felt that it was more critical to fill the Purchasing Manager position and let the Purchasing Manager conduct the recruitment and pick the best candidate that will contribute to the organization. Due to various pressing needs of this division primarily building an interface between the work order system (Synergen) and the financial system (Eden) which was the Purchasing Manager's primary task, the vacant position was filled with part-time staff. Staff is recommending that this vacancy be filled with a full-time employee in order to better serve the internal and external customers and continue to maintain the integrity of the warehouse operation which is a major part of this division. ALTERNATIVES: Continue to operate this division with part-time staff which could result in delay in processing of purchase orders and other purchasing related tasks.