HomeMy WebLinkAboutResolution 2005-195 N.C.S. 11/21/2005 Resolution No. 2005-195 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 LEGAL ASSISTANT
AND ABOLISHING LEGAL 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 Cotmcil; and,
WHEREAS, the City Manager/ Personnel Officer has determined that certain duties and
responsibilities are appropriately allocated to the classification of Legal 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.
Classification
Pay Range Per 1Vlonth Unit Assignment
Title
Legal Assistant $4,395.73-$4,619.33-$4,848.13-$5,090.80-$5,345.60 Unit 9 -Mid-Management
NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve
the amendments to the Classification and Compensation Plan as written in this Resolution
including the amendment in the Competitive Service of the Personnel System.
BE IT FURTHER RESOLVED that this action is taken pursuant to Personnel Code
3.04.020 and Personnel Rules and Regulations (Rule [V- Classification and Rule V -
Compensation) and, that the notice of this action has been properly posted.
Under the power and authority conferred upon this Council by the Charter of said City.
REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to
Council of the City of Petaluma at a Regular meeting on the 21s' day of November, form:
2005, by the following vote:
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I City Attorney
AYES: Canevaro, Mayor Glass, Healy, Nau , Torliatt
NOCS: None
ABSENT: Vice Mayor Harris, O'Brien
ABSTAIN: None ~
ATTEST:
City Clerk
Resolution No. 2005-195 N.C.S. Page 1
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a ~ C'ity of Petaluma
CLASS SPECIFICATION
E. F
X85$ Date: 1 1 /21 /05
Code:
Legal Assistant
Summary
Coordinates administrative operations within the City Attorney's Office; provides responsible,
specialized, and confidential administrative and secretarial support to the City Attorney and
associated staff; serves as a liaison between the City Attorney, the City Council, department
heads, City staff, outside agencies and the general public; and performs related work as
assigned.
Class Characteristics
The incumbent in this single-position class works with substantial independence, applying
extensive knowledge of legal office processes as well as sound judgment, problem-solving skills,
and sensitivity in complex situations. This class can be distinguished from. Administrative
Secretary because the Legal Assistant oversees day-to-day administrative activities within the
City Attorney's Office while providing advanced and specialized legal office and secretarial
support directly to the City Attorney and associated staff.
Essential Duties, Skills, 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:
Coordinate and facilitate office administrative activities within the City Attorney's Office; receive
and evaluate a wide range of questions and ihformation via documents, telephone calls,
personal requests, electronic mail, regular mail and other means; determine the urgency of the
action needed; provide information regarding department administrative regulations, policies,
and procedures as appropriate; communicate priority concerns to attorneys) as needed; serve
as a liaison on behalf of the City Attorney by coordinating with the City Council, department
heads, City staff, outside agencies and the general public regarding various issues and activities.
Receive, process and prepare a wide range of documents; draft pleadings, subpoenas,
contracts, Council agenda reports, resolutions, ordinances, correspondence, memoranda,
reports and other documents, both independently and as directed by legal staff; ensure that all
documents comply with court, City or other rules, regulations and procedures; obtain signatures
or applies signature stamp if authorized; arrange for filings, agenda placement, document
production and/or personal service; place items on court, City Council or other calendars; track
status; monitor appearances and hearings; notify attorneys of items requiring their action and/or
response.
Coordinate the City's response to personal service and/or business document subpoenas;
review subpoenas for completeness and correctness of form; verify and process payments and
fees when applicable; contact employees as needed to confirm court appearance or request
Resolution No. 2005-195 N.C.S. Page 2
that subpoenaed materials be compiled; review subpoenaed materials and redact information
in documents that is privileged; monitor and ensure compliance with subpoena deadlines.
Coordinate the City's response to requests for public records and respond to requesting parties
as required by law; notify appropriate departments and/or staff of the request; work with
departments to ensure delivery of all materials to the City Attorney's Office; review materials for
responsiveness and redact privileged information; arrange for copying of materials; arrange and
monitor in-house citizen review of information when necessary; collect and deposit fees.
Maintain a variety of department records; ensure proper destruction of records in compliance
with State law and City record management policies.
Assist with or coordinate special projects; research and assemble data involving State Codes,
City ordinances, case law, Attorney General opinions and other information; verify that data is
complete, accurate, and consistent; provide summary reports.
Assist the City Attorney in the implementation of department goals, objectives, strategies,
policies, procedures, and work plans.
Maintain conference room and/or attorney calendars; schedule meetings and conference
calls; attend. meetings on behalf of the City Attorney when requested.
Prepare and monitor the City Attorney's annual budget; develop worksheets and draft
narratives for administrative review/approval; track department expenditures during the year.
Prepare and provide informational materials to the City Council, Planning Commission, Site Plan,
Architectural Commission, and other City Boards and Committees regarding their legal
obligations relative to the Ralph M. Brown Act, the Political Reform Act and other requirements.
May provide back up assistance for other administrative support positions; may lead or indirectly
supervise subordinate staff on a project or ongoing basis.
- Perform related duties as assigned.
Skills/Abilities:
Work independently to coordinate and facilitate day-to-day administrative functions within a
legal office.
Provide complex administrative and secretarial support to attorneys and associated legal staff.
Prepare and process complex legal documents.
Maintain confidentiality of documents, materials, and information.
Interpret and apply legal administrative rules, regulations, policies and procedures.
Use initiative and sound independent judgment within established guidelines.
Read, understand and interpret law-.related documents including case files, professional
journals, technical reports, or government regulations.
Organize work, set priorities, meet critical deadlines, and follow up assignments with minimum
direction.
Communicate effectively, both orally and in writing.
Resolution No. 2005-195 N.C.S. Page 3
Prepare/compose correspondence, reports, and specialized legal materials independently or
from brief instructions.
Interpret, comprehend and implement technical instructions that include both abstract and
concrete variables.
Interpret City policies and procedures.
Establish and maintain cooperative and effective relationships with those contacted during the
course of the work.
Physical 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 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 noise level in the work environment is usually moderate.
Qualifications
Knowledge of:
Advanced legal office administrative and secretarial practices and procedures.
Legal office terminology, processes, and procedures; the format for legal documents; and basic
law library research methods.
Record keeping, report preparation and filing methods.
Organization, procedures and operations of municipal government.
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; basic mathematic principles.
Basic principles and practices of lead supervision, direction, and staff development.
Operationdl characteristics of office equipment including facsimile machines, photocopiers,
computers and associated word processing and spreadsheet applications.
Resolution No. 2005-195 N.C.S. Page 4
Education and Experience
Any combination equivalent to the education and experience is likely to provide the required
knowledge and abilities would be qualifying.. A typical way to obtain the knowledge and
abilities would be:
Education:
An Associate's degree with major course work in business management, public administration or
a similar field.
Experience:
Four years of progressively responsible secretarial or office administrative experience, including
at least two years in a legal office setting.
Certificates/Licenses:
Possession of a valid California Class C driver's license.
Established: 1 1 /21 /05
Resolution 2005-195 N.C.S.
Revised: N/A
Department: City Attorney
FLSA Status: Exempt
Resolution No. 2005-195 N.C.S. Page 5