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HomeMy WebLinkAboutCC AG PKT 2006-04-24 #J AGENDA REPORT DATE: April 24, 2006 TO: Honorable Mayor and City Council FROM: John B. Bahorski, City Manager BY: Andrew J. Tse, Management Analyst - Human Resources SUBJECT: RESOLUTION NO. - A resolution of the City , Council of the City of Seal Beach approving amendments to the Classification Plan and adopting certain positions. SUMMARY OF REQUEST: The purpose of this report is to request Council consideration to adopt a resolution amending position titles in the Classification Plan for certain Mid-Management positions, reactivate the classification of Police Lieutenant to the Classification Plan; amending and reactivating the classification of Administrative Assistant in the Classification Plan, and approving adding the position of Budget Analyst to the Classification Plan. BACKGROUND: On April 6, 2006, the Civil Service Board of the City of Seal Beach adopted Civil Service Board Resolution # 2006-05 approving and recommending to the City Council to authorize and implement amendments and approving certain positions in the City's classification plan. Title Amendments The City Manager reviewed the department staffing plan and is recommending several changes to the City's classification plan based on Department Head input. It was determined that certain mid-management job 'titles in the City's classification plan do not accurately describe the duties and responsibilities of the position. Staff recommends amending the titles for the following positions: Accounting Manager amended to Administrative Services Manager- The position of Accounting Manager is responsible for some accounting functions; however, this position's main duties are to act as assistant City Treasurer, assistant investment portfolio manager, supervise and direct the work of line staff, and assist in directing the information technology division. With the addition of the Accountant and Budget Analyst positions, the day-to-day maintenance and responsibility for the accounting functions will be redistributed from the Accounting Manager to those positions. The Agenda Item~ April 24, 2006 Agenda Report - Classification Plan Amendments Page 2 Manager position will provide guidance and oversees the accounting function. Due to shift in responsibilities and focus, the title of Administrative Services Manager more accurately reflect the duties of the position, as it would encompass other responsibilities not related to accounting. Management Analyst - Human Resources to Penonnel Manager - The position of Management Analyst - Human Resources is responsible for the City's entire human resource functions, which include recruiting, testing, selecting applicants; confers with and advises department staff and City employees by providing advice, problem solving assistance, answers to questions and interpretation of Personnel Rules and Regulations, Memoranda of Understanding (MOU) and other related provisions; Assist department heads with employee counsel and represent management and/or act as a witness in sensitive and confidential personnel matters; responsible for the City's Equal Employment Opportunity (EEO) plan and responds on the City's behalf, after City Attorney review, inquiries from the EEOC, FEHA, and other federal and state agencies; provides technical assistance and support to the Chief Negotiator and members of the management team during MOU negotiations; develops costing criteria and data and prepares material for negotiation meetings and executive sessions; Assists City Manager and supervisors with corrective and/or disciplinary actions including Skelly Hearings, grievances and complaints according to City policy, procedures and best practices in human resource management; administer and coordinate the City's Workers' Compensation program. The title of Personnel Manager would more accurately reflect the duties of this position as the responsibilities are above that of an Analyst. Marine Yearly Lifeguard (position responsible for training, scheduling, and pub6c relations) to Marine Lifeguard Lieutenant - There are currently two full-time Marine Lifeguard approved for the Marie Lifeguard Department. One of the Marine Yearly Lifeguard position is responsible for the Junior Lifeguard Program, training of new part- time Marine Lifeguards, maintaining the schedule of the Marine Lifeguard Department to ensure adequate staffing, as well as act as public relations representative for the department. The responsibilities of this position are in excess of the other Marine Yearly Lifeguard position, which is mainly to work with and oversee part-time Lifeguards on a day-to-day basis. The title of Marine Lifeguard Lieutenant most accuratel! reflects the managerial responsibilities of this position. This amendment does not add another position to the department, rather just a title change to one of the Marine Lifeguard positions to reflect the actual duties and responsibilities. The number of staff remains at two. Police Deoartment Classification Chanl!es At the direction of the City Manager, the Personnel Department and the Chief of Police evaluated the current organization structure for efficiency and performance. Current structure of the Police Department allocates six (6) Police Sergeants, all reporting directly to the Chief of Police. There are also two unfilled positions: Police Captain, and a April 24, 2006 Agenda Report - Classification Plan Amendments Page 3 Civilian Administrative Commander which was recommended in a Police Department Study in 2004. The Personnel Office and the Chief of Police evaluated the current structure and fmd that a reclassification would better serve the department and the community. The recommendation is to deviate from the Police Study and amend the positions of Police Captain and Civilian Administrative Commander to Police Lieutenant and Support Services Manager. The amendments will generate a cost savings to the City without compromising services. The two posi~ons will play critical roles in assisting the Chief of Police in implementing and enforcing new standards in the department which are aimed to increase productivity and accountability. The Police Lieutenant position