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Home My WebLink AboutBack-Up DocumentsAudit - Budget Impact MPD FY 2022-23 From Group Name Pay Grade Current Salary Special Pay Fringe Benefits Fica Taxes Total Job Code Number Job Code Description OB1_512000 OBJ_515000 OBJ_516000 OBJ_521000 1305 Admin Aide I AFSCME 20.A1907 $56,490.51 4,321.52 60,812.03 Total 56,490.51 - - 4,321.52 $60,812.03 Funding SR GF % % $ $ 0% 100% $0.00 $60,812.03 $0.00 $60,812.03 TO Group Name Estimated Salaries OB1_512000 Estimated Fica Taxes 0131_521000 Total Job Code Number Job Code Description Minimum Maximum Minimum Maximum Minimum Maximum 1306 Admin Aide II AFSCME 22.A1915 $62,139.56 $102,950.39 4,753.68 7,875.70 $66,893.24 $110,826.09 Total 62,139.56 102,950.39 4,753.68 7,875.70 $66,893.24 110,826.09 Total Fiscal Impact (One Year) $6,081.21 $50,014.06 Total Fiscal Impact (3 Months) $1,520.30 $12,503.51 Assumptions Cost Allocation does not change in FY 2021-22 Budget Special pay is an estimation based on current staff in that class code CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO : Arthur Noriega, V City Manager FROM: Manuel A. Morales Chief of Police Police Department DATE May 2, 2023 SUBJECT FILE : Request to Reclassify and Fill — Administrative Aide I REFERENCES : Position #9055 ENCLOSURES: The purpose of this memorandum is to request your authorization to reclassify one (1) filled Administrative Aide I position, #9055, to an Administrative Aide II position. The audit and reclassification of the incumbent will better meet the needs of the organization. The Budget and HR Classification Audit documents will • f submitted for review and approval. Arthur Noega, V., City Manager MAM:qsb c: Chief Manuel A. Morales, Police Department Assistant Chief Thomas L. Carroll, Administration Division Major Jesus Ibalmea, Personnel Resource Management Section Qiana Sanders -Bell, Personnel Unit Request for Position Reclassification Department Name: Police Date: 4/21/2023 Reclassification Audit Requested Information A. Position Name being Audited: Administrative Aide I #9055 B. New Position Name: Administrative Aide II C. Filled/vacant: Filled - #44367 D. Current Salary Rate- if filled: Felled - $59,490.51 E. New Proposed Salary: $62,139.56 F. Funding Source: GF G. Justification for Request: Per directive from COP Per directive from COP Per directive from COP I. Office of Management and Budget (OMB) Impact A. Position Budgeted Amount: B. Budget Impact: C. OMB Analysis: Approval Routing Process D. Approval/Denial/Hold (Please sign): 11. Human Resources (HR) Audit Final A. HR Audit Recommendation: Attach Audit Study B. Approval/Denial/Hold (Please sign): C. Comments: III. CM/DCM/ACM Approval A. Approval/Denial/Hold (Please sign): B. Comments: NOTE: Police and Fire -Rescue Departments require Commission approval. C'''4 °FM City of Miami ; 3 DEPARTMENT OF HUMAN RESOURCES °�f I. CLASSIFICATION/SALARY QUESTIONNAIRE 40 Hours of Work A Shift Shlfc Position Title Administrative Aide I Position# 9055 Occ, Code 1305 Department & Division Police & Administration Division Immediate Supervisor Major Jesus lbalmea Section A: To be completed by department representative or by supervisor, Action requested (check one) (complete items 1-6) (complete Items 5-8) (complete Item 8) Reclassification ❑ New classification ❑ Pay range review ❑ Other, specify 1. Describe below the duties of the position. Attach additional pages if needed. De specific: List duties from the most time-consuming to the least time-consuming, or in the order performed If they are done daily. Indicate approximate percentage of time spent on each task. Also Identify the level of importance. Defined below are the categories for frequency and importance. FREQUENCY Constant - More than 80% (6.5 hrs. or more per 8 hr. day) Very Frequent - 51 to 80% (4.5 to 6 hrs. per 8 hr. day) Frequent - 21 to 50% (2.5 to 4 hrs. per 8 hr. day) Occasional - 6 to 20% ( 1 or 2 hrs. per 8 hr, day) Rare - 0 to 5% (less than 1 hr. per 8 hr. day) IMPORTANCE 3 - Critical Part of Job; can't be done any other way 2 - Important, but may be performed In some other way 1 - Not Critical; may be reassigned or not performed at all FP.EOUENCY % OF TIME IMPORTANCE DUTIES OF THE POSITION . 