Shared Administrative Support Between Information Technology, Office of Equity and Human Rights, and Office of Shared Prosperity and Neighborhood SupportCity of Dubuque
City Council Meeting
Consent Items # 020.
Copyrighted
November 6, 2023
ITEM TITLE: Shared Administrative Support Between Information Technology, Office
of Equity and Humans Rights, and Office of Shared Prosperity and
Neighborhood Support
SUMMARY: City Manager recommending City Council approval of an increase in the
full-time equivalents of .34 at the additional cost of $41,814 to make an
existing part-time administrative position (.66FTE, GE-25) into a full-time
position (1.00FTE, GE-25) for administrative support to be shared
between these three departments: Information Technology, Office of
Equity and Human Rights, and Office of Shared Prosperity and
Neighborhood Support.
SUGGESTED Suggested Disposition: Receive and File; Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
THE CITY OF
Dubuque
DUB TEE1.
All -America City
Masterpiece on the Mississippi
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Shared Administrative Support Between Information Technology, Office of
Equity and Human Rights, and Office of Shared Prosperity and
Neighborhood Support
DATE: October 31, 2023
Director Office of Shared Prosperity and Neighborhood Support Anderson Sainci is
recommending City Council approval of an increase in the full-time equivalent of .34 at
the additional cost of $41,814 to make an existing part-time administrative position
(.66FTE, GE-25) into a full-time position (1.00FTE, GE-25) for administrative support to
be shared between these three departments: Information Technology, Office of Equity
and Human Rights, and Office of Shared Prosperity and Neighborhood Support.
The additional cost of $41,814 in Fiscal Year 2024 will be funded by Fiscal Year 2023
General Fund savings. Fiscal Year 2025 will be funded through the budget process.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Mic ael C. Van Milligen
MCVM:sv
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Anderson Sainci, Director Office of Shared Prosperity and Neighborhood Support
Dr. Gisella Aitken-Shadle, Chief of Equity and Human Rights
Chris Kohlmann, Chief Information Officer
Jenny Larson, Chief Financial Officer
THE CITY
DBT*_TE,UOF
Masterpiece on the Mississippi
Dubuque
Ail-Ameriei Cily
2007-2012.2013
2017*2019
TO: Michael C. Van Milligen, City Manager
FROM: Anderson Sainci, Director, Office of Shared Prosperity and
Neighborhood Support
SUBJECT: Shared Administrative Support Between Information Technology, Office of
Equity and Human Rights and Office of Shared Prosperity and
Neighborhood Support
DATE: October 31, 2023
1_T91201:WL11 z I C,
During the Fiscal Year 2024 budget process the Information Technology (IT)
Department, the Office of Equity and Humans Rights and the Office of Shared
Prosperity and Neighborhood Support (OSPNS) departments all submitted an
improvement package to add a part-time administrative position and/or a full-time
administrative position to fulfill various administrative tasks that would help enhance
service delivery in their department. The annual cost for a full-time Administrative
Assistant (GE-25) is between $39,124 and $51,168.
The Information Technology (IT) Department requested a part-time (.5 FTE)
administrative assistant to administer biweekly payroll preparation, annual budget
preparation and monthly processing purchasing cards, and purchase orders. According
to Chris Kohlmann, Chief Information Officer, there are gaps with keeping up with the
day-to-day administrative duties because staff are at and beyond capacity maintaining
responses to department and division needs in a timely manner. This includes
responding to support tickets, updating city technology infrastructure; protecting city
data; building the capacity for telework; and assisting with the Tyler system. Currently IT
has had to tap into the City Manager's Office (CMO) to help address the administrative
tasks listed above. This has led to the CMO administrative team having to add to their
existing workload which could cause burnout.
The Office of Equity and Human Rights requested adding a full-time (1.00FTE, GE-25)
administrative assistant to assist with payroll preparation and purchasing cards.
The Office of Shared of Prosperity and Neighborhood Support (OSPNS) requested to
turn an existing part-time administrative position (.66FTE, GE-25) into a full-time role
(1.00FTE, GE-25). The existing part-time position overseas payroll preparation,
processing neighborhood grants, scheduling meetings and purchasing cards. This
position has been instrumental in helping to develop department wide processes and
procedures, especially as we have transitioned to the Old Engine House #1. With our
current workload, we have gone over our original approved budget of $27,596 trying to
respond to community and department program needs in a timely manner.
Potential Solution
The Department Heads of all three departments came together to explore the possibility
of creating a shared role to optimize efficiency and maximize resources. Specifically, it
was discussed taking an existing part-time administrative position (.66FTE, GE-25) and
turning it into a full-time role (1.00FTE, GE-25) to help streamline payroll preparation,
annual budget preparation, monthly processing purchasing cards, and purchase orders.
The additional cost of $41,814 in Fiscal Year 2024 will be funded by Fiscal Year 2023
General Fund savings. Fiscal Year 2025 will be funded through the budget process.
ACTION REQUIRED
I am respectfully requesting City Council approval of the increase in the full-time
equivalents of .34 at the additional cost of $41,814 to make an existing part-time
administrative position (.66FTE, GE-25) into a full-time position (1.00FTE, GE-25),
which will be submitted as part of a future budget amendment.
Cc. Cori Burbach, Assistant City Manager
Chris Kohlmann, Chief Information Officer
Dr. Gisella Aitken-Shadle, Chief of Equity & Human Rights
Jenny Larson, Chief Financial Officer