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HomeMy WebLinkAboutCC AG PKT 2005-06-13 #L f AGENDA REPORT DATE: June 13, 2005 TO: Honorable Mayor and City Council THRU: John Bahorski, City Manager FROM: Kasama Lee, Human Resources Analyst SUBJECT: Amendment to Position Classification Plan — Deputy City Clerk • SUMMARY OF REQUEST: To amend the Position Classification Plan to include the revised job description of Deputy City Clerk. BACKGROUND The City Clerk's Department currently has a vacant Deputy City Clerk position and has requested a review of the current job. The job description was reviewed and updated to emphasize the records management duties. These duties will help the department meet new challenges and better provide the residents with the services they desire. At their meeting of May 5, 2005, the Civil Service Board reviewed the revised job description and recommended Council include the revised Deputy City Clerk job description in the Position Classification Plan. FISCAL IMPACT: There is no fiscal impact. RECOMMENDATION: That Council approve Resolution Number , amending the City's Position Classification Plan to include the revised job description for Deputy City Clerk. Agenda Item L NOT • Di' PPROV ;. L John, . horski Ci, ' anager i Attachment: Resolution Number , A Resolution of the City Council of the City of Seal Beach Amending the Position Classification Plan to Include the revised job description for Deputy City Clerk. Agenda Item 1 RESOLUTION NUMBE A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL BEACH AMENDING THE POSITION CLASSIFICATION PLAN TO INCLUDE THE REVISED JOB DESCRIPTION FOR DEPUTY CITY CLERK WHEREAS, the job description for Deputy City Clerk was revised to address and emphasize the records management duties within the City Clerk's Department; and WHEREAS, on May 5, 2005, the Civil Service Board reviewed the revised Deputy City Clerk job description and determined its completeness and appropriateness and recommended the Position Classification Plan be amended to include the revised job description, attached as Exhibit A to this resolution. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Seal Beach hereby amends the Position Classification Plan to include the revised job description for Deputy City Clerk. PASSED, APPROVED AND ADOPTED by the City Council of the City of Seal Beach on day of , 2005 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 day of , 2005. City Clerk 1 EXHIBIT A CITY OF SEAL BEACH DEPUTY CITY CLERK 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 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: • Assists in performing the duties of the City Clerk's Department, records and prepares minutes of City Council and Redevelopment Agency meetings as required, including the preparation of other various complex and responsible clerical tasks; • Assists in maintaining the City's comprehensive records management and document imaging, storage and retrieval program including minutes of meetings, ordinances, resolutions, contracts and agreements, certifies copies and notarizes City and public documents as needed; • Performs legally required functions including the preparation, publication and dispersement of legal notifications for public hearings, call for bids, processes and coordinates actions relating to claims filed with the City, etc. as required by law; • Arranges supplementation and indexing of the Municipal Code • Research and respond to City Council, staff and public inquiries relating to City actions, laws, procedures, official City records and documents; • Assist with the registering of voters, planning, conduct and certification of City elections; • 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 • Work is performed independently within established laws, practices and procedures and under the general supervision and review of the City Clerk. QUALIFICATIONS Knowledge of: Organization and functions of local 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 of legal requirements relating to City Council agendas, meeting proceedings, related record - keeping, planning and conduct of municipal elections, Political Reform Act reporting requirements. Ability to: Type at a speed of 50 words per minute. Take notes rapidly enough to record City Council or 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. EXPERIENCE AND TRAINING GUIDELINES Any combination of experience and training that would likely provide the required knowledge and abilities is qual Eying. A typical way to obtain the knowledge, and abilities would be: Experience: 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. Physical Conditions: Essential and marginal functions require maintaining physical condition necessary for sitting, walking or standing for prolonged periods of time; extensive public contact.