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HomeMy WebLinkAbout67-08 RESOLUTIONRESOLUTION NO. 67-08 A RESOLUTION TO APPROVE THE HIRING OF REPLACEMENT EMPLOYEES BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS' Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the hiring of replacement employees for the following positions: (A) One Animal Services Officer (B) One Animal Services Caregiver (C) One Administrative Assistant in Human Resources Division PASSED and APPROVED this the 18th day of March, 2008. APPROVED: By D • OODY, Mayor ATTEST. By: alkAe.t-a7 SONDRA E. SMITH, City Clerk/Treasurer addledcul J -11-0g Jkay, a e� evl le Y ARKANSAS MEMORANDUM TO: Mayor Dan Coody & City Council Members THRU: Greg Tabor, Police Chief FROM: Jill Hatfield, Animal Services Superintend DATE: March 10, 2008 RE: Animal Services Officer Position Opening uyo 3 Ngibg 6145 Frgaes 444, petals The Animal Services Division currently has a vacancy in the Animal Services Officer position. The position is necessary to ensure the safety of citizens, the humane treatment of animals, and enforcement of ordinances and state laws within the city. The vacant position is one of five officers. The vacancy was created by the resignation of a recent hire of seven months. The open position will create additional overtime hours for two senior officers as they will be rotating into the emergency on-call duty more often. This will result in increased overtime paid for those officers. An increase of approximately $7.00 per hour of overtime paid for the senior officers in lieu of an entry level paid employee. Please see the Animal Services Officer position description attached for more information. Thank you for your consideration. cc: Sondra Smith, City Clerk ameVI le ARKANSAS CITY OF FAYETTEVILLE Position Description POSITION TITLE: Animal Services Officer EXEMPT (Y/N): No SUPERVISOR: Animal Services Coordinator CITY/EEOC/JG CODES: 139/4/12 Job Grade: 109 DEPARTMENT: Police DIVISION: Animal Services DATE REVISED: April 2007 ESSENTIAL DUTIES ANI) RESPONSIBILITIES: Note: All City of Fayetteville positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non - disruptive. Other essential duties of this position include the following: 1. Enforce state and local laws, issue citations pertaining to animals to violators and handle hostile individuals as needed. 2. Euthanasia — handle animal safely, euthanize humanely and track the use of controlled substances. Euthanize multiple animals per session. High level of stress due to rescue and euthanasia rates. 3. Trap and impound loose animals to include dogs and cats as well as livestock and wildlife. 4. Investigate animal cruelty and bite cases. 5. Testify in municipal and district court as necessary. 6. Work with animal shelter software and answer phone calls. Greet and assist the public visiting the shelter. 7. Prepare and present educational programs for youth groups, schools and civic organizations and interact with the public at community events. 8. Respond to emergency calls involving animal attacks or injured animals. Administer first aid to injured animals. Respond to after hour's emergency calls. 9. Assist public in a friendly and professional manner. 10. Transport animals and supplies. 11. Pick up deceased animals struck by vehicles or in neighborhoods. 12. Load and operate incinerator. 13. Perform chemical capture of animals utilizing dart rifle and other trapping devices. 14. Process adoptions, applications and redemptions. Collect necessary fees. 15. Prepare rabies specimens for shipment to health department. Animal Services Officer 4-2007 coded.doc 1 10/19/2007 16. Perform other duties as assigned. SECONDARY DUTIES AND RESPONSIBILITIES include the following: 1. Acquire and pick up donations. 2. Secondary duties as assigned. MINIMUM QUALIFICATIONS 1. High school diploma or GED required. 6-12 months of animal handling experience preferred. 2. Valid Arkansas Driver's License. 3. Must obtain Level 1, II & III Animal Control Training, Euthanasia Certification, Chemical Capture and Bite Stick Certification, within two years. 4. Ability to be on call 24 hours a day, 7 days a week. 5. Effectively communicate with others orally and in writing. 6. Ability to respond to common inquiries or complaints from citizens, regulatory agencies, or members of the business community. 7. Must be proficient in the use of a personal computer and other related software programs. Must be able to effectively operate standard office equipment. 8. While performing the functions of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, and sit; use hands to fmger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 100 pounds. Specific vision abilities required by this job include close vision. 