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HomeMy WebLinkAbout71-22RESOLUTION 71-22 RESOLUTION APPROVING CHANGES TO JOB DESCRIPTON FOR MANAGEMENT ANALYST II, CREATING JOB DESCRIPTION FOR AN ASSISTANT TO THE CITY MANAGER, RECLASS THE SENIOR COMMUNITY SERVICES SUPERVISOR TO COMMUNITY SERVICES MANAGER, CREATE JOB DESCRIPTION FOR THE DEPUTY BUILDING OFFICIAL/PLAN EXAMINER WHEREAS, the Personnel Rules and Regulations and Employee Classification and Compensation Plan documents were last comprehensively reviewed and updated in 2006 and revised in 2007, 2008, 2009, 2010, 2011, 2012, 2013, 2014, 2015, and 2016, 2018, 2021; and WHEREAS, the Management Analyst II, reclass the Senior Community Services Supervisor to Community Services Manager, create Assistant to the City Manager, Deputy Building Official/Plan Examiner employment positions have been established; and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills that the description of the typical duties and responsibility, training, experience and other qualifications required for said positions, more particularly set forth in Exhibit A, attached, is made a part hereof, and are hereby approved and adopted. BE IT FURTHER RESOLVED that the City Council of the Town of Los Altos Hills hereby approve the Management Analyst II, Community Services Manager, Assistant to the City Manager, and Deputy Building Official/Plan Examiner job descriptions. The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills as a regular meeting held on 18th of August 2022 by the following vote: AYES: Tyson, Swan, Mok, Schmidt, Tankha NOES: None ABSENT: None ABSTAIN: None ATTEST: eborah Padovan, City Clerk eorge a 4� Resolution 71-22 Page 1 Exhibit A POSITION DESCRIPTION TOWN OF LOS ALTOS HILLS BUILDING INSPECTOR SENIOR BUILDING INSPECT OR DEPUTYBUILDINGOFFICIAUPLANEXA1V1> NM BUIIAINGOFFICIAL Reports To: Planning Director and/or Building Official Position Description: Administers, enforces, and interprets the various codes regulating construction, use or occupancy of buildings and structures; performs building inspections and plan reviews; assists at the counter and over the phone with technical building inquiries; engages in extensive contact with developers, contractors, and homeowners, in the office and on project sites; and performs related duties as required. Examples of Duties: Building Inspector (FLSA Non -Exempt): • Makes all daily field inspections for the Town to determine code and plan compliance during various stages of construction. • Investigates and enforces building code violations. • Maintains accurate building permit inspection and plan check records. • Attends local chapter meetings sponsored by the building industry to keep up to date on current building practices. • Assists at the front counter and by telephone with technical building questions and initial plan review. • Confers with and provides professional assistance to members of Town departments on matters related to building inspection and plan checking. • Performs duties of a disaster services worker in event of an emergency. Performs related duties as assigned. Senior Building Inspector (FLSA Non -Exempt): In addition to duties listed above for the Building Inspector: • Advises and assists architects, engineers, contractors and public on codes being enforced and the procedures to follow in the Town. • Interprets codes to public and building -related professionals. • Assists public and staff with initial plan reviews and plan checking. Building Official Series Adopted 3/8/2017 Resolution 71-22 Page 2 Deputy Building Oficial/Plan Examiner (FLSA Exempt) • Supervises Building Technician and Building Inspector(s) • Plan checks building plans and verifies conformance with all applicable codes; computes fees • Reviews and recommends code changes and updates as appropriate for adoption by City Council. • Conduct daily field inspections in the absence of the Building Inspector/Senior Building Inspector. • Ensure consistent and appropriate interpretation of the building codes and City ordinances. • Confer with owners, architects, contractors and engineers regarding design and construction plans and interpretation of the Uniform Codes. • Issue certificates of occupancy after approving structures and installations; conduct a final inspection of completed work. • Maintain inspection records • Evaluate the need for and develop procedures, methods and schedules • Evaluate the efficiency and effectiveness of service delivery methods and procedures; recommend, within departmental policy, appropriate service and staffing levels. • Participate in the development of the annual budget; monitor and approve expenditures; implement adjustments. • Participate in emergency preparedness planning and response • Build and maintain positive working relationships with co-workers, other Town employees and the public using principles of good customer service. • Assists in the interpretation and updated building of code as needed and during the tri - annual ICC code updates. This may