(4)AR 101607 Purchasing Assistant

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CITY OF COLTON AGENDA REPORT ITEM #4 FOR COUNCIL MEETING OF OCTOBER 16, 2007 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: ANTHONY ARROYO, HUMAN RESOURCES DIRECTOR SUBJECT: APPROVE REQUEST FOR RECLASSIFICATION OF OFFICE SPECIALIST II TO PURCHASING ASSISTANT DATE: October 1, 2007 BACKGROUND: Under provisions of Administrative Policy 4.05.330 and approved modification, an employee or department head may request that a classification study be formally conducted "...at any time provided that such requests cannot be made more than once a year..." The process directs that certain steps be taken and it requests input and approval of the immediate supervisor and department head. The Human Resources Director reviews and evaluates the Position Questionnaire and submits a recommendation to the City Manager for approval or denial. A timeline is strictly observed to protect the employee's appeal rights. On August 29, 2007, the employee submitted request for reclassification. On September 26, the employee, Office Specialist II, submitted all the required documents to the Human Resources Department. The City Manager approved the request on October 3. DISCUSSION/ANALYSIS: The duties and responsibilities of the Office Specialist II have evolved into a more specific role. Some of the duties include: review of purchase requisitions for accuracy; generate purchase orders; solicit quotations from vendors; post bids on an Internet based program. As a result of these responsibilities, a more appropriate title is necessary to reflect the specific tasks assigned to the incumbent. The proposed title of Purchasing Assistant was a classification used some time ago. Now that the Purchasing Division is more centralized, it has become necessary to "reactivate" this classification. Since the salary for the Purchasing Assistant has not been amended for several years, a salary survey was conducted with neighboring agencies. Following this study and with Human Resources recommendation, the proposed title and salary range are listed below. The employee's reclassification is retroactive to September 26, which was when all the required documents were submitted to Human Resources. The Purchasing Assistant will require the Honorable Mayor and Council to approve the salary resolution in order to formally adopt the position. The resolution is attached to this report. Current Proposed Department Classification Classification Proposed Monthly Salary Range Finance Office Purchasing $3,085 Step "A" to $3,750 Step "E" S ecialist II Assistant The employee's reclassification is retroactive to September 26, which was when all the required documents were submitted to Human Resources. The Purchasing Assistant will require the Honorable Mayor and Council to approve the salary resolution in order to formally adopt the position. The resolution is attached to this report.