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HomeMy WebLinkAboutCC Res 4873 2001-01-22 RESOLUTION NUMBER 'I B 1.5 . A RESOLUTlON OF THE CITY COUNCIL OF THE CITY OF SEAL BEACH AMENDING THE POSITION CLASSIFICATiON PLAN TO INCLUDE THE POSITiON OF DEPUTY CITY CLERK AND REVISING THE CITY CLERK JOB DESCRIPTION WHEREAS, on January I I, 200 I, the Civil Service Board reviewed the Deputy City Clerk job description and recommended the Position Classification Plan be amended to include that position, attached as Exhibit A to this resolution; and I WHEREAS, the Civil Service Board also reviewed the revisions to the existing City Clerk position and recommended the Position Classification Plan be amended to include the revised City Clerk position, attached as Exhibit B to this resolution; and WHEREAS, a salary range schedule for Deputy City Clerk has been developed and attached as Exhibit C; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Seal Beach hereby amends the Position Classification Plan to revise the City Clerk position and include the newly created position of Deputy City Clerk and sets the wages and benefits for the new position. AYES OPTED by the City Council of the City of Seal Beach 200l by the following vote: PASS~PROVED A Oil 'eI day of NOES: I ABSENT. ~.J~~ ayor STATE OF CALIFORNIA) COUNTY OF ORANGE ) SS CITY OF SEAL BEACH) I, Joanne M. Yeo, City Clerk of the City of Seal Beach, California, do he~e certify that the foregoing resolution is an original copy of Resolution No. iii in the office of the City Clerk, passed, approved, and adopted by f e ity au . of the City of Seal Beach at a meeting thereof held on the ";U)",;,Jday of 001. I. ne M. Yea, City Clerk of Seal Beach I I I Exhibit A Resolution Number 41/3 CITY OF SEAL BEACH DEPUTY CITY CLERK Class specifications are intended to present a descripflve list of the range of dutIes performed by employees in the class. Specifications are not Intended to reflect all duties performed wi/hill the job. DEFINITION Directly responsible to and under the direction of the City clerk, the Deputy City Clerk performs a variety of complex, responsible and specialized functions for the City Clerk, assists in the daily operations of the Clerk's office performing various duties and responsibilities. SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the City Clerk. ESSENTIAL FUNCTION STATEMENTS - Essential and other Important responsibilities and duties may Include, but are not limited to, the following: Essential Functions: . Serves as the prinCipal assistant to the City Clerk; . Assists in performing the duties of the City clerk's Department, including the preparation of various complex and responsible clerical tasks; . Performs legally required functions including the preparation, publication and dispersement oflegal notifications for public hearings, call for bids, etc. as required by law . Certification and recording of documents; . Maintains a comprehensive indexing and filing system for the public record . Arranges supplementation and indexing of the Municipal Code . Registers voters . Researches and response to City Council, staff al!d public inquiries relating to City actions, laws, procedures, official City records and documents; . Assists with the planning, conduct and certification of elections; records and prepares minutes of City Council and Redevelopment Agency meetings as required, . Processes and coordinates actions relating to claims filed with the City; . Administers oaths; . Supervises and provides technical direction to other clerical personnel in the preparation of routine to complex assignments . Performs other related tasks as required . Performs all duties of the City Clerk in the absence of the City Clerk . Works is performed independently within established laws, practices and procedures and under the general supervision and review of the City Clerk. OUALIFICATIONS Knowledl!:e of: Organization and functions oflocal government and municipalities. Principles, practices and operation of modem office management. Records management Filing Systems and equipment. Principles of office organization, administration, supervision and training. English usage, grammar, spelling and punctuation, computer hardware and software. Ability to meet the public with courtesy and to communicate clearly and concisely and promote quality customer service. General knowledge oflegal requirements relating to City Council agendas, meeting proceedings, related record-keeping, planning and conduct of municipal elections, Political Reform Act reporting requirements. Resolution Numbe~ Exhibit A CITY OF SEAL BEACH DEPUTY CITY CLERK Abilitv to: Type at a speed of 50 words per minute. Take notes rapidly enough to record City Councilor Redevelopment Agency meeting minutes, either through the use of shorthand or other means in order to record and transcribe meeting minutes accurately. Work a flexible schedule and evenings to accommodate City needs. Communicate clearly and concisely, both orally and in writing. Maintain physical condition appropriate to the performance of assigned duties and responsibilities Establish and maintain cooperative working relationships with those contacted in the course of work including City and other government officials, community groups, the general public and media representatives. I EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and traming that would likely provide the reqUIred knowledge and abilities IS qualifYing. A typICal way to obtain the knowledge, and abilities would be: EXDerience: Three years of increasingly responsible experience in clerical administrating, City Clerk's office or municipal organization experience desirable; Education: Graduation from high school or equivalent, two years of college course work in public or business administration or related field; License or Certificate: Possession of a valid driver's license with no violation that would affect the performance of job requirements. