DATE: November 19, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Public Works Department
TITLE: APPROVAL TO ELIMINATE AND ADD A POSITION IN THE ADMINISTRATION DIVISION OF THE PUBLIC WORKS DEPARTMENT
RECOMMENDATION
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Staff recommends that the City Council approve the addition an Administrative Analyst I position and approve elimination of one vacant Custodian (full-time) and one vacant Consulting Assistant position (hourly-extra help).
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BACKGROUND AND ANALYSIS
The Public Works Department currently has an administrative staff consisting of one Administrative Secretary, four part-time professional/office assistants, two Administrative Analysts, and a Principal Management Analyst. This team is responsible for a broad range of critical functions, including contracts and purchase order processing, compliance with State and Federal regulations, procurement, hiring processes, insurance and vendor compliance, invoice management, records archiving, and agreement renewals, among many other duties. Due to increasing State requirements, particularly those related to California Department of Industrial Relations (DIR) prevailing wage regulations as well as the growing complexity and volume of administrative responsibilities, the Department has experienced a significant rise in workload and compliance tracking activities.
Currently, the Department manages Federal, State, and local grants, Capital Improvement Projects, special funds such as Interfund and Landscape Maintenance District budgets, and General Fund budget. Collectively, these financial responsibilities total over $100 million. The Department’s needs have evolved, transitioning from primarily clerical and entry-level analytical tasks to one that performs a level of highly complex and responsible analytical work and critical thinking. To meet these demands, the position now requires the capabilities of an Administrative Analyst.
This classification is better suited to handle the increased scope of work, which includes, but is not limited to: developing and maintaining a building maintenance replacement schedule, ensuring Department of Industrial Relations (DIR) compliance and submitting prevailing wage reports, reconciling invoices related to prevailing wage requirements, reviewing insurance requirements for all vendors, and communicating with vendors to ensure accuracy and compliance within the City’s insurance tracking system.
Specifically, effective November 23, 2025, the Department is requesting to add an Administrative Analyst I position and eliminate two positions, one full-time Custodian position (MA03PW03) with a fully burdened annual cost of $74,939, and one Hourly Extra Help Consulting Assistant position (XCM002) with a fully burdened annual cost of $48,721. The total cost savings from eliminating these positions is $123,660.
The Department proposes using these savings to replace these two positions with one position by adding one full-time Administrative Analyst at a fully burdened annual cost of $117,555. This reallocation of resources will support the Department’s evolving needs and ensure the capacity to manage increasingly complex administrative, financial, and compliance-related functions effectively. In addition, this staffing adjustment will strengthen the Department’s ability to meet regulatory requirements, manage high-value projects and funds, and maintain the overall efficiency and integrity of its administrative operations. The Custodian position has been vacant for a number of years and the position’s elimination is not expected to negatively impact current custodial services. This change will also have a net annual savings of $6,105.
FISCAL IMPACT
The elimination of one Custodian and one Hourly Extra Help position MA03PW03 and XCM002 total $123,660 and will be used to fund the new Administrative Analyst I position, pro-rated at $68,573 (7 months remaining of FY 2025-26) and funded out of the Building Maintenance accounts as shown in the table below. The elimination of the two positions exceeds the cost of the new Administrative Analyst I position; therefore, sufficient funds will be available to fund the new position for FY 2025-26. The annual cost increase to internal service fund in future years is estimated at $3,000 and will be budgeted as part of the budget process.
|
Position |
Annual Cost |
FY 2026-27 |
|
Administrative Analyst I (Step D) City Bldg Maint. 630603851 (80%) Parks&Rec Bldg Maint 630640851 (10%) Resource Ctrs Bldg Maint 630648851 (10%) |
$117,555 |
$126,135 |
|
Custodian |
($74,939) |
(80,343) |
|
Consulting Assistant |
($48,721) |
(48,722) |
|
Cost Savings |
$6,105 |
($2,930) |
COMMISSION OR COMMITTEE REPORT
Does not apply.
CITY ATTORNEY’S ANALYSIS
Does not apply.
Prepared by: Carmen Ryan, Principal Management Analyst
Reviewed by: Hamid Bahadori, Public Works Director
Submitted by: Jonathan Borrego, City Manager