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 Schedules calendar of appointments and meetings for the PRMS Major. Prepares travel documents for the PRMS Major. Proofreads all outgoing correspondence for the Section to ensure accuracy. Sorts and manages incoming projects/ticklers and assignments, distributes and follow-ups through until its completion. Sorts and distributes Public Records from the State Attorneys Office and the Public Records Unit, assign, assist, distribute, and follow through until completion. Updates all Standard Operating Procedures within the Section, thus, keeping within CALEA guidelines. Updates all Departmental Orders, keeping within CALEA guidelines. Updates EML, Organizational Chart, Staffing Roster on a quarterly basis within the Section. Reviews, disseminates, and uploads all monthly reports chronologically to the PRMS SharePoint. Organizes all personnel -related statistics for CompStat meetings for the given month. Prepares the Section's Annual Reports. Assists with the Fiscal Year Budget and Budget Enhancements. Prepares all the necessary Purchase Orders for the Section with matching quotations from vendors. Prepares the necessary paperwork for contracts, Memorandum of Understanding. Oversees any posting and corrections for Payroll, TeleStaff, LOP's and Pay or Comp. Prepares necessary redline memos for vacancies for the Official Bulletin. Maintains a proper filing system of all outgoing correspondence. Collects and distributes all incoming and outgoing mail. Answers phone calls and routes calls appropriately from public or within or Departments. Meets and greets visitors at the reception area and in the office, ensuring and escort. (Continued to next page) C HR/AL•042 Rev. 05/97 City of Miami DEPARTMENT OF HUMAN RESOURCES CLASSIFICATION/SALARY QUESTIONNAIRE 40 co ; . t`t' ofro.,oco Hours of Work A Shift Position Title Administrative Aide I Position# 9055 Occ. Code 1305 Department & Division Police & Administration Division Immediate Supervisor Major Jesus Ibalmea Section A: To be completed by department representative or by supervisor. Action requested (check one) (complete items 1-6) (complete items 5-8) (complete Item 8) ✓ Reclassification ❑ New classification ❑ Pay range review ❑ Other, specify 1. Describe below the duties of the position. Attach additional pages if needed. Be specific: List duties from the most time-consuming to the least time-consuming, or In the order performed If they are done daily. Indicate approximate percentage of time spent on each task. Also Identify the level of importance. Defined below are the categories for frequency and importance. FREQUENCY Constant - More than 80% (6.5 hrs. or more per 8 hr. day) Very Frequent - 51 to 80% (4.5 to 6 hrs. per 8 hr. day) Frequent - 21 to 50% (2.5 to 4 hrs, per 8 hr. day) Occasional - 6 to 20% ( 1 or 2 hrs. per 8 hr. day) Rare - 0 to 5% (less than 1 hr. per 8 hr. day) IMPORTANCE 3 - Critical Part of Job; can't be done any other way 2 - Important, but may be performed in some other way 1 - Not Critical; may be reassigned or not performed at all FREQUENCY % OF TIME IMPORTANCE DUTIES OF THE POSITION , 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 3 Serves as a liaison with MRC Human Resources personnel, including Labor Relations, Records, and Testing. Advises Labor Relations about death in the family, request for donation leave time requests, and military leave. Assist MPD employees with drafting the request for donation leave time requests via red line memos. Assists the Section Major and Testing and Validation with gathering documents pertinent to the Department's promotional exams. Serves as a liaison and the point of contact with the MPD employees' families when an employee passes away. Gathers the MPD employees' basic personal information, employee's picture, funeral, and burial services. Creates flyers and disseminates to the Department when an MPD employee passes away. Prepares and sends to the Human Resources MPD employees' information in the event of a passing in the Department. Serves as a liaison with MPD Police Benevolent Association in gathering the officers' picture, funeral, and burial services, and surviving family members. Creates Special Bulletins and disseminates to the Department when an MPD retiree passes away. Assists the Section Major in scheduling and coordinating mediation and arbitration hearings with City of Miami Legal Department. Provides necessary documentation and records to the City of Miami Legal Department. Meets on a weekly