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens. I Phvsical Conditions: Essential and marginal functions require maintaining physical condition necessary for sitting, walking or standing for prolonged periods of time; extensive public contact. I ReoaluHon N~~# 'li ' CITY OF SEAL BEACH CITY CLERK . I EIffCrEI} OrP/CIA-L).. Class specifications are Intended to present a descriptive list of the range of duties performed by employees In the class. Specifications are not intended to reflect all duties performed within the Job. DEFINITION I" To plan, direct and implement programs and activities in the City Clerk's Office, to maintain official municipal records and monitor publication of all official City notices; and to perfonn a variety of responsible administrative tasks, related to the management of the City Clerk's Office. *' Exercises direct supervision over clerical staff. Works cooperatively with t~ City Council, administrative staff, and public to carry t out Council and administrati E policies and directives. ESSENTIAL FUNCTION STATEMENTS -- Essentlal and other important responsibilities and . duties may include. but are not limited to, the following: SUPERVISION RECEIVED AND EXERCISED Essential Functions: . Serves as clerk to the City Council; attend City Council meetings and study session; record all official proceedings; supervise the preparation of agendas, minutes and other documents. . Direct the publication, filing, indexing, recording and safekeeping of official City documents; arrange for approval and signatures on official documents; maintain the Municipal Code. I . Manage and participate in the development and implementation of goals and objectives, policies and priorities for the City Clerk's office; recommend and administer policies and procedures. . Continuously monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; assess and monitor workload, administrative and support systems and internal reporting relationships. . Develop and administer the City Clerk's office budget; forecast funds needed for staffing, equipment, materials and supplies; monitor and approve expenditures; implement mid-year . ' adjustments. . Plan and conduct periodic City elections in accordance with City code, State statutes and Federal regulations; administer City oaths of office. Essential Functions: . Post advertisements of official meetings and public hearings, meeting agendas and other documents of public interest. . Coordinate office activities with those of other departments, outtside agencies and organizations; provide staff assistance to the City Manager and City Council including research on a variety oftopics; prepare and present staff reports and other related correspondence I . Select, supervise, train and motivate and evaluate office personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. . Respond to and resolve difficult and sensitive citizen inquiries and complaints; assist the public and City staff by providing infonnation and research assistance. . Attend and participate in professional group meetings; stay abreast of new trends and innovations in the field oflaw enforcement. Resolut~on Number~ . Serve as the City's official filing and financial disclosure officer; provide forms and advise candidates and designated City officials and employees of City and State filing requirements . Perform rel~ted duties and responsibilities as required. OUALIFICA TIONS Knowledl!e of: I Organization and functions oflocal government and municipalities. Operational characteristics amd activities of a city clerk's office. Principles and practices of official recordkeeping Pertinent Federal, State and local laws, codes and regulations including those related to municipal elections, records management and storage. Political reform filing and disclosure requirements. Principles of supervision, training and performance evaluation. Principles and practices of budget preparation and administration Modem office procedures, methods and computer systems. Ability to: Manage, direct and coordinate the work of administrative and clerical personnel. Select, 'supervise, train and evaluate assigned staff. Direct the retention of official records in accordance with applicable laws and regulations. Ability to: Provide information and organize official material in compliance with laws, regulations and policies. Administer provisions of City laws and State and Federal regulations as they relate to City Clerk function. Recommend and implement goals and objectives for providing effective, efficient services. Analyze problems, identifY alternative solutions, project consequences of proposed actions and implement recommendations in support of both goals. Communicate(c1early and concisely, both orally and in writing. Maintain physical condition appropriate to the. performance of assigned duties and responsibilities. Establish and maintain cooperative working relationships with those contacted in the course of work including City and other government officials, community groups, the general public and media representatives . I ,.XPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required knowledge and abili/les is qualifjl/ng A typical way to obtain the knowledge, and abilities would be: EXDerience: Four years of increasingly responsible experience in a City Clerk's operation, including one year of administrative and supervisory responsibility. Equivalent to a BAlBS degree from an accredited college or university with major course work in business, public or personnel administration or a related field. Education: License or Certificate: Possession of a valid driver's license. WORKING CONDITIONS 1 Environmental Conditions: Office environment; exposure to computer screens. Pbvsical Conditions: Essential and marginal functions require maintaining physical condition necessary for sitting, walking or standing for prolonged periods of time; extensive public contact. Resolution Number~ EXHIBIT C Confidential. SUDervisorv. Professional and Technical EmDlovee: 1 Deputy City Clerk Salary Range 33A ABC D E 3015 3166 3324 3490 3664 I I