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Home My WebLink About9-14-11 Admin Recruitment Docst • Date: September 13, 2011 To: Board of Commissioners From: Erik Kropp, Interim County Administrator Re: County Administrator Recruitment At your September 14, 2011 work session we will continue the discussion of hiring for the County Administrator position. Before the position can be advertised, there are a few key decisions for the BOCC: 1. Does the Board wish to change the County Administrator ordinance? 2. Does the Board want to change the salary for the position? When the position was advertised in 2006, the salary was listed as $120,000 -$145,000, but ended up with a base salary of$120,000 - $ 140,000.Personnel completed a quick salary survey of comparable city manager and county administrator salaries (attached). 3. Timeline - a rough timeline is attached showing three scenarios that are dependent upon the timing of answering the questions above. Finally, also attached arejob descriptions ofthe administrator position from variousjurisdictions and the County Administrator recruitment booklet Deschutes County used in 2006. General Timeline Scenario 1 Scenario 1 Scenario 3 Finalize job duties, salary, recruitment schedule Sept 30, 2011 October 31, 2011 November 30, 2011 Send out recruitment materials and advertisement Oct. Nov 2011 Dec 2011 Advertisement period (2 months) Oct-Nov. Nov-Dec. Dec.-Feb. Review applications Dec. Jan. Feb. Supplemental i questions (optional) Interview Mid-late January Mid-late Feb. Mid-late March Background check (2 weeks) Feb. March April Negotiate contract/notice Feb.lMarch Marchi April AprillMay First dl!Y March April May I I I DESCHUTES COUNIT, OREGON INVITES YOUR fNTEREST IN THE POSITION OF COUNTY ADMINISTRATOR Desch ut es Coun ty was created from the weste m porti on of Cro ok C ounty on Dece mber 13 , 19 16 . It was THE COMMUNITY named fo r th e Des chutes River Deschutes County was created from the w hich fl ows through western portion of Crook County on the Cou nty. December 13, 19 16. It was named for the Deschutes River which flows through the County. Early fur traders had called the river Riviere des Chutes which means "River of the Falls." The County encompasses 3,055 square miles and is located in the central portion of the state. Geographically, the County includes portions of the Cascade Mountains and the central high desert plateau. It is bounded by Jefferson County to the north, Crook County to the east, Klamath and Lake Counties to the south, and Lane and Linn Counties to the west. The County Seat is located in the City of Bend which was incorporated in 1905 . The name Bend was derived from "Farewell Bend," the designation used by early pioneers to refer to the location along the Deschutes River where the town eventually was platted. County offices were first located in two rooms of the O'Kane Building and later moved into an office building constructed by the Deschutes County Investment Company. The County Court met there from 1917 to 1935. A County Jail was completed 1918 . In 1935 the County Court decided to purchase the old brick high school to serve as the courthouse. In 1937 the courthouse and most of the early County records wer e destroyed by fire. The greatest loss of records was in the County Clerk's Office . The state Fire Marshal investigated the cause of the fire, but arson was never proved. A new courthouse was constructed in 1940 and an addition was built in 1978 . The first meeting to organize County government was held in the O'Kane Building. Appointments were made for the positions of District Attorney, County Judge, two Commissioners, Clerk, Assessor, Treasurer, Surveyor, Superintendent of Schools, Coroner, Physic ian, and Sheriff_ The County Judge position, which had juvenil'e jurisdiction, was abolished in 1971 and replaced by a third County Commissioner. In that year the County Court Administrative System was replaced by a three member Board of Commissioners. Principal industries in the County are lumber, tourism , and agriculture , chiefly cattle and potatoes . The major destina tion resort, Inn of the Seventh Mountain, and the resort communities of Black Butte and Sunriver, were developed during the I 970s. The Mount Bachelor ski area and H igh Desert Museum add to the tourism -based economy in the County as well. The first County census taken in 1920 enumerated a population of 9,622 inhabitants. Deschutes County has experienced the most rapid growth of any county of the state in recent years . The 2000 population of I 15,367 was a 53.91 % increase over 1990. The current population is 143,052. TH E ORGANIZATION As an entity, Deschutes County is one of the largest employers in the Central Oregon region . According to the Eco nomic Development for Central Oregon (EDCO), St Char les Medical Center is the region's largest private employer with 2,337 employees in 2005 . Mt. Bachelor ranks fifth with seasonal em ployment numbers at 750. The County, with 900 employees (749 FTE), ranks in the top five of Central Oregon's largest employers. All of these factors equate into a big business that provides complex public and human services. The County provides health and community services, public safety, economic development services, transportation and land use. Additional responsibilities include elections, assess ment and taxat ion, human resources and employee relations. T oThere are three basic forms of County Government: keep them well informed . He/she isCommission, where both expected to maintain a good working the legislative authority and relationship with the legislation and beexecutive function are a leader in the organization. exercised jointly by the elected board; the ComDeschutes County has experienced a mission/Administrator, which growth in population over the last appoints an administrator who twenty five years. Projections into the serves at its pleasure and who future have the County population may be vested with broad ranges of increasing by at least another 100,000 authority, including the ability to hire and people by the year 2025. The ideal fire department heads; and the CouncillExecutive model that separates the candidate must anticipate the expansion powers by the executive chief administrative officer who typically has the and plan for it. Maintaining the tourism authority to veto ordinances enacted by the board and hire and fire department attractions is a high priority for the heads. County. The ideal candidate is expected to have T HE I D EAL CAN DIDATE a minimum of a Bachelor's degree from an accredited college or univer-The County is seeking a new County Administrator who will provide direction sity in Public Administration orto the appointed Department Heads and to be the first point of contact Business Administration; andwith independently elected County officials. The ideal candidate seven to ten years of proshould bring a new perspective, be innovative, respectful , and a gressively responsible team player with a strong commitment to the County. He/she !he ideal candidate experience in the super-must have great problem solving skills and experience with should bri ng a new vision, management, both private and public sector. pe rspective, be innovative. respectful , and a team player or administrative in There is currently a public safety issue regarding the overwith a strong cOlTllT'VtmerJt volvement of a multi- crowding of the jail system and the development of a new jail. to the County. faceted program with a Planning for the expansion is still in the works and will be an county or city; OR a integral part of the position. During