Agenda

Back to Calendar Return

Agenda Item 27.

City Council Meeting

Meeting Date:	12/07/2021
FROM:	Bill Gallardo

Subject:

Amendment to the Position Allocation List - Add a Full-time Administrative Clerk Position in the Human Resources Division

RECOMMENDATION

Approve the Resolution amending the Position Allocation List to add a full-time Administrative Clerk I/II position in the Human Resources Division.

BACKGROUND/DISCUSSION

The Human Resources Division currently has five approved positions on the Position Allocation List (HR Manager, Sr. HR Analyst, HR Analyst I/II, HR Technician, and Administrative Clerk I/II). Historically, the division had two approved HR Technician positions for a total of six approved positions. However, in 2016 the Human Resources Division was asked to hold vacant one of the two budgeted HR Technician positions in order to deal with fiscal challenges facing the organization at the time. The position was never filled after 2016. With some creativity and improved management of the operation, the duties of that position were absorbed by the division. It was not ideal, but the Human Resources Division made it work for some time. The current request is to restore previous staffing levels and add another Administrative Clerk I/II position for a total of six approved classifications in the Position Allocation list.

The arrival of the COVID-19 pandemic in 2020 significantly impacted the day-to-day operations of the division and affected the ability to serve internal and external customers. Specifically, the last 18 months have required that Human Resources personnel adapt to a changing regulatory landscape and also to the ways in which daily business is conducted. Staff had to become experts in public health matters in an effort to protect the welfare of employees and minimize the spread of COVID-19 in the workplace. The division created a rapid response team responsible for COVID-19 contact tracing matters and for a few months also borrowed a staff member from Community Services Department to help with COVID-19 contact tracing. In addition, during this time, Brea has experienced an increase in retirements and/or separations which in turn has led to more demand for recruitment services. As an organization, Brea is facing similar challenges that other public sector employers are facing including a shortage of qualified candidates and a spike in employee retirements.

The Human Resources Division was also directly impacted by the impacts of COVID-19 and staffing challenges. The division experienced the retirement of one senior staff member and the promotion of two other team members to other City departments. As a result of this transition and increased vacancies in the organization, the City Manager recognized the need for additional staffing support to the division and authorized the hiring of an additional Administrative Clerk I/II on a limited basis to support the COVID-19 response. Existing department salary savings are being used and limited the hiring to12 months pending formal City Council authorization to amend the Position Allocation List.

In general, the Administrative Clerk I/II position in the Human Resources Division performs a wide variety of general clerical and administrative duties; maintains records; types reports, memorandums, correspondence, and other documents; may perform specialized administrative support duties for a division; and perform other related duties, as assigned. This position will be assigned as the primary contact for COVID-19 related matters and will be handling the ongoing need for contact tracing in order to be in compliance with all Cal/OSHA and Public Health COVID-19 regulations and/or health orders.

It is anticipated that by assigning one dedicated staff member with the primary responsibility for all things COVID-19 related, it will allow other Human Resources personnel to focus on critical tasks to minimize delays to operations. In the next year, HR plans to evaluate the long term needs of the division and to assess the specific need for either another HR Technician or consider adding an HR Specialist position that could serve as a promotional stepping stone for Administrative Clerks. It is also possible that it would be determined that keeping two Administrative Clerk I/II positions is sufficient to address the operational needs of the division.

The current and proposed staff levels for the Human Resources Division are as follows:

	Current Allocation	Proposed Allocation
Human Resources Manager	1	1
Senior Human Resources Analyst	1	1
Human Resources Analyst I/II	1	1
Human Resources Technician	1	1
Administrative Clerk I/II	1	2
Total	5	6

COMMISSION/COMMITTEE RECOMMENDATION

This request was reviewed by the Finance Committee on November 30, 2021, and the committee recommended that the full City Council consider the matter during Study Session prior to approval.

FISCAL IMPACT/SUMMARY

The addition of a new full-time Administrative Clerk I/II position would cost approximately $72,707 annually with the fiscal impact to the City’s General Fund (110) for the remainder of the current fiscal year being approximately $43,345. Due to vacancy savings realized in the current fiscal year, this increase can be absorbed in the Human Resources Division General Fund (110) budget for FY 2021-22. However, the additional costs will need to be programmed into future budgets. No additional budget appropriation is needed at this time.

RESPECTFULLY SUBMITTED:

William Gallardo, City Manager
Prepared by: Mario E. Maldonado, Human Resources Manager
Concurrence: Cindy Russell, Administrative Services Director

Attachments
Resolution - HR Position Allocation List