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HomeMy WebLinkAbout10 REVISE CLASS/COMP PLANS-CC OFFICE 09-15-09Agenda Item 10 ~ Reviewed: - 17V ~l r ~1`1 ~1 O1\ 1 City Manager Finance Director MEETING DATE: SEPTEMBER 15, 2009 TO: WILLIAM HUSTON, CITY MANAGER FROM: KRISTI RECCHIA, DIRECTOR OF HUMAN RESOURCES SUBJECT: REVISION TO THE CITY'S CLASSIFICATION AND COMPENSATION PLANS REORGANIZATION OF STAFF -CITY CLERK'S OFFICE SUMMARY: Recently, the City Clerk's Office has had two positions vacated and those positions have not been replaced. Human Resources conducted a staffing review of this division and is recommending a staff reorganization. This agenda item recommends amending the City's Classification and Compensation Plans by establishing two classifications: City Clerk Services Supervisor and City Clerk Services Specialist. We are also recommending funding for the City Clerk Services Specialist and an additional part-time Office Assistant. RECOMMDATION: Adopt Resolution 09-56 Amending the City's Classification and Compensation Plans and authorizing the funding of additional staffing. FISCAL IMPACT: Approximately $16,000 for the remainder of the 2009-10 fiscal year. BACKGROUND AND DISCUSSION: The City Clerk's Office has experienced a turnover in staffing. As a result, Human Resources has evaluated the staffing level of this division and we are recommending changes to the organization of this workgroup. The current City Clerk Office structure is supported by the following classifications: Chief Deputy City Clerk Administrative Secretary Office Support Specialist Reproduction Operator Office Assistant 1 full-time position 1 full-time position 1 full-time position 1 full-time position 1 part-time position $86,647 - $105,805 $46,299 - $56,536 $43,934 - $53,648 $41,276 - $50,402 $16.09 - $19.6/hr The proposed structure for the City Clerk Office is: City Clerk Services Supervisor 1 full-time position $67,166 - $82,016 City Clerk Services Specialist 1 full-time position $50,151 - $61,239 Reproduction Operator 1 full-time position $41,276 - $50,402 Office Assistant 2 part-time positions $16.09 - $19.65/hr The reorganization results in the elimination of one full-time position and the addition of one part-time position. We are recommending that when the positions of City Clerk Services Supervisor and City Clerk Services Specialist are filled (approximately December 2009), the funding for the current Office Support Specialist be transferred to the Public Works Field Services division to fill an existing vacancy. The existing Administrative Secretary position had been unfunded for FY 2009/10; we are recommending that we fund the newly created City Clerk Services Specialist effective December 2009. On an annual basis, this restructuring will result in a cost savings of approximately $55,000 in salaries and $20,000 in benefits. Kristi Recchia Director of Human Resources Attachments: 1. A Resolution of the City Council of the City of Tustin, California, amending the City's Classification and Compensation Plan 2. Classification specifications for City Clerk Services Supervisor and City Clerk Services Specialist. RESOLUTION NO. 09-56 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF TUSTIN, CALIFORNIA, AMENDING THE CITY'S CLASSIFICATION PLAN WHEREAS, the City adopted a Classification and Compensation Plan in 1984 by adopting Resolution No. 84-63; and WHEREAS, the City Council has amended its Classification and Compensation Plans when appropriate; WHEREAS, it is now desirable to revise and update the City's Classification and Compensation Plan; WHEREAS, the City now desires to amend its Classification Plan by adding the positions of City Clerk Services Supervisor and City Clerk Services Specialist; NOW, THEREFORE, the City Council of the City of Tustin, California does hereby resolve that the Classification and Compensation Plans of the City of Tustin, dated August 20, 1984, as previously amended, is hereby amended. Passed and adopted at a regular meeting of the Tustin City Council held on the 15t" day of September 2009. DOUG DAVERT, MAYOR ATTEST: PAMELA STOKER, CITY CLERK °`~`'~ ~ CITY OF TUSTIN City Clerk Services Supervisor Class Code: TBD FLSA Status: Exem t Pre ared: Se tember 8, 2009 Conflict of Interest: Form 700 Re wired Unit: Mana ement unre resented Departments : Cit Mana er DEFINITION Under administrative direction, plans, supervises, coordinates, and participates in the activities of the City Clerk's Office. DISTINGUISHING CHARACTERISTICS On behalf of the elected City Clerk, the City Clerk Services Supervisor is responsible for supervising and participating in the daily operations for the City Clerk's office. In addition to responsibility for statutory and administrative municipal clerk functions, this classification supervises the City's centralized mail and duplication services and main telephone line. The primary function of the City Clerk Services Supervisor is to ensure timely compliance with local, state and federal regulations pertaining to official files and