this development it is expected satisfactory equivalent com that the new Administrator will keep the Board, as well as the public, bination of experience or training . informed on the whole process. A Master's degree in Public Adminis- The County is looking for an active listener with great written and verbal tration is strongly preferred. Consider communication skills. The new Administrator will directly supervise able knowledge of management prin the administrative services support staff and provide direction to others cipals and practices, including the concerning budget and the operation and maintenance of the permanagement of human and financial sonnel system. He/she will be responsible for the administration resou rces; p r inci pals of supervi sion; and and management of the County and its service districts. The new current literature, trends an d devel op County Administrator works under the administrative direction m e nts in the fields of m anagement an d of the Board of County Commissioners and is expected to finan ce are requ ired. TH E COMP ENSATION $120,000 -$145.000 annually. Placement within the salary range is dependent upon qualifications. The County offers an attractive benefits package including: Retirement ..,. Participation in the Public Employees Retirement System (PERS) or in the Oregon Public Service Retirement Plan (OPSRP). Deschutes County currently pays the entire contribution to PERS/OPSRP for County employees. Health Insurance -Health coverage begins the first of the month follow ing completion of one full month (30 days) of employment. The coverage, which includes medical , dental, orthodontia. vision , and prescription coverage is currently provided through Deschutes County/Employee Benefits Management Services (EBMS). Coverage includes spouse and eligible dependents currently at a cost of $35 per month (pre-tax) to the employee. Life Insurance -Life coverage begins the first of the month following completion of one full month (30 days) of employment. Life insurance is equal to the employ~e's annual salary, not to exceed $100,000 . If death is accidental, insurance amount will be doubled with a maximum of $200,000. Long Term .Disability Insurance -LTD coverage begins the first of the month following completion of one full month (30 days) of employment. The policy commences 90 days after the disability occurs .. and provides 66 2(3% of the employee's monthly salary, with a maximum benefrt of $3,333 per month to age 65 . Vacation/Sick Leave -Leave is provided in accordance with the "Deschutes County Time Management Program" . This position will accrue 18 hours of Time Management Leave per month during the first four years of employment. There is no additional sick leave . Holidays -Nine County paid Holidays per year, plus one personal day per year. Deferred Compensation (457b) -Deschutes County offers a deferred compensation program with three different carriers. T O APPLY If you are interested in this outstanding opportunity, please submit a cover letter and resume to : Bob Murray Bob Murray & Associates 1677 Eureka Road, Su ite 202 Rosev ille, CA 9 5661 (916) 784-9080 (916) 784-1985 fax e-ma il: apply@bobmurrayassoc .com Filing Deadline: Friday, March 3, 2006 Following the closing date, resumes will be screened according to the qualifica tions outlined above. The most qualified candidates will be invited to screening interviews with Bob Murray and Assoc iates. A select group of candidates w ill be asked to provide references once it is anticipated that they may be recom mended as finalists; references will be contacted only following cand idate approval. Final interviews will be held with Deschutes County. Candidates will be advised of the status of the recruit ment following selection of the County Administrator. If you have any questions regarding this recruitment , please do not hesitate to call Mr. Murray at: (916) 784-9080 e'",e,_." ••~",,_,eH''''.''' "~"",,,,,,,,,,,,,,~,,,,",,~,,,,,,,,,*__:",,,,;"',,,,",,~,:.,,,,-.~b,,,,I~,,,J!:;"~,,,,,,",-"¥I""_Wc ...'"j""~.'Jwi"""""'_""'~~~,-.i.I~.o.S..,~~~f~~_~W>'~,,,,,,,",__~b~.~~'_""';',i''''''''~'~'<~''''~J.o...w:",,,,.~~~_~...,'~;X,,,,,, ......:w:.i''..,,,J,,",,,~.....,;,;,,,*,,,,;;.r4~",",.i;~~O"'!IIl"'_"'''_.......~......",M""",'''ro.•,,~"_~~__,'_'__' ; ,.J....' County Administrator Salary Survey September, 2011 County Job Title Marion ---- Base Annual Range or Low Flat Rate Hourlll High Hourlll ee~e. .. $111,299 to .f---. / Salary plus 7.5% into 401K paid by County Chief Administrative Officer $149,094 53.51 $71.68 ._. _ .._ ...._.e_e. - .-{full-time} .1-----...~.e .._ .. Washington Salary plus 6% deferred comp • range is tlat rate of -_. .._.. "County Administrator $148,248.00 nla $71.27 $148,248 per year, but pay is actually $155,028 per year _. "~' .._ ..e .. .._ ... ..~ (full-time, on contract) $155,028.00 $74.53 Also paid $355 vehicle and $114 tech monthly . _. ---f-. e..... -" actual actual ~..e ._. '-" ._. Yamhill Incumbent woIks under a contract with current pay as listed . _. . _ . '-'._. f-._ County Administrator $113,000.00 ~•.e $54.33 5% COLA each year through 2014. , (fl..lll~time. on contract) City of Bend .._ ...... $107,664 to ._.ee_...e .Qity Manager ._..$161,508 _ .. $51.76 $77.65 . _.ee.. .e._ ---':.e .._ .. ~ (full-time) Also paid $3OO/mo car allowance, cell phone and $200,000 life Insurance" .._ .. -_.. ._. ....._. ~---- Redmond City Manager .._.e_ ._..e .... --------Salary plus $200/mo into deferred comp $123,600.00 nla $59.43 ._. (full-time) '--"'-' .._ ..... ... _ ..._ .. I-. ---._. ._. $120,000 ._--- Salary piuS 4% deferred comp contribution Deschutes County $140,000 nla $75.70 ..I--.. --- Also paid $300 monthly car allowance _ ..._ ...._ ... .._. S:IP:/Survey File/County Administrator· Sept 2011.xls Page 2 ~,,,,",,.........._,..,«:,:,-~iO.(......:._,k""'~_"'_4,_;...:,,_.,,."""~,,,,,,,",k;:"'~~':'~"-c4.',~",,,"""""""",.,t!,~,,,,,,,,,,,,,,,,,,_¢.~,,,__,~~"""">M.....~~~"~~~~<t'4___;l.....~........~"lJ"_,""',,,""_~''''''_'_''"","~"".,:~~"",,,;,/~,:,'~';~;:';;':',"~''''h''W4i<'''''.''''<';b..__;.."'.....,""~~~"'~~;""."'.""""~"""·~·-_, __· __..~, __ "_·-_ County Administrator Salary Survey September, 2011 County· Benton -- - --- ,--- --- Clackamas 1-------- Jackson --- ~-- Lane c- ,-------- ,---- Linn c""""""" -- Base I IAnnual Range or Low Job Title Flat Rate Hourlll High Hourlll -- $63.62Administrative Services Director $64,844.00 n/a,-----------,------- ( . .t1§) FTE· Contracted, tem~rary position) -.