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HomeMy WebLinkAbout06 NEW CLASS SPEC'S 02-17-04 AGENDA REPORT Agenda Item 6 Reviewed: {J#- City Manager Finance Director N/A MEETING DATE: February 17, 2004 TO: FROM: WILLIAM A. HUSTON, CITY MANAGER HUMAN RESOURCES DEPARTMENT SUBJECT: ADOPTION OF NEW AND REVISED CLASS SPECIFICATIONS SUMMARY: This agenda item recommends adopting revised and/or new class specifications that detail the essential functions of jobs consistent with the duties performed by incumbents and consistent with the requirements of the Americans with Disabilities Act. RECOMMENDATION: Adopt new and/or revised class specifications for the classifications of Police Support Services Administrator, Police Support Services Manager, Property and Evidence Supervisor, Police Records Supervisor, Police Communications Supervisor and Water Construction and Maintenance Supervisor. FISCAL IMPACT: NONE BACKGROUND AND DISCUSSION: Pursuant to the City's Personnel Rules and Regulations, the City is required to maintain both Classification and Compensation Plans covering all classes of positions in the City service. Additionally, the City continues to work toward modernizing its Human Resources function and revising and updating its class specifications to ensure compliance with the requirements of the Americans with Disabilities Act (ADA) by identifying the essential functions and physical requirements of jobs within the City. Consistent with current practice, staff requests approval from the City Council for those class specifications that have changed significantly, all new class specifications and/or at any time there is a need to revise our Classification Plan due to changes in positions. Staff will periodically make revisions to these revised specifications as job duties and requirements change that are not substantive. S:\City Council Agenda Items\2004\new class specs police reorg.doc City Council Agenda February 17, 2004 Page 2 Attached for approval are revised class specifications for the classifications Police Support Services Administrator, Police Support Services Manager, Property and Evidence Supervisor, Police Records Supervisor, Police Communications Supervisor, and Water Construction and Maintenance Supervisor. Approval of this agenda item simply adopts the new and revised class specifications indicated above. Salary changes associated with the non-sworn Police classifications are noted in Resolutions 04-22 and 04-23 which are agendized as a separate item. -~JL£vtL (}~J~ Arlene Marks, SPHR Director of Human Resources Attachments: Class Specifications for Police Services Administrator, Police Support Services Manager, Property and Evidence Supervisor, Police Records Supervisor, Police Communications Supervisor and Water and Construction and Maintenance Supervisor. S:\City Council Agenda Items\2004\new class specs police reorg.doc CITY OF TUSTIN POLICE SUPPORT SERVICES ADMINISTRATOR Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include aI/ duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position. DEFINITION: Under general direction, this non-sworn management position oversees and supervises the activities and staff assigned to the Services Division of the Police Department and performs related duties as assigned. CLASS CHARACTERISTICS: This single position classification is responsible for the operations and administration of the Services Division of the Police Department. ESSENTIAL FUNCTIONS: (includes but are not limited to the fol/owing) When a position is to be filled, the requisite essential functions will be noted in the announcement of position availability. Participates in the development and implementation of goals, objectives, policies and priorities for the Services Division of the Police Department. Selects, trains, motivates, and evaluates personnel; works with employees to correct deficiencies; recommends and implements discipline, corrective action plans and employee terminations; reviews subordinate disciplinary recommendations and make decisions regarding level of discipline; participates in grievance processing. Meets with staff to identify and resolve problems; assigns work activities and projects; monitors work flow, reviews and evaluates work products, methods, procedures and services to determine effectiveness; makes changes to increase effectiveness to meet departmental objectives. Meets with supervisors and mangers within division and provides instruction and direction as needed on daily operational and personnel issues. Reviews op~rational procedures to ensure compliance with applicable policies and quality control standards; recommends, writes and initiates changes to departmental procedures, policies, regulations, and forms. Researches and develops plans to meet future and current needs with regards to technology, equipment and staffing. Participates and oversees the selection process and training and development activities for subordinate personnel. Maintains updated knowledge and ensures compliance with laws, rules, and regulations governing the Services Division of the Police department. Coordinates petty cash distribution department-wide and performs audits and reconciliation of accounts. Attends and coordinates internal staff meetings and represents the city and department in a variety of monthly meetings with other agencies. Oversees, signs-off, and ensures compliance with facility inspections and audits by Local, State, and Federal agencies. S:\Class SpecificationslPolicelPolice Support Services Administrator final.doc Police Support Services Administrator Page 2 of 3 Reviews, approves, and signs outgoing administrative correspondence regarding appearance notices, citations, charges and record checks; responds to e-mail correspondence; prepares monthly division report. Coordinates and oversees facility maintenance, renovation and/or remodels. Administers programs and projects on a city-wide basis related to telecommunications systems; access control and perimeter security alarms; CCTV system; documents management and archival storage system. Administers department-wide budget including approving operating expenditures, tracking