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HomeMy WebLinkAboutAgenda - 09-29-1999 - 9aORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 21, 1999 SUBJECT: New Assistant to the Manager Position DEPARTMENT: County Manager ATTACHMENT(S): 1 - New Assistant to the Manager Major Functions 2- Manager's Office Organization Chart 3 - Classes at Salary Grades 69 -81 4 - Assistant to the Manager Class Specification Action Agenda Item No. g_a PUBLIC HEARING: (Y /N) No INFORMATION CONTACT: Elaine Holmes, Personnel Director, Extension 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. Workload Increases The proposal for the new Assistant to the Manager position arises from the significant workload increases that have occurred in the Manager's Office over the past several years. These include: The addition of new County departments, including Environment and Resource Conservation, Human Rights and Relations, the Orange County Library and Chapel Hill /Orange County Visitor Services. 2. The impending assumption by the County of overall responsibility for solid waste management and the addition of a new Solid Waste Department. 3. The major increase in the numbers and complexity of agendas produced for Board of Commissioners meetings each year. The original schedule for calendar year 1999 reflected 2 a total of 48 planned meetings for the BOCC. That number has already increased as additional meetings (each requiring the research /preparation /distribution of formal or informal agenda packets) have been added to the original schedule to address topics such as solid waste management, the proposed Shearon Harris storage expansion, and joint planning and land use issues, to name a few. During the past several years, staff has begun developing more formalized, detailed agenda packets for each Board work session to enhance the efficiency with which those meetings are carried out. 4. The increasingly detailed process associated with development, approval, and implementation of Board of Commissioners goals and initiatives. The BOCC apportioned review and discussion time at about half a dozen meetings during this past spring prior to formal adoption of its 1999 -2000 goals. 5. The significant additional time required in recent years for staffing and support to additional committees and groups focused on various County initiatives such as schools and land use planning, information technology, solid waste management organizational structure and planning, and school construction standards and funding issues. Assistant to the Manager Functions The Assistant to the Manager will assist the Manager and Assistant Managers in administrative tasks in such areas as the following: Coordinating and leading the Manager's staff agenda review discussion and agenda production process. 2. Producing first drafts of agenda materials or doing initial reviews and edits of agenda materials for the Manager's and Assistant Managers' review. 3. Follow up as directed by the Manager and Assistant Managers to coordinate the development of draft information for the Board goals. 4. Monitoring and reporting to the Manager and Assistant Managers on the status of County legislative initiatives and legislation of interest to the County. Attachment 1 lists the major functions of the proposed position. The position will report to the County Manager and receive direction on the agenda, goals and other tasks from the Manager and Assistant Managers. Attachment 2 is an organization chart of the Orange County Manager's Office showing the Assistant to the Manager position. Impacts of Assistant to the Manager Position The Manager and Assistant Managers will continue to be the point of contact with the County Commissioners as to agendas, goals and other Board concerns or initiatives. It is important to note that both the Manager and Assistant Managers will remain fully involved in the decision - making and recommendations related to the Board processes. The staff support provided by the Assistant to the Manager to the Manager and Assistant Managers will allow the Manager and Assistant Managers to: 1. Focus more time on planning agendas and on the finished outcomes of agendas and goals. 2. Respond more quickly to the major concerns and initiatives of the Board. 3. Devote more time to the supervision of departments and, in particular, to provide direct operational supervision of the new solid waste management function when this is assumed Position Classification 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 3 is a chart showing current classes at salary grades 69 through 81. FINANCIAL IMPACT: The estimated 1999 -00 County cost is about $32,000, if the position is filled by December. This includes one time start up cost of about $3,500 for a 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: ❑ Establishing the new permanent full time position of Assistant to the Manager in the County Manager's Office. ❑ Amend the classification plan to add the new class of Assistant to the Manager at Salary Grade 72. HAe \absassto.doc September 10, 1999 New Assistant to the Manager Position Major Functions General: Attachment l 4 In providing staff support to the County Manager and Assistant Managers, the Assistant to the Manager performs a broad range of administrative, analytical and liaison duties. The position reports to the County Manager. Outlined below are the major duties assigned. Major Duties: In direct support to the County Manager and Assistant County Managers — 1. 