---------~ ---r--------- - --~ -----------c---'------ $141,832 to County Administrator --------- $191,169 $68.09 r--------$91.91 ~------ (full-time) ---------- $170,000 to County Administrator $196,000 $81.73 $94.23 (full-time) ------- ----~i--- County Administrator _$14?,900.00 n/a $71.11 -------~ -- {fLJ!I-time ) ----- -------~- -r--------- $109,200 to Co~nty Administrative Officer $139,056 $52.50 $66.86 (full-time) _I ----------- ----------------~ ---- -----~-- / pro-rated hourly rate on 173.33 per month at 49%, or 84.93 hours Functions as County Administrator, but Benton has not had an administrator since 2004 Incumbent is a PERS retiree and cannot work over 1039 hours per year No current job description, but have old version from 1992 County is home rule. salary plus 6.27% deferred comp contribution Waiting for job description: emailed sasha, Ashlei and Claudia. Called HR and left message. County is home rule salary plus 5% deferred camp contribution Employment Agreement also offers vehicle and phone stipend consistent with non-rep policy, or $500 per month. Administrator received a one-time payment of $15,000 (see pg 2 of employee agreement). salary only, no additional compensation other than 5% longevity pay r----- S:/P:/Survey File/County Administrator -Sept 2011.xls Page 1 06/92 COUNTY ADMINISTRATIVE OFFICER 1010 GENERAL STATEMENT OF DUTIES: Performs responsible administrative work assisting the Board of County Commissioners in the planning, direction, supervision and coordination of County operations; supervises central management and service programs; performs other work as required. SUPERVISION RECEIVED: Works under the direction of the Board of Commissioners which provides policy and administrative direction and reviews performance. SUPERVISION EXERCISED: Supervises Budget Manager, Personnel Director, Information Resource Manager, Community Relations Coordinator, CYC Coordinator, and Administrative Assistant, and is responsible for the selection of new personnel for these positions. Provides training and leadership; reviews and evaluates performance and initiates personnel actions, including employee discipline; resolves grievances at step 2. TYPICAL EXAMPLES OF WORK: An employee in this classification may perform any of the following duties. However, these examples do not include all the specific tasks which an employee may be expected to perform. 1. Provides supervision, guidance, support and direction for Personnel, Budget, Information Resources, Community Relations, CYC Coordinator, and other assigned staff. 2. Provides a variety of administrative support services to the Board of Commissioners on a continuing and special request basis; assists the Board in decision making processes, information gathering, and policy review. 3. Coordinates planning efforts for the Board of Commissioners which includes establishing objectives and developing strategies. 4. Facilitates communication and decision making between departments and Board of Commissioners; provides counsel, guidance, and support to department heads; assists departments with development of proposals. 5. Assists in the development of the agenda for Board of Commissioners' meetings and attends work sessions and regular meetings as needed. 6. Coordinates and/or assists with special projects at the direction of Board of Commissioners. 7. Develops and implements the County's management development sessions and consults with department heads on individual management p~b~~. 8. Coordinates various employee programs such as Employee Sugge.stion program, TQM program coordination, Gold Pin program, commendations and service awards. 9. And such other duties as may from time to time be assigned. MINIMUM REQUIRED QUALIFICATIONS: KNOWLEDGE, SKILL, AND ABILITY Considerable knowledge of county government organization, powers and functions; considerable knowledge of the principles and practices of public administration, particularly as they apply to the management of diversified county governmental services; considerable knowledge of the principles and practices of public budgeting, public information methods, and personnel management; thorough knowledge of modern methods of management and supervision; thorough knowledge of Personnel Policies, labor agreements, and administrative procedures. Ability to provide leadership to group decision making processes; ability to negotiate and debate effectively at an executive level; ability to analyze and interpret complex material and make sound recommendations; ability to work well with staff to resolve conflicts; ability to communicate effectively both orally and in writing; ability to supervise the work of assigned personnel and programs; ability to establish and maintain effective working relationships with the Board of County Commissioners and other elected officials, department heads, employees, and the general public. EXPERIENCE AND TRAINING: Five years of progressively responsible experience in an administrative, managerial or supervisory capacity which includes experience in budget preparation and program development and implementation, preferably in municipal government. Possession of a Baccalaureate degree from an accredited college or university in Business or Public Administration, or a related field. A Master's degree is preferred. Or any satisfactory combination of experience and training which provide the required knowledge, skills and abilities. NECESSARY SPECIAL QUALIFICATIONS: Possession of a valid state of Oregon driver's license with a good driving record. Employees must be able to perform the essential functions of this classification with or without accommodation. Clackamas County -County Administrator Page 10f2 CLACKAMAS COUNTY CLASSIFICAnON NO. 001 Revised: 01193 FLSA: Exempt EEO: 1 COUNTY ADMINISTRATOR BO,OD / ~,~'7% ~cOr'-"Q CLASS CHARACTERISTICS Under policy direction, to direct the management and administration of the County government; and to do other work as required. DISTINGUISHING CHARACTERISTICS The County Administrator manages the activities of the County by implementing the policies and goals ofthe Board of County Commissioners. The incumbent is responsible for coordinating operations between independent departments, county service districts and statutory entities and for providing advice and policy recommendations to the Board. The County Administrator oversees appointed department, district and entity directors and assists in the development of plans and objectives that support County goals. TYPICAL TASKS Duties may include but are not limited to the following: 1. Directs and coordinates the overall management of County Government in accordance with policies set by the Board of County Commissioners, local commissions and statutes; acts as liaison between the Board, departments, elected officials, the public, and federal, state and local government agencies. 2. Prepares and recommends annual and long range strategic plans for the operation ofthe County; develops policy options for Board consideration; implements operating policies and procedures to carry out Board objectives. 3. Reviews proposed budgets submitted by all County departments, service districts and statutory entities; directs the preparation of a fmal budget for consideration by the budget committees Board of County Commissioners and service district and entity boards; forecasts and monitors revenues and expenditures. 4. Prepares for the future development of County areas to provide for population growth and expansion of public services; directs studies and projects to achieve increased economy and efficiency in County government. 5. Ensures coordination and cooperation between County departments, service districts and statutory entities; facilitates interdepartmental communication and problem solving; encourages County-wide consensus on the elimination of service duplication. 6. Maintains communication with other government agencies; participates in the development of intergovernmental programs and projects; assists in the resolution of intergovernmental problems and issues. 7. Directs the development of a County-wide public relations and information program; oversees and participates in program activities and events; responds to complaints and inquiries from the news media, the public and County employees. 8. Consults with the Board of County Commissioners on the hiring and dismissal of appointed department, service district and statutory entity directors; evaluates, disciplines and directs directors in accordance with Board policies and applicable legal requirements. 