and analysis, mid-year departmental budget review and projections, and oversight of grant project expenditures for division. Research, prepare and present oral and/or written reports on a variety of projects as assigned. WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, and turning, kneeling, bending, squatting, crouching and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports and documents using a computer keyboard; hear and speak clearly to the general public, public safety personnel and city staff on the telephone and in person; read and understand technical materials related to Division, the department and overall City operations, as well as reports, contracts, correspondence, and memorandums. Position may require pushing, pulling, dragging and lifting boxes of files and other office items weighing 20 pounds or less. Additionally, the position requires near vision in reading correspondence, statistical data on the computer; computer glare. The incumbent must maintain composure and good judgment while under stress. QUALIFICATION GUIDELINES: (The fol/owing are minimal qualifications necessary for entry into the classification) Education and/or Experience: Any combination of education andlor experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include: Graduation from High School or equivalent supplemented by specialized training or course work in criminal justice and/or public administration and five years of management experience involving the police support section of law enforcement in the State of California; a bachelor's degree in Criminal Justice, Public Administration, or Business is highly desirable. KNOWLEDGE/ABILITIES/SKILLS: (The fol/owing are a representative sample of the KAS's necessary to perform essential duties of the position) Knowledae of: Law enforcement principles, practices and techniques; operating policy and procedure relative to support functions within a police department; rules of evidence; court procedures; Public Records Act; interagency mutual aid policies and procedures; operational knowledge of computer systems, hardware, software and networking; knowledge of municipal organization and administration; principles and practices of police administration; criminal investigation and identification techniques; principles of supervision, finance statements and cost accounting; mathematical statistics and trend plotting. S:\Class SpecificationslPolicelPolice Support Services Administrator final.doc Police Support Services Administrator Page 3 of 3 Abilitv and Skill to: Plan, direct, coordinate and manage a division; select train, supervise, and evaluate employees; communicate clearly and concisely, both orally and in writing; research and prepare complex reports on a variety of subjects; represent the department in a variety of meetings; make decisions regarding operational and personnel functions; operate plan and enforce a balanced budget; implement, understand, explain, and apply policies and procedures; analyze unusual situations and resolve them through application of management principles; develop comprehensive plans to meet future needs and services; deal constructively with conflict and develop effective resolutions; operate personal computer, word processing, data base and spreadsheet applications; interpret finance statements and cost accounting reports; and foster positive and harmonious working relationships with those contacted in the course of work. SPECIAL REQUIREMENTS: Possession of a Class C California driver's license and a satisfactory driving record. Possession of a California Law Enforcement Teletype Systems Certification (CLETS) Certification. Possession of a POST Records Management Certification. Possession of a POST Basic Public Safety Dispatcher Certification. Receive satisfactory results from a background investigation, physical examination and administrative screening which meet the established qualification standards. FLSA: Support Services Administrator- Exempt Management- Unrepresented Adopted: S:\Class SpecificationslPolicelPolice Support Services Administrator final.doc CITY OF TUSTIN POLICE SUPPORT SERVICES MANAGER Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include aI/ duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the Dosition. DEFINITION: Under limited supervision, this non-sworn management position oversees and supervises the activities and staff assigned to the Communications, Records and Property and Evidence Sections of the Police Department and performs related duties as assigned. CLASS CHARACTERISTICS: This single position classification, through subordinate supervisor(s), is responsible for the day to day operations and the administration of the Communications, Records, and Property and Evidence Sections of the Police Department. The Support Services Manager provides highly responsible and complex staff assistance to the Department and the Support Services Administrator. ESSENTIAL FUNCTIONS: (includes but are not limited to the fol/owing) When a position is to be filled, the requisite essential functions will be noted in the announcement of position availability. Participates in the development and implementation of goals, objectives, policies and priorities for the Police Communications, Records, and Property and Evidence Sections. Participates in the selection, training, motivation, and evaluation of assigned personnel; works with employees to correct deficiencies; recommends and implements discipline and corrective action plans and employee termination. Meets with staff to identify and resolve problems; assigns work activities and projects; monitors work flow, reviews and evaluates work products, methods, procedures and services to determine effectiveness; makes changes to increase effectiveness to meet departmental objectives. Reviews operational procedures to ensure compliance with applicable policies and quality control standards; recommends and initiates changes to departmental procedures, policies, and regulations. Participates and oversees the selection process and training and development activities for employees in all assigned sections. Maintains updated knowledge and