is responsible for facilitating departmental policies and procedures, and makes continuous observations and recommendations to assist the department in reaching a higher level of excellence. In addition, the Police Lieutenant position creates growth and promotional opportunity for the current Sergeant ranks that have performed and served the community of Seal Beach well. Utilizing a civilian supervisor is both cost effective and will enhance operations. There is a strong desire to utilize civilians for all positions in the Police Department that do not require sworn personnel. Sworn personnel are a significant cost as compared to civilians, due to the significant higher cost of Sworn PERS Retirement, Medical Insurance, and Workers' Compensation obligations. The Support Services Manager will also playa key role in implementing the Chief of Police's new standards and accountability. Currently, the civilian positions in the Police Department report to the Sergeant assigned Watch Commander duties for the day or the Administrative Sergeant. Due to the unpredictability of police work, a supervisor may not be available at the station at certain times because the necessity of going out in the field to conduct investigations. Staff recommends that the Support Services Manager be approved for the Police Department to promote continuity in supervision as well as assisting the Chief of Police to reach the goal of a total performance based organization. The position of Support Services Manager will also be responsible for monitoring the department budget and act as the grants and contracts manager for the Police Department. This position will act as the liaison between the Police Department and the Administrative Services Department relating to budget and funding matters. The reclassification is at a cost savings of approximately $29,000. City Clerk's Office Staff evaluated the functions of the City Clerk's office and the staffing level that it needs to continue the department's high level of customer service to the community. Currently, April 24, 2006 Agenda Report - Classification Plan Amendments Page 4 the City Clerk's office is comprised of the elected official position of City Clerk, the position of Deputy City Clerk, and a part-time Office Aide. The Personnel Department has conducted two recruitments to attract qualified candidates for the position of Deputy City Clerk; unfortunately no candidates have been a good fit for the department and position. At the direction of the elected official, staff is recommending that the position of Administrative Assistant be amended and reactivated in the classification plan and allocated to the City Clerk's office. The Administrative Assistant position will be responsible for providing clerical and administrative support to the elected official. The Deputy City Clerk position will remain an unfunded and unfilled position in the City Clerk's organizational structure. Allocating this position to the City Clerk's office in lieu of filling the Deputy City Clerk position is at a cost savings of approximately $10,000. In addition, this would create an opportunity for the incumbent in the Administrative Assistant position to gain training and experience, and the advantage for the City to have someone on staff that is qualified and eligible for promotion. Administrative Services Denartment The position of Budget Analyst is a new position that staff is recommending to be added to the Administrative Services Department. The Personnel Office has analyzed the functions of the Administrative Services Department and has determined that the department is in need of a skilled budget professional to assist the Director of Administrative Services. Staff level is at a critically low point in the Finance Department; however the Department oversees multiple projects and manages financial reporting requirements of, and disclosures to, various regulatory agencies. The proposed Budget Analyst position would provide for better separation of duties and assist with technical duties such as formulating, implementing and monitoring departmental budgets. This position acts as a liaison between the Administrative Services Department and other City departments to provide guidance and to enforce City Council budgetary policies enacted to maintain expenditures within parameters established by the City Council. The Budget Analyst also acts as the grants manager, This position will be responsible for administering, reporting and monitoring grants the City receives in its normal course of business; prepare monthly budget and/or financial reports; and complete technical analysis of revenues and expenditures required by granting authorities. Given the current level of spending on capital improvements coupled with a long-term strategy of investing in capital improvements, the Budget Analyst will playa key role in ensuring the proper budget controls are maintained. In addition, with the recent approval of the TOT increase, additional storm drain improvements will be made. The Budget April 24, 2006 Agenda Report - Classification Plan Amendments Page 5 Analyst will ensure that the voters' desires are met and the money is accounted for correctly. FINANCIAL IMPACT: The Police Department reclassifications are projected to generate a cost savings of $29,000. The approval to recruit and fill the Administrative Assistant position in lieu of the Deputy City Clerk position is projected to generate a savings of $1 0,000. The financial impact for the position of Budget Analyst is estimated at $68,000 per year. Approximately $39,000 will be absorbed by the savings generated by changes in the Police Department in addition to the reallocation of the City Clerk's office position. The remaining $29,000 will be allocated between the general fund, enterprise funds, and other special funding sources and will be included within the proposed budget if approved by City Council. RECOMMENDATION: It is recommended that the City Council adopt the following resolution: I. Resolution No. - "A resolution of the City Council of the City of Seal Beach approving amendments to the Classification Plan and adopting certain positions." Attachments: Resolution Number Job Spec - Administrative