2002 AGN NOV 19 I11 - Laserfiche WebLink

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CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF NOVEMBER 19, 2002 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: Dilu deAlwis, Finance Director &V Item #11 SUBJECT: Request for recruitment and ratification of employee appointment for the full time position of Sr. Office Specialist in the Finance Dept. DATE: November 12, 2002 BACKGROUND: During the last fiscal year, the Finance Department has grown from a staff of 13 to a staff of 30 with the transfer of Risk Management from Human Resources and the Warehouse and Customer Service Divisions from the Electric Department. With the influx of additional staff, there is a need for a Sr. Office Specialist to increase operational efficiencies and provide clerical support to the entire Department. The existing salary range for this position is $2,492 - $3,029. DISCUSSION/ANALYSIS: In November 2001, the City Council approved a reorganization plan for the Finance Department, which included a Part -Time Sr. Office Specialist position to provide clerical support to the entire department. An existing full-time employee opted and downgraded to fill the part-time position. The employee has since resigned from the City leaving the department short staffed and in great need for clerical support. During the past year, it was evident that the clerical support provided by the part-time Sr. Office Specialist was not sufficient to meet the needs of all the divisions of the department, and the existing staff was found to be working over -time to meet the demands of the department. The Senior Office Specialists will provide clerical support to all divisions within the Finance Department, and the additional cost (part-time to full-time) will be borne by the Internal Service Fund (605) and will not affect the General Fund. Further, the change from part-time to full-time will eliminate overtime costs currently incurred by the General Fund. ALTERNATIVE: Do not change the status of this position to a Full -Time Sr. Office Specialist, and direct the Finance Department to manage the workload with the existing staff. This however will lead to additional costs due to the need for overtime needed for higher-level staff (Accountant and Accounting Technician)