ensures compliance with laws, rules, and regulations governing Police Communications, Records, and Property and Evidence functions. Acts as a liaison and respond to inquiries and resolve complaints regarding subordinate personnel and/or section service levels. Coordinates requests for ergonomic and workplace safety studies and upgrades. Coordinates and ensures day to day facility maintenance and investigates complaints referred to the safety committee. Receives, reviews and approves Driving Under the Influence (DUI) cost recovery reports and coordinates applicable State cost recovery programs. Oversees and ensures compliance with facility inspections and audits. Coordinates purchases and services with outside vendors and agencies for specific projects and/or service needs within each section. S:\Class SpecificationslPolicelPolice Support Services Manager final.doc Police Support Services Manager Page 2 of 3 Makes recommendations for and may assist in the preparation of the annual budget for the Police Communications, Records, and Property and Evidence Sections. Attends professional organization meetings for each section supervised. Compiles, tabulates, records, analyzes and reviews statistical data and prepares related reports. May research, prepare and present oral and/or written reports on a variety of subjects/projects. WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, crouching and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports and documents using a computer keyboard; hear and speak clearly to the general public, public safety personnel and city staff on the telephone and in person; read and understand technical materials related to supervised areas, as well as reports, contracts, correspondence, and memorandums; position may require pushing, pulling, dragging and lifting boxes of files and other office items weighing 20 pounds or less. Additionally, the position requires near vision in reading correspondence, statistical data on the computer; computer glare. The incumbent must maintain composure and good judgment while under stress. QUALIFICATION GUIDELINES: (The fol/owing are minimal qualifications necessary for entry into the classification) Education and/or Experience: Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include: Graduation from high school or equivalent supplemented by specialized training or course work in criminal justice and/or public administration and five years of progressively responsible experience in a law enforcement agency; including a minimum of three years of supervisory experience involving scheduling, evaluating and disciplining personnel in the State of California; a bachelor's degree in Criminal Justice, Public Administration, or Business is highly desirable. KNOWLEDGE/ABILITIES/SKILLS: (The fol/owing are a representative sample of the KAS's necessary to perform essential duties of the position) Knowledae of: Operational characteristics, complex principles, services, and activities of police communications, records and property and evidence management; principles of supervision, training, leadership and performance evaluation; pertinent Federal, State, and Local laws, codes, and regulations governing supervised sections; modern office practices, methods, and computer equipment; operating characteristics, policies, and procedures of the Department's computer systems; and principles and practices used in dealing with the public. Abilitv and Skill to: Plan, assign, and coordinate the work of others; supervise, train, and evaluate staff; perform various complex tasks simultaneously and under stressful conditions; analyze situations quickly and exercise independent judgment; maintain confidentiality of sensitive information and data; analyze problems, identify alternative solutions, and implement recommendations in support of goals; interpret, apply, explain, and enforce the policies, procedures, laws, and regulations pertaining to assigned work; respond to requests and inquiries from the general public; communicate clearly and concisely, both orally and in writing; and establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work; strong organizational and negotiation skills are imperative to prioritize and resolve problems within a diversified staff. S:\Class SpecificationslPolicelPolice Support Services Manager final.doc Police Support Services Manager Page 3 of 3 SPECIAL REQUIREMENTS: Possession of a Class C California driver's license and a satisfactory driving record. Possession of a California Law Enforcement Teletype Systems Certification (CLETS) Certification. Possession of a POST Records Management Certification. Possession of a POST Basic Public Safety Dispatcher Certification. Receive satisfactory results from a background investigation, physical examination and administrative screening which meet the established qualification standards. FLSA: Support Services Manager - Exempt Management- Unrepresented Adopted: S:\Class Specifications\Police\Police Support Services Manager fmal.doc CITY OF TUSTIN PROPERTY AND EVIDENCE SUPERVISOR Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the Dosition. DEFINITION: Under general supervision, plans, assigns, organizes, supervises and coordinates the work of the property and evidence section of the police department; performs specialized and responsible support staff work in receiving and maintaining custody of evidence, contraband, found and recovered property; conducts evidence and facility procedural audits; purchases, issues, inventories and maintains all Police Department equipment and supplies and coordinates the requests for facility maintenance; performs related duties as required. CLASS CHARACTERISTICS: This single position classification is a first line supervisor responsible for overseeing and directing the day to day operations and activities of the property and evidence section of the Police department. The incumbent performs the more difficult and complex duties of the unit as a "working" supervisor, while maintaining strict security controls over property and evidence acquired by the Police department; conducts precise internal auditing of all property and evidence and