9. Directs the daily operations of the Board office; hires and supervises professional and httD:llweb 1 2.clackamas.uslalfresco/downloadidirectiworkspace/SpacesStore/2789f8f8-f2ec-lldd-b... 91212011 ·.. Clackamas County -County Administrator Page20f2 administrative support staff to provide quality service to citizens and County staff; prepares performance evaluations; administers progressive discipline; conducts and/or facilitates staff training and development programs; promotes cooperative team efforts among staff and with other County departments. . REQUIRED KNOWLEDGE AND SKILLS Considerable knowledge of: Principles, methods and techniques of public administration, including public policy and decision making, budget preparation and administration, and personnel management; participative management theories; principles of community organization and citizen involvement; principles and techniques of group dynamics and group decision-making; organization and function of County departments, service districts and agencies; applicable federal, state and local statutes, rules and regulations; government funding sources and financing methods; labor relations procedures and collective bargaining practices; federal, state and local government operating methods and procedures; techniques of mediation, negotiation and public relations; principles and techniques of contract preparation, negotiation and administration. Skill to: Communicate effectively, both orally, and in writing; analyze complex problems and recommend alternative solutions; prepare and implement short and long range strategic plans, including considerations of budgetary and public impact; interpret and explain County policies, procedures, rules and regulations; oversee activities of department, service district . and statutory entity directors to ensure conformance with established policies and procedures; direct the preparation, presentation and implementation of balanced County-wide budgets; develop and maintain cooperative team efforts to design and adopt County-wide policies and procedures; apply problem solving methods and techniques to resolve organizational and interdepartmental issues; direct staff in continuous efforts to improve quality productivity and effectiveness; incorporate team participation in decision making; respond to changes desired by citizens and County staff; establish and maintain cooperative working relationships with government agencies, elected officials, County employees and the public; supervise, train, motivate and evaluate assigned staff. MINIMUM RECRUITING STANDARDS Any satisfactory combination of experience and training that demonstrates possession ofthe required knowledge and skills. htto:llweb I2.clackamas.us/al:frescol downloadldirectlworkspace/SpacesStore/2789f8f8-f2ec-II dd-b... 9/2/2011 Lane County *VOOI Updated 07/24/07 COUNTYADMUUSTRATOR DEFINITION: To perfonn executive management level leadership in directing the overall management of the County government; to coordinate intergovernmental projects of a local or regional nature with municipal, state and federal agencies on behalf of the Board of County Commissioners; to provide complex support to the Board of County Commissioners; and to perfonn related duties as assigned. SUPERVISION RECEIVED AND EXERCISED Receives policy direction from the Board of County Commissioners. Exercises supervision over the Assistant County Administrator and administrative Department Directors as well as assigned clerical, technical, professional, and management personnel. Coordinates the activities of elected departments, and those departments with independent Boards. EXAMPLES OF DUTIES Directs and coordinates the overall management of County government in accordance with policies set by the Board of County Commissioners, appropriate Commissions and applicable statutes. Prepares and delivers to the Board of County Commissioners for approval a long-range plan for the operation of the County, and prepares and submits an annual report on the status of County operations. Acts as Budget Officer of Lane County. Reviews proposed budgets submitted by all County departments and prepares a fmal budget for consideration by the Budget Committee and the Board of County Commissioners. Prepares the annual budget message implementing financial and strategic direction for the organization as established by the Board. Implements the approved budget and maintains control throughout the fiscal year. In collaboration with the economic development standing committee, oversees the economic and community development program. Administers, develops and maintains the Lane County Administrative Procedures Manual to carry out the efficient operation of the County. Advises the Board of County Commissioners of problems and recommends appropriate action. LANE COUNTY County Administrator (continued) Demonstrates Skills In: (con't) Exhibiting objectivity and openness to others' views, and developing and maintaining coopera tive team building efforts. Supervising, training and evaluating staff. Using computers and related software applications. Experience and Training Training: Equivalent to a Master's degree from an accredited college or university with major course work in a public or business administration or a related field. Experience: Six years of responsible experience in public administration or management. An equivalent combination of experience and training that will demonstrate the required knowledge and abilities is qualifYing. Deminimus changes to job classification approved July 24, 2007 by Board Order 07~7~2~5 4 IN THE BOARD OF COUNTY COMMISSIONERS OF LANE COUNTY, OREGON ) In the Matter of Amending Order No. ORDER 11~1-06-5 ) 11-6-15-1 to Reflect the Correct Base ) Salary of the County Administrator WHEREAS, on June 15,2011, the Board approved Order No. 11-6-15~1 to appoint Liane I. Richardson as County Administrator; and WHEREAS, the order and proposed employment agreement re'Flect a base salary figure that did not accurately indicate the lower figure agreed to by the parties; and WHEREAS, execution of an employment agreement with the accurate figure was within the authority delegated to the Chair by the Board but clarifying the record is in the best interest of lane County, now, therefore, it is hereby ORDERED that Order No.11-6-15-1 be amended to reflect an annual base salary of $147,900 and all other actions and authority reflected in that Order remain effective and unchanged. Approved this 6th day of July, 2011, nunc pro tunc to June 15.2011. ~J;;c;t Faye St~art, Chair Board of County Commissioners APPROVED AS TO FORM LANE COUNTY Dl!PARTMENT of HUMAN R!SOURCES f 125 East 8th Ave. f I!ugene, OR 97401 PhM&: (541) 682·36651 Fax: (541) 682-4290 EMPLOYMENT AGREEMENT This agreement is entered into and effective this 15th day of June, 2011. by and between Lane County (County) and Liane Richardson (Administrator). 1 Position, duties and term: The County hereby employs the Administrator as its Chief Administrative Officer, and the Administrator hereby accepts the position of County Administrator under the following terms and conditions. 1.1 Term: The Administrator's term of employment shall commence on June 15. 