or biweekly basis with the DDRB Detail Sergeant and assists with all Police discipline being reviewed by the Disciplinary Recommendation Panel. Marks down the final decision made by the Disciplinary Recommendation Panel. Once the recommended penalty is finalized, the disciplined Is logged and tracked through the Department's tickler system. All the discipline reviewed is hand -delivered to the corresponding Chief for their signatures. Assists with selection of quarterly drawing for the Departmental Disciplinary Review Board (D.D.R.B.) Prepares all forfeiture, suspension, and dismissal letters for the Chief of Police. Research cases and provides documents to the City Attorney for Civil Service Hearing. Maintains D.D.R.B. computer database and files associated with departmental discipline. Tape-records all D.D.R.B. hearings, documenting all pertinent testimony and evidence presented, the final decision from the D.D.R.B. Board, and prepares a report for Chairperson's signature summarizing the hearing (Hearing Report). Provides disciplinary profiles when requested. (Continued to next page) C HR/AL-042 Rev. 05/97 City of Miaml DEPARTMENT OF HUMAN RESOURCES CLASSIFICATION/SALARY QUESTIONNAIRE 40 ar °° ;_ S ° ""''t''" ° afca, Ft.0 Hours of Work A Shift Position Title Administrative Aide I Position# 9055 Occ. Code 1305 Department & Division Police & Administration Division Immediate Supervisor Major Jesus lbalmea Section A: To be completed by department representative or by supervisor. Action requested (check one) (complete items 1-6) (complete Items 5-8) (complete Item 8) ✓ Reclassification ❑ New classification ❑ Pay range review ❑ Other, specify 1. Describe below the duties of the position. Attach additional pages It needed. Be specific: List duties from the most time-consuming to the least time-consuming, or In the order performed If they are done daily. Indicate approximate percentage of time spent on each task. Also identify the level of importance. Defined below are the categories for frequency and importance. FREQUENCY Constant - More than 80% (6.5 hrs. or more per 8 hr. day) Very Frequent - 51 to 80% (4.5 to 6 hrs. per 8 hr. day) Frequent - 21 to 50% (2.5 to 4 hrs. per 8 hr. day) Occasional - 6 to 20% ( 1 or 2 hrs. per 8 hr. day) Rare - 0 to 5% (less than 1 hr. per 8 hr. day) IMPORTANCE 3 - Critical Part of Job; can't be done any other way 2 - Important, but may be performed In some other way 1 - Not Critical; may be reassigned or not performed at all FREQUENCY °b OF TIME IMPORTANCE DUTIES OF THE POSITION 3 3 3 3 3 Handles the Section's inventory and orders office supplies as necessary. Annually, must store and send files for secure storage to keep the Section clear and clean and free of clutter. Addresses any administrative concerns or issues that may arise. Researches and analyzes, discusses and presents solutions and alternatives Any other duties that may be assigned. (End of Duties) C I HR/AL-042 Rev. 05/97 2. Tools/equipment used In work. 1 Yes No If yes, please list and check frequency. Tools/Equipment A) Computer Rarely Occasionally IFrequently Printer B) Rarely Occasionally ✓ Frequently Copier C) Rarely Occasionally ✓ Frequently Scanner D) ❑ Rarely Occasionally 1 Frequently 3. Supervision Exercised, Titles; names, number of positions supervised; Check activities that are part of the supervisory duites. Hiring Promoting Training Counseling ✓ Disciplining Budgeting Terminating Scheduling ❑ 1 Coaching Performance Evaluation Developing Other No. Supervised None. Name(s) Title(s) 2. 2. 3. 3. 4. 4. 5. 5. 6. 6. 4. Supervision Received (How work is assigned, how it is checked, how often; what problems referred to supervisor. The level of work in the Personnel Resource Management Section (PRMS) is a crucial role within the Police Department and often works with Human Resources in MRC. The typcal work is received by the Administrative Aide I and the Section Commander (Police Major) through the Chain of Command. Including the Chief of Police. The Section Commander's scope of authority is Captain. Lieutenant. Sergeants. Detectives. and civilians. The Administrative Aide I works closely with the Section Commanders and can act within a supervisory capacity. The Administrative Aide I must have absolute discretion, customer service, perform in a highly complex capacity. multi -task, and mitigate any unforeseen situations. Typically. the