9. While performing the functions of this job, the employee is regularly exposed to wet/and or humid conditions, moving mechanical parts; fumes or airborne particles; toxic or caustic chemicals and outside weather conditions. Animal Services Officer 4-2007 coded.doc 2 10/19/2007 yew lle ARKANSAS off 13tda g W(k) MEMORANDUM TO: Mayor Dan Coody & City Council Members THRU: Greg Tabor, Police Chief FROM: Jill Hatfield, Animal Services Superintendent DATE: March 10, 2008 RE: Animal Services Caregiver Position Opening l • The Animal Services Division currently has an Animal Services Caregiver position vacant. The vacancy was created when a caregiver was promoted from within the division to the Veterinarian Assistant position. The full-time caregiver position is necessary to shelter animals 7 days a week, 365 days a year. The caregiver staff is responsible for the cleaning, feeding, vaccinating, and handling of over 5,000 animals each year. The division has increased a part-time caregiver's hours by 20 hours per week along with additional overtime hours worked by full-time staff to assist with animal care and adoption counseling. Please see the Animal Services Caregiver position description attached for more information. Thank you for your consideration. cc: Sondra Smith, City Clerk CITY OF FAYETTEVILLE Position Description POSITION. TITLE: Animal Caregiver EXEMPT (Y/N): No SUPERVISOR: Animal Service Coordinator 1EraLOG I f,.Ot.SSf: Job Grade: 103 DEPARTMENT: Police DIVISION: Animal Services ESSENTIAL DUTIES AND RESPONSIBILITIES: Note: All City of Fayetteville positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non - disruptive. Other essential duties of this position include the following: 1. Clean, disinfect and maintain facility including, cages, walls and floors. Launder and disinfect bedding, toys, and towels in an efficient manner. 2. Feed and socialize animals; provide toys, beds and comforts of home. 3. Perform first view examinations of eyes, ears, paws, teeth, coat, weight and overall health, administer dog and cat vaccinations, flea and tick control and administer medications as directed by staff veterinarian. 4. Scan for and implant microchips. 5. Assist and hold animal during euthanasia. 6. Assist the public with adoptions and counsel potential adopters on training, behavior and pet care. 7. Educate the public about spaying and neutering and disease and illness prevention. 8. Handle feral cats and aggressive dogs. 9. Utilize safe handling practices and use of chemicals (bleach and disinfectant). 10. Ensure proper use and disposal of needles and syringes and safety equipment. 11. Properly restrain animals and assist in taking blood work. 12. Knowledge and use of computer in order to enter information on persons and animals, document behavior, medications and vaccines given. 13. Perform other duties as assigned. Animal Caregiver 4-2007 coded.doc 10/19/2007 SECONDARY DUTIES AND RESPONSIBILfl'DP,S include the following: 1. Perform office duties by answering phone, dispatching officers to calls, intaking animals, processing applications and adoptions, issuing city licenses and rabies tags, when officers are unavailable. 2. Secondary duties as assigned. MINIMUM QUALIFICATIONS I. High school diploma or GED. 2. Must be 18 years of age or older. 3. Ability to obtain animal caregiver certification within one year of hire date. 4. Effectively communicate with others orally and in writing. 5. Must be proficient in the use of a personal computer and other related software programs. Must be able to effectively operate standard office equipment. 6.. Must be proficient in the use of a washer/dryer, safety gloves, cat capture tools, tongs, needles/syringes, micro chip scanner, hoses and disinfectant sprayers. 7. While performing the functions of this job, the employee is regularly required to talk and hear. The employee regularly is required to stand, walk, and sit; use hands to finger, handle, or feel; reach with hands and arms; climb or balance; stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 50 pounds 8.. While performing thefunctions of this job, the employee is regularly exposed to wet/and or humid conditions, moving mechanical parts; fumes or airbome particles; toxic or caustic chemicals and outside weather conditions. Animal Caregiver 4-2007 coded.doc 10/19/2007 • Tartele evi lARKANSAS CITY COUNCIL MEMO TO: THRU: FROM: DATE: SUBJECT: Mayor Dan Coody and the City Council Gary Dumas, Operations Direct Missy Leflar, Human Resources March 18, 2007 Human Resources Administrative Assistant Opening 1 lv slon Manager hZ I have today received notice that our Human Resources Administrative Assistant's last day will be Friday of next week. The Human Resources Division is a small Division consisting of 5 staff members servicing 750 — 800 City employees and the public. The HR Division did have an additional, 6th, part time position that became vacant in November. The Division voluntarily gave up that position in order to help with the City's 2008 budget issues. The 5 remaining HR employees absorbed that employee's workload, rather than replacing her. According to the 2006 national SHRM Human Capital Benchmarking Study (see attached documents), an organization of the City's size would be expected to have a median