Personnel Committee

PERSONNEL COMMITTEE AGENDA COMMISSION CONFERENCE ROOM 4243 REMEMBRANCE RD. NW. MONDAY, MARCH 23, 2026 4:00 PM Call Meeting to Order - Record Attendance 1. Committee Members: Jessica Babcock, Elaina Huizenga-Chase, Steven Gilbert, and Gary Carey (Alternare) Discussion Items 1. Approval of Minutes from February 23, 2026 2. Compensation Study Report Presentation with Pontifex Consulting 3. MERS DROP Program Continued Discussion 4. Executive Assistant Position Description and Wage Approval Request 5. Battalion Chief Job Description 6. Update form City Manager on Future Projects 7. Emergency Management Training Information Adjournment Page 1 of 12  PERSONNEL COMMITTEE MEETING MINUTES COMMISSION CONFERENCE ROOM MONDAY, FEBRUARY 23, 2026 4:00 PM Call Meeting to Order - Record Attendance Committee Members: Jessica Babcock, Elaina Huizenga-Chase, and Steven Gilbert. City Staff: Shannon Bales, Darrel Schmalzel, Keith Mankel, and Dan DeVries Discussion Items Approval of Minutes from November 24, 2025 and December 5, 2025 Motion by Steven Gilbert, seconded by Jessica Babcock to approve the Minutes from November 24, 2025 and December 5, 2025. Motion Carried. Discussion on DROP program HR Director Shannon Bales gave an overview of the DROP program offered through Municipal Employees' Retirement System of Michigan (MERS) and explained how the program functions. She noted that six Police Department employees are currently eligible to participate and may elect to enter DROP for a period ranging from 6 to 60 months. Participation in the program is irrevocable once elected. Shannon Bales and Dan DeVries each met with representatives from MERS to discuss the program's funding requirements. Committee discussion followed, including consideration of potential employee interest, payment structure and funding obligations, impacts on succession planning, and associated annual and long-term costs. Next Steps:  Chief Mankel will contact eligible employees to assess potential interest in participating in DROP  Information will be forwarded to the Finance Committee for further discussion Personnel Committee Minutes 2-23-26 Page 2 of 12  City Manager Darrel Schmalzel provided an update on the Assessing position stating that fourteen applications were received however none met the required qualifications. Discussion followed. HR Director Bales told the committee that she plans to present the results of the recent wage study at the next Personnel Committee meeting. Next Meeting: Monday, March 23, 2026 at 4:00 p.m. in the Commission Chambers Adjourned at 4:45 p.m. Personnel Committee Minutes 2-23-26 Page 3 of 12  CITY OF WALKER HUMAN RESOURCES TO: Personnel Committee FROM: Shannon Bales, SHRM-CP, HR Director DATE: March 19, 2026 RE: Change for Department Specialist (Manager’s Office) position Request was made by the City Manager and Mayor to review the position description for the Department Specialist position that reports to the City Manager and works with the Elected Officials. This request was made because of how much the position has evolved since it was implemented in September 2024. We have created a draft position description to change the current position description from Department Specialist to Executive Assistant. After reviewing comparable market data, we are requesting the new Executive Assistant position be classified at Grade 7 as compared to the Grade 3 placement of the Department Specialist position. The draft position description and comparable wage data are attached. 2025/2026 Rates Minimum Midpoint Maximum Grade 3 $41,947 $48,239 $54,531 Grade 7 $54,020 $62,178 $70,226 Approval is requested from the Personnel Committee to update the Department Specialist position description to the new Executive Assistant position and placement at grade 7 pay scale. Any further questions, please feel free to contact me. Page 4 of 12  Department SpecialistExecutive Assistant Department: Manager’s Office Classification: Full-Time / Non-Exempt Reports To: City Manager Date: July 2024March 2026 Position Description Objective Provide advanced, executive level administrative assistance , operational, and project management and support services to the City Manager’s Office and Elected Officials of the City of Walker. Serve as a primary coordinator for mayoral initiatives, public events, community engagement activities, and special projects. Serve as a strategic liaison between the Elected Officials, city staff, and other government officials, community leaders, organizations, and other stakeholders both in and outside of the City. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. Provide customer service, receive, and aAct as a key point of contact between elected officials, city departments, community leaders, regional partners, and residents. Address inquiries and complaints made by citizens, businesses, staff and others (at the counter, on the phone, or by email). Follow up within scope of authority and advise and/or refer to appropriate department or person if outside scope of authority. Collaborate with relevant departments to ensure prompt and appropriate responses to constituents. Manage complex or sensitive inquiries with diplomacy. 