DATE: September 11, 2024
TO: Honorable Mayor and City Councilmembers
FROM: Police Department
TITLE: MODIFY AN EXISTING AUTHORIZED ADMINISTRATIVE SECRETARY POSITION WITHIN THE POLICE DEPARTMENT
RECOMMENDATION
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Staff recommends that the City Council approve modifying an existing authorized full-time benefited Administrative Secretary position to a full-time benefited Administrative Analyst I/II position in the Police Department, effective FY 2024-25.
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BACKGROUND AND ANALYSIS
An Administrative Secretary position in the Police Department, assigned to the Chief’s Office, is expected to be vacated in September 2024 due to a retirement. Following a careful review and assessment of the current duties and responsibilities and considering the needs of the Chief’s Office, staff determined that this vacancy will present an opportunity to modify the position to a classification that more closely aligns with the current and future needs of the Chief’s Office and the Department. The Administrative Analyst II classification is more appropriate given the more advanced administrative and analytical duties and responsibilities required by the Department and the unit the position will be expected to support, as further detailed in the Analysis section below.
In recent years, the Police Department’s operations have evolved considerably due to the introduction of new systems and technologies, as well as, new and revised legislative mandates reporting requirements for police departments across the State. In addition, the implementation of new projects such as updating the Administrative Processes Manual, Drone as a First Responder program, and transitioning OPD fleet from gas powered vehicles to electric vehicles has resulted in an increased workload and the need to have a position within the Chief’s Office that performs highly complex and responsible analytical work and critical thinking, writing, and communication. Examples of the duties and responsibilities that are more aligned with the classification of Administrative Analyst I or II are as follows:
o Manage, prepare, and maintain statistical and analytical reports for the Chief’s Office.
o Analyze data from various Police systems such as Record Management Software (RMS), Computer-aided Dispatch (CAD) software, First Watch, etc.
o Conduct research, surveys, or special studies as needed, in support of the Chief’s Office and Police operations.
o Coordinate Department activities and administering agreements with outside consultants, contractors, or governmental agencies.
o Serve as a subject matter expert for managing the Police Personnel database, and other internal databases such as SharePoint.
o Serve as a subject matter expect for contracts and staff reports and manage submissions in Legistar.
o Serve as liaison between the Police Department, Commissions, and other advisory boards.
o Provide customer service and handle citizen complaints.
o Maintain Police personnel records and other filing systems and databases up to date.
o Manage and coordinate the Chief’s Office calendar and agendas.
The increasing complexity of the environment in which the Police Department operates calls for greater expertise and broader scope of responsibility. This recommended adjustment to staffing will enable the Department to address challenges as they arise.
The Chief’s Office currently has an administrative staff consisting of one full-time Administrative Secretary. Hiring and placement will depend on the candidate’s experience and qualifications, the Department will determine at time of hire if the candidate selected to fill the vacancy is placed at Administrative Analyst I or II.
FISCAL IMPACT
|
Position |
PCN |
FY 2024-25 |
|
Administrative Analyst II Step B (estimated) |
|
$113,500 |
|
Administrative Secretary (Authorized position) |
AD21PO01 |
($108,209) |
|
Office Assistant - Eliminate |
XPO008 |
($3,691) |
|
Consulting Assistant - Reduce Budget |
XPO018 |
($1,600) |
|
Fiscal Impact |
|
-0- |
The Administrative Analyst II position, at step B, in FY 2024-25 is estimated to cost $113,500. The budget in FY 2024-25 for the Administrative Secretary position is $108,209, resulting in a deficit of $5,291. The Department will eliminate the Office Assistant position, XPO008, with a current budget of $3,691, to cover part of the deficit. The Department will reduce the budgeted amount for Consulting Assistant, PCN XPO018, by $1,600. The modification of an existing Administrative Secretary to Administrative Analyst I/II position will have no fiscal impact to the Police budget in FY2024-25. Future years’ cost increases will be included during the normal budget process.
COMMISSION OR COMMITTEE REPORT
The Police and Fire Commission will be informed of this action at its regularly scheduled meeting on September 19, 2024.
CITY ATTORNEY’S ANALYSIS
The referenced documents have been reviewed by the City Attorney and approved as to form.
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Prepared by: Taurino Valdovinos, Assistant Chief of Police
Reviewed by: Kedrick Sadler, Chief of Police
Submitted by: Jonathan Borrego, City Manager