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HomeMy WebLinkAboutR-2004-008 -four positions to classification plan 2003 RESOLUTION NO. 2004-008 A RESOLUTION OF THE CITY OF DANIA BEACH, FLORIDA, APPROVING THE ADDITION OF FOUR POSITION CLASSIFICATIONS TO THE CITY'S POSITION CLASSIFICATION PLAN, ( ASSISTANT FINANCE DIRECTOR; PURCHASING AND CONTRACT COORDINATOR; ENGINEERING ASSOCIATE AND COMPLIANCE OFFICER, AS APPROVED BY THE CIVIL SERVICE BOARD NOVEMBER 12, 2003; PROVIDING FOR CONFLICTS; FURTHER, PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the Civil Service Board, at its November 12, 2003, meeting, pursuant to its power to. review Classification Plan amendments, reviewed and approved for recommendation to the City Commission certain proposed additions to the City's Classification Plan, which are to be known as the positions of Assistant Finance Director, Purchasing and Contract Coordinator, Engineering Associate, and Compliance Officer; and WHEREAS, the City Commission concurs with the proposed additions and Board recommendations. BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF DANIA BEACH, FLORIDA: Section 1. That the Dania Beach City Commission approves the positions of Assistant Finance Director; Purchasing and Contract Coordinator, Engineering Associate, and Compliance Officer effective January 13, 2004. Section 2. That all resolutions or parts of resolutions in conflict with this resolution are repealed to the extent of such conflict. 1 RESOLUTION NO.2004-008 Section 3. That this resolution shall be in force and take effect January 13, • 2004. PASSED AND ADOPTED on January 13, 2004 B AN ON MAYOR-COMMISSIONER ATTEST: ROLL CALL: COMMISSIONER CHUNN- YES COMMISSIONER FLURY - YES COMMISSIONER MIKES - YES CHARLENE J NSON VICE-MAYOR MCELYEA- YES CITY CLERK MAYOR ANTON - YES APPROVED AS TO FO AND CORRECTNESS: • BY: THON/hAS ANSBRO CITY ATTORNEY 2 RESOLUTION NO.2004-008 CITY OF DANIA BEACH, FLORIDA Classification Description CLASSIFICATION TITLE: Compliance Officer FLSA Status: neon Exempt DEPARTMENT: Public Services Union Status: Eligible WORK OBJECTIVE Implements, monitors and keeps records to ensure that all business, multi-family and single family water accounts are in compliance with the Federal, State and City's backflow, water, wastewater and stormwater ordinances and administrative codes. Coordinates the periodic inspection, testing and repair of backflow prevention devices, water systems,wastewater systems and stormwater drainage on all city accounts. Work is performed under the general direction of the Director of Public Services and is reviewed through conferences, reports, observations and of results achieved. ESSENTIAL FUNCTIONS The list of essential functions,as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class.The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical • assignment to the position. o Send out all recertification and installation letters monthly. ® Maintain complete backflow/cross connection control, water systems, wastewater systems and stormwater programs for the city. Perform necessary analysis and evaluation on backflow prevention assemblies, water systems, wastewater systems and stormwater drainage systems. Guide, review, verify and observe the work of subordinates and contractors with testing, recertification and/or repairs. ® Establish and maintain a comprehensive filing system, maintain and update records, service accounts, contractor information on licenses, insurances, certifications and equipment calibration. • Insure the distribution and collect fees for permits. © Enter and update permit information and completed work orders into computer for each account. ® Insure periodic inspections and re-testing of backflows behind contractors to verify results and ensure testing is completed. Insure periodic inspections to water,wastewater and stormwater systems. Insure the inspection of properties • and businesses for possible violations. 11/03 #115/Compliance Officer ® Create work orders, hang door grams on delinquent accounts and terminate services, if necessary. ® Ensure the 5-year maintenance test on single detector check valves on fire system is in accordance with standards. o Attend meetings and conferences as required to maintain on-going knowledge of policies, procedures, rules and laws as they pertain to backflow/cross connection control, water system regulations, wastewater system regulations and stormwater drainage system regulations. Attend classes for recertification every two years. o Represent the city as required, either in person,by telephone, or mail with respect to backflow, water, wastewater and stormwater. Provide information to customers, contractors, agencies and the general public. Communicate policies, procedures and law applicable to backflow/cross connection control, water, wastewater and stormwater control. a Perform all other related duties as required. ADDITIONAL POSITION FUNCTIONS Performs related duties as directed when such duties are a logical and appropriate assignment to the position. MINIMUM QUALIFICATIONS High school diploma or GED equivalent and one (1) year of experience; or an equivalent combination of training, education and experience in the backflow prevention, cross- connection field, and/ or water, wastewater and stormwater field. Certification in Backflow Testing, Repair and Surveying or ability to obtain within one year of employment. PHYSICAL REQUIREMENTS Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (20-25 pounds). 