2. Complete general and complex Provide advanced administrative office support to the City Manager, Mayor, and Elected Officials including such as processing mail, managing schedulingschedules, record keeping, coordinating meetings, taking minutes, ordering and maintaining supplies, and updating digital materials. Anticipate operational needs and proactively resolve scheduling, logistical, or administrative challenges. Represent the City at meetings when appropriate. Assist Communications Department as needed. Accompany Mayor to meetings as needed. 3. Assist in Lead the planning, coordination, and execution of official events, ceremonies, and community engagements. Coordinate Serve as project manager for public events, prepare materials for community engagement, and manage event logistics. Support the Mayor’s community engagement efforts and ensure consistent, professional representation of the City. 4. Performs project management duties as assigned by the Mayor and/or City Manager, including planning, coordinating, and executing special initiatives from concept through completion. Responsibilities include developing timelines, tracking deliverables, facilitating communication among stakeholders, and ensuring projects are completed on time and aligned with city priorities. 4.5.Conduct research on various topics as requested. Compile and analyze information to prepare reports and presentations. Draft professional communications and materials for meetings, events, and community engagement initiatives. Page 1 of 3 Page 5 of 12 Position Description Department SpecialistExecutive Assistant 5.6.Stay informed about current issues, projects, and challenges facing the City, including understanding of both the big picture and the details of ongoing initiatives to provide effective support. 6.7.Perform other related duties as required. Minimum Qualifications and Required Knowledge, Skills and Abilities 1. Educational and professional experiences should emphasize a thorough understanding of local government operations, policy and legislation processes, and high level of civic engagement. 2. Experience coordinating managing events from small meetings to large public gatherings, including understanding the logistics and requirements necessary. Strong organizational, planning, and project management abilities. 3. Conduct business with a high level of confidentiality surrounding sensitive information and manage it with discretion. 4. Proficient use of Microsoft Office products and Adobe Pro. Proficient use of presentation software and/or other various presentation tools. 5. Requires a valid State of Michigan driver’s license, satisfactory driving record and the ability to maintain one throughout employment. 6. Excellent oral and written communication skills, ability to perform a wide variety of tasks during busy, sometimes stressful times. 7. Ability to exercise good judgment, initiative and resourcefulness in dealing with the public, members, elected officials, community leaders and co-workers. Maintain strong relationships with community organizations, boards and regional partners. 8. Ability to exercise a high degree of diplomacy in contentious or confrontational situations. 9. Must demonstrate appropriate customer service competences and behaviors in accordance with department policies and procedures. 10. Knowledge of relevant computer programs needed in the day to day function of the position. 11. Ability to concentrate and pay attention to details; also ability to organize, prioritize and work independently and in a busy environment where priorities change as well as schedules. 12. Manual dexterity to work effectively for extended periods. Lifts and carries supplies equipment etc. weighing up to 30 pounds to waist-high-level. Physical Demands and Work Environment The physical demands and work environment described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. An employee in this position spends the majority of their time in-person in an office setting with a controlled climate where they sit and work on a computer for extended periods of time; communicate by telephone, e-mail or in person, and move around the office or travel to other locations to attend meetings and other job-related activities. This position may be eligible for remote work on a limited or situational basis as approved by the Assistant City Manager. Approvals The above is intended to describe the general content of and requirements for other performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. This job description has been approved by all levels of management. ________________________________ __________________ City Manager Date Page 2 of 3 Page 6 of 12 Position Description Department SpecialistExecutive Assistant Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position. ________________________________ __________________ Employee Date Page 3 of 3 Page 7 of 12  Department Specialist - Manager's Office Position Review Current Position Minimum Pay Maximum Pay Current Pay City of Walker Department Specialist (Grade 3) $ 41,947 $ 54,531 Municipality Title Minimum Pay Maximum Pay Current Pay City of Kentwood Executive Assistant $ 51,480 $ 68,994 City of Mt Pleasant Assistant to the City Manager $ 58,000 $ 60,000 $ 59,758 City of Novi Assistant to the