HomeMy WebLinkAboutStaff Report 3.D 09/12/2005CITY OF PETALUMA, CALIFORNIA
AGENDA BILL
AEenda Title: RESOLUTION AMENDING THE
CLASSIFICATION AND COMPENSATION PLAN BY
ESTABLISHING THE NEW CLASSIFICATION, PAY RANGE,
AND UNIT ASSIGNMENT OF ADMINISTRATIVE
ASSISTANT, REVISING EXECUTIVE ASSISTANT TO THE
CITY MANAGER, OFFICE ASSISTANT UII AND
ABOLISHING ADMINISTRATIVE SECRETARY.
3.D
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September 12, 2005
Meeting Time: ® 3:00 PM
❑ 7:00 PM
Category (check one): X Consent Calendar ❑ Public Hearing ❑ New Business
❑ Unfinished Business ❑ Presentation
Deuartment: Director: Contact Person: Phone Number:
Administrative Services Aven Carmi ha P/almala Robbins 778-4343
Cost of Proposal: Account Number:
None
Amount Budgeted: Name of Fund:
N/A
Attachments to Agenda Packet Item:
1. Resolution Amending the Classification And Compensation Plan By Establishing the New
Classification, Pay Range, and Unit Assignment of Administrative Assistant, revising Executive
Assistant to the City Manager, Office Assistant I/II and abolishing Administrative Secretary.
2. Attachment A — Class Specifications for the position of Administrative Assistant.
3. Attachment B — Class Specifications for the position of Executive Assistant to the City Manager.
4. Attachment C — Class Specifications for the position of Office Assistant I/II.
Summary Statement:
Following a classification study it was determined that the classification of Administrative Secretary be
revised and replaced by the classification of Administrative Assistant. The salary range remains the same.
The Executive Assistant to the City Manager, Office Assistant I/II have been updated and revised. The
classification of Administrative Secretary should be abolished.
Recommended Citv Council Action/Suggested Motion:
Approval of the Resolution amending the City's Classification and Compensation Plan.
Reviewe} by Admin. Svcs. Dir:
ate: �IL
Todav's Date:
Page 1 of 14
Reviewed by City Attornev:
Revision 7da vised:
Approved, v City Manaeer:
OW,
n y Date:
File Code:
CITY OF PETALUMA, CALIFORNIA
SEPTEMBER 12, 2005
AGENDA REPORT
FOR
Resolution Amending the Classification and Compensation Plan
by Establishing the New Classification, Pay Range and Unit Assignment of
Administrative Assistant, Revising Executive Assistant to the City Manager,
Office Assistant I/II and Abolishing Administrative Secretary
EXECUTIVE SUMMARY:
Following a classification study it was determined that the classification of Administrative Secretary be
revised and replaced by the classification of Administrative Assistant. The salary range remains the
same. The Executive Assistant to the City Manager, Office Assistant 1/11 have been updated and revised.
The classification of Administrative Secretary should be abolished.
2. BACKGROUND:
Based upon an evaluation of work performed, it is recommended that the City create a new class
specification of Administrative Assistant, revise Executive Assistant to the City Manager, Office
Assistant I/II and abolish Administrative Secretary.
3. ALTERNATIVES:
Not adopt resolution.
4. FINANCIAL IMPACTS:
None
5. CONCLUSION:
Adoption of this resolution establishes the classification of Administrative Assistant in the City's
Classification and Compensation Plan, enabling the City to keep its program updated and current.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR COMPLETION:
Implementation of Resolution.
7. RECOMMENDATION:
Approval of the Resolution and amendment of the City's Classification and Compensation Plan.
Page 2 of 14
Resolution No. N.C.S.
of the City of Petaluma, California
RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION PLAN
BY ESTABLISHING THE NEW CLASSIFICATION, PAY RANGE AND UNIT
ASSIGNMENT OF ADMINISTRATIVE ASSISTANT, REVISING EXECUTIVE
ASSISTANT TO THE CITY MANAGER, OFFICE ASSISTANT I/II AND ABOLISHING
ADMINISTRATIVE SECRETARY
WHEREAS, the City wishes to keep current its Classification and Compensation Plan;
and amendments and or revisions to the Classification and Compensation Plan are effective upon
approval by the City Council; and
WHEREAS, the City Manager/ Personnel Officer has determined that certain duties and
responsibilities are appropriately allocated to the classification of Administrative Assistant (as
attached hereto and marked Attachment A); and
WHEREAS, the pay ranges and unit assignments for the classifications as listed below,
are hereby recommended, effective with the adoption of this Resolution; and
Unit 1:
Administrative Assistant $3,485.67-$3,769.93-$3,958.86-$4,156.45-$4,363.72 Confidential
Unit 3:
Clerical/Teclmica
WHEREAS, the City Manager/ Personnel Officer has determined that the Executive
Assistant to the City Manager and Office Assistant I/It classification be revised. (as attached
hereto and marked Attachment B & C); and
WHEREAS, the revised classifications as listed above, are hereby recommended, with
the adoption of this Resolution; and
WHEREAS, the City Manager/Personnel Officer has determined that the classification
of Administrative Secretary is no longer appropriate and recommends the classification be
abolished.