number of 7 staff members in HR instead of the 5 we have had.' If this position were not filled, the remaining staff of 4 would fall below the lowest 25th percentile of companies reporting their HR staff ratio to employees, 2 as well as extremely far below the 75th percentile of companies with an HR staff number of at least 11 In short, objective data shows that City's HR Division is already operating in a lean, efficient manner when compared to other organizations of the same size. This position comprises 20% of the total Human Resources staff and accordingly accomplishes a significant portion of this small Division's workload (see attached job description). When this employee is out, the remaining four employees, including me, must each day divide up allotted hours at the front desk doing the employee's tasks while neglecting our own work. The position is already fully budgeted for 2008. However, the overtime that will occur if it is not filled would definitely put the Division well over its already small overtime budget (15 hours of overtime per year per hourly employee). In my opinion, if this position is not filled then the negative impact on remaining staff (including me) accomplishing their workload would likely be immediately noticeable to both the employees and public, in the form of a backlog causing unavoidable delays providing requested services. I have been told that complaints about HR services ceased once the Division went from 4 to 5 employees; I am concerned about complaints resuming were the number to return from 5 to 4. In addition, staff would likely experience frustration at not being equipped to provide the usual good customer service we take pride in. Thank you for considering all of the above. I See attached documents. Relevant formula is 750 FTEs x .91 = 682.50; divided by 100 = 6.83 Human Resources staff members for an organization having between 500 — 999 employees. If the summer employee number of 800 is utilized, the HR staff number becomes 7.28. If the 75th percentile of organizations figure is used, along with the 800 employee number, the HR staff number becomes 11.68. 2 See attached documents. Relevant formula is 750 FTEs x .62 = 465; divided by 100 = 4.65. 318/68 bi-08 e�. ae eviL.e aAK0.1lSAS CITY OF FAYETTEVILLE Position Description POSITION TITLE• HR Administrative Assistant Exempt (Y/N): No DEPARTMENT: Operations SUPERVISOR: HR Division Manager DIVISION: Human Resources EEO/JOB GROUP/JOB CODE: DATE REVISED: March, 2008 Job Grade: 107 ESSENTIAL DUTIES AND RESPONSIBILITIES: Note: All City of Fayetteville positions require the employee to provide good customer service to both internal and external customers, maintain positive and effective working relationships with other City employees (especially members of his or her own team), and have regular and reliable attendance that is non - disruptive. Other essential duties of this position include the following: 1. The person in this position is the first person met by the public and by employees as they enter the Human Resources offices The incumbent accordingly greets and assists the internal and external customers with courtesy and tact, and connects them with the other HR staff if needed to more fully assist in solving the customers' problems. 2. Operates the HER general switchboard, routing calls and relaying messages in a timely and efficient manner. 3. Responsible for being the first point of contact in answering employees and supervisors' questions concerning the filing all of the City's new workers' compensation claims. Promptly logs the required information into the Municipal League web site to initiate the payment of workers compensation claims, oftentimes following up with the League's case worker by telephone for emergency and other time sensitive employee situations. Forwards electronic copies of all workers' compensation paperwork to Sr. HR Officer and HR Division Manager. 4. Ensures the timely flow of approximately 350 job applications per month to each position's hiring supervisor, after proofreading the applications to make sure they are signed, all required areas have been completed by the applicant, etc. 5. Responsible for electronic spreadsheet tracking of job applicant information concerning offers -of -hire, promotions, and transfers into the legally required Equal Employment Opportunity Program logs. 6. Responsible for monitoring and responding in a timely fashion to HR general e-mail generated from the City's public web site. HR Administrative Assistant 3 18 2008 3/18/2008 • 7. Conducts the first -day -on-the-job meetings with new City employees. Responsible for ensuring all meet legal requirements to work in the United States, as well as making sure all complete their initial work and payroll related paperwork In this regard is responsible for directly overseeing day to day compliance with the 1986 Immigration Reform and Control Act, including authority to sign off on all employee I-9 forms as being legally compliant. 