include energy reach and green building codes • Assists with the lead on building fee study and audit to ensure permit fees cover are cost recoverable Building Official (FLSA Exempt): In addition to duties listed above for the Deputy Building Official/Plan Examiner: • Attends state sponsored meetings concerning new mandated codes dealing with energy and construction methods. • Takes the lead on interpreting and updated building code as needed and during the tri - annual ICC code updates. This may include energy reach and green building codes • Takes the lead on building fee study and audit to ensure permit fees cover are cost BUILDING INSPECTOR/ SENIOR BUILDING INSPECTOR/ BUILDING OFFICIAL Rev. 03/2022 Resolution 71-22 Page 3 recoverable • Prepares Staff Reports and Division Strategies for budget development • Assists with development of annual Building Department Budget. • May manage building staff under the direction of the Planning and Building Director Abilities: Building Inspector and Senior Building Inspector: • Extensive familiarity with adopted California Building Code; and ability to apply knowledge in field and with plan checks. • Ability to make sound decisions in a manner consistent with the essential job functions, including the ability to accurately interpret and administer applicable codes and policies. • Ability to communicate effectively and tactfully, both verbally and in writing. • Ability to interact extensively with the public, in the field, at the counter, and on the telephone. • Ability to operate independently in conducting field inspections, and to spend up to 80% of work hours at project sites, generally in a standing position. • Ability to maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include walking or standing for extended periods of time, lifting up to 25 pounds, climbing ladders, operating assigned equipment and vehicles, and sustain exposure to noise, dust, and other potential outdoor hazards. • General knowledge of municipal code and planning and engineering requirements as they would apply to the built environment. • Ability to establish and maintain effective working relationships with staff, Town officials, and the general public. • Ability to operate a personal computer, including word processing and database software, and other office equipment, including copy and fax machines and telephone equipment. • Perform related duties as assigned. • Deputy Building Official/Plan Examiner and Building Official: In addition to abilities identified under Senior Building Inspector: • Ability to perform complex analysis and summarize and communicate complex codes to BUILDING INSPECTOR/ SENIOR BUILDING INSPECTOR/ BUILDING OFFICIAL 3 Rev. 03/2022 Resolution 71-22 Page 4 decision makers • Ability to prepare and propose changes to Town building codes based on best practices and State and Federal regulations Qualifications: Building Inspector: • Residential Building Inspection Certification by the International Code Council (ICC) at time of hire. • Two years of experience in any combination of plan checking, building code enforcement, inspection of varied residential facilities, and construction. • Three years of experience in the building construction field as a journey level plumber, electrician, carpenter or related craftsperson. • High School diploma or equivalent. Senior Building Inspector: In addition to qualifications listed above for the Building Inspector: • Must have an ICC certification as a Plans Examiner (plumbing, electrical, mechanical, building) at time of hire. • Graduation from an accredited four-year college or university, with major course work in engineering, architecture, or related field, desired (or equivalent years of experience in a related field) • Combination Certification by the International Code Council (ICC) (plumbing, electrical, mechanical, building) at time of hire. • Two years of experience in a combination of plan checking, building code enforcement, and inspection of varied residential facilities. • Experience with California Building Code, highly desired. • Experience in positions requiring substantial contact and interaction with the public. • Possession of a valid California Class C driver's license and clean driving record. Deputy Building Official/Plan Examiner: In addition to qualifications identified under Senior Building Inspector: • Must have an ICC certification as a Plans Examiner) (plumbing, electrical, mechanical, building) at time of hire. • Achieve Building Official Certification through ICC within one-year of hiring date. BUILDING INSPECTOR/ SENIOR BUILDING INSPECTOR/ BUILDING OFFICIAL 4 Rev. 03/2022 Resolution 71-22 Page 5 Building Oficial: In addition to qualifications identified under Senior Building Inspector and Deputy Building Official/Plan Examiner: • Building Official must have a valid and active Building Official Certification through ICC at time of hire. BUILDING INSPECTOR/ SENIOR BUILDING INSPECTOR/ BUILDING OFFICIAL Rev. 03/2022 Resolution 71-22 Page 6 Exhibit A COMMUITY