policies and procedures to insure accountability of staff. Work is performed with considerable independence and is reviewed through meetings, conferences and reports. ESSENTIAL FUNCTIONS: (includes but are not limited to the fol/owing) When a position is to be filled, the requisite essential functions will be noted in the announcement of position availability. Supervises and participates in the maintenance and control of police property and evidence to ensure and protect the integrity of evidence throughout the judicial process. Participates in the development and implementation of goals, objectives, policies and priorities for the property and evidence section; identifies resource needs; recommends and implements new and/or improved polices and procedures. Trains, motivates, and evaluates assigned personnel; provides and/or coordinate staff training; works with employees to correct deficiencies; recommends discipline and initiates corrective action plan. Coordinates the work plan for the property and evidence section; prepares work schedules and payroll; meets with staff to identify and resolve problems; assigns work activities and projects; monitors work flow, reviews and evaluates work products, methods, and procedures. Conduct regular audits and maintains inventory list of all evidence retained in the property section. Coordinates the purging of property and evidence in accordance with legal statutes. Maintains the inventory of departmental assets including equipment and supplies; researches pricing and specifications for new and/or replacement department equipment and supplies; coordinates the maintenance and repair of equipment. Orders, issues and maintains police department forms, citations, badges, uniforms, equipment and related supplies; monitors equipment contracts and expenditures; prepare invoices for appropriate approval and payment. Prepares work orders; responds to and coordinates requests for facility maintenance and service from the police department. S:\Class SpecificationslPolicelP&E Supervisor final.doc Property and Evidence Supervisor Page 2 of 3 Approves the release of found and safekeeping items of property. Coordinates the transportation of weapons, narcotics and other evidence for physical analysis and/or court proceedings. Processes and tracks purchase orders and accounts payable for the police department. Maintains Emergency Preparedness Resources. Investigates citizen complaints related to section services and responds to and resolves difficult inquires and/or complaints. Prepares monthly administrative reports pertaining to property and evidence statistics and records activity for use by internal staff and outside law enforcement agencies Coordinates fire, detention area and health inspections. Refers to manuals, documents and books including, but not limited to, International Association of Property and Evidence Rules, California State Rules of Evidence, Internal Policy and Procedures and Tustin Police General Orders, Civil Code of Procedure, Evidence Codes, Business and Professions Code, Welfare Institution Code, Health and Safety Code. May research, prepare and present oral and/or written reports on a variety of property and evidence matters. WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, crouching and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports and documents using a computer keyboard; inputting data quickly and accurately into computer for prolonged periods of time; hear and speak clearly to the general public, public safety personnel and city staff on the telephone and in person; read and understand technical materials related to property and evidence management, as well as reports, contracts, correspondence, and memorandums; position may require pushing, pulling, dragging and lifting items weighing 30 pounds or less; moderate exposure to dust and dirt inherent in storage facilities, and exposure to hazardous compounds which may occur where drugs are stored or while handling items. Additionally, the position requires near vision in reading correspondence, statistical data on the computer; computer glare. QUALIFICATION GUIDELINES: (The fol/owing are minimal qualifications necessary for entry into the classification) Education and/or Experience: Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include: Graduation from high school or equivalent supplemented by specialized training in property and evidence handling including a minimum of five years of progressively responsible experience in a law enforcement agency, three of which are directly related to property and evidence; including a minimum of two years of experience in a supervisory or lead capacity. S:\Class SpecificationslPolicelP&E Supervisor final.doc Property and Evidence Supervisor Page 3 of 3 KNOWLEDGE/ABILITIES/SKILLS: (The fol/owing are a representative sample of the KAS's necessary to perform essential duties of the position) Knowledae of: Supervisory principles and techniques; the organization and operation of a municipal police department and of departmental rules, regulations, policies and procedures; the legally appropriate procedures pertaining to the custody and handling of varied forms of police evidence, including chain of possession records; storekeeping methods, and practices including computerized inventory control systems; personal computers; basic accounting and purchasing principles. Ability and Skill to: Plan, assign, and coordinate the work of others; supervise, train, and evaluate staff; develop and implement inventory control systems to ensure that evidence and supplies can be stored, located and retrieved easily; conduct detailed and organized internal audits to insure the integrity of all evidence and assets; operate a personal computer; prepare, track, and process purchase orders and accounts payable for the police department; analyze problems, identify alternative solutions, and implement recommendations in support of goals; interpret, apply, explain, and enforce the policies, procedures, laws, and regulations pertaining to property and evidence; respond to requests and inquiries from the general public; communicate clearly and concisely, both