Meeting Date: February 07, 2017
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AGENDA ITEM: Approving Updated Employee Classification and Salary Schedule Titled "Office Assistant II, Police"
MEETING DATE: February 7, 2017
PREPARED BY: Ruben Chavez, Chief of Police
REVIEWED BY: Odi Ortiz, Interim City Manager
Staff recommends that the City Council approve the updated employee classification titled "Office Assistant II, Police" and new salary schedule.
The Department is requesting that the City Council approve an updated classification to assist with administrative functions within the organization.
Previously, the classification of "Office Assistant II, Police" existed within the department and in 2009 was frozen due to budgetary constraints.
In 2012, two additional support staff positions within the department were also frozen due to budgetary shortfalls. As a result, two full time employees were laid off. These two positions, "Police Public Assistant" and "Public Services Officer" were instrumental in assisting with primary administrative duties.
The sergeants and lieutenant absorbed the duties at the expense of fulfilling their own day to day responsibilities.
To fund the position, the department would need to increase the department budget by not more than $68,000. Staff has met and conferred with Union Representatives of Operating Engineers Local #3 (OE3) on behalf of the Livingston Police Officers’ Association (LPOA) unit and have reached a tentative agreement on the proposed new salary.
In 2009, the department staffed a civilian position to assist with crime analysis and records. The position classification "Office Assistant II, Police" was responsible for assisting both sworn and non-sworn personnel in a support role. This position went unfilled and ultimately frozen and removed from police staffing.
In 2012, the department lost two more positions due to budgetary shortfalls. The Police Public Assistant (salary range $1,654 to $2,010) was a full-time civilian staff member who assisted the Communications/Records Manager with records and was the first contact with the public and assisted the police department at the counter.
The other frozen position, the Public Services Officer (salary range\$2,704 to $3,289) was responsible for the processing and management of all evidence for the department. This position also was instrumental in coordinating all external public events. Both of the positions were staffed and the employees were laid off.
The loss of all three positions took its toll on our remaining staff who assumed the duties of those vacated positions. The job responsibilities of the Police Public Assistant fell to the dispatchers and the Communications/Records manager.
The added duties diluted our customer service to the community and truly impacted the amount of time it took to assist a member of the public when seeking assistance at the counter.
The responsibilities of the Public Services Officer were absorbed by one of the sergeants who currently spends at least 16 hours a week processing all the evidence. This includes working on his day off to ensure the department’s responsibilities are covered.
This takes away from his primary supervisory responsibilities as well as his other collateral assignments. Being a smaller agency, our sergeants perform several functions each where sergeants in larger agencies staff for these specific functions.
The Commission on Peace Officer Standards and Training (POST) recently conducted an audit of the departments’ management and processing of evidence and identified the lack of a full time evidence staff member as an area of concern and recommended the department staff the position.
The responsibility of managing evidence at the police department is critical to the successful prosecution of those suspected of committing criminal acts; especially those crimes were evidence is the primary proof that the suspect committed the crime.
A full time person protects the integrity of such evidence and maintains the chain of custody.
In addition, the department implemented a very robust Body Camera and In-Dash Camera System which has proved very successful in prosecutions as well as resolving personnel complaints. The system, however, has created a tremendous amount of workload for our Records/Communications Manager.
The District Attorney’s Office as well as the law firms representing defendants has bombarded the department with requests for copies of specific case video. The process is not simple as reviewing footage to ensure the requests are met is time consuming and often labor intensive. The Office Assistant II staff position can additionally assist with requests as time permits.
The department evaluated the current classifications and needs of the department to identify the best staffing solution for organization. It was determined that by simply updating the responsibilities to Office Assistant II, Police, the department could allocate this position as a utility player by assisting the department primarily in evidence, as well as in other areas that would improve the efficiencies of the organization.
One such area is the processing of gang related data such as the entering of biographical information in the Cal Gangs Data Base, a task that has fallen far behind and is important our enforcement efforts of suspected gang members. As mentioned, the position can also assist with the processing of video requests.
The recommended salary range would be $2,487 to $3,024. The position would be represented by the same bargaining group as the Livingston Police Officers Association.
To staff the new Office Assistant II, Police position, the final budget allocation, would require an allocated budget addition of not more than $68,000.
Proposed salary schedule
The following table shows the breakdown of salary and benefits for this position at the highest level to include holiday pay, PERS contributions, and training to ensure state regulations are met.
