AgdaPkt 2012-09-10 - Laserfiche WebLink

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6.4.B. - Page 1 rt�rvrtT To the Honorable Mayor and City Council From the Cit Mana er September 10, 2012 SUBJECT Restructure of City Clerk's Office and Abolishment of the Classifications of Delivery Driver/ Stock Clerk and Central Stores Specialist RECOMMENDATION By resolution, abolish the classifications of Delivery Driver/Stock Clerk, Central Stores Specialist, and amend the salary and wage plan accordingly. BACKGROUND The classifications of Central Stores Specialist and Delivery Driver/Stock Clerk were originally established as single-position classifications to provide warehouse storage and inventory services, and to facilitate intra-departmental deliveries of mail and supplies. These services were historically provided by the General Services Department (now the Public Works Services Division). In 2004, the City made changes to its supplies and materials management procedures, and the warehouse management services were eliminated. The department continued to provide records storage services and intradepartmental delivery services until 2005, when these functions were transferred to the City Clerk's office. At that time, the Central Stores Specialist position was vacant, and the Delivery Driver/Stock Clerk was transferred to the City Clerk's office. Over time, and with the increased use of electronic records and data management, the need for physical record storage and intradepartmental transmittal has been reduced. In 2010, as a result of budget reductions and reduced workload, the City reduced the hours for the Delivery Driver/ Stock Clerk by 25%. ANALYSIS In an effort to provide more efficient and effective services, the City has evaluated the current organizational structure of the City Clerk's office and the core services it provides. In consultation with the Human Resources Department and City Manager's office, the City Clerk determined that a central intra-departmental mail system was no longer necessary, and that resources may be utilized more effectively by de-centralizing the mail function. The proposed new structure would eliminate the position of Delivery Driver/Stock Clerk, and transfer intradepartmental mail responsibilities to the various departments. Departmental staff would be responsible for retrieving and delivering any mail to the City Hall Customer Information Center, where mail will be sorted for pick-up. Currently, the Customer Information Center performs postage and external mail duties, and would continue to do so under the new structure. Departments outside of City Hall will be strongly encouraged to use their physical address for external mailing purposes, rather than the central City Post Office Box, reducing the need for intra-departmental transfers. In addition, the City Clerk's office has an increasing need for clerical assistance with document preparation, claims processing, and file management. The proposed new