2011, and shall end 3 years after the date of commencement unless otherwise modified by a subsequent employment agreement. a. Extension of Term: Unless the Administrators employment is terminated pursuant to 1.1 (c) of this agreement, it shall automatically renew on June 15,2013, for an additional year, and every 15th day of June thereafter. Therefore, after June 15, 2014, this Agreement will become an annual contract, renewed a year in advance. In addition, if a change in Board members occurs during the Administrator's term of employment, this Agreement shall not expire until two years after the change in membership of the Board. b. Election not to Extend Term: Either party may elect to not automatically extend the Agreement by giving written notice to the other party 60 days prior to the date when automatic extension would occur. c. Early Termination: The County may terminate this Agreement for Cause. In such cases, Administrator shall receive 2 weeks pay and time management payouts as set out in the Lane County Administrative Procedures Manual. If the termination is without Cause, County agrees to pay Administrator the full value of one-year's salary and benefits. including value of PERS payments. and all accrued time management. d. Early Resignation: The Administrator may terminate this Agreement by providing notice to the County at least 60 days prior to the effective resignation date. 2 Compensation h~~cJ 1.8 M v~ 2.1 Durin~_t~~~m of the initial Agreement, Administrator shall be paid a base salary of $1~. An initial evaluation shall occur within 12 months of the effective date of this Agreement. If the evaluation is successful or better, Administrator shall receive an increase of 3% to the curr.ent base salary. Compensation surveys shall be conduct~ by the Human Resources Director yearly thereafter, and recommendations as to salary increases shall be made to the Board at the annual evaluation. Administrator's salary shall not be reduced below the amount previously in effect unless county-wide furloughs. reductions in pay, or other county-wide changes to base salaries occur. 2.2 Administrator shall receive any cost of living increases and benefits that are provided to County non-represented employees. 2.3 Administrator shall receive a vehicle and phone stipend, consistent with County policies. 2.4 Administrator shall receive a 5% payment into her Deferred Compensation account. 2.5 Administrator shall have PERS payments made into her account consistent with how PERS payments are made for other non-represented employees. 2.6 Administrator shall accrue time management as other non-represented county employees with the same years of service accrue such time. 2.7 Administrator shall receive a one-time payment of $15,000. This shall be paid to Administrator on the first pay-date in fiscal year 2011-2012. IN WITNESS WHEREOF, this agreement has been executed by employer and employee on this day of June, 2011 LANE COUNTY, EMPLOYER EMPLOYEE LANE COUNTY BOARD OF COMMISSIONERS LIANE I. RICHARDSON Faye Stewart, Chair Liane I. Richardson \IOD., l J !568 62 ~~ L>L1 !5lPJ LINN COUNTY CLASSIFICATION TITLE: ADMINISTRATIVE OFFICER tou n-L y i1::llY1l f~\ 9k~\lL C£r; te:f ~III"~8 ;4i~J oS~ NUMBER: 85 APPROVAL ORDER PAY RANGE: 34-30NUMBER: 2007-815 CATEGORY: MANAGEMENT/EXEMPT DA TE: October 24. 2007 GENERAL STATEMENT OF DUTIES/JOB OBJECTIVES: Perform responsible administrative work and leadership in assisting the Board of County Commissioners in the planning, direction, supervision and coordination of the operations of the county government; supervise central management and service programs; supervise development of County Budget; represent the Board of County Commissioners in contract negotiations and at various meetings; conduct specific research projects and prepare reports and recommendations. SUPERVISION RECEIVED: Works under the general direction of the Board of County Commissioners who provide administrative direction and review work for results obtained. SUPERVISION EXERCISED: Exercises supervision of subordinate personnel and processes as assigned by the Board of County Commissioners; participates in the selection of new personnel; assigns duties, provides training, schedules leaves of absence, resolves grievances, evaluates performance and recommends personnel transactions. ESSENTIAL FUNCTIONS: A person employed in this classification must possess the capability to perform the following duties to be considered for and to remain in this position. The duties are essential functions requiring the critical skills and expertise needed to meet job objectives. Additional specifiC details of these essential functions may be provided by the specific office or department job announcement, if applicable. 1. Perform administrative work and leadership in planning, directing, supervising and coordinating operations of county government under authority of County Commissioners to include working closely with individual elected officials and department heads. Assist in the development of agenda for Board of Commissioners' meetings and attend meetings as needed. 2. Manage and supervise support and direct service departments including information technology services, accounting, budget, general services, veteran's services, law library, printing, geographic information systems and the clerical staff in office of Board of Commissioners. 3. Perform in the role of human resources director for the county providing counsel and decisions as needed based on the personnel policy and bargaining agreements. Conduct labor negotiations on behalf of the county and serve as hearings officer for personnel grievances. Coordinate evaluations of department heads under Board of Commissioners. Develop and administer Equal Employment Opportunity (EEO) plans and evaluates departmental compliance. 4. Administer all aspects of county risk management and insurance programs including liability, property, workers' compensation, employee benefits (medical, dental, life insurance, etc.) and unemployment insurance. Develop and administer county.wide safety program; monitor workers' compensation claims and work with department heads and elected officials to solve safety related problems. REVISED: 10J:W.2007 \ f I i I ! COUNTY ADMINISTRATIVE OFFICER page 2 5. Perform in the role of budget director for the county providing financial counsel and decisions based on the direction of the Board of Commissioners and the adopted budget. Provide assistance and direction to the budget officer during the budget development process. 6. Administer and monitor county contracting and purchasing activities; coordinate all capital outlay purchase requests for departments under Board of Commissioners; supervise fixed assets inventory control. Manage county telephone and information systems. Administer county records management program for departments under Board of Commissioners. 7. Develop and monitor the county's employee development and training activities with the goal of improving performance with enhanced communication and expanded knowledge and skills; consult with department heads on individual training needs. 8. Represent the county at various meetings and serve on committees at both the local and state-wide levels as directed by the Board of Commissioners. Duties include acting as the public information officer for the Board of Commissioners and the prime contact person for the county's lobbying firms. 9. Serve as management analyst to Board of Commissioners; work directly with elected officials and department heads to solve specific problems identified by the Board of Commissioners. Serve as interim manager or administrator of specific functions or departments to assist the Board in solving management problems. Coordinate special projects {master facilities plan development, classification and compensation plan development} at direction of Board of Commissioners. 10. Carry out any other aSSignments as directed by the Board of Commissioners. 11. Develop and maintain effective, harmonious and reasonable work relationships with fothers. 