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve
the amendments to the Classification and Compensation Plan as written in this Resolution
including the amendment in the Competitive Service of the Personnel System; and
BE IT FURTHER RESOLVED, that this action is taken pursuant to Personnel Code
3.04.020 and Personnel Rules and Regulations (Rule N- Classification and Rule V —
Compensation) and, that the notice of this action has been properly posted.
Page 3 of 14
Attachment R
City of Petaluma, California
Classification Description
Classification Title: Administrative Assistant
Department: Assigned Department
FLSA Status: Non -Exempt
Last Revision Date:
Established: 09/12/05
Resolution Number:
Approved by: Human Resources
Authority: City Council
SUMMARY
Provides varied secretarial and office administrative assistance to a department head and
associated supervisory, professional, and technical staff, nature of duties performed may include
exposure to sensitive or confidential information.
CLASS CHARACTERISTICS
General Supervision is provided by the Department Director; responsibilities may include the
indirect supervision of clerical staff.
The Administrative Assistant is the specialized level in the secretarial series, providing direct
administrative support to a department head and related supervisory, professional and technical
staff. Incumbents perform duties involving difficult and responsible tasks and assignments. The
department head normally establishes general guidelines for action; however, day-to-day
activities may require the use of initiative and independent judgment, particularly when
prioritizing work for several staff members or when dealing with a variety of City staff and
representatives of the public. Positions at this level are distinguished from those in the lower
classification of Secretary in that the Administrative Assistant is a single incumbent
classification within each department, with primary responsibility for providing ongoing
secretarial and administrative support to the department head. The Administrative Assistant is
distinguished from the classification of Executive Assistant to the City Manager in that the latter
provides secretarial and administrative support to the City Manager and City Council.
ESSENTIAL DUTIES, SKILLS, AND DEMANDS OF THE POSITION
The duties, skills, and demands described here are representative of those that must be niet by an
employee to successfully pei form the essential functions of this job. Reasonable accommodations
inay be inade to enable individuals with a disability to perform the essential ditties, skills, and
deniands.
Duties:
Provide secretarial and administrative support to an assigned department director; areas of
responsibility include the composition, preparation and distribution of correspondence,
scheduling meetings, maintaining complex filing systems, providing input on department
policies and procedures, and related administrative tasks.
Receive and screen visitors and telephone calls from internal and external contacts, providing
information which may require the interpretation of department policies and procedures; take
messages or refer the caller to the appropriate person and/or department.
Schedule and ensure the availability of meeting materials; prepare meeting agendas, and
distribute materials; attend meetings to take minutes; prepare and distribute minutes of
commission or committee meetings; compile, edit, package, and track agenda reports.
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Compose and prepare a wide variety of finished documents such as letters, memoranda or reports
from stenographic notes, brief instructions, or draft materials; review finished materials for
completeness, accuracy, format, compliance with policies and procedures, and appropriate
English usage.
Maintain calendars and schedule appointments; organize travel arrangements.
Research a variety of informational materials from internal and external sources; compile the
information into an appropriate format for management review.
Open, sort, and distribute mail ensuring the attachment of relevant materials.
Use a variety of office equipment such facsimile machines, photocopiers, and computers and
associated word processing or spreadsheet applications; input or retrieve data; prepare reports
using an on-line or personal computer system.
Initiate and process invoices; formal bid documents and grant applications; review documents
and invoices for payment; process check requests.
Order general office supplies and special department orders; contact vendors for bids pertaining
to various purchases; prepare and route purchase order requests.
As assigned, perform billing functions for specific department; review services provided;
generate and distribute bills.
Maintain payroll and personnel records; perform other personnel processing duties such as
ensuring employees have proper orientation materials, keys and other documentation.