City Manager $ 58,383 $ 78,790 City of Holland Office Manager $ 59,800 $ 71,739 City of Wyoming Administrative Assistant $ 69,784 Average $ 56,916 $ 69,881 Comparable Grade Placements Minimum Pay Maximum Pay Grade 6 Administrative Coordinator $ 50,251 $ 65,326 Grade 7 No equivalent position title $ 54,020 $ 70,226 Grade 8 Office Manager $ 56,721 $ 73,737 Page 8 of 12  Battalion Chief Department: Fire Department Classification: Full-Time / Non-Exempt Reports To: Fire Chief Date: March 2026 Position Description Objective This is a highly responsible position requiring a large degree of independent judgement and discretion to deliver high quality all hazard services to the City of Walker. This position supervises and performs a wide array of fire and emergency service activities. These activities can include fire suppression, technical rescue, hazardous materials, risk reduction, wildland response, disaster management, customer service as well as administrative functions. Employees in this classification are responsible for directing a shift of fire and emergency service personnel, performing administrative functions, ensuring adherence to departmental and city policies and procedures as well as industry standards. Employees in this position will assume and exercise command of fire department operations as appropriate. The Battalion Chief is responsible for training, community risk reduction as well as health and safety activities on their assigned shift. They are considered ambassadors for the Walker Fire Department routinely interacting with internal as well as external stakeholders to promote a positive agency image. They may represent the Fire Chief in their absence. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. Works collaboratively as a member of the fire department command staff assisting with planning, coordinating, and supervising the overall activities of fire suppression personnel, equipment, apparatus, and buildings. Leads and provides general direction to the shift. 2. Works collaboratively with City of Walker departments to meet the needs of the City; follows established policies and procedures set by those internal departments 3. Assigns, reviews, and analyzes the work performance of employees under their span of control and assures compliance with departmental rules and regulations. 4. Responds to fires and other incidents of increased complexity. Assumes command upon arrival at the scene as appropriate. Directs positioning of apparatus, firefighting and lifesaving operations until relieved of command by the Fire Chief; supervises overhaul and salvage operations, investigates, or assists with fire investigations to determine origin and cause and estimate of loss. 5. Monitors threats and risks to the community such as hazardous weather or critical information; relaying to stakeholders as needed. Adjust daily staffing plan to meet the evolving needs based on threats and risk within the community. 6. Continuously monitors and evaluates the quality, responsiveness, efficiency, and effectiveness of programs; service delivery methods and procedures; and advises appropriate administrative staff. 7. Assists in developing plans and specifications for the purchase of fire equipment. 8. Collects, reviews, and prepares various reports and assists in administrative duties such as creation, revision, and updating procedures and policies. 9. Resolves conflict and recommends or acts on personnel matters, including administering Page 1 of 4 Page 9 of 12 Position Description Battalion Chief disciplinary action. 10. Perform annual reviews of personnel as well as recommend them for awards and recognition. 11. Inventories, maintains, and distributes personal protective equipment and various supplies. 12. Regularly inspect fire personnel, quarters, equipment, and records; prepares and provides reports as appropriate and necessary. 13. Coordinates training activities for all personnel on their assigned shift. 14. Reports to and confers with the Fire Chief on operations, personnel and administrative matters. 15. Directs and promotes community outreach activities performed by shift personnel. 16. Follows, demonstrates, and holds others accountable to the mission, vision, and values of the department. 17. Perform other related duties as assigned. Supervisory Responsibilities This position manages the following and is responsible for the management and performance of these employees: All personnel assigned to the operations division. Minimum Qualifications and Required Knowledge, Skills and Abilities 1. 12 years of fire service experience with responsibility progression. 2. Certification as State of Michigan Fire Officer II or equivalent. Blue Card Incident Command/Hazard Zone Management Course, ICS 100, 200, 300, 400 and NIMS IS-700 & IS-800 (ICS 400 within one year of appointment). Licensed in Michigan as an EMT or higher. 3. Associate degree in Fire Science, Public Administration, or a related field. An equivalent combination of training, education, and experience that provides the required knowledge, skills, and abilities may substitute for the degree requirement. 4. Requires a valid State of Michigan driver’s license, satisfactory driving record and the ability to maintain one throughout employment. 