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HomeMy WebLinkAboutResolution 00-187U N.C.S. 10/16/2000 Resolution IVo. 00-187tJ 1v.C.S. of the City of Petaluma, California RESOLUTION AMENDING THE CLASSIFICATION PLAN AND ESTABLISHING THE POSITION CLASSIFICATION EXECUTIVE ASSISTANT TO THE CITY MANAGER DESIGNATED TO UNIT 9 (MID-MANAGEMENT) BE IT RESOLVED that the Classification Plan and Compensation Plan, as originally adopted pursuant to Resolution No. 90-209 N.C.S., and the classification titles and specifications as adopted by Resolution No. 90-147 N.C.S., are hereby amended by establishing the classification of Executive Assistant to the City Manager (as attached hereto and marked Exhibit "A" and made a part hereof). BE IT FURTHER RESOLVED that this action is taken pursuant to Personnel Code 2.04.020 and Personnel Rules and Regulations (Rule IV, Section 5) for classifications included in the Competitive Service of the Personnel System, that the notice of this action has been properly posted and that the City Manager recommends this action. NOW THEREFORE, BE IT RESOLVED that the Resolution No. 90-147 N.C.S., as amended, is hereby amended to include the classification of Executive Assistant to the City Manager and assigning this classification to Unit 9(Mid-Management), effective July 10, 2000, with a salary range $3.935 - $4132 - $4339 - $4556 - $4784 per month. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Council of the City of Petaluma at a Regular meeting on October 16, 2000 Approved as to By the following vote: form: City Attorney AYES: Cader-Thompson, Keller, Maguire, Hamilton, Vice Mayor Torliatt, Mayor Thompson NOES: None ABSENT: Healy ATTEST: City Clerl Mayor Resolution No. 00-187iJ NCS Exhibit a CITY O:F PETALU°~L City of Petaluma, 'California Executive Assistant.to the City .Manager Job Title: .Executive Assistant to the City Manager Department: City Manager's Office Reports To: City Manager FLSA "Status: Exempt . SUMMARY The Executive Assistant is a high profile and responsible position in the City Manager's: Office, representing the City Manager and the Chief Executive of the City. The Assistant is regtiired`to exercise judy~nent, problem-solvirig skills', ;and sensitivity in complex situations; assist in managing the City Manager's and-City Council's work program flow of activities; and operate independently under general direction of the CityManager. ESSEN.TI_aI: DUTIES A.ND 'RESPONSIBILITIES include`the following. Other duties. may be assigned. Provide administrative support to the City Manager,. Assistant City :Manager, City Council and ,administrative. staff in the. City Manager's Office in the overall administrat>on of City operations. Represent City Manager as assigned. Perform complex, responsible and confidential administrative duties for the City Manager and City Council. Keep official records and execute administrative policies determined by or in conjunction with other officials. Prepare memorandums outlining and explaining .administrative procedures and policies to supervisory workers, and monitor compliance. Conduct original research, compile information, provide analyses. for'draft reports. Manage City Manager's calendar and independently schedule appointments and establish daily work ~floyv program; maintain .Council calendar. Receive incoming. calls and correspondence, including e-maid, for members of the City Council and City Manager and respond independently when possible. Process Councilmembers' requests: for research or action;. or delegate requests to appropriate staff. " Arrange programs, events, or conferences b"y arranging for facilities and caterer, issuing information or invitations, coordinating. speakers, and controlling event budget. Arrange attendance at meetings, complex and-detailed travel plans,. and finerari'es for members of the City Council, City Manager, and; as necessary, for Department Directors; compile documents for travel-related meetings; and accompany super~~isor when requested. Compose anal prepare confidential correspondence,;reports; and other complex documents and maintain .accurate and. detailed logs. Process reimbursements "and invoices; reconcile expense accounts for Council and City Manager: Coordinate public relations efforts by preparing press releases, public information material or newsletters; work. cooperatively with community organizations; and respond. to ,citizen inquiries and complaints received by Councilmembers and City Manager's office. Assist with initial preparation of Council agendas by maintaining Future Agenda calendar; coordinate with Management Team for timely submittal of reports and information for Council packet distribution. Assist with preparation and.. monthly oversight of City Manager and City Council budgets: Assist City Manager with recruitments. SUPERVISORY RESPONSIBILITIES Directly supervises employees in the Office of the City Manager. Carries out supervisory ' responsibilities in accordance with the organi"zatiori's policies and applicable Laws. Responsibilities include interviewing. and training employees; planning, assigning, and directing work; appraising performance; addressing. complaints. and resolving problems. V QUALIFICATIONS To perform this~'ob successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are r.epresentat e of the knowledge, skill, and~'or ability required. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. ~EDUGATION :AND/OR EYPERIENCE Bachelor's degree (B.A.) from four=year college or university; or four to six years related experience and/or training; or equivalent combination of education and experience. Special education and training. in management .and administration desirable. LANGUAGE SKKILLS Ability fo read, analyze, :and. interpret general business: periodicals; professional journals, technical procedures; or government regulations. Ability to write reports, business correspondence,:. and procedure manuals. Ability to effectively present information and respond to questions .from groups of managers; clients, customers, and the general public. Ability to express oneself verball'y'and in writing, and maintain professional presence. IVT.ATHEIVIATICAL SKILLS Ability to work with mathematical concepts such as probability and statistical inference. Ability to apply concepts such as fractions, percentages; ratios, and proportions to practical situations. r REASONING-ABILITY . Ability to solve practical problems acid deal with a "variety of concrete. variables in situations where only limited standardization exists. Abilittir to interpret a;vanety of instructions furnished in written, oral, diagram, or schedule form. OTHER QUALIFICATIONS . Knowledge of organization, procedures and operating details of a municipal government; modern office methods, procedures and equipment including computers and Word 2000 applications; correct business English, punctuation; spelling and ~ammatical usage; record keeping principles and procedures; ability to work independently with minimum supervision; ability to interpret City policies and procedures. CERTIFICATES,.LICENSES, REGISTR_~TIQNS Valid California drivers license required. .PHYSICAL DEMANDS The physical demands described. here are representative of those that must be met. by an employee to successfullyperform the essential functions of this job. Reasonable accommodations maybe made to enable individuals with .disabilities to perform the essential functions. While performing the duties of this job, rthe employee is regularly required to use hands to finger, handle, or feel; reach with hands and arms,; :and talk or hear. The employee frequently is required to sit. The employee is oceasionalhJ required to stand :and walk. The employee must occasionally lift and/or move up to 10 pounds. Specific vsion.abilities required by this job include close vision, distance vision, color vision; peripheral vision; depth perception, and ability to adjust focus. WORK ENVIRONMENT . The work. environment characteristics described here are representative of those an employee encounters. while performing the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. The noise level.. in the work environment is moderate.