Organize and maintain various office files, including department personnel, project or
chronological files; review and purge files consistent with City or department guidelines.
Assist with the development and administration of the department budget; receive, compile and
enter budget information into spreadsheets and review for accuracy.
Follow up on projects, transmit information and keep informed of department activities.
May provide work direction and review to assigned staff.
Perform related duties as assigned.
Skills/Abilities:
Provide varied secretarial and office administrative assistance to management, supervisory,
professional, and technical staff.
Organize work, set priorities, meet critical deadlines, and follow-up on assignments with
minimum direction.
Interpret and apply department policies and procedures.
Use initiative and independent judgment within established guidelines.
Compose and format business correspondence including letters, memoranda, reports and related
documents.
Prepare and input statistical data into tables and charts.
Provide work direction and review to assigned staff.
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Type accurately at a rate of 50 net words per minute from printed copy.
Operate a variety of office equipment including computers and associated word processing and
spreadsheet applications.
Understand and carry out oral and written directions.
Communicate effectively both verbally and in writing.
Establish and maintain effective working relationships with those contacted in the course of
work.
Phvsical Demands and Work Environment:
While performing the duties of this job, the employee is regularly required to sit; use the
computer keyboard and mouse, use hands to finger, handle, or feel; reach with hands and arms;
talk or hear; and taste or smell; stand, walk, and stoop, or crouch. Occasionally lift and/or move
up to 25 pounds. Specific vision abilities required by this job include close vision, distance
vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The
employee will work in an office environment where the noise level is usually moderate.
QUALIFICATIONS
Knowledi?e of:
Office management methods, practices and procedures.
Policies, procedures, programs, operations and goals of assigned department.
Principles and practices of business letter and report writing.
English grammar, vocabulary, spelling, and punctuation.
Rules and guidelines governing public meetings including notification and distribution of
meeting materials.
Methods and techniques of researching and compiling information.
Methods and techniques of maintaining complex filing systems.
Operational characteristics of office equipment including facsimile machines, photocopiers,
computers and associated word processing and spreadsheet applications.
Standard business arithmetic.
Education and Experience
Any combination equivalent to the education and experience likely to provide the required
knowledge and abilities would be qualifying. A typical way of gaining such knowledge and
abilities would be:
Education:
Equivalent to graduation from high school
Experience:
Three years of responsible secretarial or office administrative experience. Business or secretarial
school training is desirable.
Other Requirements:
Possession of a valid California Class C driver's license.
Page 6 of 14
Attachment 8
City of Petaluma, California
Classification Description
Classification Title: Executive Assistant to
the City Manager
Department: City Manager
FLSA Status: Exempt
Last Revision Date: 09/12/05
Established: 10/16/00
Resolution Number:
Approved by: Human Resources
Authority: City Council
SUMMARY
Provides highly responsible, specialized, confidential, and technical administrative support to the
City Manager, Assistant City Manager, and City Council in the overall administration of City
operations. This position requires the need to exercise sound judgment, problem -solving skills,
and sensitivity in complex situations. The Executive Assistant facilitates the City Manager and
City Council's work program flow of activities, manages the day-to-day activities of the City
Manager's Office, and frequently interacts with City staff and representatives of the public.
CLASS CHARACTERISTICS
The Executive Assistant to the City Manager is a single position classification and the highest
level in the secretarial and administrative support series. The incumbent works on specialized
projects containing a high number of complex and difficult tasks and assignments. This position
is distinguished from those in the classification of Administrative Secretary in that this position
provides primary administrative support to the City Manager, Assistant City Manager, and
members of the City Council. Supervisory responsibilities include the direct supervision of
administrative and support staff.
ESSENTIAL DUTIES, SHILLS, AND DEMANDS OF THE POSITION
The duties, skills, and demands described here are representative of those that must be nret by an
employee to successfully perform the essential fiarctions of this job. Reasonable accommodations
may be made to enable individuals with a disability to perform the essential ditties, skills, and
demands.
Duties:
Provide complex responsible, confidential and administrative support to the City Manager,
Assistant City Manager, and City Council, in the overall administration of City operations.
Act as a technical resource on more difficult administrative support problems or specialized
issues; monitor quality and timeliness of unit work.
Instruct employees in the interpretation and application of regulations, policies, and procedures
related to the department's programs and operations.
Maintain official records and execute administrative policies determined by, or in conjunction
with, other officials.
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Prepare memoranda and administrative procedures and policies for distribution to directors,
managers, supervisors, and city employees.
