|
Agenda Item
ASR
Control 16-001387 |
||
|
MEETING DATE: |
11/22/16 |
|
|
legal entity taking action: |
Board of Supervisors |
|
|
board of supervisors
district(s): |
All Districts |
|
|
SUBMITTING
Agency/Department: |
Human Resource Services (Approved) |
|
|
Department contact
person(s): |
Donald Barnes (714) 647-1804 |
|
|
|
Colette Farnes (714) 834-2832 |
|
Subject: Sheriff-Coroner Department
Classification Updates and Market Salary Adjustments
|
ceo CONCUR |
|
Clerk of the Board |
||||||||
|
Concur |
No Legal Objection |
Discussion |
||||||||
|
|
|
3 Votes Board Majority |
||||||||
|
|
|
|
||||||||
|
Budgeted: Yes |
Current Year Cost:
See Financial Impact Section |
Annual Cost:
See Financial Impact Section |
||||||||
|
|
|
|
||||||||
|
Staffing Impact: |
No |
# of Positions:
|
Sole Source:
N/A |
|||||||
|
Current Fiscal Year Revenue: N/A
|
||||||||||
|
Prior Board Action: N/A
|
||||||||||
RECOMMENDED ACTION(S):
|
1. |
Effective November 25, 2016, approve title description changes, revisions to the classification specifications and update pay grades for Civil Process Technician (Title Code 0545CL, Pay Grade C-19), Civil Process Supervisor (Title Code 0549SM, Pay Grade C-24), and Sr. Civil Process Supervisor (Title Code 0554SM, Pay Grade C-32); and approve new classification specification and pay grade for Civil Process Technician Trainee (Title Code 0541CL, Pay Grade C-14). |
|
2. |
Effective November 25, 2016, approve revisions to the classification specifications and update pay grades for Emergency Management Program Coordinator (Title Code 5715GE, Pay Grade C-36) and Senior Emergency Management Program Coordinator (Title Code 5716GE, Pay Grade C-42). |
|
3. |
Effective November 25, 2016, approve revisions to the classification specifications and update pay grades for the Radio Dispatcher Trainee (Title Code 0693GE, Pay Grade C-27), Radio Dispatcher (Title Code 0695GE, Pay Grade C-34), and Supervising Radio Dispatcher (Title Code 0696SM, Pay Grade C-39). |
|
4. |
Effective November 25, 2016, approve revisions to the classification specifications and update medical standards for the Assistant Sheriff (Title Code 6146EB), and Commander (Title Code 6148EB) classifications. |
|
|
|
|
|
|
SUMMARY:
Approval and adoption of Orange County Sheriff’s Department’s classification updates and market salary adjustments will ensure that the current job duties, working conditions, and minimum qualifications are accurate and compensation is appropriate to meet Orange County Sheriff’s Department’s organizational needs.
BACKGROUND INFORMATION:
As a result of the approvals by the Board of the Supervisory Management Unit, Memorandum of Understanding and General County Unit, Memorandum of Understanding on December 23, 2015, and Side Letter Agreement between the Orange County Employees Association and the County of Orange, the Orange County Sheriff's Department (OCSD) Classification and Compensation team, in consultation with Human Resource Services (HRS), conducted maintenance studies of the included occupational series.
The goal of each maintenance study was to update outdated classification specifications, optimize the organizational structure of occupational series, and evaluate current salaries in relation to comparable public employers and where applicable private employers in the Southern California market. The included maintenance studies ensure that descriptions of the current job duties, working conditions, and minimum qualifications are accurate, and compensation is appropriate to recruit and retain highly qualified employees.
Maintenance
Study Process
The maintenance study process involves analysis to identify the need to create and/or delete classifications, update job duties described in existing classification specifications, identify necessary changes to minimum qualifications, and delineate the physical, environmental, and mental characteristics of a classification. HRS reviews comparable classification specifications from local jurisdictions and collaborates with Agency/Department management, subject matter experts, and labor organizations to review and update existing classification specifications. Changes to classification specifications ensure the reflective duties and level of responsibilities are current, the classification occupational series are appropriately structured to efficiently meet the workload demands of the Department, and the minimum qualifications are at the appropriate level to attract candidates with the necessary skills, knowledge, and abilities to perform the expected duties.