1 12. Maintain regular and predictable work attendance. IOTHER FUNCTIONS: 13. This classification covers the most significant essential functions performed by an employee in this position, but it does not include other occasional work, which may be similar to, related to, or a logical assignment of this pOSition. RECRUITING REQUIREMENTS: {Additional specific details may be provided by the specific office or department job announcement, if applicable}. KNOWLEDGE, SKILL AND ABILITY: Thorough knowledge of county govemment organization, powers and functions and relationships with other governmental jurisdictions. Thorough knowledge of the principles and practices of public administration, particularly as they apply to the management of diversified county governmental services. Thorough knowledge of the principles and practices REVISED: 10fl4l2OO7 COUNTY ADMINISTRATIVE OFFICER page 3 of public budgeting, accounting, financing, reporting and personnel management. Considerable knowledge of various research methods and problem solving techniques. Considerable knowledge of county programs and processes; Le., union negotiations, insurance programs, safety and management training, EEO, etc. Ability to plan, organize and conduct research studies. Ability to communicate effectively, both orally and in writing. Ability to analyze problems and prepare clear and concise reports on possible solutions. Ability to analyze and prepare budgets. Ability to understand and analyze financial reports and the accounting systems which generate them. Ability to make public presentations before diverse groups. Ability to supervise the work of assigned personnel and programs. Ability to establish and maintain effective working relationships with the Board of County Commissioners, department heads, elected officials, employees, officials from other agencies and the general public. EXPERIENCE, EDUCATION AND TRAINING: Five years of professional, progressively responsible experience in an administrative, managerial or supervisory capacity which included experience in budget preparation, accounting, personnel administration, data processing and program development, implementation and management. Graduation from a four-year college or university with a Bachelor's Degree in business administration or related field, preferably supplemented by a Master's Degree in business or public administration or related field; or any satisfactory equivalent combination of experience. education and training which demonstrates the ability to perform the work described. NECESSARY SPECIAL QUALIFICATIONS: Possession of a valid motor vehicle operator's license and an acceptable driving record at the time of appointment may be a condition of employment. PHYSICAL DEMANDS AND WORK ENVIRONMENT: Work is generally performed indoors in an office environment. Work requirements include the ability to sit and move about; see, talk and hear; use hands to finger, handle or operate objects or controls; and reach with hands and arms. The work requires the ability to lift or move 30 pounds. REVISED: 1012<Il2007 1~11 tIl~ a11nLll1 )CIDEF ADMINISTRATIVE OFFICER -,,6'1» ifDl./., Classification Title: 094 FLSA: Exempt EEOC: 1 GENERAL STATEMENT OF DtTTIES: Performs executive management level leadership, administrative and management work assisting and supporting the Board of County Commissiorers with the planning, coordination and implementation of county operations; supports, coordinates and works as an integral member of the County Management Team; performs other work as required. This is an unclassified position that serves at the pleasU'e of the Board of Commissioners. The Chief Administrative Officer must have high level skills and abilities in human relations, organizational behavior, management principles and practices (including planning, organizing, directing, motivating, and decision making); communication (verbal and written); analysis and policy development; and supervision, including planning and assigning work, motivating staff to work effectively and directing work flow to promote the agency mission. The Chief Administrative Officer position requires skills not only in managing employees, but also in relating with community volunteers, local government officials, business and corporate representatives, social service providers, and children/family advocates. The Chief Administrative Officer is expected to apply a high level of creative and developmental thinking. Additional skills include: identifYing high level policy issues and developing response strategies for the Board: skill in originating and implementing a broad range of proposed programs and initiatives that start as a vision or concept; skill in negotiating various levels of participation by business leaders in partnerships with the County; and skill in creating a high level of support and participation by state and local government officials, community leaders and the public. SUPERVISION RECEIVED: Works under the direction of the Board of Commissioners, which provides policy and administrative direction and reviews performance. SUPERVISION EXERCISED: Provides leadership and general supervISIOn to all appointed department heads, Board of Commissioners' Office Manager, and other Board of Commissioners' Office staff, as assigned. EXAMPLES OF DUTIES: (Duties may include, but are not limited to the following) L Performs executive management level duties, which include: organizational planning, leadership and administrative work in assisting and supporting operations of the county government under the authority of the Board of Commissioners. Implements directives, policies and major initiatives at the request of the Board. CIDEF ADMINISTRATIVE OFFICER 094 Page 2 f 2. Works in a collaborative manner with appointed and elected officials on specific assignments; I facilitates management team building, policy interpretation" guidelines and procedures for the county; provides a variety of administrative support services for the Board of Commissioners on a continuing and special request basis; assists the Board in decision making processes, information gathering, policy development and review. 3. Facilitates the communication and decision making process between departments and the Board of Commissioners; ensures that information provided to the Board of Commissioners is professional and presented in a manner that facilitates decision making. 4. Coordinates the planning efforts for the Board of Commissioners, which includes establishing objectives and developing strategies, implementing the county strategic plan, assisting the Board with developing goals and objectives, and responsibility for implementing and assessing progress of performance measurements. 5. Acts as County Budget Officer. Oversees preparation of the county budget; works in concert with the Finance Manager to link the budget with Board policy; evaluates budget proposals submitted by department heads; develops final budget recommendations based on staffing and resource requirements, cost estimates, objectives and goals. 6. Oversees the timely and accurate development of agendas for the Board of Commissioners' meetings and assures that all required departJ::rent work submitted for these meetings is complete, timely and ofhigh quality; attends Board meetings to present information as required. 7. Provides supervision and direction to appointed department heads. Develops performance expectations and prepares annual performance evaluations in coordination with the Board of Commissioners.. 