Research and assemble information; verify that information or data is complete, accurate, and
consistent, and provide analyses for draft reports.
Assist the public in person or by phone.
Assist in the implementation of goals, objectives, strategies, policies, procedures, and work
plans.
Manage the City Manager's calendar; independently schedule appointments and establish daily
workflow program; maintain City Council calendar.
Coordinate public relations efforts by preparing press releases, public information material or
newsletters; work cooperatively with community organizations; respond to citizen inquiries and
complaints received by City Council members and City Manager's office.
Receive incoming calls and correspondence, including e-mail, for members of the City Council
and City Manager and forward or respond appropriately.
Process City Council members' requests for research or action, or delegate requests to
appropriate staff.
Coordinate programs, events, or conferences by arranging for facilities and caterer, issuing
information or invitations, organizing speakers, and controlling event budget.
Organize attendance at meetings, detailed travel plans, and itineraries for members of the City
Council, City Manager, and, as necessary, for department directors; compile documents for
travel -related meetings, and attend meetings when requested.
Compose and prepare confidential correspondence, reports, and other complex documents;
maintain accurate and detailed records and logs.
Process reimbursements and invoices; reconcile expense accounts for the City Council and City
Manager.
Manage the City Manager and City Council budgets.
Assist and support the City Manager with recruitment agencies and their services.
Perform related duties as assigned.
Skills/Abilities:
Provide highly complex administrative support to the City Manager, Assistant City Manager and
City Council.
Prepare and analyze statistical data, tables, and charts.
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Maintain confidentiality of documents, materials, and information.
Interpret and apply administrative rules, regulations, policies and procedures.
Use initiative and sound independent judgment within established guidelines.
Read, analyze, and interpret general business periodicals, professional journals, technical
procedures, or government regulations.
Organize work, set priorities, meet critical deadlines, and follow up assignments with minimum
direction.
Effectively present information and respond to questions from groups of managers, clients,
customers, and the general public.
Compose correspondence independently or from brief instructions.
Prepare reports, business correspondence, and procedure manuals.
Perform mathematical calculations such as probability and statistical inference and apply
concepts such as fractions, percentages, ratios, and proportions to practical situations.
Interpret and comprehend an extensive variety of technical instructions, statistical data and
reports, and deal with several abstract and concrete variables.
Interpret City policies and procedures.
Understand and carry out oral and written directions.
Communicate effectively, both verbally and in writing.
Establish and maintain cooperative and effective relationships with those contacted during
thecourse of the work.
Phvsical Demands and Work Environment:
While performing the duties of this job, the 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, enter data into a terminal, personal computer or keyboard device; operate office equipment
requiring repetitive arm/hand movement; sort, separate, and arrange material in a prescribed
manner; and sit for extended periods of time while operating word processing equipment.. The
employee is occasionally required to stand and walk. The employee must occasionally lift and/or
move up to 10 pounds. Specific vision abilities required by this job include close vision, distance
vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The noise
level in the work environment is moderate.
QUALIFICATIONS
Knowledee of:
Organization, procedures and operations of municipal government.
Operations and services of the City Manager's office.
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Office management methods, practices, policies and procedures
Rules and regulations governing public meetings, including notification and distribution of
meeting materials.
Principles and practices of business letter and report writing.
Policies and procedures governing public agency record keeping.
Methods and techniques of researching and compiling information.
English grammar, spelling, vocabulary, and punctuation.
Principles and practices of lead supervision, direction, and staff development.
Operational characteristics of office equipment including facsimile machines, photocopiers,
computers and associated word processing and spreadsheet applications.
Mathematic principles.
Education and Experience
Any combination equivalent to the education and experience is likely to provide the required
knowledge and abilities would be qualjdng. Atypical way to obtain the knowledge and abilities
would be:
Education:
An Associate's degree with major work in business management or administration.
Experience:
Four to six years related experience and/or training.
Other Reouirements:
Possession of a valid California Class C driver's license.
This position may require the incumbent to attend night meetings at or away from the work site
Page 10 of 14
Attachment C
City of Petaluma, California
Classification Description
Classification Title: Office Assistant I/II
Department: Varies
FLSA Status: Non -Exempt
Last Revision Date: 09/12/05
Established: 03/90
Resolution Number:
Approved by: Human Resources
Authority: City Council
SUMMARY
Performs a variety of general clerical tasks within the assigned department or division; duties
performed may include reception, typing, word processing, record keeping, and filing; operates
office equipment including facsimile machines, photocopiers, computers and related devices;
performs related work as assigned.
