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Agenda 03/12/2013 Item #11D 3/12/2013 11 .D. Exhibit A Salary Range: $48,000 to$71,000/year FLSA Status: Exempt COLLIER COUNTY, FLORIDA CLASSIFICATION SPECIFICATION CLASSIFICATION TITLE: EXECUTIVE COORDINATOR TO COMMISSIONER PURPOSE OF CLASSIFICATION The purpose of this highly responsible position is to provide complex and specialized administrative support to a member of the County Commission in a variety of administrative and public relations matters. Incumbent serves as the point of contact for the commissioner; receives and screens telephone calls, responds to inquiries, and assists visitors with requests. The incumbent is responsible for maintaining the commissioner's calendar, attending meetings,and conducting research and analysis. Each individual hired as an Executive Coordinator to Commissioner is at the sole discretion of a Commissioner, serves at the pleasure of the Commissioner,performs tasks as delegated by the Commissioner and works exclusively for the Commissioner. The Commissioner serves as supervisor of the Executive Coordinator to Commissioner and is solely responsible for all supervisory functions. Executive Coordinator to Commissioners to Commissioners are not employees of the County Manager's Agency, and as such, are not regulated by or subject to the practices, policies or procedures of the County Manager. ESSENTIAL FUNCTIONS The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar,related,or a logical assignment for this classification. Other duties may be required and assigned. Provides written/verbal reports to Commissioners regarding significant issues and requests from the citizens of Collier County;reviews reports and correspondence submitted to the Board of County Commissioners and determines/initiates appropriate action/response; presents possible solutions to challenges/problems. Exercises independent judgment applying effective communication and problem solving skills. Responds to queries from citizens in a professional,timely manner. Promotes Collier County Government to individuals/organizations by demonstrating a positive attitude and high level of customer service. Monitors, coordinates, or conducts various projects as assigned; discusses projects with parties involved; gathers proposals and provides recommendations;tracks status and costs of projects. Compiles or monitors administrative and/or statistical data pertaining to County operations, projects, and programs; analyzes data and identifies trends;summarizes data and prepares reports. Assists with the preparation and monitoring of the Commissioner's operational budget; including review of expenditures to ensure compliance with approved budget Prepares or completes various forms, mvuris, correspondence, presentation materials, spreadsheets, newsletters, or other documents. Researches and prepares written material on behalf of the assigned Commissioner. ©DMG-MAXIMUS,INC. Page 1 Last Revised: February 2013 Packet Page-935- 3/12/2013 11 .D. Collier,County,Florida•Executive Aide to the BCC 10013 Receives various forms, reports, correspondence, operational reports, statistical data,proposals, laws, statutes, codes, ordinances,policies procedures, manuals,reference materials, or other documentation;reviews, completes,processes, forwards or retains as appropriate. Operates a personal computer, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, desktop publishing, e-mail, Internet,or other computer programs. Communicates with County officials, other departments, employees, government agencies, local businesses, community organizations,the public,outside agencies, and other individuals as needed to coordinate work activities, review status of work,exchange information,resolve problems,or give/receive advice/direction. Attends meetings,serves on committees,and makes presentations as needed. Maintains a comprehensive, current knowledge of applicable laws/regulations;maintains an awareness of new trends and advances in the profession;reads professional Iiterature;attends workshops and training sessions as appropriate. ADDITIONAL FUNCTIONS Performs general/clerical tasks, which may include answering telephone calls, greeting visitors, making copies, sending/receiving faxes,filing documentation,or processing incoming/outgoing mail. Provides assistance to other employees or departments as needed. Performs other related duties as required. MINIMUM QUALIFICATIONS Associate's degree in Business, Public Administration, Public Relations or a related field and five years of progressively responsible experience performing executive secretarial work; or any equivalent combination of education,training,and experience which provides the requisite knowledge,skills,and abilities for this job.Experience providing administrative support for an executive position preferred. Fingerprinting required. PERFORMANCE APTITUDES Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives. Human Interaction: Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project,program,or designated area of responsibility. Equipment,Machinery,Tools,and Materials Utilization: Requires the ability to operate,maneuver and/or control the actions of equipment,machinery,tools,and/or materials used in performing essential functions. Verbal Aptitude: Requires the ability to utilize a wide variety of reference,descriptive,advisory and/or design data and information. Mathematical Aptitude: Requires the ability to perform addition,subtraction,multiplication and division;ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may ©DMG-MAXIMUS,INC. Page 2 Last Revised: February 2013 Packet Page-936- 3/12/2013 11 .D. Collier,County,Florida•Executive Aide to the BCC 10013 include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights,and measures. Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems. Situational Reasoning: Requires the ability to exercise judgment,decisiveness and creativity in situations involving the evaluation of information against sensory,judgmental, or subjective criteria,as opposed to that which is clearly measurable or verifiable. Leadership: Customer Service: Financial Accountability: ADA COMPLIANCE Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting,carrying,pushing and/or pulling of objects and materials of light weight(5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally. Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions. Collier County is an Equal Opportunity Employer.In compliance with the Americans with Disabilities Act,the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer. ©DMG-MAXIMUS,INC. Page 3 Last Revised: February 2013 Packet Page-937- 3/12/2013 11.D. COLLIER COUNTY Board of County Commissioners Item Number: 11.11.D. Item Summary: Recommendation to establish a new position classification and salary range assignment for County Commission staff members and to approve a final floor plan for the BCC Office. (Len Price, Administrative Services Administrator) Meeting Date: 3/12/2013 Prepared By Name: BrockMaryJo Title:Executive Secretary to County Manager, CMO 3/5/2013 11:43:28 AM Submitted by Title:Executive Secretary to County Manager, CMO Name: BrockMaryJo 3/5/2013 11:43:29 AM Approved By Name: OchsLeo Title: County Manager Date: 3/6/2013 11:53:20 AM Packet Page-938- 3/12/2013 11.D. EXECUTIVE SUMMARY Recommendation to establish a new position classification and salary range assignment for County Commission staff members and to approve a final floor plan for the BCC Office. OBJECTIVE: To approve a position classification and salary range assignment for County Commission employees and to approve a final floor plan for the BCC Office. CONSIDERATIONS: Based upon direction received at the County Commission workshop held on February 5, 2013, staff is providing the following recommendations regarding the staffing,operation and physical layout of the County Commission Office. County Commissioner staff members will report directly to and serve at the pleasure of their respective Commissioner as an at-will employee. These positions will be considered exempt from payment of overtime and will require a signed non-disclosure agreement as a condition of continued employment. A copy of the proposed job description and salary range is enclosed in Exhibit A. These positions are not employees of the County Manager's Agency, and as such, are not regulated by or subject to the practices, policies or procedures of the County Manager. However, Commission staff members will receive the same comprehensive insurance benefits package as provided to other County Manager employees and leave time shall accrue consistent with the leave policy of the County Manager's Agency. Collateral duties of the Office will be handled as follows: • Human Resources Department: New Commissioner staff on-boarding and orientation,assistance with personnel and benefits matters including salary guidance, input of payroll modifications and changes. • County Manager's Office: Budget preparation and management,procurement assistance,time entry processing,visitor referrals and telecommunications support. As discussed during the workshop, several floor plans with construction cost estimates were developed. Staff has provided three floor plan options (Exhibit B).Each option contains the proposed floor plan, a cost estimate and a proposed schedule. The options are as follows: Plan Description Estimated Cost Estimated Schedule Option 1 Original Plan $163,000 16 weeks Option 2 Reconfigure Conf.Rm. $89,000 11 weeks Option 3 Reconfigure Aides Area $81.000 9 weeks FISCAL IMPACT: Sufficient budget exists within General Governmental County-wide Capital Fund (301),to complete the floor plan renovations under the options proposed. Regarding staffing and operations, separate cost centers for each commissioner will be established to account for each Commissioner's staffing expenses as well as unique operating requirements. One general cost center will exist to account for common office expenses. Depending upon Board direction,this new accounting structure can be set up in FY 13 or as part of the FY 14 budget process. LEGAL CONSIDERATIONS: This item has been reviewed by the County Attorney, is legally sufficient, and requires majority vote for approval. -JAK Packet Page -939- 3/12/2013 11 .D. GROWTH MANAGEMENT IMPACT: There is no growth management impact associated with this item. RECOMMENDATION: That the BCC provides direction to the County Manager regarding the proposed position description and associated salary range, office layout, and distribution of duties. PREPARED BY: Len Golden Price,ASD Administrator Packet Page -940- . _ 3/12/2013 11 .D. Aft. Exhibit B , i -..,-,..4.._,•--,--A„..,,... *--. 