8. Provide the new employees with City New Employee packets that include City Benefit information, which this assistant is to have created in advance of New Employee meetings. 9. Composes and types word -processed letters, memoranda, correspondence, and other documentation to members of the public and/or employees. 10. Responsible for developing record keeping systems for hard copy and electronic files, including the personnel files for approximately 750 — 800 employees, as well maintaining the filing for same. 11. Purchase supplies for the Division in a manner compliant with all City purchasing policies, including but not limited to the Environmental Purchasing policy. Organize and maintain all purchase records. 12. Reconcile Division Purchasing Cards monthly. Complete purchase requisitions. 13. Responsible for creating check requests for the Division's bill paying. 14. Prepare and distribute accrual reports every two weeks, reporting remaining sick leave, vacation time, and compensatory time. 15. Prepare New Hire Report for State of Arkansas Workforce Development every two weeks and mail to AR New Hire Reporting Agency. 16. Provide ongoing clerical assistance to HR Administrator, Benefits Administrator, Sr. HR Officer, and HR Division Manager. 17. Sort and distribute City wide pay vouchers for approximately 750 — 800 employees every two weeks prior to each pay day, in preparation for the Divisions/Departments picking them up. 18. Sort and distribute internal and external mail to each HR staff member. 19. Respond to employment verification requests by third parties. 20. Function as a point of contact for the distribution of numerous employee forms (change of address, direct deposit, benefits change forms, etc.), proofreading to ensure the employees complete the forms correctly. 21. Hand deliver originals of City employee performance evaluations to Sr. HR Officer or HR Division Manager. 22. Provide excellent, welcoming customer service to both internal customers (employees) and external customers (job applicants). 23. Keep all employee and applicant related information Confidential. 24. Maintain a current understanding of basic HR functions and processes, attending HR weekly staff meetings as part of doing so. 25. Cross -training with other HR positions as requested. 26. Perform other duties as assigned. HR Administrative Assistant 3 18 2008 2 3/18/2008 SECONDARY DUTIES AND RESPONSIBILITIES Include the following: 1. Coordinate with Benefits Administrator on lunch schedules, so someone is always immediately available when internal and external customers enter the HR offices . 2. Act as back up for applicant testing, job advertisement placement, and other HR staff duties. 3. Secondary duties as assigned. MINIMUM QUALIFICATIONS 1. High School Diploma or equivalent. 2. At least one year of relevant administrative assistant experience, with similarities in the types of work skills required. Human Resources related experience will be considered a plus. 3. Ability to multi -task and complete work in a timely and reliable manner. 4. Position requires sharp organizational skills. 5. Ability to use computers and software (must have spreadsheet skills, good word processing skills, and ability to use e-mail related software), as well as use standard office equipment (fax, telephone, copier, etc.) 6. Must have good teamwork skills, as well as good interpersonal skills such as to courteously and tactfully render excellent customer service to all internal and external customers and HR team members, especially when the customer may be experiencing stress (an individual discouraged by not being hired, a person with a frustrating benefits problem, etc.). 7. Must have physical abilities to communicate effectively with others verbally (including on the telephone) and in writing; understand others' communications, both verbal and in writing; sit continuously for long periods of time; move from location to location; use hands to finger, handle, or feel; reach with hands and arms and manipulate computer keyboard and papers with fingers; and stoop or bend (such as to work with and around filing cabinets). Occasional light lifting and carrying, such as up to 10 pounds, may be required. 8. The work environment is generally constant interruptions and a ringing phone, with people talking nearby while work is being performed. HR Administrative Assistant 3 18 2008 3 3/18/2008 1 SHRM® Human Capital Benchmarking Study 2006 EXECUTIVE SUMMARY John Dooney Manager, Strategic Research Noel Smith Strategic Research Specialist Also available: SHRM Customized Human Capital Benchmarking Service o Database of more than 1,500 organizations o To order a complete analysis of the results customized to your organization, please see page 36. c heirtr rns V VA\ II CSmi ittC Ma{AL6YrTi HA; Leading People, Leading Organizations © 2006 Society For Human Resource Management HR -TO -EMPLOYEE RATIOS While the median number of FTEs for the HR department was three, the average was eight. The large difference between median and