orally and in writing; and establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. SPECIAL REQUIREMENTS: Possession of a Class C California driver's license and a satisfactory driving record. Possession of a California Law Enforcement Teletype Systems Certification (CLETS) Certification. Receive satisfactory results from a background investigation, physical examination and administrative screening which meet the established qualification standards. FLSA: Property and Evidence Supervisor - Non-Exempt Supervisory - Unrepresented Adopted: S:\Class SpecificationslPolicelP&E Supervisor final.doc CITY OF TUSTIN POLICE RECORDS SUPERVISOR Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include aI/ duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the Dosition. DEFINITION: Under general supervision, plans, assigns, organizes, supervises and coordinates the work of the records section of the Police department to provide services 24 hours a day; provides administrative and technical staff assistance and performs related duties as assigned. CLASS CHARACTERISTICS: This single position classification is a first line supervisor responsible for overseeing and directing the day to day operations and activities of the records section of the Police department. Work involves general administrative responsibility for the records management system database and enforcing security regulations and procedures pertaining to the processing and maintenance of highly confidential records and reports. Work is performed with considerable independence and is reviewed through meetings, conferences and reports. ESSENTIAL FUNCTIONS: (includes but are not limited to the fol/owing) When a position is to be filled, the requisite essential functions will be noted in the announcement of position availability. Participates in the development and implementation of goals, objectives, policies and priorities for the Police Records Section; identifies resource needs; recommends and implements polices and procedures. Trains, motivates, and evaluates assigned personnel; provides and/or coordinates staff training; works with employees to correct deficiencies; recommends discipline and initiates corrective action plans. Supervises, coordinates and reviews the work plan for the Police Records Section; coordinates and provides for the 24 hour a day coverage and support of the Police Records Section operations; meets with staff to identify and resolve problems; assigns work activities and projects; monitors work flow, reviews and evaluates work products, methods, and procedures. Identifies opportunities for improving service delivery methods and procedures; reviews with appropriate management staff and implement approved changes. Maintains the security of records; ensures compliance with laws, rules, and regulations governing access to records and Federal, State, and Local automated systems. Enforces policies and procedures as mandated by Federal, State, and Local laws and Department of Justice guidelines including those pertaining to the collection, storage, and dissemination of confidential police records, reports, and other related materials. Approves and disseminates record information to outside law enforcement agencies and the public as appropriate. Coordinates assigned services and activities with those of other divisions and outside agencies and organizations. Coordinates and prepares record section statistical reporting requirements for the Police Department. Maintains direct contact with the courts, District Attorney's Office, and attorneys regarding the subpoena process. S:\Class SpecificationslPolicelPolice Records Supervisor final.doc Police Records Supervisor Page 2 of 3 Coordinates various Department of Justice audits. Assumes responsibility for and coordinates annual record purge and destructions of information in compliance with Federal and State mandated laws. Oversees the system stability for Live Scan and Mug Shot operations. Investigates citizen complaints related to section services and responds to and resolves difficult inquires and or complaints. Makes recommendations for and may assist in the preparation of the annual budget for the Records Section; authorizes expenditures and approves invoices for the Records Section. May research, prepare and present oral and/or written reports on a variety of Records Section matters. WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, crouching and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports and documents using a computer keyboard; inputting data quickly and accurately into computer for prolonged periods of time; hear and speak clearly to the general public, public safety personnel and city staff on the telephone and in person; read and understand technical materials related to records management, as well as reports, contracts, correspondence, and memorandums; position may require pushing, pulling, dragging and lifting boxes of files and other office items weighing 30 pounds or less. Additionally, the position requires near vision in reading correspondence, statistical data on the computer; computer glare. QUALIFICATION GUIDELINES: (The fol/owing are minimal qualifications necessary for entry into the classification) Education and/or Experience: Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include: Graduation from high school or equivalent supplemented by specialized training in police records management and five years of progressively responsible experience in a law enforcement agency, three of which are directly related to Police Records; including a minimum of two years of experience in a supervisory or lead capacity. KNOWLEDGE/ABILITIES/SKILLS: (The fol/owing are a representative sample of the KAS's necessary to perform essential duties of the position) Knowledae of: Operational characteristics, services, and activities of a police records management program; modern and complex principles and practices of records management; principles of supervision, training, and performance evaluation; pertinent Federal, State, and local laws, codes, and regulations including those governing the release of information; modern office practices, methods, and