SERVICES MANAGER Reports To: City Manager FLSA: Exempt Supervises: Parks and Recreation Specialist I. DESCRIPTION Under the general direction of the City Manager, this position performs a wide variety of assignments including the development, promotion and management of Town community events. This individual shall coordinate assigned activities with other divisions, outside agencies, volunteers, contract staff, and the general public. In addition, the Community Services Supervisor will be responsible for the daily operation and implementation of all aspects of the Town's recreation programs and facilities. This position will also serve as staff liaison to Town committees that arrange community events and programs. The Community Services Supervisor will perform a variety of special projects as assigned by the City Manager H. EXAMPLES OF DUTIES • Plan, schedule, promote, implement, evaluate and supervise a variety of programs and services which may include youth, teens, seniors, special populations, special events, and performing arts. • Recommend changes in staffing levels, program objectives, policies and procedures to assure maximum effectiveness and efficiency. • Study and is familiar with department policies and City Personnel Regulations; is able to assess such information and make recommendations where necessary. . • Partner with Director of Human Resources on policy and employee related matters. • Prepare and administer department budget. Implementation of department goals and objectives. • Recruit, train, schedule, and supervise full-time and part-time/temporary/seasonal employees. • Monitor staff performance to ensure services and activities are delivered at the highest level possible. Conduct oneself in a leadership capacity and mentor to staff.. Prepare high-quality reports concerning new or ongoing programs and program effectiveness; maintain records; maintain and file various reports; prepare statical reports as required. • Prepare performance thoughtful and constructive performance appraisals. Prepare documentation when necessary to improve performance. Resolution 71-22 Page 7 • Develop and manage publicity and promotional materials; prepare and distribute marketing materials including press releases, brochures, flyers, banners and event schedules. • Tour programs and events and provide feedback to employees as necessary. • Serve as a liaison between the Town and other public and private agencies, citizen groups, and/or professional organizations. • Conduct regular meetings with staff to communicate work assignments and keep staff apprised of pertinent department information and topics. • Build and maintain positive working relationships with co-workers, partnering agency employees, volunteers, committee members, and members of the public. • Respond to requests and inquiries from the general public; provide information regarding recreation programs and facilities. • Order supplies and equipment related program materials and maintain inventory control. • Prepare high quality reports and present clear reports to Committees, Commissions, and City Council. • Assist in pursuing additional resources for programs through gran applications, solicitation of donations and other fund-raising activities. • Conduct and attend a variety of training seminars, staff meetings, clinics, and community meetings. • May assist in planning, organizing, developing, and scheduling the community facilities. • Performs duties of a disaster services worker in even of an emergency. Performs related duties as assigned. • Gather and compile routine, statistical information and create narratives in order to assist in preparing reports. • May provide clerical support, program registration, answer telephones, and maintain correspondence with other divisions or agencies. • Perform other duties as may be required. Depending upon assignment, duties may include, but are not limited to, the following: • Coordinate recreation program activities including youth and adult enrichment classes, seasonal special events, and summer sports and camps. Resolution 71-22 Page 8 • Monitor, analyze and evaluate current recreation programs and camps and recommend modifications and changes as needed; preform budget analysis and preparation. • Assist in the hiring of instructors, assistants and coordinate volunteers. • Monitor contracts with Parks & Recreation insstructors and vendors. • Assist in the development of new programs in coordination with the Town's Park Recreation Committee and other Town staff members. • Assist in the development of new programs in coordination with the Town's Park and Recreation Committee and other Town staff members. • Process program applications, generate rosters, and notify participants of class and schedule changes. • Coordinate Town sponsored event including event oversight and outreach to local schools, businesses and residents to increase community involvement. • Develop and manage publicity and promotional materials; prepare and distribute marketing materials, including