Services Manager Job Spec - Personnel Manager Job Spec - Marine Lifeguard Lieutenant Job Spec - Police Lieutenant Job Spec - Support Services Supervisor Job Spec - Administrative Assistant Job Spec - Budget Analyst RESOLUTION NUMBER A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL BEACH APPROVING AMENDMENTS TO THE CLASSIFICATION PLAN AND ADOPTING CERTAIN POSITIONS WHEREAS, the Civil Service Board met on April S, 200S and adopted Civil Service !3oard Resolution Number 200S-05, approving and recommending to the City Council to authorize and implement amendments and approving certain positions in the City's classifications plan; and WHEREAS, the City strives to continually stay current and keep up with the Orange County municipal government job market trends; and WHEREAS, amending and approving certain positions assist the City to remain competitive; and WHEREAS, the amendments and changes have no fiscal impact on general fund monies; and WHEREAS, the amendments and changes assist to streamline processes and improve level of service; and NOW, THEREFORE, BE IT RESOLVED, that the City Council of the City of Seal Beach does hereby approve the following amendments and additions to position titles in the classification plan: A). The title of Accounting Manager is hereby amended to Administrative Services Manager. B). The title of Management Analyst - Human Resources is hereby amended to Personnel Manager. C), The title of the one Marine Yearly Lifeguard position responsible for training, scheduling, and public relations shall be amended to Marine Lifeguard Lieutenant. D). The reclassifications in the Police Department are hereby approved, the position of Police Lieutenant is reactivated in the classification plan, and the position of Support Services Manager is approved and added to the classification plan. The salary ranges for the positions are set as follows: Police Lieutenant 658 6,676 7,010 7,360 7,728 8,115 50E 4,879 4,913 5,159 5,417 5,687 Support Services Supervisor E). The position of Administrative Assistant is amended and reactivated in the classification plan and allocated to the City Clerk's office. The salary range for the position is set as follows: Administrative Assistant 32A 2,942 3,089 3,244 3,406 3,578 F). The position of Budget Analyst is hereby approved and added to the classification plan. The salary range for the position is set as follows: Budget Analyst 50E 4,679 4,913 5,159 5,417 5,687 PASSED, APPROVED, AND ADOPTED by the City Council of the City of Seal Beach on the 24th day of April, 2006 by the following vote: AYES: Councilmembers NOES: Councilmembers ABSENT: Councilmembers MAYOR ATTEST: Linda Devine, City Clerk STATE OF CALIFORNIA) COUNTY OF ORANGE ) SS CITY OF SEAL BEACH ) I, Linda Devine, City Clerk of Seal Beach, California, do hereby certify that the foregoing resolution is the original copy of Resolution Number _ on file in the office of the City Clerk, passed, approved, and adopted by the City Council of the City of Seal Beach, at a regular meeting thereof held on the 24th day of April, 2006. City Clerk CITY OF SEAL BEACH ADMINISTRATIVE SERVICES MANAGER 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 To provide assistance in managing the activities of the Administrative Services Department including accounts receivable, payroll, accounts payable, utility billing and information technology. Perform professional level work in the areas of accounting, auditing, and budgeting. SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the Director of Administrative ServiceslTreasurer. Exercises direct supervision over technical and clerical staff. ESSENTIAL FUNCTION STATEMENTS - essential and other important responsibilities and duties may include, but ore not limited to, the following: Essential Funetions: . Participate in the development and implementation of departmental goals, objectives, policies and priorities. . Assist in the supervision and coordination of financial activities of the City and Redevelopment Agency including accounting, budgeting, information technology, payroll, revenue collection, utility billing, accounts payables, accounts receivable, business licensing, grant accounting and treasury functions. . Develop, implement, and maintain accounting and budgetary systems; recommend changes to keep systems current and in compliance with accounting regulations and procedures; prepare jouma1 entries and maintain general and subsidiary accounting ledgers; allocate cash investments and interest; review and approve accounting transactions. . Supervise, train, and evaluate clerical accounting staff in the areas of accounts payable, business licensing, cashiering, payroll and utility billing/customer service; plan, schedule and assign related activities. . Research and prepare correspondence, projects and reports related to departmental and City policies, activities and issues; provide information and present reports to City departments and officials, outside agencies and the general public. . Assist in the preparation of the City's annual financial report, including financial statements and statistical information to identifY trends. CITY OF SEAL BEACH ADMINISTRATIVE SERVICES MANAGER . Prepare interim and public financial statements, related work papers, and various other financial analyses and reports for the City, and for Federal, State or other outside agencies. . Assist in preparation of operating and capital budgets; prepare and monitor department's budget; forecast City revenue, expenditures, and fund balances; research and analyze City budget transactions and complete special projects. . Coordinate and assist auditors during annual audits; conduct internal audits; analyze and audit transactions for City programs and activities and prepare related reports. . Monitor and prepare cost reports for State and Federal grants; review and audit grant contracts and other documents to ensure grant compliance. . Oversee the annual inventory of fixed assets; ensure accurate record keeping. . Review employee benefits; ensure compliance with Federal, State and local laws, codes and regulations. . Prepare bank reconciliations and maintain appropriate records. . Perform the duties of the Director of Administrative