8. Performs other related duties and special assignments as assigned by the Board of Commissioners. RECRillTING REQUIREMENTS KNOWLEDGE, SKILLS AND ABILITY: Knowledge: Thorough knowledge of the principles and practices of public budgeting, accounting and financial management. Thorough knowledge of principles and practices of public administration. Thorough knowledge of organization and management practices as applied to the analysis and evaluation of programs, policies and operational needs. Working knowledge of municipal and/or county government organization, and functions. Working knowledge of modem methods of strategic planning management and supervision. Working knowledge of personnel policies, labor agreements and administrative procedures. Working knowledge of employee supervision, performance management practices and labor relations. Working knowledge of Oregon budget law and related Oregon Administrative Ru1es. 094 CIDEF ADMINISTRATIVE OFFICER Page 3 Skills: Demonstrated excellence in communication, collaboration and teazn.building skills. Proven ability to manage an organization, department or division. Demonstrated skills to manage in a changing environment and to implement planning for a changing environment. Proven ability to analyze problems, prepare clear and concise reports in both oral and written form. Ability: Establish and maintain effective, collaborative working relationships with the Board of Commissioners, elected officials, departmeIt officials, other employees and the public. Facilitate group decision making processes. Work effectively with the media, and interest groups. Make public presentations before diverse groups. Analyze and interpret complex material and make sound recommerrlations. Work with managers and staff, providing leadership and support in resolving conflicts. EXPERIENCE AND TRAINING: 1. Graduation from an accredited four-year college or university with major course work in Public Administration, Business Administration or a related field (preference given for a Master's Degree in Public or Business Administration); AND 2. Eight years of proven leadership in a similar level or capacity; OR 3. Any satisfactory equivalent combination of education, training and/or experience relevant to the position. Adopted: 11101 Revised: 4/03. 4/04 MARION COUNTY BENEFITS MATRIX Unit 10 -Department Heads Average of 12 days/year 3.693 12 days/year 8 hrsImo or 3.693 period 5 yrs = 15 days/yr 10 yrs = 18 days/yr 15 yrs = 21 days/yr 20 yrs = 24 days/yr 9 2 days None 3% July 1,2007 Unknown None No County contribution County Pays (add to base) County pays monthly premiums up to $1246 cap. Employees pay $0 to $39.3l1mo based on medical & dental plans selected. ODS PPOIHSA Plan participants receive a pro-rated County contribution amount. All regular employees .5 FTE $.31 $1,000 of annual earnings .22% of earnings for monthly premium .305% of for claims $3.30 per month $2.28. per month 7.5% contribution paid by County Updated 112512011 51:, t;. .iJ)l#I,60B CITY OF BEND POSITION DESCRIPTION POSITION: City Manager REPORTS TO: City Councilors DEPARTMENT: Administrative SUMMARY Plans, organizes, directs, and controls the activities of all City departments in accordance with the policies and direction established by the City Council. PRINCIPLE DUTIES AND ACCOUNTABILITIES The City Manager's duties are defined in the City Charter, Chapter V, Section 24 (attached). QUALIFICATIONS The qualifications for City Manager are detennined by the City Council. documents, including but not (e) Appoint, discipline and limited to contracts and remove city personnel, deeds, unless the council has except appointees of the specifically authorized other mayor or council, city personnel to sign such (f) Supervise and control official documents. the manager's appointees in their Section 24. City Manager. service to the city, (1) The city manager is the (g) . Organize and reorganize administrative head of the city the departmental government, and may be structure of city removed by the council at its government, plea-sure. Within six (h) Prepare and transmit to consecutive months after a the council an annual vacancy occurs in the office, city budget, the council shall fill the (i) Supervise city vacancy by appointment. The contracts, appointment shall be without (j) Supervise operation of regard to political all city-owned public considerations and solely utilities and property, upon the basis of and administrative qualifications. (k) Perform other duties as (2) The city manager need not the council prescribes. . reside in the city or the state (4) The manager may not control: when appointed, but promptly (a) The council, thereafter shall become, and (b) The municipal judge in during his or her tenure of the judge's judicial office remain, a resident of the functions; or city. (c) Except as the council , (3) The manager shall: authorizes,appointive (a) Attend all council personnel of the city meetings unless whom the manager does excused by the council not appoint. or mayor, (5) The manager and other (b) Keep the council personnel whom the council advised of the affairs designates may sit with the and needs of the city, council but may not vote on (c) See that the provisions questions before it. The of all ordinances are manager may take part in all administered to the council discussions. satisfaction of the Section 25. Municipal Court and council, Judge. (d) See that all terms of (I} The council may appoint a franchises, leases, municipal judge, as a city contracts, permits and officer, who shall hold, within privileges granted by the the city at a place and times city are fulfilled, that the council specifies, PAGES. etrY OF BEND CHARTER OF t99S I Employees of the City of Redmond recognize that providing the finest customer service to our citizens and co-worlcers is best accomplished through INTEGRITY, ACCOUNTABILITY, LEADERSHIP, CREA TlVITY, AND RESPECT CITY OF REDMOND POSITION DESCRIPTION POSITION TITLE: City Manager DEPARTMENT: Administration FLSA STATUS: Exempt SALARY GRADE: Contract EMPLOYEE GROUP: Management I Contract PURPOSE OF POSITION: Responsible for the effective and efficient administration of the City organization. Plans and directs the activities of all City departments and functions; does related work as required. ESSENTIAL JOB FUNCTIONS: Manages and coordinates projects to accomplish the goals and objectives of the City Council. Confers with department heads and others on varied operating and administrative problems, reviews departmental plans, programs and procedures, and suggests new innovations or methods to improve the standard of services rendered by the city. Supervises the preparation of the annual budget; reviews and approves departmental needs and estimates and transmits budget document to City Council for review and approval. Keeps the City Council at all times advised as to the financial condition and needs of the city. Meets with the City Council in regular and special meetings, gives information and transmits special or regular reports covering varied problems of municipal operations, and advises Council members in their deliberations on policy or legislative matters. Supports economic development goals and opportunity in conjunction with REDAP. Attends meetings and represents the City in various community organizations and groups explaining City issues and projects and encouraging citizen participation and support. I t Participates in collective bargaining negotiations and endeavors to maintain a positive work environment for employees. Responds to citizen inquiries and complaints; resolves issue or refers to appropriate department i f when possible; follows through to ensure resolution. Reviews and provides final approval of department director hiring decisions. JOB QUALIFICATIONS REQUIREMENTS: Mandatory Requirements: Bachelors degree in public or business