The market salary study analysis consists of identifying comparators from surrounding public agencies to determine if current salaries are consistent with market salary averages. If it is determined that the minimum salary of a proposed pay grade is below the average within the market, or is below the previously advertised minimum salary for the classification, an advanced recruiting step may be requested. Analysis of data from previous recruitments, internal employee separation reports, and current staffing levels are conducted to determine if recruitment and retention of employees is being impacted by current salaries. In addition to identifying comparable salaries, comparators’ current labor agreements are obtained and reviewed to identify and consider additional premium pay, allowances, and future negotiated salary adjustments offered by comparators.
Civil Process
Occupational Series
Positions assigned to the Civil Process occupational series perform specialized and complex civil legal clerical support in the Civil Unit of the Sheriff’s Department by preparing, processing, and tracking legal documents for numerous civil legal actions.
HRS requests approval to revise the title descriptions, classification specifications, add a new trainee classification to the series, and set the pay ranges on the “C” Salary Schedule for the occupational series as follows:
The proposed changes to the classification specifications, and the addition of a trainee level classification, are expected to better represent the current functions of the position and increase the number of qualified applicants who apply for such positions.
The following tables display a comparison of salaries for
classifications equivalent to the Civil Process Technician (Journey Level):
The OCSD Classification and Compensation team conducted a market salary survey and determined that the pay ranges for the Civil Process Technician occupational series were below the average of the market. The compensation survey included four comparators for Civil Process Technician Trainee, Civil Process Technician, Civil Process Supervisor, and three for the Chief, Civil Process. The survey revealed that the current maximum monthly pay rates for Orange County were between 5.46% to 13.59% below the average maximum monthly pay rates in the surrounding counties and cities with equivalent classifications.
The OCSD Classification and Compensation team proposes to adjust the pay grades for Civil Process Technician from D3-40 to C-19 (increase of approximately 8.2%), Civil Process Technician Supervisor from D5-45 to C-24 (increase of approximately 6.1%), and Chief, Civil Process from D5-51 to C-32 (increase of approximately 12.2%) in order to create a competitive pay structure for these classifications. Additionally, HRS recommends adding the Civil Process Technician Trainee classification with an established pay grade of C-14. The recommended pay grades will ensure the salary ranges for the subject classifications are aligned with the market and is supported by HRS.
The County notified the Orange County Employees Association (OCEA) of the study and the recommended pay grades. The County currently has no budgeted Civil Process Technician Trainee positions, 25 Civil Process Technician positions, three Civil Process Technician Supervisor positions, and three Chief, Civil Process positions. If all positions are filled, the annual cost of implementing the proposed changes is approximately $154,040 and will be absorbed within the existing FY 2016-17 budget.
Emergency Management Program Occupational Series
Positions assigned to the Emergency Management Program Coordinator classification develop and oversee the preparation of comprehensive disaster plans, policies, and procedures.
HRS requests approval to update classification specifications and to set the pay ranges on the “C” Salary Schedule for job classifications in the Emergency Management Program Coordinator occupational series as follows:
The proposed changes to the Emergency Management Program Coordinator classification specifications serve to remove obsolete duties, update job responsibilities, and ensure minimum qualifications accurately reflect the depth of knowledge and experience required to successfully perform the responsibilities of the position. The proposed changes to the classification specification are expected to better represent the current functions of the position and increase the number of qualified applicants who apply for such positions.
The following tables display a comparison of salaries for classifications equivalent to Senior Emergency Management Program Coordinator:
The OCSD Classification and Compensation team conducted a market salary survey and determined that the pay ranges for the Emergency Management Program Coordinator occupational series were below the average of the market. The compensation survey included 11 comparators for the Senior Emergency Management Program Coordinator position. No comparators were found for the Emergency Management Program Coordinator classification. Thus, recommendations were formulated based on the results of the market comparison for the Senior Emergency Management Program Coordinator. The survey revealed that the current maximum monthly pay rates for Orange County were 14.33% below the average maximum monthly pay rates in the surrounding counties and cities with an equivalent Senior Emergency Management Program Coordinator classification.