computer equipment; operating characteristics, policies, and procedures of the Department's computer systems; and principles and practices used in dealing with the public. Abilitv and Skill to: S:\Class SpecificationslPolicelPolice Records Supervisor final.doc Police Records Supervisor Page 3 of 3 Plan, assign, and coordinate the work of others; supervise, train, and evaluate staff; perform various complex tasks simultaneously and under stressful conditions; analyze situations quickly and exercise independent judgment; maintain confidentiality of sensitive information and data; analyze problems, identify alternative solutions, and implement recommendations in support of goals; interpret, apply, explain, and enforce the policies, procedures, laws, and regulations pertaining to assigned work; respond to requests and inquiries from the general public; communicate clearly and concisely, both orally and in writing; and establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. SPECIAL REQUIREMENTS: Possession of a Class C California driver's license and a satisfactory driving record. Possession of a California Law Enforcement Teletype Systems Certification (CLETS) Certification. Possession of a POST Records Management Certification. Receive satisfactory results from a background investigation, physical examination and administrative screening which meet the established qualification standards. FLSA: Police Records Supervisor - Non-Exempt Supervisory - Unrepresented Adopted: S:\Class SpecificationslPolicelPolice Records Supervisor final.doc CITY OF TUSTIN POLICE COMMUNICATIONS SUPERVISOR Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include aI/ duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the Dosition. DEFINITION: Under general supervision, plans, assigns, organizes, supervises and coordinates the work of the communications section of the police department to provide 24 hour a day police dispatch services; provides administrative and technical staff assistance and performs related duties as assigned. CLASS CHARACTERISTICS: This single position classification is a first line supervisor responsible for overseeing and directing the day to day operations and activities of a 24 hour a day central computer-aid ed-dispatch communications center. Supervision is exercised over varying levels of Communication Officers and other subordinate personnel. Work involves general administrative responsibility for establishing, implementing and tracking training activities, coordination and preparation of records and report systems and other supervisory functions as well as maintaining the city-wide access control system network and section software and hardware functions. Requires close working relationships with all City departments, local utility companies, County, State and Federal agencies. Work is performed with considerable independence and is reviewed through meetings, conferences and reports. ESSENTIAL FUNCTIONS: (includes but are not limited to the fol/owing) When a position is to be filled, the requisite essential functions will be noted in the announcement of position availability. Supervises and assigns work activities and projects, monitors the work flow of the Communications Center staff engaged in receiving, processing and transmitting routine and emergency messages via radio, computer, alarm system and other related communications equipments. Evaluates and prepares performance evaluations for subordinates; provides training for new Communications Officers; works with employee to correct deficiencies; recommends disciplinary action as necessary and initiates corrective action plans. Prepares work schedules to provide for adequate coverage on all shifts; prepares and approves vacation, leave and overtime schedules. Coordinates training for section personnel to comply with State mandates; administers and provides oversight for CLETS training for the entire department. Monitor various radio frequencies and telephone calls; resolves and assists in extraordinary and/or difficult work problems faced by subordinates; performs the duties and responsibilities of a Communications Officer when necessary. Assists in establishing and coordinating productivity, performance and work standards for Communications Center staff; meets with staff to resolve problems. Reviews, interprets and enforces Communications Center policies and procedures; recommends and implements new policies and procedures as needed. Works closely with staff internally and in other Public Safety Departments; acts as a liaison to investigate complaints related to the delivery of services and takes appropriate action to resolve them; participates in Internal Affairs Investigations. Works closely with Information Technology and other staff to investigate and resolve all problems and issues related to the public safety system and the Communications Center's equipment; maintains City-wide access control system network. S:\Class SpecificationslPolicelPolice Communications Supervisor final.doc Police Communications Supervisor Page 2 of 3 Performs maintenance and troubleshooting for the Communications Center software and hardware systems. Assists in the administration of maintenance programs and service contracts for the, purchase, repair and installation of all communications equipment; identifies communications section needs. Coordinates statistical reporting for grants and assists in annual DOJ/NCIC audits. Supervises the maintenance of records and files necessary to the dispatch function; prepares evidence for court involving recorded media. Makes recommendations for, and may assist in, the preparation of the annual budget for the Communications Center; authorizes expenditures and approves invoices for the Communications Center. May research, prepare and present oral and/or written reports on a variety of public safety communication matters. WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, crouching and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing reports and documents using a computer keyboard; inputting data quickly and accurately into computer for prolonged periods of time; manipulating feet to