press releases, brochures, flyers, banners and event schedules. Public contact includes answering general inquires from residents and program applicants; coordinating volunteers and maintaining the Recreation Programs Hotline. assist with requests for program or event information and registration. Schedule usage of Town facilities for recreation programs; provide assistance and information to facility users. • Coordinate the parks and recreation risk management program including regular playground and facility safety inspections and reports. • Support Westwind Community Barn maintenance and operations. • Serve as staff liaison to the Town's Park and Recreation Committee, Community Relations Committee, Joint Senior Commission, and Youth Commission. • Serve as the staff liaison to various Ad -Hoc Committees when required or requested. • Manage the Town's corporate profiles on social media sites such as Facebook, Twitter, etc.; Establish and maintain relationships with local print and electronic media sources. Identify and coordinate opportunities to share resources with other governmental and/or non-profit agencies. Resolution 71-22 Page 9 • Draft policies that help streamline and clarify staff, volunteer, committee, and stakeholders roles and responsibilities as well as process and procedure when handling a task, event, or activity. • Develop and train direct reports in an effort to leverage strengths and addresses areas of improvement to prepare for future promotional and/or upleveling opportunities or stretch activities. • Attend and participate in professional group meetings, stay abreast of new trends and innovations relevant to the assigned programs. • Assist in internal and external communications such as newsletters and weekly reports to help inform the Council, staff, and community on Town activity and advancements. • Respond to and resolve disputes between, clients, vendors, volunteers, partnering agencies, and staff as needed. • Independently manage other special projects as assigned by the City Manager. III. QUALIFICATIONS Ability to and knowledge of: • Design, develop, and implement recreation programs suited to the needs of the community. • Analyze, interpret, and explain department policies and procedures. • Supervised, train, and evaluate full and par -time staff, including volunteers. • Present reports to Commissions and City Council. • Possess leadership skills and enthusiasm for community based recreational programs and activities. • Demonstrate superior organizational and planning skills. • Exhibit a high level of self-motivation. • Strong sense of time management. • Work independently and as part of a team. • Communicate clearly and concisely, both orally and in writing. • Establish and maintain effective working relationships with the public, volunteer committees, outside professionals and other employees. • Administer and monitor budgets. Education/experience Bachelor's Degree from an accredited college or university and a minimum of 2 years of experience in professional, organized recreational work. A degree in Parks and Recreation or a related field is desirable. At least 4+ years of recent and responsible experience as a supervisor in the area of public recreation, including significant and Resolution 71-22 Page 10 progressive leadership responsibilities. License/Certificate Valid Class C California Drivers License. Possession of or ability to obtain the following certifications may be required depending on assignment: CPR for the Professional Rescuer, Automatic External Defibrillator, Personal Emergency Preparedness (PEP), Community Emergency Response Team (CERT). Physical demands Must possess mobility to work in a standard office setting and to use standard office equipment, including a computer, and to attend meetings at various sites within and away from the Town, and have availability to work off -hours shifts or events as required; strength to lift and carry materials weighing to 40 pounds; mobility to lead groups in activities involving steep or rough terrain; ability to work outdoors in a variety of weather and temperature conditions; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. Resolution 71-22 Page 11 Town of Los Altos Hills Job Class Specifications ASSISTANT to the CITY MANAGER Reports To: City Manager Supervises: Non -supervisory I. JOB SUMMARY Exhibit A FLSA: Exempt The Assistant to the City Manager performs a wide variety of highly responsible, complex, diverse and confidential advanced level professional duties involved in providing administrative, analytical, and technical support to the Town; plans, coordinates, and participates in various program and administrative operations and activities including those having a community impact; and provides information and assistance to Town staff, Town Council members, and committee members. Fosters cooperative working relationships with Town committees, inter -governmental agencies and Town staff; represents the Town in the community and at professional