Office Assistant n, Police
Total $ 67,982.40
1. Resolution 2017-
2. Office Assistant II, Police Job Classification
RESOLUTION NO. 2017-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LIVINGSTON APPROVING THE OFFICE ASSISTANT II, POLICE POSITION
WHEREAS, the City of Livingston has previously approved the position of Office Assistant II, Police; and
WHEREAS, the position was frozen approximately in 201O; and
WHEREAS, the City of Livingston Police Department desires to pursue this position and fill the vacancy; and
WHEREAS, the City of Livingston Police Department desires to modify the job description and add several job functions; and
WHEREAS, the City of Livingston salary schedule will also be adjusted to reflect the additional workload; and
WHEREAS, Staff has met and conferred with Union Representatives of Operating Engineers Local #3 (OE3) on behalf of the Livingston Police Officers’ Association (LPOA) unit and have reached a tentative agreement on the proposed new salary.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Livingston hereby approves the Office Assistant II, Police position.
Passed and adopted this 7th day of February, 2017, by the following vote: AYES:
Jim Soria, Mayor
of the City of Livingston
I hereby certify that the foregoing resolution was regularly introduced, passed, and adopted at a Regular Meeting of the City Council of the City of Livingston this 7th day of February, 2017.
Antonio Silva, City Clerk of the City of Livingston
CITY OF LIVINGSTON
POLICE OFFICE ASSISTANT II
To perform a variety of clerical/operational support involving evidence management and processing, filing and record keeping, typing, customer service, and other regularly performed duties which support the function of a police office operation.
Works under the direct supervision of the Administrative Services Manager and receives direction from other police supervisors.
Example of Duties
The primary responsibility of this position shall be the management of evidence; in addition, duties may include, but are not limited to, the following:
• Respond to crime scenes when requested to process and store all acquired evidence and provide related testimony if needed.
• Assist with the processing of police reports and evidence.
• Assist with citation processing.
• Maintain a tracking system of evidence within the records management system.
• Assist with evidence inspections and audits as requested.
• Perform Live scans.
• Enter F.1. cards into CAD/RMS system.
• Assist with Data Entry and Grant Reporting.
• Perform clerical duties, which may include filing documents alphabetically, chronologically, or numerically; typing, maintaining office machines with paper; making copies of documents, and imputing data.
• May operate a two-way radio as assigned.
• Prepare and coordinate the filing of reports and evidence with the district attorney’s office and other criminal justice entities.
• Ensure evidence management and security.
• Perform all other related duties as assigned.
• Principles and practices of customer service.
• Proper telephone etiquette.
• Clear and effective writing, including proper grammar, punctuation, spelling, and vocabulary.
• Arithmetic to perform calculations, including addition, subtraction, multiplication, division, and correct change.
• Standard methods of filing (e.g., alphabetic, numeric, or chronological).
• Basic office practices and procedures.
• Office equipment, including computers and related software, facsimile, and copy machines.
• Maintain evidence management database program or evidence submitted and/or removed.
• Type a minimum of 40 words per minute (WPM).
• Exercise sound judgment when responding to inquiries and demands from the public.
• Prioritize work to meet deadlines.
• Understand and follow oral and written instructions.
• Communicate effectively both orally and in writing.
• Read, write, and speak English at a level necessary for satisfactory job performance.
• Establish and maintain effective working relations with City staff, outside organizations, and the public.
Experience and Education:
Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Minimum of three years of experience performing clerical duties, preferably in the public sector which include managing programs and databases.
Equivalent to a High school diploma.
License or Certificate:
Possession of a valid California Driver’s License.
Tools and Equipment Used
Department computer system, telephone, radio, fax, typewriter and copy machine.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed while sitting at a computer and moving about the building to file specific files and records as required.
Dual vision is required, correctable vision acceptable. Dual hearing required, must be able to hear full and complete instructions given over the phone and during routine conversations with citizens.
Must have the ability to speak English clearly within normal parameters. Must converse with other officers, professionals, and the public in person and by telephone.
Must have full mobility and use of both arms and hands.
Must have the ability to lift moderate weight and heavier objects with assistance. Must have the ability to safely operate a motor vehicle.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Sit for long periods of time, at a computer keyboard. Up and down movement for the purpose of filing reports and records.
Formal application, job related test will be required, oral interview, background investigation. Ability to pass a polygraph examination, a medical examination and a psychological evaluation.
The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.
This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.