day -today operations. such as paperwork and riles. within PRMS is reviewed and checked thoroughly by the Administrative Aide I prior to obtaining the Section Commander's sgnature. The work is discussed and reviewed by the PRMS Section Commander and the Administrative Aide I before distribution and assignment. The scope within PRMS Is a broad role and encompasses a myriad of tasks, such as health services, employee assistance programs, discipline, mobilization. hearings, mediation. arbitration. death in the family, hiring process. termination, etc. The Section also generates its own internal paperwork and disseminates accordingly_ The Administrative Aide I may handle various types of problems that. may or may not be, personnel -related problems concems from within. other departments. and outside agencies within. The Administrative Aide I filters any concerns before escalating it to their immediate supervisor. the Section Commander. For instance, if an employee has a question about possible hostile work envronment, the Administrative Aide I must assist the employee in determining whether the employee is looking to speak EODP or it they need to speak with the PRMS Section Commander. The Administrative Aide I must also act as a liaison between the employee and Labor Relations on assisting and providing the proper documentation in order to help expedite the process. 5. Phylscal Demands. Please check applicable physical demands on Job and the frequency of performance. CONSTANT VERY FREQUENT FREQUENT OCCASIONAL RARE IMPORTANCE Standing Sitting Walking vf Running Pushing or Pulling 1 Bending Squatting Kneeling / ICrawling 1 Reclining Balancing l Filing 1 1 Physical Demands (con't) CONSTANT VERY FREQUENT FREQUENT OCCASIONAL RARE IMPORTANCE Reaching above shoulders ✓ Reaching below shoulders ✓ ' 1 Lifting light/0-14 lbs. Lifting moderate/15-50 lbs. ✓ Lifting heavy/over 50 lbs. ✓ Lifting from floor Lifting from arm level ✓ , Lifting bulky items ✓ Driving motorcycle/scooter Driving motor vehicles Driving lawn maint./equip. Driving heavy equipment Driving normal driving Driving emergency high rate of speed •Equipment Operation/Office & Mechanical small automatic hand tools (le, electric drill, saw, screwdriver, grinder, calculator, copier, fax mach., pistol, 2-way radio, etc.) i -. *Equipment Operation/OIRce & Mechanical medium automatic hand tools (ie, weedwacker, edgers, chain saw, etc.) •Equipment Operation/Office & Mechanical large automatic hand tools (ie, lawn mower, jumping jock, street saw, hand roller, polisher, buffer, etc.) •please list any tools or equipment used on the Job. Some additional space has been provided below. If more space is needed for tools operated, please list on a separate piece of paper and staple It to the questionnaire. A A) Electronic Stapler ✓ e) Electronic Hole Puncher ✓ C) Guillotine Paper Cutter ✓ p) Stapler ✓ , E) Date Stamp ✓ F) G) i H) Physical Demands (con't) CONSTANT VERY FREQUENT FREQUENT OCCASIONAL RARE IMPORTANCE Climbing stairs ✓ Climbing ladders ✓ Climbing utility/telephone poles Hand Dexterity grasping ✓ Hand Dexterity holding 1_ Hand Dexterity keyboarding ✓ Hand Dexterity repetitive movements ✓ Hand Dexterity finger dexterity ✓ Reading English ✓ Reading other language/specify A) Spanish Writing English ✓ Writing other language/specify A) Spanish Bi Eye -Hand Coordination ✓ Seeing color vision W Seeing depth perception Seeing field of vision i Seeing clear vision required -near and/or far ✓ Hearing Talking 1 Smell/Odor Sliding Under Automobile Swimming Use of Telephone Contact with General Public/Customers Working Alone Working long hours between meals or breaks i Working under stress 6. Environmental Conditions. Please check applicable environmental conditions of job and their frequency. CONSTANT VERY FREQUENT FREQUENT OCCASIONAL RARE IMPORTANCE Working Around Hazardous Machinery Working at Considerable Height I i ` Electrical Hazards Wet Surroundings Working at Night Loud Noise Low Noise Cluttered Floor Area High Temperature Low Temperature/or Humidity Poor Ventilation Poor Lighting fi Odor/Smell Vibrations Dust or Fumes Working Inside Working Outside Working Underground Scaffold Working Overtime Travelling 7. Complete for New Classification only, Describe du ies and desirable qualiticatlors, Also complete Items 5.6 and 3 it applicable. 