meetings. H. ESSENTIAL DUTIES Support the City Manager in their responsibilities, duties and activities. • Analyze Town operations, organizational structures, functions, services, procedures, policies and practices; develop strategic plans, identify opportunities and make recommendations to improve quality and efficiency, and create implementation plans. • Analyze and develop solutions for special problems and projects as assigned by the City Manager; assist in planning and implementation of special programs and events and complex research of new programs and services. • Oversee, assess, plan and implement operations and activities in the following areas: Communications & Outreach, emergency operations and preparedness; develop and/or track relevant department budgets. • Participate in the development and implementation of goals, objectives, and priorities for assigned functions and programs; recommend and implement resulting policies and procedures. • Conduct complex and sensitive administrative, operational, and management analyses, studies, and research projects; select, adapt, and apply appropriate research and analytical techniques; gather and analyze data and information from various sources on a variety oftopics. • Research and prepare technical and administrative reports and prepare presentations of issues to the City Council, committees, and community groups. Resolution 71-22 Page 12 Town of Los Altos Hills Job Class Specifications ASSISTANT to the CITY MANAGER • Represent the Town at inter -governmental and community activities and meetings; serve on interview panels both in-house and for other public agencies. • Ability to resolve operational and administration issues; identifies issues and conducts research to find alternatives. Coordinates, implements, and monitors special projects within assigned area of responsibility; performs complex research and analysis of new programs, services, policies, and procedures; prepares and presents reports. • Plans, coordinates, and evaluates activities associated with assigned contracts; participates in research and evaluation of proposed contractual obligations and agreements; assists in contract negotiations and administration; monitors compliance with applicable contractual agreements. • Coordinates grant administration activities; prepares, writes, reviews, and monitors grant applications; monitors existing programs for compliance with regulations. • Analyzes federal, state, and local legislative proposals for impact on assigned operations. • Ability to provides staff support to a variety of committees, boards, and commissions; prepares and presents staff reports and other correspondence as appropriate and necessary. • Collaborates with departments, divisions, and outside agencies; serves as a liaison with public and private organizations, community groups and other social organizations; provides information and serves as a resource. • Attends and participates in professional group meetings; stays abreast of new developments within assigned area of responsibility; maintains awareness of federal, state, and local regulations. • Responds to and resolves difficult and sensitive citizen complaints and inquiries. 2 Resolution 71-22 Page 13 Town of Los Altos Hills Job Class Specifications ASSISTANT to the CITY MANAGER Administers areas of program responsibility may include one or more of the following areas: Grants Program, FOG Program, GIS/Mapping, Solids Waste, Public Information Officer/Outreach, Technology, floodplain Manager, Vehicle & Equipment, Assessment Districts, Stormwater Management Program, Water Resources, Inspection Services, Backflow Prevention Device Program. Performs duties of a disaster services worker in event of an emergency. Supports the City Manager in Emergency Preparedness and Response activities. Will act as the Assistant Director for Emergency Services. Manages the Contract Emergency Preparedness Coordination/Manager. Performs related duties as assigned. Assists in the development, communication and coordination of the City's budget as a representative of the City Manager's Office. • Writes and helps edits staff reports, memos, correspondences, makes recommendations and reviews with City Manager as appropriate; refers matters to appropriate City staff and/or takes or recommends action to resolve until published. • Performs related duties as required. III. MINIMUM QUALIFICATIONS Knowledge of • Operational characteristics, services, and activities of a California municipal government. • Principles of municipal government administration, organization, budget, and personnel management. • Principles and practices of program, policy, and procedure evaluation and development. • Principles of public administration. • Principles of project management. • Advanced methods and techniques of data collection, research, and report preparation. Principles of business letter writing and report preparation. • Principles and practices of state and local legislative process. • Basic principles of supervision and