11/03 #115/Compliance Officer ® ENVIRONMENTAL REQUIREMENTS Work is generally performed in an office environment, however there is occasional exposure to disagreeable environmental factors such as construction debris, general chemicals, water plant chemicals and wastewater elements. The City of Dania Beach is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Dania Beach provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. I have read and understand this classification description and hereby certify that I am qualified to perform this job, with or without reasonable accommodation. Name (print) Supervisor's Name (print) ® Employee Signature Supervisor's Signature Date Date 11/03 #115/Compliance Officer CITY OF DANIA BEACH, FLORIDA Classification Description CLASSIFICATION TITLE: Engineering Associate FLSA Status: Non Exempt DEPARTMENT: Public Services Union Status: Eligible WORK OBJECTIVE Performs responsible technical and administrative work supporting the City's Engineering/Public Works/ Utilities activities, preparation of special administrative projects, responding to external and internal customer inquiries and service requests. Employees in this classification are responsible for researching and compiling data in support of the City's current and proposed engineering and Public Services initiatives. Work requires an in-depth departmental knowledge of municipal engineering and Public Service functions, as well as a high level of independent customer service interaction. ESSENTIAL FUNCTIONS The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class.The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position. • Provides technical guidance to external and internal customers regarding compliance with City Public Service ordinances (engineering, public utilities, cemetery, etc.) • Assists in or prepares portions of reports relative to variances requests for use by City authorities and the general public. • Assists in research relative to such items as utility equipment, utility systems and land use. • Responds to and resolves customer complaints and other correspondence in a timely, professional and appropriate manner. • Utilizes various computer applications (Excel, AC/DC) to formulate, enter, and analyze data and to prepare ad hoc reports as requested. • Interprets and researches data and reports submitted by other departments relative to code violations and initiates appropriate paperwork processes to issue violation. • Creates and generates complex correspondence. • Arranges calendars and coordinates schedules for meetings, interviews, travel and appointments. ADDITIONAL POSITION FUNCTIONS • Oversees administrative support staff as required. • Performs related duties as directed when such duties are a logical and appropriate assignment to the position. • Prepares department payroll in the absence of the Superintendent 11103 #113 Engineering Associate 0 MINIMUM QUALIFICATIONS High school diploma or GED equivalent with Associate's degree preferred; supplemented by three to five years progressively responsible paraprofessional work experience in an engineering, construction, or public works environment; or an equivalent combination of training, education and experience. Computer literate (Microsoft office preferred), notary. PHYSICAL REQUIREMENTS Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5- 10 pounds). ENVIRONMENTAL REQUIREMENTS Work is generally performed in an office environment, however there is occasional exposure to disagreeable environmental factors such as construction debris, general chemicals, water plant chemicals and wastewater elements. The City of Dania Beach is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Dania Beach provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. I have read and understand this classification description and hereby certify that I am qualified to perform this job,with or without reasonable accommodation. Name (print) Supervisor's Name (print) Employee Signature Supervisor's Signature Date Date 9/2003 #113 2 ® Classification Description CLASSIFICATION TITLE: Purchasing &Contracts Coordinator FLSA Status: Non-Exempt FUNCTIONAL AREA: Finance Union Status: Eligible WORT(OBJECTIVE: Performs complex managerial and