records, elections, insurance certificates and bonds, and financial statements. This classification is distinguished from the City Clerk, which is an elected part-time position that is responsible for overall policy direction, but does not hold office hours or participate in the daily operations of the department. SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the City Manager and policy direction from the elected City Clerk. Exercises direct supervision over City Clerk Services Specialist, Mail and Reproduction Specialist, and part-time Office Assistants. EXAMPLES OF ESSENTIAL FUNCTIONS Duties may include, but are not limited to, the following: • Directs and/or prepares City Council and Redevelopment Agency agendas; receives reports and documents to be presented to City Council for information or action; examines content of agenda submittals, determines purpose of materials, and composes wording of agenda items; ensures agenda packets are distributed in a complete and timely manner • Attends City Council and Redevelopment Agency meetings; takes notes of proceedings and records actions taken; may read agenda items and announce votes; maintains a comprehensive indexing filing system of Council actions and directives such as resolutions and ordinances • Selects, trains, organizes, supervises, and evaluates the work of assigned departmental staff; conducts performance reviews, counsels employees, and recommends disciplinary action as necessary; checks and proofreads work to ensure compliance with legal and division standards City of Tustin City Clerk Services Supervisor Page 2 of 4 • Coordinates with the Orange County Registrar of Voters to manage municipal elections; ensures compliance with local, state, and federal laws and standards including the preparation of resolutions and election materials for City Council candidates; issues, verifies, and receives candidate nomination papers • Implements and monitors division goals, activities, policies, and procedures; evaluates administrative and operational needs and recommends change as necessary • Maintains official files and records of City Council and Redevelopment Agency proceedings and actions; prepares, processes, distributes, and posts public notices, bulletins, and contracts in accordance with applicable procedures • Prepares proclamations and commendations and participates in the drafting of municipal ordinances and resolutions • Monitors compliance with state and local campaign finance, conflict of interest regulations, and ethics training; organizes and administers the filing of Statement of Economic Interest and Campaign Statements for elected and appointed City officials and employees • Oversees and administers an electronic document imaging and records management system for official City documents and records; researches, records, and retrieves information for the general public, City Council, and staff; certifies documents as necessary; ensures proper retention and destruction of files and documents • Receives sealed bids on behalf of the City for public works projects and other projects requiring formal bids; maintains tracking system for insurance certificates and bonds; evaluates information for completeness and accuracy; supervises the release of bonds at project completion • Receives, assigns, and processes public records requests, subpoenas, summons, and claims; coordinates with the City Attorney, Risk Manager, and other city departments as necessary to disseminate information • Assists with the preparation of division budget; monitors and approves expenditures • Coordinates the appointment process for City Council commissions • May administer oaths of office and act as a notary public KNOWLEDGE, SKILLS, & ABILITIES Knowledge of: • Pertinent federal, state, and local laws and regulations, including the Brown Act, Public Information Act, and Election Code City of Tustin City Clerk Services Supervisor Page 3 of 4 • Organization and functions of municipal government • Principles and practices of records management, including related software programs • Proper English usage, spelling, vocabulary, grammar, and punctuation • Principles of supervision, training and performance evaluation • Effective public contact and public relations techniques and practices Skill to: • Operate personal computer and use word processing, spreadsheet and database software • Operate a motor vehicle safely Ability to: • Interpret, explain, and apply pertinent federal, State and local laws, codes and regulations • Supervise, train, motivate, and evaluate assigned staff • Plan, assign, supervise and coordinate the work of assigned staff ^ Communicate clearly and effectively, both orally and in writing • Prepare clear, concise, and complete written materials, including meeting documentation, correspondence, and administrative reports • Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines • Establish and maintain effective and cooperative working relationships with staff, elected officials, other public and private organizations, the