8. To be completed for new classification or change of salary only. Indicate why present salary should be reviewed If applicable. Salary Range Requested: 22' A 1 4 D3' The purpose of this questionnaire is to obtain facts about the jobs, not the employee(s). This information is used to reclassify or downgrade positions, not employees. Employees whose positions are reclassified do not have automatic rights to the higher level Jobs, unless specified otherwise by Civil Service Rules or the Labor Agreement. I certify that the entries made above are correct and to the best of my knowledge are true and accurate. C61A.VIvTOWeS Print 14hAe of Empio Providing Data 4 121 121)23 Signature f Emp yee Providing Data Date Section 8 - To be completed by Immediate Supervisor Are statements regarding duties of the position complete and accurate? (Indicate any incomplete items or inaccuracies) ram; • ,= ( ey c`f laJ 1 .2.3 Signature Date Section C - To be completed by Department Head Comment on above statements made regarding duties of position. Indicate any inaccuracies. &', t"J1()) I (4 Signature Date Once this questionnaire has been completed, reviewed and signed by the three parties above, please return It to the Department of Human Resources together with a current table of organization of the Department and any applicable supporting documentation. CITY OF MIAMI, FLORIDA INTER -OFFICE MEMORANDUM TO: Manuel Morales Chief of Police Miami Police Department Smith, Dtg tally signed by Smith, Angela 1 Angela I 115.35342-0400'2.10 7 FROM: Angela I. Smith Ex Human Resources Generalist DATE: October 7, 2022 SUBJECT: Administrative Aide II REFERENCES: ENCLOSURES: Interviews were conducted October 5 — 6, 2022, to fill two (2) vacancies for the above - referenced position. Primary panel members for this process were Maria Busto (HF), Raymond Charles (BM), Melba Leiman (HF), Lacarious King (BM), Mardelys Puig (HF) and Ricardo Valle (HM). Elmita Bolivar (BF), Darryl Gunder (BM) and Teri Samuels (BF) were listed as alternate raters. Darryl Gunder and Elmita Bolivar did not appear for rater training, nor did they participate in this process. All panel members appeared for rater training and signed a document certifying they would not serve on the panel of a candidate with whom they had an actual or perceived conflict of interest. They further signed a document promising not to divulge the contents of the interview process. I served in the capacity of impartial monitor to ensure compliance with LMP 3-92, Interview Procedures. I am pleased to report that the interviews were conducted in a fair and unbiased manner. Eleven (11) candidates identified on the Certification List were offered an invitation to participate in the interview process. Brandyss Howard, Hiroko Taguchi -Hernandez and Monique Thomas declined the invitation, leaving eight (8) candidates to participate in the interview process. The selection formula consisted of Interview (100% weight), with a 10% plus item for Seniority, if applicable. This formula yielded the following results: Selectio (2) city employees, (3) city residents (to be considered ONLY for non -city employees or temporary employees) and (4) all others. BAND CANDIDATE VET. PREF. CITY EMPLOYEE CITY RESIDENCY PREFERENCE A BELLAMY, ENIDE No Yes No B DASS, SEENTARA No Yes No B ONA, JUAN No Yes No B TARVER, MARIAM No Yes No B TRAN JULIE No Yes No C TORRES, CONNY No Yes No D LAFAILLE, GARRY No Yes No D NUNEZ, JULISSA No Yes No Interview Process Results for Administrative Aide II (October 7, 2022) Page 2 of 2 The hiring department reserves the right to review the work histories and/or personnel files of candidates considered for appointment. Should you elect to review files, please contact Terrella Johnson in the Department of Human Resources' Records Division at (305) 416-2111. While they were not advised of a particular date, it is requested that candidates receive notice of their selection status within two weeks, preferably in writing. Should you have any questions or require additional information, please feel free to contact me at (305) 416-2176 or via email at aismith(a�miamigov.com. c: Angela Roberts, Director Department of Human Resources Asseline Francois, Administrator Office of Equal Opportunity and Diversity Programs Eyran Kraus, Ph.D., Testing and Validation Supervisor Department of Human Resources Terrella Johnson, Records Supervisor Department of Human Resources