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HomeMy WebLinkAboutS31 - City Clerk RecruitmentCITY OF NEWPORT BEACH CITY COUNCIL STAFF REPORT Agenda Report No. S31 June 24, 2008 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: City Clerk Ad Hoc Recruitment Committee SUBJECT: APPROVAL OF JOB DESCRIPTION, RECRUITMENT PLAN AND TIMELINE FOR CITY CLERK RECRUITMENT ISSUE: 1. Does the City Council want to hire a Recruitment Consultant or do the recruitment with City Staff? 2. What steps should be taken in the recruitment process and on what timeline should these steps be taken? 3. What job description and required qualifications are desired by the City Council for the City Clerk's position? 4. What is the appropriate salary maximum to be used for the City Clerk's position? RECOMMENDATION: 1. Authorize the use of City Human Resources to directly manage the recruitment process for the City Clerk position under the direction of the Ad Hoc Committee. 2. Provide input to the Ad Hoc Committee on desired modifications and changes to the proposed timeline, job description, qualifications and maximum salary. 3. Approve recommended job description, recruitment plan and timeline, qualifications and maximum salary with changes as recommended by the City Council. City Clerk Recruitment Page 2 DISCUSSION: The City Clerk has announced her retirement date of November 17, 2008. This position is appointed by the City Council and our goal is to have a new City Clerk appointed prior to her retirement. The City Council appointed an Ad Hoc Recruitment Committee comprised of Council Members Henn, Gardner and Curry. The committee has met and worked with the Human Resources Department to develop a draft job description, proposed salary, and recruitment plan and timeline. The Committee requests the full Council review, comments and approval on the proposed items. Proposed Timeline for the Recruitment Process: The following time and action plan is recommended to prosecute a thorough and timely search for the best candidate to fill the position and have the incumbent begin employment with Newport Beach early in November, to provide a transition period with the existing City Clerk. Barbara Ramsey, Director of Human Resources will be the principal staff support for this project. 06/24/08 Obtain City Council review and approval (inclusive of requested changes) relating to the proposed job description, qualifications, salary and recruitment plan. 06/27/08 HR to prepare draft job flyer based on approved job description. Send to committee for final approval and have copies printed. 06/30/08 Place all advertisements by this date. • City Clerks Association of California (CCAC) website and listserv. This would send information directly to all City Clerk's offices in California. • Jobs Available — The City typically advertises in this publication for any professional level positions, including directors. • Direct mailing of job flyer to So. Calif. Cities. • City Website — It is standard practice to advertise our available jobs on our City website. • Monster.com advertisement • Due to the time constraints and the intention to directly send the recruitment materials to all City Clerks in the State of California, we do not recommend placing an ad in Western Cities for this recruitment. City Clerk Recruitment Page 3 07/01/08 Recruitment opens. (Open 3 weeks) 07/21/08 Recruitment closes. 07/23/08 City HR staff screens applications for minimum qualifications and prepares books for Ad Hoc Committee screening of appropriate candidates 07/28/08 Ad Hoc Committee meets to determine short list for preliminary first round interviews by the Ad Hoc Committee. 08/08/08 Ad Hoc Committee completes first round interviews and selects short list of candidates to be interviewed by the full City Council in closed session. 08/23/08 (Sat) Full Council Interviews of final candidates in closed session. HR staff will prepare a background ring binder with appropriate materials on each candidate, along with suggested preset questions and a rating sheet for ease of comparison. Council preliminarily determines the selected finalist following completion of interviews, and authorizes HR to perform reference checks and prepare a formal offer including recommended salary, the final form of which will be reviewed and approved by the Ad Hoc Committee prior to conveyance to the selected candidate. 08/27/08 Staff completes the reference checks. 08/28/08 Assuming reference checks are satisfactory, HR conveys the offer to the selected candidate. 09!5!08 Complete the negotiation and acceptance of the offer, including the expected start date of no later than 11!3!08. 09/09/08 Council approves new City Clerk contract. 11/03/08 New City Clerk on the job with two week overlap. The above schedule can be adjusted if necessary to allow for delays and variations, while still meeting an early November target start date. City Clerk Recruitment Council Memo June 24, 2008 Job Description, Attributes and Qualifications: See the attached proposed job description, desired attributes and qualifications for the position. The Ad Hoc Committee will make appropriate modifications based upon input from Council at the meeting of 6/24/08. Maximum Salary: See the attached survey information for a summary of relevant comparisons for City Clerks. The Ad Hoc Committee preliminarily recommends that a maximum salary of $138,000 ($11,500 per month) be used for inclusion in recruiting materials for the position. This level of salary compensation is at the high end of salary comparisons due to the potential need to offset the typically lower level of medical and other fringe benefits available for Newport Beach. This preliminary recommendation will be subject to a revised recommendation from the Ad Hoc Committee at the Council meeting based upon its analysis of additional survey information analyzing total compensation comparisons, which will enable comparisons taking into account both salary and fringe components of compensation. CITY OF NEWPORT BEACH CITY CLERK SALARY: Salary may be offered up to $ annually depending on qualifications (DOO) Serving as one of three appointed positions reporting directly to the City Council, the City Clerk shall plan, direct and review the activities, operations and financial aspects of the City Clerk's Office to assure achievement of high standards of service and efficiency; serve as the chief elections officer and principal resource to the City and the City Council relating to the prosecution of municipal elections, referendums initiatives and the like; manage compliance with FPPC regulations and reporting; provide highly accurate and effective stewardship of City records, bids and