general public, and others encountered in the course of work • Demonstrate tact and diplomacy and maintain confidentiality of information MINIMUM QUALIFICATIONS A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. Atypical combination includes: Education and/or Experience: Associate's degree in public administration or business administration, or a related field; and four (4) years of experience providing complex administrative support to a municipal clerk's office, elected or appointed public agency body, or public agency chief executive, including two (2) years in a lead or supervisory capacity. City of Tustin City Clerk Services Supervisor Page 4 of 4 Licenses and/or Certificates: Possession of a valid California Class C driver's license and an acceptable driving record. Certification as a Notary Public by the State of California is required within six (6) months of employment. Designation as a Certified Municipal Clerk by the International Institute of Municipal Clerks is desirable. Special Requirements: Satisfactory results from a background investigation, physical examination and administrative screening. Required to work evenings on a recurring basis to attend City Council and Redevelopment Agency meetings. PHYSICAL AND MENTAL DEMANDS The physical and menfal demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands: The employee is regularly required to sit; talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; and reach with hands and arms. An employee is frequently required to walk and stand. Specific vision abilities required by this job include close vision and the ability to adjust focus to read and operate office equipment as necessary during the course of the work assignments. Mental Demands: An employee in this class is regularly required to use written and oral communication skills; read and interpret information and documents; analyze and solve problems; observe and interpret people and situations; learn and apply new information or skills; perform highly detailed work on multiple, concurrent tasks; work under intensive deadlines; and interact with staff, public officials, the general public and others encountered in the course of work. WORK ENVIRONMENT The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 85 decibels level. The employee is expected to attend training and meetings at on-site and off-site locations. Gr~Q.t, ~fi ~~- ~S'~C~ CITY OF TUSTIN City Clerk Services Specialist Class Code: TBD FLSA Status: Non-Exem t Pre ared: Se tember 8, 2009 Conflict of Interest: Not re uired Unit: TMEA De artment s : Cit Mana er DEFINITION Under general supervision, provides highly responsible administrative support to the City Clerk Services Supervisor to assist with the day-to-day operations of the City Clerk's Office. DISTINGUISHING CHARACTERISTICS The City Clerk Services Specialist is asingle-position administrative support classification that is responsible for assisting the City Clerk Services Supervisor with the daily operations of the City Clerk's Office. An employee in this classification performs a variety of highly responsible administrative duties, including assisting with the preparation and posting of City Council and Redevelopment Agency agendas and minutes and receiving and processing a variety of public records. An incumbent in this classification must have an in-depth knowledge of municipal clerk operations, policies, and procedures and demonstrate a high level of sensitivity, tact, discretion, and professionalism in executing assigned duties. The City Clerk Services Specialist is distinguished from other administrative support classifications by its specific assignment to the City Clerk's office and the resulting involvement in specialized and highly responsible functions. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the City Clerk Services Supervisor. May provide technical and functional supervision to administrative support staff. EXAMPLES OF ESSENTIAL FUNCTIONS Duties may include, but are not limited to, the following: • Assists with the preparation, assembly, printing and distribution of City Council and Redevelopment Agency agenda packets; coordinates with department representatives to assure that agenda items are received by the established deadline and meet appropriate format requirements • Prepares and coordinates the publication, posting and distribution of legal notices for public meetings and hearings; ensures that legal requirements are met for publication and posting of agendas and minutes • Transcribes City Council meeting minutes to create the official record; assists with the indexing, retention, and retrieval of documents related to City Council proceedings; ensures documents are in the correct format, include required attachments and obtains appropriate signatures prior to recording or sending elsewhere for further action • Responds to inquiries from City Council Members, City management and staff, and the general public regarding Council actions, official records, and interpretation of related policies, procedures