5. Comprehensive knowledge of modern fire, rescue and response equipment as well as methods plus City of Walker specific policies and procedures. Battalion Chiefs should have thorough knowledge of industry standards, rules, regulations pertaining to firefighting, emergency response, community risk reduction and disaster response. This includes Kent County and City of Walker ordinances and laws. 6. Knowledge of the City of Walker as well as Kent County Emergency Operations Plan. Knowledge of damage assessment, Michigan Critical Incident Management System (MICIMS) as well as the functions of an emergency operations center. 7. Ability to assess and determine the critical factors associated with an incident then direct all aspects of the operation under emergency conditions. This includes the ability to effectively analyze situations and quickly develop an action plan that appropriately manages the risks associated with the hazard or situation. 8. Thorough knowledge of geography, target hazards, water/utility system and business continuity within the City of Walker. 9. Knowledge of training, supervisory and management techniques. Ability to plan, organize, schedule, direct and coordinate work activities for assigned personnel. 10. Extensive knowledge of the duties, functions and responsibilities of the personnel being supervised. Ability to motivate, train, develop, influence, coordinate and direct personnel being supervised. Knowledge of how to evaluate performance and progress of personnel. Knowledge and ability to coordinate and direct a wide array of skills-based training. 11. Ability to work effectively within deadlines, under stress and with evolving priorities. 12. Demonstrated ability to use established, effective, and cooperative working relationships; demonstrated ability to use tact, good judgment, and resourcefulness when working with superiors, associates, subordinates, volunteer workers, internal departments, external organizations, contractors, instructors, vendors, and the public. Page 2 of 4 Page 10 of 12 Position Description Battalion Chief 13. Ability to collect and analyze data to prepare reports, letters and responses to internal as well as external requests for information. Ability to communicate and present information effectively; both in verbal and written format to wide array of audiences. Ability to conduct briefing and classroom instruction. 14. Demonstrated proficiency of information technology, including software applications related to areas of responsibility, and the ability to quickly learn other technology, as necessary. Coordinates with the information technology division to resolve issues in a timely manner. 15. Ability to work any shifts or schedules as necessary to provide proper coverage for all Walker Fire Department activities and events. 16. Ability to exercise a high degree of diplomacy in contentious, confrontational or emergent situations. 17. Ability to concentrate and pay attention to details; also, ability to organize, prioritize and work independently and in a busy environment where priorities change as well as schedules. Physical Demands and Work Environment The physical demands and work environment described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. An employee in this position spends a portion of their time in an office setting with a controlled climate where they sit and work on a computer for extended periods of time; communicate by telephone, e-mail or in person, and move around the office or travel to other locations. In the role of Battalion Chief, an employee must be able to perform the essential tasks as a firefighter identified by MCL Section 29.362. This includes, but is not limited to, climbing, jumping, crawling, running, swimming, lifting, carrying, dragging, walking, and standing on unfamiliar terrain while wearing fire or rescue personal protective equipment. An employee in this position also works in a hazardous environment exposed to extremes of heat and cold. Exposed to or in contact with dangerous elements, weakened structures, possible explosions, toxic gases, caustic chemicals, heat, smoke and open flame. Employees will operate emergency vehicles during day and night and must be able to enter and exit vehicles quickly. Visual acuity, effective communication skills both verbally and written to command a situation, and operating firefighting and other necessary emergency equipment are required. An employee in this position is occasionally exposed to traumatic events as well as health hazards associated with the conditions or situations associated with emergency operations. They may occasionally require heavy physical exertion if involved in firefighting or rescue activities. Page 3 of 4 Page 11 of 12 Position Description Battalion Chief Approvals The above is intended to describe the general content of and requirements for other performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. This job description has been approved by all levels of management. ________________________________ __________________ City Manager Date Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position. ________________________________ __________________ Employee Date Page 4 of 4 Page 12 of 12