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HomeMy WebLinkAboutAgenda - 08-17-1999 - 9hORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: August 17, 1999 Action Agenda Item No. q- yn SUBJECT: New Assistant to the Manager Position DEPARTMENT: County Manager PUBLIC HEARING: (Y /N) No ATTACHMENT(S): New Assistant to the Manager Major Functions Classes at Salary Grades 69 -81 Assistant to the Manager Class Specification INFORMATION CONTACT: Elaine Holmes, Personnel Director, ext 2550 TELEPHONE NUMBERS: Hillsborough 732 -8181 Chapel Hill 968 -4501 Durham 688 -7331 Mebane 336 - 227 -2031 PURPOSE: To consider establishing a new position of Assistant to the Manager in the County Manager's Office and amending the Orange County Classification and Pay Plan to include the new class of Assistant to the Manager at Salary Grade 72. BACKGROUND: During the June budget work sessions and also during earlier solid waste discussions, the Board discussed the proposed creation of a new Assistant to the Manager position. As planned, this agenda item is to present to the Board the proposed new Assistant to the Manager position for approval. The proposal for the new Assistant to the Manager position arises from the impending assumption by the County of overall responsibility for solid waste management. With County assumption of solid waste management, the County Manager and Assistant County Manager Rod Visser will need to increase their focus on solid waste matters. Assistant Manager Visser will have direct operational supervision of the Solid Waste Management Director and the solid waste operations transferred from the Town of Chapel Hill. This function also will require the close attention of the Manager. To free staff time to support these new County functions, the new Assistant to the Manager position will assume responsibility for administrative tasks associated with Board of Commissioners' agenda production, Board goals, staff /Board communications, legislative initiatives and others as shown on the Attachment 1 list of the major functions. The position will report to the County Manager and receive direction on the agenda, goals, communications and other processes from the Manager and Assistant Managers. It is important to note that both the Manager and Assistant Manager will remain fully involved in the decision - making and recommendations related to the aforementioned processes. However, their roles in the future may focus more on editing and refining than on the production of original materials. Based on review of the planned duties and responsibilities and comparison with other County positions, it is recommended the position be established at Salary Grade 72 in the Orange County Classification and Pay Plan. The hiring range for salary grade 72 is $37,237 - $45,260. Attachment 2 is a chart showing current classes at salary grades 69 through 81. FINANCIAL IMPACT: The estimated 1999 -00 County cost is about $40,000, if the position is filled by October. This includes one time start up cost of about $3,500 for personal computer and office furniture. The estimated annual cost is about $50,000. Funds for the position already are available in the approved budget for 1999 -00. RECOMMENDATION(S): The Manager recommends that the Board approve: u Establishing the new permanent full time position of Assistant to the Manager in the County Manager's Office. u Amend the classification plan to add the new class of Assistant to the Manager at Salary Grade 72. ATTACHMENT 1 New Assistant to the Manager Position Major Functions 3 General: The Assistant to the Manager position performs a broad range of administrative, analytical and liaison duties in providing staff support to the County Manager. The position reports to the County Manager. Outlined below are the major duties assigned. Major Duties: 1. Am& Process a. With department heads, identifies upcoming agenda items, develops a draft schedule for these in consultation with the Assistant Managers and the Manager, and drafts periodic communications to the Board on upcoming schedule and items. b. Develops and maintains a "master" agenda calendar that identifies recurring items that will require Board consideration each year such as contract renewals, health insurance and the like. c. Coordinate the agenda abstract process for each Board agenda from initial receipt through final distribution. d. Coordinates and leads the Manager's staff agenda review discussion. From review of the agenda abstract and the Manager's agenda review discussion, identifies possible questions and issues and coordinates follow up. As needed and in consultation with the Manager and Assistant Mangers, follows up directly with department heads on agenda abstracts to address any questions or issues. e. Attends regular Commissioner meetings and work sessions. Identifies any needed follow up in response to Commissioners' information requests and policy directives. f. Following Board of Commissioner meeting, communicates to department heads as necessary, tracks and reports back to the Board on the status of any follow up items. g. When Commissioners meetings are televised, coordinates with TV production staff on the agenda, planned items, names of speakers and the like to help assure the agenda can be followed by the television audience. 2. Board of Commissioners' Goals and County Work Plan a. Drafts a plan and schedule for the Board goal process each year for the Board's consideration. b. Organizes and coordinates the annual development of Board goals and periodic updates of these. c. Reviews proposed goals and goal statements received from department heads. In consultation with the Manager and Assistant Managers does any necessary follow up to assure these are coordinated with all involved departments, understandable, 4 identify any resource impacts, and the like. d. Develops and maintains the County Work Plan showing the major County initiatives and planned schedule for the Board's information and planning. 