and laws; researches, compiles and analyzes data for special projects and reports, as needed City of Tustin City Clerk Services Specialist Page 2 of 4 • Provides assistance to the public and City staff by helping to identify records and information relevant to public records requests; ensures timely response to all requests and justifies any nondisclosure and/or ensures deletion of any portions that are exempt from the mandate of the Public Records Act • Receives, processes, and monitors economic interest statements and campaign filings for elected and appointed officials, employees and contractors; tracks status, maintains logs and generates notices to designated filers • Receives and processes claims against the City, subpoenas, and summons; facilitates accurate and timely processing of legal documents such as agreements, contracts, deeds, resolutions and ordinances • Types a variety of materials, including those of a sensitive or confidential nature; performs a variety of administrative support tasks such as photocopying information, answering telephone calls, and maintaining records and files • May notarize and certify documents and administer oaths of office • May provide lead supervision to other departmental administrative support staff KNOWLEDGE, SKILLS, & ABILITIES Knowledge of: • Objectives, programs, policies, and procedures of a municipal clerk's office • Pertinent federal, state, and local laws, codes, and regulations related to division operations • Proper English usage, spelling, grammar and punctuation • Principles and procedures of record keeping and reporting • Standard business software, including word processing, spreadsheet, and database programs • Specialized electronic records management software Skill to: • Operate various types of standard office equipment including a personal computer and related software • Operate a motor vehicle in a safe manner Ability to: • Interpret, explain, and apply division policies and procedures and pertinent federal, state, and local laws, codes, and regulations City of Tustin City Clerk Services Specialist Page 3 of 4 • Establish and maintain courteous, cooperative, and effective working relationships with staff, management, elected officials, commission members, public and private agency representatives, the general public, and others encountered in the course of work • Maintain professionalism and composure at all times, including stressful situations and handle disputes and complaints in a calm, courteous, and tactful manner • Organize and prioritize projects and tasks in order to meet strict deadlines • Prepare and maintain accurate and precise written documents such as reports, records, forms, and correspondence • Understand and follow oral and written instructions • Communicate clearly and concisely, orally and in writing • Type accurately at a speed of at least 50 net words per minute • Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines • Perform assignments with a high degree of independence • Demonstrate tact and diplomacy and maintain confidentiality of information MINIMUM QUALIFICATIONS A combination of education, experience, and training that has provided the necessary knowledge, skills, and abilities is required for entry into the classification. Atypical combination includes: Education and/or Experience: Graduation from high school, supplemented by specialized training in records management; and three (3) years of experience providing complex administrative support to a municipal clerk's office, elected or appointed public agency body, or public agency chief executive. Licenses and/or Certificates: Possession of a valid California Class C driver's license and an acceptable driving record. A valid typing certificate with a net speed of at least 50 words per minute. Certification as a Notary Public by the State of California is required within six (6) months of employment. Special Requirements: Satisfactory results from a background investigation, physical examination and administrative screening. City of Tustin City Clerk Services Specialist Page 4 of 4 PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands: An employee in this class is regularly required to sit at a desk for prolonged periods of time and is occasionally required to stand and walk to and from the public counter and other departments and facilities. The employee is expected to talk or hear, in person and by telephone; use hands to finger, handle, feel or operate standard office equipment; reach with hands and arms; and lift and carry records, documents, and office supplies, typically weighing less than 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus to read and operate office equipment as necessary during the course of the work assignments. Mental Demands: While performing the duties of this class, employees are regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, officials, customers, vendors, contractors, and the general public. WORK ENVIRONMENT The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 85 decibels level.