FOR COUNCIL MEETING OF: AGENDA ITEM NO.:

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1 FOR COUNCIL MEETING OF: AGENDA ITEM NO.: January 28, (d) TO: THROUGH: FROM: SUBJECT: ISSUE: ~~OR AND cn:v COUNCIL Nv~'\j. ~ Ll DA NORRIS, &-fymanager (JOJW~ CONSTANCE MUNNELL, HUMAN RESOURCES DIRECT R SPECIALIZED SALARY ADJUSTMENTS FOR NON-REPRESENTED CLASSIFICATIONS Should the City Council approve specialized salary adjustments for two nonrepresented job classifications? RECOMMENDATION: Staff recommends that the City Council approve specialized adjustments for Budget Officer and Court Administrator classifications, effective January 28, a. Adjust Budget Officer classification from salary range B28 ($5,691 - $7,212/month) to salary range B30 ($6,247- $7,951/month). b. Adjust Court Administrator classification from salary range B23 ($4,443 - $5,691/month) to B26 ($5, $6,526/month). BACKGROUND: a. The City has recruited for the Budget Officer position twice since the previous incumbent retired on July 1, The recruitments resulted in a very limited number of candidates who did not possess the desired experience level. The recommended salary adjustment is based on a compensation analysis of external and internal positions with similar scope and authority. b. The Court Administrator recently resigned from her position to take a similar position with the City of Eugene and we will soon begin the recruitment process for her replacement. The recommended salary adjustment for the Court Administrator is based on a compensation analysis of external and internal positions with similar scope and authority. A subsequent recruitment is planned to fill the position which was vacated on January 15, 2013.

2 Compensation Study A compensation study was conducted using the City of: Beaverton, Eugene, Gresham, Hillsboro, Springfield, Medford, and Tigard, as well as Marion County as comparables. An internal compensation review was conducted to determine internal equity. The internal review includes an analysis of Minimum Qualifications (Education and Experience) and salary placement. a. Budget Officer requires a Bachelor's Degree and five to seven years of experience. Other classifications with a similar scope of responsibility and similar qualifications are in salary range B30 (e.g. Assistant City Attorney II, Real Property Services Manager, and Urban Planning Administrator). b. Court Administrator requires a Bachelor's Degree and six years of experience. Other classifications with a similar scope of responsibility and similar qualifications are in salary range B26 (e.g. Compliance Services Administrator, Customer Service Manager, and Stormwater Facilities Manager). FACTS AND FINDINGS: a. Budget Officer The Budget Officer classification plans, organizes and directs the activities of the Budget ; coordinates the development, adoption and implementation of the City's annual budget process, including preparation of an annual schedule and budget instruction manual, review and analysis of budget requests, preparation of budget documents; monitors the performance of department budgets and city revenues; performs financial forecasting for general fund and other City funds. Due to the high level of responsibility and scope of this position, the recommended adjustment will bring this salary into better alignment with similar classifications within the City. The comparable agencies the City used for the analysis did not result in finding close matches to our position. Most use their Finance Director or Assistant Finance Director to perform the job functions of our Budget Officer position and many of them also carry some additional Finance duties. As a result, we used data to inform our recommendation, but are asking that the position be placed in salary range B30, primarily based on a review of positions internally that are comparable. While we believe the position should be placed in a higher pay range, I cannot recommend doing so because it would then be out of internal alignment with other management positions in Salem that have a similar scope of responsibility. The agencies from which we gathered salary data pay an average of maximum salary of $8,379, per month for or Assistant nt head levels. At the current salary range of B28, our Budget Officer is behind that market by approximately 16% (Attachment 1). Placement at B30 will internally align the Budget Officer with like. classifications within the City and

3 it will bring the City closer to the external market salary. The City Manager plans to expand the scope of the Budget Officer position to include a higher level of budget analysis and forecasting. b. Court Administrator The Court Administrator is responsible for the professional administration of Municipal Court operations at City of Salem. The duties and functions of this job have greatly increased due to the complexity and laws associated with the administration of courts. The incumbent plans, directs and reviews the activities and operations of the Municipal Court including non-judicial functions of the court system, personnel management, development and implementation of policy and procedures, budgeting, case-flow management, responding to public inquiries and record maintenance. The City's comparable agencies (Hillsboro, Beaverton, Corvallis, and Eugene) pay an average maximum salary of $6,462/month. At the current salary range of B23, the Court Administrator is behind the external market by approximately 14%. The recommended salary of B25 will bring the Court Administrator within the market by 0.98% (Attachment 2). FISCAL IMPACT: a. Budget Officer The specialized salary adjustment is not included in the FY budget. It is anticipated that the fiscal impact will be funded through salary savings, by the position being vacant since July 1, 2012 or through other budget savings. The department's annual expense for the salary adjustment will be a maximum of $8,868 at the top step of the salary range. b. Court Administrator The specialized salary adjustment is not included in the FY budget. It is anticipated that the fiscal impact will be funded through salary savings, by the position being vacant since January 15, 2012 or through other budget savings. If this strategy proves insufficient, staff will return for approval of a budget transfer from contingency funds. The department's annual expense for the salary adjustment will be a maximum of $10,020 at the top step of the salary range. Prepared by: Franklin Felizardo I HR Analyst

4 BUDGET OFFICER COMPENSATION STUDY DATA AS OF: January 3, 2013 CITY OF SALEM Attachment 1 SUPERVIS ION BASE SALARY EXERCISE (MONTHLY) DAND CITIES TITLE RECEIVE D DIVISION I DEPART MIN MAX MENT HEAD OR SECTION SUPERVI SOR $11,76 BEAVERTON Finance Director $8,780 6 nt Head Assistant Finance EUGENE Director $6,041 $7,521 Head Budget & Financial GRESHAM Planning Director $7,126 $9,264 nt Head Assistant Finance HILLSBORO Director $7,102 $9,065 Head Financial & Information Services TIGARD Director $7,459 $9,994 nt Head Management Analyst SPRINGFIELD (Budget Officer) $3,926 $4,907 Section Accounting MEDFORD* Supervisor $5,686 $5,686 Section MARION COUNTY Chief Finance Officer $6,921 $8,830 nt Head TOTAL TOTAL GENE ADOP RAL TED FUND EXPEN EXPE N. $170 $48 $538 $170 $343 $47 $366 $91 $115 $35 $304 $40 $108 $52 $352 $78 AVERAGE $6,630 $8,379 CURRENT SALARY (828) SALEM Budget Officer $5,691 $7,212 Head $412 $108 PROPOSED SALARY (830) SALEM Budget Officer $6,247 $7,351

5 Attachment 2 COURT ADMINISTRATOR COMPENSATION STUDY DATA AS OF: January 8, 2013 CITY OF SALEM BASE SALARY (MONTHLY) CITIES TITLE MIN MAX BEAVERTON EUGENE CORVALLIS HILLSBORO.. Court Adm1n1strator Court Administrator Court Supervisor Court Supervisor $5,768 $7,730 $6,041 $7,521 $3,959 $5,053 $4,343 $5,544 AVERAGE $5,028 $6,462 CURRENT SALARY (823) SALEM Court Administrator $4,443 $5,691 PROPOSED SALARY (826) SALEM Court Administrator $5,416 $6,526