CLASS CHARACTERISTICS
Office Assistant I
This is the entry-level class of the clerical Office Assistant series. Initially under close
supervision, incumbents perform the more routine duties while learning department policies and
procedures. As experience is gained, duties become more varied in nature and are performed
under more general supervision. This class is alternately staffed with the Office Assistant II and
incumbents may advance to the higher level after gaining experience and demonstrated
proficiency that meets the qualifications of the higher-level class.
Office Assistant II
This is journey level class in the series, fully competent to independently perform a variety of
office support duties. All positions are characterized by the presence of clear guidelines from
which to make decisions and the availability of supervision in non -routine circumstances.
Specific duties, including the amount of typing, word processing, and use of online or personal
computers will vary with the organizational unit to which assigned. This class is distinguished
from incumbents in the lower classification of Office Assistant I by the relative independence
with which they perform their duties by applying specific references, procedures, sequences, and
alternatives to different work situations, and referring only non=procedural questions to the
supervisor.
ESSENTIAL DUTIES, SHILLS, AND DEMANDS OF THE POSITION
The duties, skills, and demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this job. Reasonable accommodations
may be made to enable individuals with a disability to perform the essential duties, skills, and
demands.
Duties:
Assist the public in person or by phone; answer inquiries related to department or division
services, programs, and operations; route phone calls as needed to appropriate individual and/or
department; take and deliver messages as necessary.
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Provide factual information regarding operations within assigned department or division, such as
recreational classes, sports programs, and related activities.
Type correspondence, reports, forms, and specialized documents related to the functions of the
organizational unit to which assigned from drafts, notes, dictated tapes, or brief instructions, using
a typewriter or word processor.
Proofread and check typed and other materials for accuracy, completeness, compliance with
departmental policies, and correct English usage, including grammar, punctuation, and spelling.
Update and maintain calendars or schedules pertaining to department programs, activities, and
events.
Enter and retrieve data; generate reports from an on-line or personal computer system,
As assigned, collect and process payments for classes, City programs, and reservations; input
payments and other relevant information into manual or automated system.
Prepare, track, and update a variety of reports or contracts, which may require the use of
arithmetic calculations.
Maintain records and process forms, such as payroll records, facilities or park rental agreements,
purchase requisitions and orders, and other relevant information specific to the department.
Establish and maintain office files for accuracy and make corrections as required.
Operate standard office equipment such as faxes, photocopiers, and computers and associated
word processing and spreadsheet applications.
Open and distribute mail; process outgoing mail.
Maintain an inventory of office supplies.
Perform related duties as assigned.
Skills/Abilities:
Learn and apply department or division policies and procedures.
Perform a variety of clerical duties in support of assigned department or division.
Read and interpret documents such as safety rules, operating and maintenance instructions, and
procedure manuals.
Generate routine reports and correspondence.
Apply office methods, rules, and policies.
Operate a computer terminal to input and retrieve data.
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Make basic mathematic calculations.
Type at a speed necessary for successful performance on the job.
Understand and cant' out oral and written directions.
Effectively communicate verbally and in writing.
Establish and maintain effective working relationships with those contacted in the course of the
work.
Phvsical Demands and Work Environment:
While performing the duties of this job, the employee is regularly required to sit; use the
computer keyboard and mouse, use hands to finger, handle, or feel; reach with hands and arms;
talk or hear; and taste or smell; stand, walk, and stoop, or crouch. Occasionally lift and/or move
up to 25 pounds. Specific vision abilities required by this job include close vision, distance
vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The
employee will work in an office environment where the noise level is usually moderate.
QUALIFICATIONS
Knowledee of:
Modem office practices and procedures including receptionist and telephone techniques.
Policies and procedures related to the department to which assigned.
Common word processing, spreadsheet, and related software.
Customer service principles and practices.
Record-keeping principles and procedures.
Use of modern office equipment, including computers and associated word processing and
spreadsheet applications.
English grammar, spelling, vocabulary, and punctuation.
Basic business arithmetic.
Principles and practices of filing and record keeping.
Education and Experience
Any combination equivalent to the education and experience likely to provide the required
knowledge and abilities would be qualifying. A hpical way of gaining such knowledge and
abilities would be:
Education:
Equivalent to graduation from high school.
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Exnerience:
Office Assistant I
No previous experience is required.
Office Assistant H
Two years of general clerical or office assistant experience.
Other Reouirements:
Possession of a valid California Class C driver's license.
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