4:- -, Z1-;,..-''' ,....--, ,.----" i I , e, t I ) -4 XI i; ) , .__....„.... . It. \ —, , 1 , ......... I _ id ■ . — t ' r r ,- - 1-- _ .T 7 I OPT IL - , —$164k 1— .., OPT - 2 —$89k —11 wks 1 I, f- , r- . 1 softs, ,.—_„ — __ ,•■46----m.-' Li 11 LI — L t - ” ) ...,....,.-- -- 1 I 1. - I . ,.! I , I , ... ' 1 . r —tr. ...-_-- t...1 , '—' J.1 -, OPT- 3 3 . _ II= EX1ST'G -1 1 _ . ..7. I I 1 1 AlISt‘ Packet Page -941- 3/12/2013 11 .D. • i"--- i L.-- - 1 `.; . ,.... 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NON-DISCLOSURE AGREEMENT THIS AGREEMENT(the"Agreement")is entered into on this_day of , 2013, by and between the Board of Collier County Commissioners of Collier County, Florida located at 3299 Tamiami Trail East, Naples, Florida 34112 (the "Board") and , (hereafter, " 7) in his/her capacity as Executive Coordinator to a member of the Board of County Commissioners often participates in or is privy to the private, confidential discussions regarding the professional and personal business of the five (5) individual Board members (collectively referred to herein as the Board). During those discussions, the Board may share certain personal and private information with that is intended to be confidential. Therefore, in consideration of the mutual promises and covenants contained in this Agreement, and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged,the parties hereto agree as follows: I. Definition of Confidential Information. (a) For purposes of this Agreement, "Confidential Information" means any oral communication that is personal, private or particular to the Board members and not generally known to the public, or written communications not constituting public records as defined by Section 119, Florida Statutes (2012), whenever and however disclosed. Confidential Information need not be novel or unique in order to be designated Confidential Information. acknowledges that Confidential Information is personal and private to the Board and that the Board regards all of its Confidential Information as not subject to disclosure. (b) Notwithstanding anything in the foregoing to the contrary, Confidential Information shall not include information which: (i) was known by prior to receiving the Confidential Information from the Board; (b) becomes rightfully known to from a third-party source not known by (after diligent inquiry) to be under an obligation to the Board to maintain confidentiality; (c) is or becomes publicly available through no fault of or failure to act by in breach of this Agreement; (d) concerns information that is protected pursuant to State or Federal "Whistleblower" laws; or(e)is required to be disclosed in a judicial or administrative proceeding, or is otherwise requested or required to be disclosed by law or regulation, although the requirements of paragraph four(4)hereof shall apply prior to any disclosure being made. 2. Disclosure of Confidential Information. From time to time, the Board may disclose Confidential Information to throughout the course of 's employment with Collier County. will: (a) restrict disclosure of any Confidential Information in connection with his past, current or future employment relationship with the Board, (b) advise individual Board members who have disclosed such Confidential Information to in advance if he/she is compelled to disclose such information in accordance with the provisions of section four (4) below, (c) shall keep all Confidential Information strictly confidential by using the same reasonable degree of care that he/she would use if safeguarding his/her own Confidential Information; and (d) not disclose any Confidential Information received to any third parties (except as otherwise provided for herein). 1 Packet Page-946- 3/12/2013 11 .D. 3. Use of Confidential Information. agrees to use the Confidential Information solely in connection with his/her past, current or future employment relationship with the Board and not for any purpose other than as authorized by this Agreement without the prior written consent of an authorized representative of the Board. No other right, whether expressed or implied, in the Confidential Information is granted to hereunder. All title and ownership of any Confidential Information will remain solely in the Board. 4. Compelled Disclosure of Confidential Information. Notwithstanding anything in the foregoing to the contrary, may disclose Confidential Information pursuant to any governmental, judicial, or administrative order, subpoena, discovery request, regulatory request or similar method, provided that promptly notifies the Board in writing of such demand for disclosure so that the Board, at its sole expense, may seek to make such disclosure subject to a protective order or other appropriate remedy to preserve the confidentiality of the Confidential Information. agrees that it shall not oppose and shall cooperate with efforts by the Board with respect to any such request for a protective order or other relief. Notwithstanding the foregoing, if the Board is unable to obtain or does not seek a protective order and is legally requested or required to disclose such Confidential Information, disclosure of such Confidential Information may be made without liability. 