operate equipment; hear and speak clearly to the general public, public safety personnel and city staff on the telephone, in person, and over the radio; hear and detect radio frequencies, ringing telephones and alarm tone while speaking on radio communications equipment or on the telephone; read computer display monitors and distinguish colors on computer display monitors; read and understand technical materials related to communications equipment, as well as reports, contracts, correspondence, memorandums and other records. This position requires multi-tasking, good judgment, focus and to remain calm during stressful emergency situations. Exposure to vibrations of pitch of computer, and other communications equipment; background noise, static and noise from radio communications equipment telecommunications equipment and other equipment; computer glare. Position may require pushing, pulling, dragging, and lifting office items weighing 50 pounds or less. QUALIFICATION GUIDELINES: (The fol/owing are minimal qualifications necessary for entry into the classification) Education and/or Experience: Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include: Graduation from High School or equivalent supplemented by completion of the POST Basic Dispatcher course and CLETS certification. Minimum of 5 years of progressively responsible experience in the field of communications as a Communications Officer including two years as a successful trainer. Supervisory and administrative experience is highly desirable. KNOWLEDGE/ABILITIES/SKILLS: (The fol/owing are a representative sample of the KAS's necessary to perform essential duties of the position) Knowledae of: Extensive knowledge of the principles, practices and procedures involved in the operation of modern and complex public safety communications systems and equipment including Computer Aided Dispatch (CAD) programs and related emergency systems; and extensive knowledge of the rules and regulations and policies of the communications section; effective principles and techniques of personnel supervision and training; activities and functions performed by a Police department; general law enforcement practices; municipal government operations; Local, State, and National regulations pertaining to communications systems; police dispatching procedures and S:\Class SpecificationslPolicelPolice Communications Supervisor final.doc Police Communications Supervisor Page 3 of 3 the geography and layout of the City and locations of streets and important buildings. A basic understanding of the use, repair, and maintenance of various communications systems and equipment. Abilitv and Skill to: Plan, assign, direct, review, supervise and coordinate the communications section under routine and emergency conditions; train and instruct others in the operation of communications equipment; supervise the preparation and maintenance of records and reports; research, analyze, and evaluate new equipment, program techniques, and methods and procedures; analyze situations quickly and exercise independent judgment; establish and maintain effective working relationships with subordinates, City officials, representatives of other jurisdictions, the general public and other employees. SPECIAL REQUIREMENTS: Possession of a Class C California driver's license and a satisfactory driving record. Possession of a California Law Enforcement Teletype Systems Certification (CLETS) Certification. Possession of a POST Basic Public Safety Dispatcher Certification. Receive satisfactory results from a background investigation, physical examination and administrative screening which meet the established qualification standards. FLSA: Police Communication Supervisor - Non-Exempt Supervisory - Unrepresented Adopted: S:\Class SpecificationslPolicelPolice Communications Supervisor final.doc CITY OF TUSTIN WATER CONSTRUCTION AND MAINTENANCE SUPERVISOR Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include aI/ duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position. DEFINITION: Under limited supervision, plans, coordinates, directs, and supervises crews of skilled and semi-skilled workers engaged in a variety of construction, maintenance and repair tasks of the City's water system; participates in ensuring contractors meet contractual obligations; participates in the development of policies and procedures for departmental activities; monitors Section budget and ensures work is performed in a manner consistent with the established City and Division goals and objectives; performs related duties as required. CLASS CHARACTERISTICS: The Water Construction and Maintenance Supervisor is a first line supervisor responsible for the supervision of water maintenance crews and exercises daily supervision over assigned personnel, and coordinates the work of multiple crews. ESSENTIAL FUNCTIONS: (includes but are not limited to the fol/owing) These functions may not be present in all positions in multiple position classes. When a position is to be filled, the requisite essential functions will be noted in the announcement of position availability. Plans, coordinates, supervises, and inspects the work of others engaged in the repair, construction and maintenance of the City's water distribution system; ensures availability of adequate materials and supplies; reviews work sites for compliance with Division, City and legal regulations and standards; implements Department of Heath Services guidelines and requirements related to the City's water distribution system. Establishes, implements, and enforces operating and safety procedures to ensure compliance with related laws, ordinances, rules and regulations; coordinates and conducts weekly safety meetings and ensure personnel receive proper safety training. Participates in the review of construction and/or repair plans for developers and city projects; attends pre construction meetings, coordinates with contractors performing work on the City water facilities, estimates labor, equipment, vehicle and material costs for water service improvements. Coordinates various programs including, but not limited to, Underground Service Alert, valve operations, large