ServiceslTreasurer in his/her absence. . Perform various related duties as required. OUALIFICATIONS Knowledl!e of: Generally accepted accounting principles and auditing standards. Principles and procedure of accounting, auditing, and budgeting. Data processing systems and applications. Applicable laws regulating govemmental and or fund accounting and fiscal operations. Principles of organizational and personnel management. Principles and procedures of financial record keeping and reporting. Methods of research, analysis and report writing techniques. Pertinent Federal, State, and local laws, codes and regulations. Abilitv to: Manage, direct and coordinate the work of lower level staff and contract consultants. Select, supervise, train and evaluate staff. Oversee and direct the operations, services and activities of the Administrative Services Department. Prepare and administer complex budgets. Analyze and interpret financial data. Prepare clear, concise and comprehensive financial reports. Perform professional accounting functions. Operate various computer systems and related software programs. Analyze problems, identify alternative solutions, and project consequences of proposed actions and implement recommendations in support of goals. CITY OF SEAL BEACH ADMINISTRATIVE SERVICES MANAGER Research, analyze, and evaluate new service delivery methods and techniques. Communicate clearly and concisely, both orally and in writing. Interpret and explain City policies and procedures. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required knowledge and abilities is qualifYing. A typical way to obtain the knowledge and abilities would be: Exoerience: Four years of increasingly responsible experience in accounting or auditing, including two years of administrative and supervisory responsibility. Traininl!: Equivalent to a Bachelors Degree from an accredited college or university with major course work in accounting, business administration or a related field. CPA is highly desirable. WORKING CONDmONS Environmenta1lPhvsical Conditions: Office environment; exposure to computer screens. Physical condition necessary for walking standing or sitting for prolonged periods of time; operating office equipment. CITY OF SEAL BEACH PERSONNEL MANAGER 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 Under direction, responsible for a wide variety of duties in administering the City's human resource functions including classification, recruitment and selection, workers compensation, employee relations. Prepares, processes and maintains confidential employee records and data; interfaces with payroll services, coordinates assigned activities with other departments and performs a variety of responsible, professional-level research, administrative and analytical support duties in assigned areas of responsibility. SUPERVISION RECEIVED AND EXERCISED Receives direction from the City Manager. Exercise functional and technical supervision over lower level clerical stafi: ESSENTIAL AND MARGINAL FUNCTION STATEMENTS - Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: . Perform a variety of duties in the administration of the City's human resource functions including workers' compensation, recruitment, classification, compensation and the like. . Prepare personnel action forms for salary and other benefit changes; interface with City's payroll services; maintain employee data base, entering new employees, processing status changes and deleting terminated employees. . Interpret City policies, procedures. . Exercise tact and diplomacy in dealing with sensitive and complex personnel issues. . Maintain confidential personnel files and records including documentation of transfers, salary and other related information. . Independently develop and implement analytical studies and develop, compile and interpret statistical data. . Conduct salary surveys, compile other statistical data related to compensation; may provide staff assistance for the meet and confer process; update City's salary data for the California Public Agencies Benchmark organization and respond to related requests for information from other agencies. . Act as liaison to the labor bargaining teams and participates in labor negotiations. . Updating job descriptions; maintain position classification manual and policy and procedures manual. CITY OF SEAL BEACH PERSONNEL MANAGER Essential funetiODS (continued) . Provide staff assistance, compile survey results and other statistical data for meet and confer process. . Conduct classification surveys; compile survey data and results; recommend modifications to policies and procedures as appropriate. . Assist in contract /franchise agreement administration. . Provide responsible, complex and confidential administrative support to the City Manager; type and proofread a wide variety of complex and confidential reports, letters, memoranda and statistical charts; independently prepare correspondence. Mllnrinal FunetiODS: Assist with the preparation of the annual budget; compile and input budget data; submit budget recommendations for office supplies and equipment. Perform related duties and responsibilities as required. OUALIFICATIONS Knowledl!e of: Principles and practices of human resources management including recruitment, classification and labor negotiations. Principles and procedures of employee benefit administration. Methods and procedures of statistical analysis and compensation quantitative methods. Techniques of job analysis. Modem office procedures, methods and equipment including a computer. Business letter writing and report preparation. Principles and procedures of filing and record keeping. English usage, spelling, grammar and punctuation. Pertinent Federal, State and local laws, codes and ordinances. Ability to: Provide human resources management services including recruitment, classification, and compensation. Identify and respond to employee inquiries, complaints, concerns and needs. Maintain accurate and confidential employee files. Communicate clearly and concisely, both orally and in writing; gather, display and analyze statistical data. CITY OF SEAL BEACH PERSONNEL MANAGER Ability to (continued) Interpret and apply City policies, procedures, laws and regulations relating to assigned activities. Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Perform responsible and complex work involving the use of independent judgment and personal initiative. Interpret and apply Federal, State and local laws, codes and regulations pertaining to personnel administration. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying, A typical way to obtain the knowledge and abilities would be: Exoerience: Equivalent to five years of responsible municipal technical and administrative experience in the field of human resources. Traininl!: Bachelor's degree from an accredited college or university with major course work in business administration, public administration, psychology or a related field. Master's degree highly desirable. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens; contact with City employees. Phvsical Conditions: Essential and marginal functions require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time; operating office equipment including a computer. CITY OF SEAL BEACH LIFEGUARD LIEUTENANT 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 To supervise marine safety activities and operations, including daily lifeguard operations and education programs; to coordinate assigned activities with other divisions and outside agencies and the general public; and to provide highly responsible and complex staff assistance to the Lifeguard Captain. SUPERVISION RECEIVED AND EXERCISED Receives direction from the Lifeguard Captain Exercises direct supervision over marine safety staff. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS - Essential and other important responsibilities and duties may include. but are not limited to, the following: Essential Functions: . Coordinate the organization, staffing and operational activities related to beach operations and daily lifeguard activities. . Assist in the development and implementation of goals, objectives, policies and priorities; recommend and implement resulting policies and procedures. . Identify opportunities for improving service delivery methods and procedures; identify resource needs; review with appropriate management staff; implement improvements. . Direct, coordinate and review the work plan for assigned lifeguard activities; assign work activities and projects; monitor work flow; review and evaluate work products, methods and procedures; meeting with staff to identify and resolve problems. . Select, train, motivate and evaluate marine safety personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures. . Oversee and coordinate Junior Lifeguard Program and surfing program; monitor and evaluate program activities. . Patrol beach area and maintain safety and assume charge in all rescue and first aid procedures; coordinate rescue, medical aid and law enforcement efforts with other departments and outside agencies. . Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner. . Mamna! Functions: Check beach and headquarter facilities for needed maintenance and repairs. CITY OF SEAL BEACH LIFEGUARD LIEUTENANT Perform related duties and responsibilities as required. OUALIFICATIONS Knowledl!e of: Operational characteristics, services and activities of a comprehensive marine safety program. Principles of supervision, training and performance evaluation. Methods and equipment used in ocean, rescue, and medical aid operations. Lifesaving and first aid techniques. Methods, tools, equipment and material used to maintain beach facilities and equipment. Modem office procedures, methods and computer equipment. Pertinent Federal, State and local laws, codes and regulations. Ability to: Interpret and explain City and Department policies and procedures. Select, supervise, train and evaluate staff. Analyze situations quickly and objectively, and determine proper course of action. Meet and deal with public tactfully and effectively. Act quickly and calmly in emergencies. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work including a variety of City and other government officials, outside agencies and the general public. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required know/edge and abilities is qualifYing. A typical way to obtain the knowledge and abilities would be: ExoerieDce: Four years of marine safety experience, including two years of supervisory and administrative responsibility. T .. ramml!:: Equivalent to an Associate of Art's degree from an accredited college or university with major course work in recreation administration, marine biology, public administration or a related field. Lic:eDlle or Certificate: Possession of a C.P.R. certificate issued by the American Red Cross or the American Heart Association. Possession of a Basic Scuba Diver Certificate Possession of a valid driver's license. CITY OF SEAL BEACH LIFEGUARD LIEUTENANT WORKING CONDITIONS Environmental Conditions: Beach and ocean environment; exposure to inclement weather and sun; work near or in water. Phvsieal Conditions: Essential and marginal functions require maintaining physical condition necessary for swimming, running, walking, crouching or crawling during emergency operations; walking, standing or sitting for extended periods of time, and operating assigned motorized equipment and vehicles. CITY OF SEAL BEACH BUDGET ANALYST 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 To perform a variety of general and specialized professional functions involving the City's budget and other Finance Department activities. The Budget Analyst assists the Director of Administrative Services in City-wide budget development and grant administration; to provide back-up for payroll processing and reporting; and to perform a variety of joumey-Ievel professional, administrative and technical duties. SUPERVISION RECEIVED AND EXERCISED Receives direction from the Director of Administrative Services and/or Administrative Services Manager May exercise technical supervision over professional, technical and clerical staff. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS - Essential and other important responsibilities and duties may include, but are not limited 10 the following: Essential Functions: . Conduct statistical analyses for a variety of projects; prepare reports of finding and recommendations related to administrative and other department matters; . Monitor departmental budgets and ensuring that departments expenditure remain in allocated parameters set by the City Council; . Act as a liaison between the Finance Department and other City departments in implementing and enforcing City financia1lbudgetary policies; . Assist the Director of Administrative Services with the administration of the City's annual operating budget including preparation of routine budget amendments and corrective journal entries; . Prepare and submit grant applications for a variety of City department and services; . Act as the grant administrator; maintain records of all grants received by the City, assist departments in complying with the City Council Grant Administration policy and calculate personnel expense costs and provide other administrative reporting requirements; . Maintain records in compliance with the City's Records Retention Policy; prepare records for storage, obtain authorization for destruction of records; . Perform other duties as assigned. CITY OF SEAL BEACH BUDGET ANALYST OUALIFICATlONS: Knowledl!e of: Principles and practices of public administration Principles and practices of administrative research and statistical analysis Principles of line item budget accounting Administrative report writing and presentation development Pertinent Federal, State and local rules, regulations and ordinances Effective grant proposal writing and grant administration Desktop computer and office software such as Microsoft Word and Excel Modem office practices, procedures, methods and equipment English usage, syntax, spelling, grammar and punctuation Abilitv to: Analyze complex budgeting, grants, and finance related issues, identify problems and alternative solutions, develop recommendations, project consequences of proposed actions and implement recommendations Gather, display complex statistical data Interpret and apply City policies, procedures, rules and regulations Perform a variety of administrative duties with little or minimal supervision Gain cooperation through discussion and team-based organization principles Evaluate and develop improvements in operations, procedures, policies or methods Communicate clearly and concisely, both orally and in writing Accept constructive criticism Establish and maintain cooperative working relationship with those contacted in the course of work EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: CITY OF SEAL BEACH BUDGET ANALYST Exoerience: Three years of increasingly responsible professional level administrative staff experience. Experience in budgeting is required. Experience in accounting is highly desirable. Traininl!: Equivalent to a Bachelor's degree from an accredited college or university with major coursework in accounting, business, or public administration, or a related field. License or Certificate: Possession of a valid driver's license. WORKING CONDITIONS Environmental Conditions: Office environment Phvsiea! Conditions: Essential and marginal functions may require maintaining physical condition necessary for sitting or standing for long periods of time. CITY OF SEAL BEACH ADMINISTRATIVE ASSISTANT 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 To perform a wide variety of highly complex administrative and analytical support to a department head; and to provide information and assistance to the public regarding departmental policies and procedures. SUPERVISION RECEIVED AND EXERCISED Receives direction from an assigned department head. May exercise direct supervision over lower level clerical staff. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS - Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: . Provide responsible and highly complex administrative and analytical support to an assigned department head. . Compile statistical data, performance analysis, and advise department directors on assigned projects. . Type and proofread a wide variety of reports, letters, memoranda and statistical charts; type from rough draft, dictaphone or verbal instruction; take and transcribe dictation; independently compose correspondence related to assigned responsibilities. . Receive, sort, open and distribute department mail to appropriate staff; maintain logs of mail received for assigned department head. . Provide significant support in the preparation and administration of the assigned department budget; monitor expenditures including reviewing and processing purchase requisitions and purchase orders; recommend modifications or adjustments as appropriate. . Maintain and order office supplies; prepare purchase orders; receive invoices and check for accuracy; process payments. . Provide word processing support to assigned department; troubleshoot and train users in word processing applications. . Attend a variety of meetings; prepare and compile agenda packets; take and prepare minutes; disseminate information as appropriate. . Maintain develop and implement department filing systems and records; modify systems as appropriate. CITY OF SEAL BEACH ADMINISTRATIVE ASSISTANT . Maintain a calendar of activities, meetings and various events for the assigned department and director; make travel arrangements; coordinate activities with other City departments, the public and outside agencies. . Other duties as assigned. Essential Functions (continued) . Screen office and telephone callers; provide front counter assistance including providing information; respond to and resolve complaints and requests for information on regulations, procedures, systems and precedents relating to assigned responsibilities. . Receive time cards and other personnel information; review information for accuracy and completeness; maintain confidentiality. . Operate a variety of office equipment including copiers, facsimile machine and computer; input and retrieve data and text; organize and maintain disk storage and filing. Manring. FunctioD8: May supervise the work oflower level clerical staff. Perform related duties and responsibilities as required. OUALIFICATIONS Knowledl!e of: Modem office procedures, methods and computer equipment. Business letter writing and basic report preparation techniques. Principles