AGENDA TITLE:
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Consider Approving Amendments to the Job Classifications of Administrative Clerk and Senior Administrative Clerk to Provide for Flexible Staffing (ISD - HR)
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MEETING DATE:
November 15, 2023
PREPARED BY:
Adele Post, Human Resources Manager
recommendation
RECOMMENDED ACTION:
Consider approving amendments to the job classifications of Administrative Clerk and Senior Administrative Clerk to provide for flexible staffing.
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BACKGROUND INFORMATION:
The job classifications of Administrative Clerk, Senior Administrative Clerk, Administrative Assistant and Executive Administrative Assistant comprise the Clerical series within the City’s classification plan. Currently, employees must participate in a competitive examination in order to promote from the position of Administrative Clerk to Senior Administrative Clerk. Flexibly staffed positions allow employees to progress within a series of positions without an examination process where the employee advances from an entry-level position into a higher-level position after obtaining the necessary knowledge, skills and experience. The City of Lodi Rules for Personnel Administration define Flexibly Staffed as:
Flexibly Staffed. The procedure by which an employee may be promoted to the next level of staffing within a job series without a competitive recruitment process.
Some of the flexibly staffed classifications include Building Inspector I/II, Laboratory Technician I/II, Police Records Clerk I/II, Maintenance Workers, and Plant Operators I/II/III. The City proposes to amend the classifications of Administrative Clerk and Senior Administrative Clerk to provide for flexible staffing between the two positions.
We believe that this action will help retain staff by eliminating the need for their Administrative Clerks to apply for promotional positions in other departments. This change will provide salary advancement for our employees so they can advance to the higher paid position of Senior Administrative Clerk after meeting the eligibility criteria. This change will be beneficial to employees and Departments across the City.
The Administrative Clerk will need to meet certain criteria in order to be considered for a flexibly staffed promotion. Human Resources staff, in collaboration with AFSCME Council 57 representatives, have agreed on the following criteria in determining qualifications for a flexible promotion:
• A minimum of 12 months of experience in the classification of Administrative Clerk;
• Successfully passing probation;
• A Meets or Exceeds overall performance evaluation, and
• Completion of the following training courses: Better Business Writing; Critical Thinking and Problem Solving; Intermediate skills training for Microsoft Word and Excel (or similar training courses as determined by Human Resources).
City staff have met and conferred with representatives from AFSCME Council 57 and they are in agreement with the proposed move to flexible staffing of the Administrative Clerk and Senior Administrative Clerk classifications.
This change would not affect the classifications of Administrative Assistant or Executive Administrative Assistant and employees will need to participate in a competitive examination process for promotion into either of these classifications.
It is recommended that Council approve the change in job classifications to allow flexible staffing between the Administrative Clerk and the Senior Administrative Clerk. This change would also apply to the confidential clerical classifications Administrative Clerk (confidential) and Senior Administrative Clerk (confidential).
STRATEGIC VISION:
7A. Public Safety: Reach and maintain full staffing.
FISCAL IMPACT:
There is a ten percent (10%) differential between the top-step of an Administrative Clerk to Senior Administrative Clerk. Pursuant to the City of Lodi’s Salary Policy, employees who promote into a higher classification are eligible for a minimum increase of five percent (5%), not to exceed the top salary step of the position into which they are promoting. The fiscal impact to each department would depend on the individual employee’s current salary step at time of promotion which may result in an increase between five and ten percent.
FUNDING AVAILABLE:
Funding available in each Department’s budget.
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Adele Post
Human Resources Manager
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Andrew C. Keys
Interim City Manager