contracts; assure accurate and timely administration of City Council meetings, minutes and notices; maintain professional and effective inter - departmental relations and support; supervise timely processing of Public Records Act requests; and perform such other duties as directed by the City Council from time to time. SUPERVISION RECEIVED AND EXERCISED: Receives policy direction from the Mayor and members of the City Council. Exercises direct supervision over assigned staff. EXAMPLES OF ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: Essential Job Duties • Develop, plan and implement defined departmental goals and objectives; recommend and administer policies and procedures in accordance with City Charter and associated ordinances and regulations and direction from the City Council; • Attend City Council meetings and Study Sessions and record all official proceedings; supervise the preparation of minutes and other documents; direct the publication, filing, indexing and safekeeping of all proceedings of the Council; • Supervise the preparation, organization, printing and distribution of the agenda for City Council meetings; • Supervise and coordinate City elections; train election staff; order and maintain election supplies and equipment; serve as a resource to City Council, staff and the public regarding election processes and requirements; City Clerk Page 2 City of Newport Beach • Coordinate Department activities with those of other departments and outside agencies and organizations; provide staff assistance to the City Council and City Manager; prepare and present staff reports and other necessary correspondence; • Identify, implement and maintain efficient systems for the control and distribution of City records, meeting minutes, etc., and respond promptly to requests for information and Public Records Act requests • As the chief elections officer of the City, provide objective, unbiased and prompt advice in response to requests for information relating to election procedures and campaign regulations. In consultation with the City Attorney, resolve questions of interpretation of election laws and regulations. • Assure that regular reporting requirements of City officials relating to the Fair Political Practices Act and campaign disclosure laws are filed timely and complete in accordance with the regulations: • Select, train, motivate and evaluate personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures; • Supervise and participate in the development and administration of the City Council and City Clerk's Office budget; direct the forecast of additional funds needed for staffing, equipment, materials, and supplies; monitor and approve expenditures; implement mid -year adjustments; • Process and maintain claims, summons and complaints; notify claimant of City Council action; • Plan and direct the maintenance, updating and filing of official municipal documents; • Supervise the publication of all legal advertising; • Assist the public and City staff by providing information and research assistance on matters relating to the City Clerk's duties; • Perform related duties as assigned. City Clerk Page 3 ESSENTIAL ATTRIBUTES: City of Newport Beach Creative problem solver that is receptive to new and innovative solutions. Strong leadership skills and a steady, calm demeanor that inspires confidence among the public, co- workers and the City Council. Maintenance of high levels of personal deportment and professional bearing at all times. Consistent demonstration of a constructive and helpful attitude. Maintenance of both the perception and the reality of the highest levels of integrity and objectivity. Exercise of good judgment and maturity in critical decision making situations. QUALIFICATIONS: Thorough Knowledge of and experience with: Applicable Federal, State and municipal laws and procedures; Election laws and procedures; Political Reform Act and associated regular reporting requirements; Advanced techniques and systems in support of operational, organizational and management needs of a City Clerk office; Advanced principles and methods of record keeping and report writing; and Demonstrated mastery of budget development and administration. Ability to: Establish and maintain a highly organized and readily accessible record keeping environment; Direct the retention /destruction of official records in accordance with applicable laws and regulations; City Clerk Page 4 City of Newport Beach Provide the highest level of service and responsiveness to the public, the City Council and other City staff; Establish and maintain strong working relationships with, and the respect of, other key members of the City staff and the City Council; and Communicate clearly and concisely, both orally and in writing. Experience and Training: The following are desired minimum levels of achievement for the position; although, the City reserves the right to value special strength or achievement in any requirement as an offsetting factor in relation to a shortfall in another requirement: Experience: Seven years of municipal city clerk management experience, preferably with at least two years in a senior supervisory or lead capacity. Education: A Bachelor's degree in public administration, records management, public policy or a related field from an accredited college or university, or equivalent educational achievement in another discipline License or Certificate: Certification as a Municipal Clerk (CMC) by the International Institute of Municipal Clerks. Contract At -Will Employment Revised May 2008 City Clerk Salary Survey Updated 6 -19 -08 Agency Agency Title Monthly Year ap HUNTINGTON BEACH CITY CLERK (ELECTED) $13,500.00 2004 IRVINE CITY CLERK (APPOINTED) $12,466.00 2007 MISSION VIEJO CITY CLERK (APPOINTED) $11,987.00 2004 NEWPORT BEACH CITY CLERK (APPOINTED) $10,700.00 1996 BUENA PARK CITY CLERK (APPOINTED) $10,617.00 1997 SANTA ANA CLERK OF THE COUNCIL (APPOINTED) $10,138.00 2000 COSTA MESA" CITY CLERK (APPOINTED) $9,833.00 2005 ANAHEIM CITY CLERK (APPOINTED) $9,635.00 2007 FULLERTON CITY CLERK/CLERK SERVICES MANAGER $9,517.00 2002 (APPOINTED) ORANGE CHIEF CLERK (ELECTED) $9,301.00 2005 GARDEN GROVE CITY CLERK (APPOINTED) $9,097.00 2008 LAGUNA BEACH CITY CLERK (ELECTED) $8,908.00 2004 FOUNTAIN VALLEY CITY CLERK (APPOINTED) $8,682.00 2006 Average $10,306.75 Median $9,734.00 Difference NPB from Average 3.7% Difference NPB from Median 9.0% Note: NB also deducts 3.5% for LIUNA, disability insurance, and MERP. All cities except Fullerton have 2.5% or 2.7% PERS deductions which vary by City from 8% in Garden Grove to 1 % in Anaheim. A total compensation study is in preparation that will give a fulsome comparison of all elements of compensation.