The OCSD Classification and Compensation team proposes to adjust the pay grades for Emergency Management Program Coordinator from A5-59 to C-36 (increase of approximately 3.7%) and Senior Emergency Management Program Coordinator from A3-63 to C-42 (increase of approximately 12.4%) in order to create a competitive pay structure for these classifications The recommended pay grades will ensure the minimum salary ranges for the subject classifications are aligned with the market and are supported by HRS.
The County notified OCEA of the study and the recommended pay grades. The County currently has no budgeted Emergency Management Program Coordinator positions and eleven Senior Emergency Management Program Coordinator positions. If all positions are filled, the annual cost of implementing the proposed changes is approximately $106,766 and will be absorbed within the existing HCA budget.
Radio Dispatcher Occupational Series
Positions assigned to the Radio Dispatcher classification are responsible for receiving emergency calls, complaints and inquiries from the public, and coordinating and dispatching law enforcement patrol units and other public safety personnel to the scene of the situation.
HRS requests approval to update classification specifications and to set the pay ranges on the “C” Salary Schedule for job classifications in the Radio Dispatcher occupational series as follows:
The proposed changes to the classification specifications serve to remove obsolete duties, update job responsibilities, and ensure minimum qualifications accurately reflect the depth of knowledge and experience required to successfully perform the responsibilities of the position. The proposed changes to the classification specification are expected to better represent the current functions of the position and increase the number of qualified applicants who apply for such positions.
The following tables display a comparison of salaries for classifications equivalent to the Radio Dispatcher (Journey Level):
The OCSD Classification and Compensation team conducted a market salary survey and determined that the pay ranges for the Radio Dispatcher occupational series were below the average of the market. The compensation survey included eight comparators for Radio Dispatcher Trainee, fifteen comparators for Radio Dispatcher, and twelve comparators for Supervising Radio Dispatcher. The survey revealed that the current maximum monthly pay rates for Orange County were between .51% to 15.77% below the average maximum monthly pay rates in the surrounding counties and cities with equivalent classifications.
The OCSD Classification and Compensation team proposes to adjust the pay grades for Radio Dispatcher Trainee from A1-47 to C-27 (increase of approximately 18.2%), Radio Dispatcher from A1-57 to C-34 (increase of approximately 8.9%), and Supervising Radio Dispatcher from A1-62 to C-39 (increase of approximately 9%) in order to create a competitive pay structure for these classifications. HRS supports the recommended salary increases in order to provide highly competitive salary ranges for the subject classifications and to address recruiting and retention issues that have affected the journey-level classification.
The County notified OCEA of the study and the recommended pay grades. The County currently has no budgeted Radio Dispatcher Trainee positions, 48 Radio Dispatcher positions, and six Supervising Radio Dispatcher positions. If all positions are filled, the annual cost of implementing the proposed changes is approximately $458,650 and will be absorbed within the existing Sheriff’s budget.
Assistant Sheriff and Commander Classification Specifications Revision
The Assistant Sheriff and Commander classifications are part of the Executive Management team of OCSD and work directly with the Sheriff and Undersheriff. Recently, OCSD's Human Resources staff reviewed the subject classification specifications and determined the medical standards needed to be revised to be aligned with other peace officer classifications. These revisions were discussed with and approved by OCSD. Additional content changes were implemented to ensure consistency with other peace officer classifications even though the subject classifications are “At-Will” and exempt from the County’s Recruitment and Selection Rules.
The OCSD Classification and Compensation team requests approval to update the classification specifications and the medical standards for the Assistant Sheriff and Commander classifications to ensure consistency with other peace officer classifications. HRS supports this request.
FINANCIAL IMPACT:
Appropriations for the proposed changes will be absorbed within the FY 2016-17 adopted budget.
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
Orange County Sheriff's Department
ATTACHMENT(S):
Attachment A –Civil Process Technician Occupational Series
Classification Specification
Attachment B – Emergency Management
Program Coordinator Occupational Series Classification Specifications
Attachment C –Radio Dispatcher Occupational Series Classification
Specifications
Attachment D – Assistant Sheriff Classification Specification
Attachment E – Commander Classification Specification