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 Managers, follows up directly with department heads on agenda abstracts to address any questions or issues. 2. Coordinates the agenda abstract production process for the Manager and Assistant Managers from initial receipt through final distribution. 3. 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. 4. With department heads, identifies possible upcoming agenda items and develops a draft schedule of these in consultation with the Assistant Managers and the Manager. Also drafts and maintains a "master" agenda calendar for the Manager and Assistant Managers that identifies recurring items that will require Board consideration each year such as contract renewals, health insurance and the like. 5. Attends regular Commissioner meetings and work sessions. Drafts lists of any needed follow up items in response to Commissioners' information requests and policy directives. Following Board of Commissioners' meetings, reviews and confirms with the Manager and Assistant Managers the items requiring follow up. Communicates to department heads as necessary, tracks and reports back to Manager and Assistant Managers on the status of any follow up items. 6. Monitors County legislative initiatives and other legislation of interest to the County. Updates the Manager and the Board on status of the County legislative package. Drafts reports to update the County Commissioners. -2- 7. As directed by the Manager and Assistant Managers, develops a draft plan and schedule for the Board goal process each year. Once the plan is approved, assists the Manager and Assistant Managers by organizing and coordinating the development of draft goals and updates of these. 8. 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, identify any resource impacts, and the like. 9. For the Manager and Assistant Managers review, develops a draft County Work Plan showing the major County initiatives and planned schedule. 10. Drafts periodic Manager's memoranda and other correspondence for the Manager. - 11. Serves as the principal liaison between the Manager's Office, Commissioners Office and other departments involved with posting information on the County's Website. 12. Does research and analysis for the Manager and Assistant Managers in preparation for meetings or in conjunction with ongoing projects. 13. Drafts and presents reports on various topics as assigned. 14. Performs budget or management analysis as adjunct to the Budget Office on an assigned, as needed basis. 15. Chairs or participates in interdepartmental work teams assigned to special projects or other responsibilities. 16. Assists the Manager and Assistant Managers as liaison /coordinator with designated citizen advisory boards /commissions as needed. 17. Assists internal service departments and others involved with "innovation and efficiency" initiatives. 18. Oversees development and administration of the Manager's Office budget. 19. Provides general assistance to the County Manager and Assistant County Managers as needed. Asstoideas.doc September 10, 1999 Manager ATTACHMENT 2 6 Orange County Government Administrative Assistant Management Analyst County Manager Adminstrative Assistant Assistant to the Manager (proposed) County Assistant Coi Engineer Manager IEnforcement I Cooperative Extention Health Human Rights & Relations Housing & Community Development Library Recreation & Parks Engineering Associate Economic Development Environment & Resource Conservation Planning & Inspections Purchasing & Central Services Deeds Sheriff ater I Office Assistant Elections Emergency Management Services Finance Systems Land Records Public Works Tax Assessor Soild Waste (pending) 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 11 Solid Waste Mgr Purchasing Agent Accountant Appraiser II Bus Pers Prop Appraiser 70 Asst Revenue Senior Income Envir Health Prog Planner II Deputy Sher /Lt Soil Computer Prog/ 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 71 Chief Appraiser Social Work Public Health Nurse II Dep EMS Dir- Soil Scientist Computer Motor Pool 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 V H H n r� z H W 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 & Rol Related Envir Health Director Deputy Sher/ Systems Human Rts and 74 Captain Analyst Rel Dir 75 Child Support Dir Deputy Sher /Major Library Dir Rec and Parks Income Maint Dir Dir Social Work Prog Visitor Bureau Director Dir Public Health Nursing Envir & Res Hous and 76 Budget Dir Director Conser Dir Comm Dev Dir Revenue Director 77 Finance Dir Dept on Aging Dir Economic Dev Emer Mgmt Dir Land Records Director Manager Human Res Director Public Wrks Dir Purch & Central Svs Dir Register of 78 Deeds Planning Tax Assessor 79 Director Information Social Services Health Director Sheriff Systems County gp Director Director Engineer Asst County 81 Manager V Attachment 4 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.