and procedures of record keeping. Practices used in minute taking and preparation. English usage, spelling, grammar and punctuation. Pertinent Federal, State and local laws, codes and regulations. Ability to: Perform responsible and difficult administrative, clerical and analytical work involving the use of independent judgment and personal initiative. Type at a speed necessary for successful job performance. Take and transcribe dictation at a speed necessary fur successful job performance. Prepare clear and concise reports. Operate office equipment including computers and supporting word processing and spreadsheet applications. Independently prepare correspondence and memoranda. Work independently in the absence of supervision. Maintain confidential records and reports. CITY OF SEAL BEACH ADMINISTRATIVE ASSISTANT Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Maintain physical condition appropriate to the performance of assigned duties and responsibilities. EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training 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 administrative support experience to a department director or senior level manager. Traininl!: Bachelor's degree from an accredited college or university with major course work in business administration, public administration, psychology or a related field. WORKING CONDITIONS EDviromnental Conditions: Office environment; exposure to computer screens. Physical Conditions: Essential and marginal functions require maintaining physical condition necessary for sitting for prolonged periods oftime; extensive use of computer keyboard. CITY OF SEAL BEACH SUPPORT SERVICES MANAGER 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 This is a non-sworn, civilian position. Under general supervision of the Police Chief, the Support Services Manager manages the activities of the civilian staff assigned to the Police Department and does related work as required. SUPERVISION RECEIVED AND EXERCISED Receives direction from the Chief of Police, and/or the Police Lieutenant, Administrative Sergeant and/or Watch Commander. Exercise direct supervision over all civilian personnel in the Police Department. ESSENTIAL FUNCTION STATEMENTS - Essential and other important responsibilities and duties may include, but are not limited to, the folluwing: Essential Functions: . Selects, train, evaluates and supervises the activities of assigned staff; prepares work schedules; provides instruction or direction as necessary. . Compile statistical data and performance analysis, and advise the Chief of Police and/or his designee on assigned projects. . Directs the custodial maintenance of police facilities and equipment; supervises Police Records Division, parking control, Senior Volunteer Program, Crossing Guards and other civilian positions in the Police Department. . Administers contract services pertaining to public safety, including animal control service, jail services, and other contract administration as necessary. . Provide or coordinate staff to identify and resolve problems; review and evaluate work method and procedures. . May respond to inquiries and complaints regarding public safety services or activities at the direction of the Chief of Police and or his designee. . Assists with the preparation and administration of the departmental and divisional budget; act as the Police Department liaison to the Administrative Services Department in resolving budgetary issues. . Research new grant opportunities; prepare new grant applications; process reporting requirements for existing grants. CITY OF SEAL BEACH SUPPORTSERVICES~AGER . Maintain develop and implement department filing systems and records; modify systems as appropriate. . Other duties as assigned. . Assists with the development and implementation of Police Department and City goals, objectives, priorities, and policies as directed by the Chief of Police. . Continuously monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures; assess and monitors work load, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct the implementation of changes. . Plan and/or attend various special civil events; professional workshops, seminars, and conferences. . Provide staff assistance to the Chief of Police in preparing and presenting staff reports and conducts a variety of organizational studies, investigations, and operational studies; recommends modifications to public safety programs, policies, and procedures as appropriate. . Perform related duties and responsibilities as required. OUALIFICATIONS Knowledl!e of: . Modem office procedures, methods and computer equipment . Principles and practices of a supervision and management . Budgeting principles, training, and personnel philosophies, and municipal government . Police administration and law enforcement principles and practices . Municipal emergency preparedness programs . Court procedures . Administrative practices, including contract administration . Business letter writing and business report preparation techniques . Principles and procedures of record keeping . English usage, spelling, grammar and punctuation. . Pertinent Federal, State and local laws, codes and regulations. Ability to: . Provide administrative and professional leadership under the direction of the Chief of Police and/or his designee. . Develop, implement, and administer goals, objectives and procedures for providing effective and efficient public safety support services. . Prepare clear and concise reports. . Operate office equipment including computers and supporting word processing and spreadsheet applications. . Independently prepare correspondence and memoranda. . Work independently in the absence ofsupervision. 2 CITY OF SEAL BEACH SUPPORTSERVICES~AGER . Maintain confidential records and reports. . Communicate clearly and concisely, both orally and in writing. . Establish and maintain effective working relationships with those contacted in the course of work. . Maintain physical condition appropriate to the performance of assigned duties and responsibilities. EXPERIENCE AND TRAINING GmDELINES Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge, and abilities would be: E:lDerienee: Three years of increasingly responsible administrative support and supervisory experience. T .. ralDIDtl: AA/AS-degree or better from a Western Association of Schools and Colleges accredited college or university with major course work in criminal justice, public administration, business sciences, or a related field. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens, occasional exposure to outdoor elements for lengthy time periods, and the willingness to respond to work on short notice and/or for emergency situations within the Department or community. Phvsieal Conditions: Essential and marginal functions require maintaining physical condition necessary for sitting for prolonged periods; extensive use of computer keyboard, lifting light to moderate loads typical of an office environment. 3 CITY OF SEAL BEACH POLICE LIEUTENANT Class specificalioNl are intended to present a descriptive list of the range of duties performed by employees in the class, SpecificatioNl are not intended to reflect all duties performed within the job, DEFINITION This is a sworn, law enforcement position. Under general supervision of the Police Chief, the Police Lieutenant manages and supervises all Sergeants, Detectives, and Officers and programs in the Field Services Division and does related work as required. ESSENTIAL FUNCTION STATEMENTS - Essential and other important responsibilities and duties may include, but are not limited to, the following: ESSENTIAL FUNCTIONS: . Under direction of the Chief of Police, commands or assists in the command of a functional unit of the Police Department. . Serves in a leadership capacity within the Department and community, and works closely with both sworn and non-sworn staff in maintaining high departmental morale. . Directs, supervises, inspects and coordinates the activities of all swom law enforcement personnel, and as necessary, all non-sworn law enforcement personnel in the absence of the Support Services Manager. . Assists the Chief of Police in the operational planning and management of departmental programs, policies, and actions; interprets policies, rules, and regulations governing police activities on behalf of the Chief; makes periodic performance evaluations of his subordinates. . Determines service levels and staffing requirements; manages vehicles, property, training, background investigations, communications, and the development of an effective employer- employee relations strategy. . Plans, schedules, directs, assigns, supervises, analyzes, and reviews the work of subordinates; confers regarding special assignments, providing instruction and direction as needed; directs the preparation of the more complex criminal cases for court action. . Performs specialized work in law enforcement, investigations, communications, training, community relations and related police assignments; prepares, manages, and coordinates the development of the Department's and/or assigned divisional budget; prepares forecasts of necessary funds; monitors and approves expenditures; and resolves budget issues. . Responds to the most difficult inquiries and requests for information; assists in the hearing and adjustment of citizen complaints; works closely with citizen groups and public and private officials to provide technical assistance. . Plan and facilitate the conduct of special community events; establish and maintain a customer service orientation; work with community groups and representatives in the development and administration of programs designed to address societal problems associated with crime and its prevention. . Conduct research into a variety oflaw enforcement and administrative issues; conduct and oversee sensitive and complex internal and external investigations. CITY OF SEAL BEACH POLICE LIEUTENANT . May command the Department in the absence of the Chief; may fill in as Watch commander in the absence of a Sergeant. . Establish and maintain positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public. . Coordinates the activities of regular and special police training programs, including safety and the use of emergency vehicles. . Enforces rules and regulations and general orders and policies. . Recommends and carries out disciplinary actions. . Conducts traffic, crime and other special surveys and investigations and prepares comprehensive reports. . Confers with commanding officers and act for them in their absence. . And performs other related duties as required. OUALmCATIONS Qualified candidates will have extensive knowledge of: modem principles, practices, and techniques of police administration, organization and operation; methods and techniques of supervision, training and motivation; principles and practices of program and budget development, administration and evaluation; and administrative and technical aspects of crime prevention and law enforcement activities, including community oriented policing. The position also requires: the ability to develop and implement comprehensive plans to satisfy Department service needs, identify and effectively utilize policing trends, and act as an effective police administrator; excellent communication skills; and the ability to effectively interact with a wide range of people. Typically, a Police Lieutenant will possess four years of increasingly responsible experience as a Sergeant, and a AAlAS Degree, or better, or equivalent semester college units in Police Science, Criminal Justice Administration, Public Administration, or a related field, as well as possession of/or eligibility for POST Supervisory and Advanced Certificates; possession of a POST Management Certificate is highly desirable but not required for appointment. MINIMUM EMPLOYMENT STANDARDS . Open to current classified Police Sergeants in a California P.O.S.T. certified agency, or if out of state, equivalent certification, with at least four years' seniority as a Police Sergeant as of the close of filing. . Proof of a valid motor vehicle operator's license will be required at time of appointment. . College coursework certified by the Western Association of Schools and Colleges; including possession of an Associate in Arts Degree; or 60 semester college units in police science or a related field; or possess an Intermediate P.O.S. T. Certificate. 2