3. Manner/Board Communications a. Drafts periodic Manager's memoranda to update the Board on events and activities as needed. b. Drafts correspondence for the Manager and as needed correspondence to implement Board directives. c. Serves as the principal liaison between the Manager's Office, Commissioners Office and other departments involved with posting information on the County's Website. 4. Research/Analysis a. Does research and analysis for the Manager and Assistant Managers in preparation for meetings or in conjunction with ongoing projects. b. Drafts and presents reports on various topics as assigned. c. Performs budget or management analysis as adjunct to the Budget Office on an assigned, as needed basis. 5. Project Coordination/Participation a. Chairs or participates in interdepartmental work teams assigned to special projects or other responsibilities. b. Assists the Manager and Assistant Managers as liaison/coordinator with designated citizen advisory boards /commissions or on an as needed basis. c. Assists internal service departments and others involved with "innovation and efficiency" initiatives. 6. Legislation a. Monitors County legislative initiatives and other legislation of interest to the County. b. Updates the Manager and the Board on status of the County legislative package. 7. Other a. Oversees development and administration of the Manager's Office budget. b. Provides general assistance to the County Manager as needed. Orange County Classes By Salary Grade for Grades 69 through 81 Salary Finance, Social Services & Health & Related Planning, Public Safety Land & Related Computer Other Grade Business & Related Inspec & Rel Related 69 Admin Off II Income Maint Sup Public Health Nurse I Econ Dev Asst Dep Sher /Serg GIS Project Civil Rts Spec Coord Clk to the Bd Soc Wk Coord Lib Asst Dir Budget Analyst II Social Worker III Visitor Bur Sales Dir Hum Res Analyst II Solid Waste Mgr Purchasing Agent Accountant Appraiser II Bus Pers Prop Appraiser Asst Revenue Senior Income Envir Health Prog Planner II Deputy Sher /Lt Soil Computer Prog/ 70 Director Maint Supervisor Specialist Conservationist Analyst II Social Wk Clinical Public Health Erosion Control Dep EMS Dir - Specialist Education Supervisor Officer II Communications CPS Social Wker Child Welfare Prog Specialist Chief Appraiser Social Work Public Health Nurse II Dep EMS Dir- Soil Scientist Computer Motor Pool 71 Supervisor Admin Network Admin Supervisor Dep EMS Dir- Fire Marsh. Social Services CPS Supervisor Envir Health Code Enforce- GIS Applications 72 Business Officer Supervisor ment Developer Supervisor Asst Public Works Family Nurse Erosion Control Dir Practitioner I Supervisor Planner III Public Health Nursing Land Resources Director of 73 Supervisor Conservation Elections Manager 0111 y �-3 H y z H Orange County Classes By Salary Grade for Grades 69 through 81 Salary Finance, Social Services & Health & Related Planning, Public Safety Land & Related Computer Other Grade Business & Related Inspec & Rel Related Envir Health Director Deputy Sher/ Systems Human Rts and 74 Captain Analyst Rel Dir 75 Child Support Dir Deputy Sher /Major Library Dir Income Maint Dir Rec and Parks Dir Social Work Prog Visitor Bureau Director Dir 76 Budget Dir Public Health Nursing Envir & Res Hous and Director Conser Dir Comm Dev Dir Revenue Director 77 Finance Dir Dept on Aging Dir p g g Economic Dev Emer M gmt Dir Land Records Director Manager Human Res Director Public Wrks Dir Purch & Central Svs Dir Register of 78 Deeds Planning 79 Director Tax Assessor Social Services Information Director Health Director Sheriff Systems County 80 Director Engineer Asst County 81 Manager M Attachment 3 C1235-8/99 ASSISTANT TO THE MANAGER GENERAL DEFINITION OF WORK: Performs difficult professional and administrative work by providing a broad range of managerial, analytical and liaison support to the County Manager; does related work as required. Work is performed under general supervision. TYPICAL TASKS: Coordinates the agenda abstract process for each Board of Commissioners' agenda from initial receipt through final distribution; Coordinates and leads the Manager's staff agenda review discussion; Develops and maintains a "master" agenda calendar and drafts periodic communications to the Board on upcoming schedule and items; Attends regular Commissioners' meetings and work sessions; identifies any needed follow up in response to Commissioners' information requests; Organizes and coordinates the annual development of Board goals; Works with Manager and Assistant Managers in reviewing proposed goals and goal statements from Department Heads; Develops and maintains the County Work Plan showing major County initiatives and planned schedule; Drafts correspondence on various Board related topics as assigned; Conducts research and analysis for the Manager and Assistant Managers in preparation for meetings or in conjunction with ongoing projects; Performs budget or management analysis as adjunct to the Budget Office as needed; Serves as liaison to citizen advisory boards, committees and community interest groups; Monitors County legislative initiatives and other legislation of interest to the County; Oversees development and administration of the Manager's Office budget; Provides general assistance to the County Manager as needed; Performs related work as required. KNOWLEDGES. SKILLS AND ABILITIES: Thorough knowledge of the basic laws, ordinances and regulations underlying the municipal corporation; considerable knowledge of the organization, functions and methods of operation of local government; ability to establish and maintain effective working relationships with other County officials, employees and the general public, including the ability to facilitate working groups; ability to communicate effectively, both orally and in writing; ability to collect and analyze data, prepare and present reports on complex issues. EDUCATION AND EXPERIENCE: Any combination of education and experience equivalent to graduation from an accredited college or university with major course work in public administration, public relations, political science or related field supplemented by a Master's degree in Public Administration and at least 3 years professional experience in local government administration or related field.