training. Resolution 71-22 Page 14 Town of Los Altos Hills Job Class Specifications ASSISTANT to the CITY MANAGER • Principles and practices of record keeping. • Public relations and customer service techniques. • Public speaking techniques. • Office procedures, methods, and equipment including computers and applicable software applications. • Pertinent federal, state and local laws, codes and regulations. • Principles and practices of designing effective environmental programs and policies including • principles of sustainability related to water conservation, energy efficiency, waste management, recycling and transportation. Ability to: • Perform a wide variety of highly responsible, complex, and diverse advanced level professional duties involved in providing administrative, analytical, and technical support to the Town Manager involving the use of independent judgment and personal initiative. • Understand the organization and operation of the Town as a whole and outside agencies as necessary to assume assigned responsibilities. • Interpret and apply pertinent federal, state, and local laws, codes, and regulations as well as Town policies and procedures. • Conduct various administrative and organizational studies and analyses on a wide variety of complex issues. • Identify, evaluate and implement software, programs and tools • Analyze problems and processes, identify alternative and/or more efficient solutions, project consequences of proposed actions, and implement recommendations in support of goals. • Basic understanding of risk management principles. • Develop, implement, and interpret Town policies, procedures, regulations, and codes. • Research, analyze and evaluate Town -wide programs, policies, and procedures. • Collect, evaluate, and interpret complex information and data. • Coordinate a variety of complex tasks and assignments simultaneously. • Prepare clear and concise technical, administrative, and/or financial reports. • Assist with budget preparation and administration. • Plan and organize work to meet changing priorities and deadlines. • Operate office equipment including computers and supporting applications. • Build and maintain positive working relationships with co-workers, other Town Resolution 71-22 Page 15 Town of Los Altos Hills Job Class Specifications ASSISTANT to the CITY MANAGER employees and the public using principles of good customer service. • Independently prepare correspondence and memoranda. • Effectively present information and respond to questions from internal and external customers including council members, committee and commission members, and the general public. • Communicate clearly and concisely, both orally and in writing. • Establish and maintain effective working relationships with those contacted in the course of work. • Develop and maintain cooperative relationships with local schools, businesses, outside agencies and the public that enable the implementation of projects and programs that further the Town's goals. • Prepare for and facilitate meetings for a wide -variety of groups, including Town committees. • Operate computer systems and applications, including office software (i.e., Microsoft Word, Excel, PowerPoint, etc.). • Utilize database programs and spreadsheets to perform data analysis. IV. EXPERIENCE ANIS CERTIFICATION(S) V. PHYSICAL REQUIREMENTS Environmental Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Physical Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. While performing the duties of this job, the employee is regularly required to sit for extended periods of time. The employee is frequently required to use hands and fingers to use computer keyboard, file, writing and answering phones. The employee is frequently required to walk and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. May be expected to lift and/or move up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Resolution 71-22 Page 16 RESOLUTION 72-22 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS APPROVING THE FY 2022-23 AMENDED SALARY SCHEDULE WHEREAS, the City Council of the Town of Los Altos Hills approved the FY 2022-23 Budget by way of Resolution 65-22 on June 16, 2022; and WHEREAS, the California Public Employees Retirement System (Ca1PERS) requires that the governing board of each participating agency approve the agency's salary schedule on an annual basis; and WHEREAS, the City Council of the Town of Los Altos Hills now desires to update the salary ranges for Assistant to the City Manager, Deputy Building Official/Plan Examiner, and Community Services Manager effective August 18, 2022; and NOW THEREFORE, the City Council of the Town of Los Altos Hills does hereby resolve to approve the amended FY 2022-23 Salary Schedule. The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills at a regular meeting held on 18th of August 2022 by the following vote: AYES: Tyson, Swan, Mok, Schmidt, Tankha NOES: None ABSENT: None ABSTAIN: None ATTEST: Deborah L. Padovan, City Clerk George Tyson, Mayor Resolution 72-22 Page 1