TO: Board of Supervisors
FROM: Christine Briceño, Director of Human Resources
REPORT BY: Joy Cadiz, Staff Services Manager
SUBJECT: Resolution Amending the Departmental Allocation List for Information Technology Services
RECOMMENDATION
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Adopt a Resolution to amend the Departmental Allocation List for the Information Technology Services Division of the County Executive Office, with a net increase of 2.0 full-time equivalents (FTE), effective November 9, 2024. (Fiscal Impact: $311,000 Expense; General Fund; Budgeted; Discretionary)
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BACKGROUND
The Customer Relationship Team has five Information Systems Specialist (ISS) positions reporting to two different supervisors. Two ISSs are assigned to the Sheriff’s Office and report with other positions to the Deputy Chief Information Officer - Applications & Development. Three ISSs are assigned to a County domain (Admin & Finance, Land Use, or Criminal Justice) and report with other positions to an Information Systems Manager. While each ISS is assigned to a specific department or domain, they all perform similar duties and have similar responsibilities. Consolidating the Customer Relationship Team reporting to a single direct supervisor will ensure consistency across the team and the service they provide in their designated area.
Adding the requested 1.0 FTE Information Systems Supervisor will reduce the number of direct reports the Information Systems Manager supervises from eight to six. Additionally, the new supervisor will focus on the day-to-day operational and technical issues, allowing the manager to focus on strategic initiatives and overall management. This position has been budgeted for this fiscal year and will be offset by internal service rates.
The Administration Team has one full-time Staff Services Analyst II who assists with Board reports, cost allocation, budget, contracts, accounts payable, accounts receivable, purchasing, and other general administrative tasks and an extra help Staff Services Analyst I to assist with these duties and two extra help Office Assistant IIs to perform the fiscal-clerical duties. There is a need for more than fiscal-clerical duties to be performed and the limited hours of the extra help Staff Services Analyst I has not been sufficient in keeping up with the demands on the Administration Team.
Adding the requested 1.0 FTE Staff Services Analyst I/II will allow this position to focus on the budget process and monitoring for all ITS divisions, fiscal reporting, contract administration, increased grant management demands, and when applicable, adhering to state and federal revenue accounting. The extra help Staff Services Analyst I and two extra help Office Assistant II positions have been fully funded and will no longer be filled with approval of this new position. Vacancy savings will offset the requested position’s cost.
Requested Action:
Adopt a Resolution to amend the Departmental Allocation List for the Information Technology Services Division of the County Executive Office, to add 1.0 FTE Information Systems Supervisor and 1.0 FTE Staff Services Analyst I/II, for a net increase of 2.0 full-time equivalents (FTE), effective November 9, 2024.
FISCAL IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
Yes |
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Where is it budgeted? |
4200000 and 4200001 |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification |
Operational need to change organizational structure for the Information Systems Supervisor and an increase in volume of administrative tasks for the Staff Services Analyst I/II. |
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Is the general fund affected? |
No |
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Future fiscal impact: |
The net increased cost of salary and benefits for the remainder of the fiscal year is approximately $188,000. The net annualized increased cost of salary and benefits is approximately $311,000 and will be budgeted accordingly. |
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Consequences if not approved: |
The Information Technology Services Customer Relationship Team will continue to be fragmented, and the consistency and efficiencies associated with having the entire team under one reporting structure will not be leveraged. The Administration Team has experienced an increase of Board items and contract requests and will not have the capacity to provide adequate administrative support. |
ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.