5. Term. This Agreement shall remain in effect for a four-year term from the date separates(whether by resignation,retirement or termination)from his/her employment with the Board. 6. Remedies. Both parties acknowledge that the Confidential Information to be disclosed hereunder is of a unique, personal and valuable character, and that the unauthorized dissemination of Confidential Information will cause the Board to sustain damages. Therefore, both parties hereby agree that the Board shall be entitled to the following remedies in the event of any dissemination of Confidential Information by in violation of the terms of this agreement: (1) and the Board recognize that because of the unique nature of Confidential Information it is difficult to determine the actual damages that will result from an unauthorized disclosures. The parties agree, however, that the Board shall be entitled to recover as liquidated damages, but not as a penalty, the total amount of any sum owing to that would otherwise actually be paid out to (if any) upon the date of his/her separation from County employment, and (2)injunctive relief preventing the dissemination of any Confidential Information in violation of the terms hereof Such relief shall be in addition to any other remedies available hereunder,whether at law or in equity. The Board shall be entitled to recover its costs and fees, including reasonable attorneys' fees, incurred in obtaining any such relief. Further, in the event of litigation relating to this Agreement, the prevailing party shall be entitled to recover its reasonable attorney's fees and expenses. 7. Notice of Breach. shall notify the Board immediately upon discovery of any unauthorized use or disclosure of Confidential Information by , his/her agents or representatives, or any 2 Packet Page-947- 3/12/2013 11 .D. other breach of this Agreement by , his/her agents or representatives, and will cooperate with efforts by the Board to help the Board regain possession of Confidential Information and prevent its further unauthorized use. 8. Miscellaneous. (a) This Agreement constitutes the entire understanding between the parties and supersedes any and all prior or contemporaneous understandings and agreements, whether oral or written, between the parties, with respect to the subject matter hereof. This Agreement can only be modified by a written amendment signed by the party against whom enforcement of such modification is sought. (b) The validity, construction and performance of this Agreement shall be governed and construed in accordance with the laws of State of Florida. The Federal and State courts located in Collier County,Florida shall have sole and exclusive jurisdiction over any disputes arising under the terms of this Agreement. (c) Any failure by either party to enforce the other party's strict performance of any provision of this Agreement will not constitute a waiver of its right to subsequently enforce such provision or any other provision of this Agreement. (d) Although the restrictions contained in this Agreement are considered by the parties to be reasonable for the purpose of protecting the Confidential Information, if any such restriction is found by a court of competent jurisdiction to be unenforceable, such provision will be modified, rewritten or interpreted to include as much of its nature and scope as will render it enforceable. If it cannot be so modified, rewritten or interpreted to be enforceable in any respect, it will not be given effect, and the remainder of the Agreement will be enforced as if such provision was not included. (e) Any notices or communications required or permitted to be given hereunder may be delivered by hand, deposited with a nationally recognized overnight carrier, electronic-mail, or mailed by certified mail, return receipt requested, postage prepaid, in each case, to the address of the other party. All such notices or communications shall be deemed to have been given and received (a) in the case of personal delivery or electronic-mail, on the date of such delivery, (b) in the case of delivery by a nationally recognized overnight carrier, on the third business day following dispatch and (c) in the case of mailing, on the seventh business day following such mailing. (f) This Agreement is personal in nature, and neither party may directly or indirectly assign or transfer it by operation of law or otherwise without the prior written consent of the other party. All obligations contained in this Agreement shall extend to and be binding upon the parties to this Agreement and their respective successors, assigns and designees. (g) Paragraph headings used in this Agreement are for reference only and shall not be used or relied upon in the interpretation of this Agreement. 3 Packet Page-948- 3/12/2013 11 .D. IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of the date first above written. Board of County Commissioners, Attest: Collier County,Florida Dwight E. Brock, Clerk of Courts By: By: Dated: Georgia A. Hiller, Esq., Chairwoman (SEAL) Approved as to form and legal sufficiency: Jeffrey A. Klatzkow, County Attorney By: First Witness Executive Coordinator to County Type/print witness name Commissioner Second Witness Type/print witness name 4 Packet Page-949-