administrative work requiring specialized knowledge of the public purchasing, bidding and contract awards process. Employees in this classification are responsible for managing the conduct of all public purchasing, bid and contracts activities in compliance with regulatory standards and guidelines governing the work. Work includes responsibility for City property control (fixed asset and equipment/materials inventories). ESSENTIAL FUNCTIONS: The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position. • Represents the City to all present and prospective vendors. • Supervise the purchase and acquisition of all commodities, services or other items needed by the City except as otherwise provided. • Establishes purchasing and procurement policies and procedures, e.g., developing specifications; inspections for conformance with specifications; purchasing requests and standard forms; contract administration; invoice confirmations/verifications; internal controls and audit systems. • Consolidate purchases of like or common items to obtain the maximum economic benefit and cost savings. • Pursues the most economically efficient and cost effective solutions for City purchasing and procurement needs, e.g., supplier discount opportunities; purchasing consolidations; resource sharing; surplus property management; competitive bid analysis. • Determines the lowest or highest responsible and responsive bidder/proposal; negotiates and recommends execution of contracts for the purchase of commodities or services. • Ensures the effective and current maintenance of vendor files; responds to vendor inquiries and concerns; evaluates purchasing feedback from suppliers. and recommends execution of contracts for the purchase of commodities or services. • Maintains current knowledge of trends, pricing and regulatory developments as such relates to public purchasing and procurement, contract administration, and property control. ADDITIONAL POSITION FUNCTIONS: Performs related duties as directed when such duties are a logical and appropriate assignment to the position. #105 Purch/Contr Coord 11/03 Purchasing & Contracts Coordinator • MINIMUM QUALIFICATIONS' Bachelor's degree in Business Administration, Public Administration, Economics or related; Certified Purchasing Manager (CPM) or Certified Public Purchasing Buyer preferred; supplemented by three (3) to five (5) years progressively knowledgeable experience in public purchasing and procurement activities, e.g., public bid process, contracts administration, property inventory and control systems; or an equivalent combination of education, certification, training and/or experience. PHYSICAL REQUIREMENTS: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5- 10 pounds). Tasks may involve extended periods of time at a keyboard or work station. ENVIRONMENTAL REQUIREMENTS: Work is performed in usual office conditions with rare exposure to disagreeable environmental factors. The City of Dania Beach is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Dania Beach provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. I have read and understand this classification description and hereby certify that I am qualified to perform this job,with or without reasonable accommodation. Name (print) Supervisor's Name (print) Employee Signature Supervisor's Signature Date Date #105B Purch/Contr Coord 11/03 • CITY OF DANIA BEACH, FLORIDA Classification Description CLASSIFICATION TITLE: Assistant Finance Director FLEA Status: Exempt DEPARTMENT: Finance Union Status: Not Eligible WORK OBJECTIVE Assists the Director of Finance in managerial, administrative, supervisory and technical functions in operating the City's Finance Department. Participates in executive level discussions and decision-making in a variety of areas, most particularly, but not limited to finance. Assist the Director in overseeing the City's financial accounting, budget development, implementation, monitoring, and analysis functions, as well as cash and debt management. Performs related work as directed. ESSENTIAL FUNCTIONS The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class.The omission of an essential function does not preclude management from assigning duties not listed herein if such duties are a logical assignment to the position. • Oversees the day-to-day management and maintenance of the City's financial records and financial system software. Serves as a principal advisor to the Department Director and the City Manager. Ensures records comply with generally accepted accounting principles as well as the requirements of the State and City policies and procedures. Stays abreast of current technology and industry practices. • Coordinates and implements the City's budget process which includes compliance with TRIM. Responsible for preparation of budget documents and presentation to the City Manager and City Commission • Responsible for the general ledger including the chart of accounts, establishing funds, preparing journal entries and periodic reconciliations. • Compiles and issues monthly and quarterly financial statements for the use of the City's elected officials and managers. Evaluates spending patterns to identify potential problems. Coordinates the development and implementation of the five year capital improvement program. • Coordinates the City's annual audit and CAFR. Undertakes any necessary analyses and provides required records to the auditors for their successful completion. • Responsible for the development and implementation of the City's internal financial controls. • Reviews departmental goals, objectives, spending plans, special programs and statistical measures to ensure compliance with the City's budget and financial policies. • Oversees the development of standard operating procedures, practices, policies and manuals related to maintaining the City's financial records. Assistant Finance Director • Attends City Commission and other appropriate meetings making presentations and providing input as necessary. At the request of the finance director, represents the City in dealing with residents, other cities and outside agencies on financial issues. • Promptly notifies the finance director of any and all significant conditions which come to his/her attention. • Act as Director of Finance during the absence of the Director. ADDITIONAL POSITION FUNCTIONS Performs related duties as directed when such duties are a logical and appropriate assignment to the position. MINIMUM QUALIFICATIONS Bachelor's degree in Public Administration, Finance, Accounting or related with Master's degree preferred; supplemented by five years professional experience in the management and administration of multiple budgets and accounting systems, preferably within a public sector or similar institutional agency; Certified Public Account (CPA) or CGFO (Certified Government Finance Officers) preferred; or an equivalent combination of training, education, and/or experience. PHYSICAL REQUIREMENTS Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5- 10 pounds). ENVIRONMENTAL REQUIREMENTS Work is performed in usual office conditions with rare exposure to disagreeable environmental factors. The City of Dania Beach is an Equal Opportunity Employer. In compliance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act, the City of Dania Beach provides reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. I have read and understand this classification description and hereby certify that I am qualified to perform this job,with or without reasonable accommodation. Asst Fin Director#107 11/03 2 Assistant Finance Director • Name (print) Supervisor's Name (print) Employee Signature Supervisor's Signature Date Date Asst Fin Director#107 11/03 3 CITY OF DANIA BEACH CIVIL SERVICE BOARD November 12 Minutes FINAL 1. Chairman Ely called the meeting to order at 5:35PM 2. The Pledge of Allegiance was led by Terry Peterson from the employee audience 3. Roll Call Present were: Kurt Ely Joann Brave Eula Gardner Sergio Pellecer(alt) Mary McDonald (City liaison) Excused: Richard Eglinas Randy Smith UnExcused: Bertha Snell Pat Rafacz 4. Motion to grant excused absences to Dick Eglinas and Randy Smith was made by Eula Gardner and seconded by Joanne Brave. Motion passed unanimously. 5. Motion to approve Compliance Officer made by Joanne Brave. Gavel was passed from Chair Ely to Co-Chair Eula Gardner. Mr. Ely seconded the motion. Chair Gardner called for role,motion passed on a 2 to 1 vote,with Eula Gardner voting no. 6. Motion to approve Engineering Associate made by Eula Gardner and seconded by Joanne Brave. Motion passed unanimously. 7. Motion to approve Purchasing/Contract Coordinator made by Joanne Brave and seconded by Eula Gardner. Motion passed unanimously. Board noted several typographical errors that will be corrected. Minutes 1 11/12/03 ® 8. Motion to approve Assistant Finance Director made by Joanne Brave. Gavel was passed from Chair Ely to Co-Chair Eula Gardner. Mr. Ely seconded the motion. Chair Gardner called for role, motion passed on a 2 to 1 vote, with Eula Gardner voting no. 9. Board recommended conformity among the environmental requirements cited in the position classifications. These suggestions will be incorporated into the final versions of the classifications. 10. Board recommended that FLSA status and Union Eligibility are clearly spelled out on each classification. 11. Board asked for a completion date of the rewrite of Civil Service document. Ms. McDonald has been asked to meet a November 30 deadline, but expressed concerns regarding her ability to do so. 12. Board requested copies of the Engineering Associate PDQ to be distributed. Meeting adjourned at 7:10 PM. No future meeting has been scheduled as of this time. Minutes 2 11/12/03