meter replacement, fire hydrant operation, flow test and documentation; ensures accurate updates to atlas maps and record drawings. Assists in the development of vehicle, material and equipment specifications, inspects and approves delivery, coordinates monthly warehouse, vehicle and equipment inspection programs. Assists in the selection of section employees; prepares and presents employee performance reviews; provides/coordinates staff training and development; works with employees to correct deficiencies; recommends disciplinary action; approves time sheets. Recommends and participates in the development of the Water Services Division goals, objectives, policies, and procedures and ensures compliance within the Section. Assists in the development and administration of the Section and Division budget; participates in the preparation of requests for proposals and the preparation of project cost estimates for competitive bidding purposes; participates in the review of capital improvement and developer construction plans; participates in evaluating contractor performance and in construction contract modifications and negotiation of contract changes; establishes, approves and monitors purchase orders for equipment, materials, supplies and other expenditures. S: \C lass S pecificatio nslWater\Wate rConstMaintS u pervisor. d oc Water Construction and Maintenance Supervisor Page 2 of 3 Communicates and coordinates work with other departments, divisions, and sections; as well as customers and developers; conducts research, writes memos, correspondence and reports regarding water distribution related issues and performance. Performs a variety of customer service duties including investigating and responding to sensitive complaints; explains the effect of work projects to adjacent property owners; addresses developer and consumer concerns and inquiries regarding the water distribution system. Responds to emergency situations during scheduled and unscheduled work hours. WORKING CONDITIONS: Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near vision in reading correspondence and statistical data on the computer. Acute hearing is required when providing telephone service and communicating in person and position requires responding to public inquiries and complaints in a tactful and courteous manner. The incumbent participates in water systems maintenance activities that may require walking on uneven ground, working around machinery, fumes, dirt and gas and sometimes during inclement weather. Work may include considerable physical exertion, including heavy lifting, on an occasional basis. In emergency situations, the employee may be called upon to report for work and/or coordinate appropriate activities from a remote location. QUALIFICATION GUIDELINES: (The following are minimal qualifications necessary for entry into the classification) Education and/or Experience Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for acceptable job performance. Example combinations include: Graduation from high school or equivalent supplemented by college courses and specialized training in the construction and maintenance of water distribution systems and four years of progressively responsible experience in the construction and maintenance of water distribution systems including a minimum of two years of experience in a supervisory capacity. KNOWLEDGE/ABILITIES/SKILLS: (The fol/owing are a representative sample of the KAS's necessary to perform essential duties of the position) Knowledae of: Considerable knowledge of methods, materials, and equipment used in the repair and maintenance of water systems; effective and efficient methods and procedures for scheduling and assigning work of water repair and maintenance personnel; pertinent laws, codes, safety orders, and safe operating practices and procedures related to the repair and maintenance of water systems; principles and techniques of organization, administration, budget and personnel; effective customer relations. Working knowledge of basic principles and practices of engineering related to water systems. Ability to: Communicate clearly and concisely, both orally and in writing; prepare reports and keep accurate records; maintain and analyze data and information and draw logical conclusions; select, train, supervise and evaluate employees; train personnel on section activities, procedures and regulations; make decisions regarding operational and personnel functions; respond to emergency and problem situations in an effective manner; communicate effectively with a variety of personnel and establish/maintain effective working relationships; explain and apply policies and procedures; interpret and apply rules, regulations, legislation and policies; understand and follow verbal and written directions; use and care of a variety of tools, materials, and equipment common to the repair and maintenance of water distribution systems; plan, assign and inspect the work of subordinates; allocate equipment, materials, and personnel in a cost effective manner; read and interpret blueprints and S:\Class SpecificationslWater\WaterConstMaintSupervisor.doc Water Construction and Maintenance Supervisor Page 3 of 3 building plans; prepare cost estimates for time, materials and equipment; meet the physical requirements established by the City. Skills to: Safely operate heavy construction and repair equipment; use a variety of hand and power tools, an office computer and a variety of word processing, data management and other software applications. SPECIAL REQUIREMENTS: Possession of or ability to obtain a Class B California driver's license and a satisfactory driving record. Possession of a Grade D-4 Distribution Systems Certificate from the California Department of Health Services. Possession of a Grade 1 Water Treatment Certificate from the California Department of Health Services. This classification is subject to random drug/alcohol testing pursuant to Department of Transportation guidelines/requirements. FLSA: Water Maintenance SuDervisor - Exempt Form 700 Required Management - Unrepresented Adopted: S :\Class SpecificationslWate r\WaterCo nstMa i ntS upervisor. doc