administration or a related field with a master degree preferred; ten (10) years of experience in administration and management in a municipal government agency of similar or larger size and complexity.; excellent communication skills both verbal and written; Knowledge of word processing and electronic communication systems. I ! Special Requirements/Licenses: Possession of, or required to obtain a valid Oregon drivers' license within 30 days of hire. Must have a safe driving record. Necessary Knowledqe. Skills and Abilities: Thorough knowledge of municipal government organization; powers and functions and relationships with other governmental jurisdictions; principles and practices of public administration, particularly as applied to the management of diversified municipal governmental services. Considerable knowledge of the principles and practices of public budgeting, finance, reporting, personnel management and labor law. Knowledge of and the ability to identify pertinent issues and concerns as it relates to accelerated growth. Ability to appraise the quality of varied municipal services using various performance measurements and process mapping techniques; be a leader; establish and maintain cooperative and harmonious working relationships with city elected and administrative officials, employees, representatives of business and governmental organizations and the general public; develop and prepare effective and complete correspondence and administrative reports; be committed and involved in the community. SUPERVISION RECEIVED: Work is performed under the general direction of the City Council who holds the employee accountable for achieving Council goals and objectives. SUPERVISORY RESPONSIBILITIES: Provides complete supervision to assigned employees including oversight and final authority for assigning and reviewing work and evaluating performance to comply with policies and procedures . I . PHYSCIAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear, use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job includes close vision and the ability adjust focus. TOOLS AND EQUIPMENT USED: Computer, including word processing, Internet and spreadsheet programs; calculator, telephone, copy machine and fax machine. This position requires the use of City vehicles. 1 WORK ENVIRONMENT; t The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. I t i 'Mlile performing the duties of this job, the employee works in an office environment; the employee rarely works in outside weather conditions. The noise level in the work environment is usually quiet. This description covers the most Significant essential and auxiliary duties performed but does not include other occasional work which may be similar, related to, or logical assignment to the position. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change. GecY~Eru:Ucott; FehYu..ary 27,2009 Mayor Date Shar011;ftcurW Human Resources Director ADOPTED: August 28, 2000 REVISED: April 1, 2004, February 27,2009 Page 10f2 Y AMlllLL COUNTY ADMINISTRATIVE SERVICES DlRECTOR* Y() m h \ \ \ d ~c,(\ ~b{\ b.e 6'b1't. Job Description (;Dn~~'wo<i GENERAL STATEMENT OF DUTIES: Performs administrative and supervisory work exercising overall management of the budget, purchasing, personnel, labor relations, and other central administrative functions. Responsible for planning, directing, organizing and implementing administrative and operating procedures adopted by the board of commissioners. Has overall responsibility for preparing and executing annual operating budget. May have considerable contact with county elected and appointed officials, as well as representatives from various state agencies SUPERVISION RECEIVED: Works under general direction of the board of commissioners, with considerable independent judgment and decision-making, subject to general guidelines directed by the commissioners. Work is reviewed through periodic conferences based on overall effectiveness of functions assigned and results achieved. SUPERVISION EXERCISED: Exercises both direct and general supervision over subordinate technical and administrative support positions including assignment of work, performance evaluation, and direction and advice on difficult or unusual assignments. DUTIES AND RESPONSIBILITIES INCLUDE BUT MAY NOT BE LIMITED TO THE FOLLOWING: 1. Exercises overall direction of personnel-related functions; administers and directs collective bargaining and employee relations with employee representatives; develops, modifies, and implements deferred compensation and retirement benefits plans; develops, modifies, and implements recruitment, hiring and disciplinary policies and procedures; develops, modifies, and implements EEO and affirmative action policies and procedures. 2. Meets with elected and appointed officials to discuss problems relative to budget, personnel, purchasing or any other policies and procedures. 3. Oversees design and implementation of the annual budget planning process; reviews and analyzes department budget requests; develops and implements policies and procedures governing execution of the annual operating budget; prepares and presents periodic reports regarding individual department and overall county financial status; presents the county's proposed annual operating budget to the board of commissioners. 4. Reviews department grant requests; monitors and audits, as needed, grant expenditures. 5. Conducts special studies at the request of the board of commissioners; prepares and presents written reports with recommended action for decision-making. 6. Develops, modifies, and directs implementation of procurement policies and procedures. 7. Reviews and interprets pending legislation, statutes, and administrative rules pertinent to operation of the county. 8. Performs other related work as required. DESIRABLE QUALIFICATIONS KNOWLEDGE, SKILL AND ABILITY: Considerable knowledge of principles and practices of organization, administration, and supervision, municipal fund budgeting, personnel administration. Considerable knowledge of principles and practices of governmental procurement, financial management, and labor relations. I..... l t I i ( I I ~ i i f ! http://www.co.yamhlll.or.usladminljobs/CLASS_Descriptions//adminservdirector.htm 9/13/2011 Page 2 of2 Ability to develop and implement policies and procedures, and to anticipate and effectuate changes as needed. Ability to work independently and delegate responsibility. Ability to express ideas effectively, both orally and in writing. Ability to prepare clear and concise reports. Ability to plan, organize, and supervise work of subordinates. Ability to deal with the public, employees, and employee representatives, and elected and appointed officials in a courteous and tactful manner. Ability to establish and maintain effective working relationships with elected and appointed officials, subordinates, other county employees, representatives of other governmental agencies, employee representatives, and the pUblic. EXPERIENCE AND TRAINING: Five years of increasingly responsible management experience involving fiscal, personnel, and purchasing administration, including at least one year supervisory experience. Graduation from a four-year college or university with a degree in public administration, business administration, finance, accounting or a related field. Any satisfactory equivalent combination of experience and training which insures ability to perform the work may substitute for the above. SPECIAL QUALIFICATIONS: As required by the position I I I I 1 I I http://www.co.yamhill.or.us/adminljobsiCLASS_Descriptions//adminservdirector.htm 9/1312011 I