average values indicates that some HR departments reported a large number of staff. However, a more manageable way to compare HR staffing levels between organizations is to use the HR -to -employee ratio. This ratio represents the number of HR staff per 100 employees in an organization supported by HR. The number is calculated by dividing the number of HR FTEs by the total number of employees (FTEs) in the organization and multiplying the outcome by 100: HR -to -Employee Ratio Total number of HR FTEs Total number of employee FTEs 100 Table 3 shows how HR -to -employee ratios change by organizational size. The data suggest that the primary driver in HR -to -employee ratios is organizational size. This ratio can be helpful for understanding the number of HR FTEs that are typically supporting a specific size organization. To use the HR -to -employee ratios in Table 3, first locate the size of the organization that is being compared and then find the corresponding ratios located in the same row. The ratios are listed by the 251h, median and 75th percentiles. Although the median ratio will be used in this example, if the HR department has a larger scope of responsibilities, then using the ratio for the 751h percentile may be considered. Conversely, if the HR department has a narrow scope of responsibilities, then using the ratio for the 25th percentile may be appropriate. Here is an example of how to compute the number of HR FTEs for a typical organization with 150 employees. Table 3 indicates that the median HR -to -employee ratio that corresponds to an organization with 1 50 employees is 1.42. The actual calculation is as follows: 150 FTEs x 1.42 100 2.13 (HR FTEs) This calculation indicates that for an organization with 1 50 FTEs, the median number of HR FTEs is 2.13. While this approximates that two FTEs may be appropriate for some organizations of this size, it is not always the case. For example, if the HR department has significant initiatives to undertake or if the organization must increase its recruiting efforts to hire a large number of employees, then more HR staff may be required. SHRM Humcin Capital Benchmarking Study: 2006 Executive Summary 13 Table 3: HR -to -Employee Ratios (by Organizational Size) Total rganizatio'naI'Size 560 0.77 1.21 2.00 ' Fewer than 100 100 to 249 250 to 499 500 to 999 1,000 to 2,499 2,500 to 7,499 7,500 or more 138 138 81 80 68 42 13 1.82 0.89 0.71 0.62 0.59 0.47 0.24 2.61 1.42 1.02 0.91 0.82 0.81 0.38 4.71 2.00 1.33 1.46 1.18 1.04 0.74 Source: SHRM Human Capital Benchmarking Study: 2006 Executive Summary SHRM Human Capital Benchmarking Study: 2006 Executive Summary 14 P 31 (3.19.08 Position Department Clarice Pearman - Hiring Freeze 2008.xls January 15, 2008 Fire Fighter Page 1 Tony Johnson 2008 Hiring Freeze City Council Meeting Position Department Submitted By ApprovedfRejected Date Approved/Rejected Comments January 15, 2008 Fire Fighter 'Ire Department Tony Johnson Approved January 15, 2008 Police Officer . - January 15, 2008 Fire Fighter =ire Department . Tony Johnson Approved January 15, 2006 January 15, 2008 Fire Fighter Fire Department Tony Johnson Approved January 15, 2008 Approved January 15, 2008 'olice Officer 'olive Department Greg Tabor Approved .lanuary 15, 2008 2008 February 19, 2008 Doke Dispatdter dice Department :, - - - Fobniary 19, 2008 - . - :This position was reconsidered at the Febmary February 5, 2008: • . Police Officer . - Police Department. •: - Greg Tabor - . Approved . - : February 5, 2008 - 19, 2008 City Camtll meeting =ebruary 5, 2008 arks Petrol Police Department Greg Tabor Approved February 5, 2008 'February 5, 2008 Veterinary Assistant Animal SenAces Jill Hatfield Approved February 5, 2008 'ebruary 5, 2008 Police Dispatcher 'olive Depadment Greg Tabor Approved February 5, 2008 February 5, 2008 °dice Officer ?dice Department Greg Tabor Approved February 5, 2008 February 19, 2008 Doke Dispatdter dice Department Greg Tabor Approved February 19, 2008 Fobniary 19, 2008 - lark's Paid . •. ' Ike Depanment ,Greg Tabby periled Febmary 19, 2008 This:position was approved February 5, 2008. The dry Coundl moved to reconsider the positron had the poslt'ron was defied. • March 16 2008 Animal Services Officer Animal Services Jill Hatfield Approved March 18, 2008 March 18 2008 Animal Services Caregiver Animal Services Jill Hatfield Approved march 18, 2008 Mardi 18, 2008 Administrative Assistant luman Resources Missy Lehr Approved March 18, 2008 L2222) Clarice Pearman - Res. 67-08 Page 1 From: To: Date: Subject: Attachments: Clarice Pearman Leflar, Missy; Tabor, Greg 3.20.08 4:14 PM Res. 67-08 67-08 Hiring Freeze Appeals.pdf CC: Audit Chief Tabor/Ms. Leflar: Attached is a copy of the above resolution regarding the hiring freeze appeals. Please let me know if there is anything else needed for this item. Have a good evening. Thanks. Clarice Clarice Buffalohead-Pearman, C.A.M.C., C.M.C. City Clerk/Treasurer Division 113 West Mountain Fayetteville, AR 72701 479-575-8309 cpearman@ci.fayetteville.ar.us