HomeMy WebLinkAbout22-Human Resources
~---
ORIGiNAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
LINN LIVINGSTON
Subject: RECLASSIFY SECRETARY
POSITION TO ADMINISTRATIVE
ANALYST UIN THE CODE
COMPLIANCE DEPARTMENT
Dept:
HUMAN RESOURCES
Date: JANUARY 18, 2006
MICC Meeting Date: January 23, 2006
Synopsis of Previous Council Action:
On December 20, 2004, the Mayor and Common Council approved the reorganization
of the Code Compliance Department.
On January 17, 2006, the Personnel Committee recommended this item for approval.
Recommended Motion:
1. Reclassify position of Secretary, Range 1350, $2,543-$3,092 per month, to position
of Administrative Analyst II, Range 4459, $4,380-$5,324 per month.
2. Authorize the Human Resources Department to update Resolution Nos. 6413 and
97-244 to reflect these actions.
t:1h~ ~~~
Signature
Contact person:
Linn Livinqston
Phone:
384-5161
Supporting data attached: Yes
Ward:
FUNDING REQUIREMENTS: Amount:
$25,600 for FY 06/07
001-071-XXXX
Source: (Acct. No.)
(Acct. Description)
Salaries & Benefits
Finance:
Council Notes:
Agenda Item No. :J. :J.--
/ / d-J/6{o
Q
o
C>
-,~.,.'
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Reclassify Secretary position to Administrative Analyst II in the Code Compliance Department.
Back2round:
In fiscal years 2003/2004 and 2004/2005, the Code Compliance Department implemented a
reorganization that deleted the Code Compliance Manager position and five (5) Supervising
Code Compliance Officer positions were created as a promotional position for qualified Senior
Code Compliance Officers.
This deployment of resources has worked very well with the field inspection function but has
resulted in issues with the administrative functions in the department, such as lien processing,
financial and budgetary issues, personnel issues, etc. In fact, the only management/confidential
employee in the department is the Director.
It is recommended that this issue be resolved by reclassifying a vacant Secretary position to the
position of Administrative Analyst II. The new position would assist with the budget, preparing
administrative staff reports, performing research and analysis, collection of liens, personnel
matters, and other administrative duties. Many City departments have been using analyst
positions to perform these functions (Fire Department, Police Department, and Public Services).
Financial Imoact:
If approved for FY 2005-2006, the upgrade of the Secretary position to Administrative Analyst II
will be funded by salary savings:
Administrative Analvst II
Salary:
$4,380 x 6 =
$4,599 x 6 =
Total
$26,280
27.594
$53,874
Benefits (14.225%)
Health
$ 7,677
10.929
$72,480
o
o
o
,q~ '
Budgeted
$36,041
10.811
$46,852
Additional Cost:
$25,600
Any additional cost for FY 2005-06 will be absorbed by the department through salary savings.
The cost for this upgrade in FY 2006-2007 is estimated to be $25,600. If this action is approved,
funds will be included in the FY 2006-07 Proposed Budget.
Recommendation:
1. Reclassify position of Secretary, Range 1350, $2,543-$3,092 per month, to position of
Administrative Analyst II, Range 4459, $4,380-$5,324 per month.
2. Authorize the Human Resources Department to update Resolution Nos. 6413 and 97-244 to
reflect these actions.
HR/ Agenda Items:SR.Code.Adrnin.Analyst
3
."-
""'~",,","-
.,.
'i
o
Current
GI.,1OlloCJdo
Dlfoctor 01
CodeE_t
----------r-
I
i
----,
..
SupefYiolng Cod.
_10lIic0
Jodi Ma_
AtoaB
,
--.---- ---- ....----.--+-
I
I
j
Admin Clofk II
Judy RhodOf'
AcCOUOI CIoIl< HI
Groll/L..
Apartmenllnspeclion.f
Codtt e"forcemenl
OlIicor II
Helen M_ke
City of San Bernardino
Code Enforcement
Organization Chart
o
'" ~"'''".,-''''''''~'"''
o
Glenn Il<oucl.
OtrOdDr aI
Code E"",""",,"",
~;;:;;:}~;:~'Ji:;~'4A
-----i---~
i I
I
SupoMlir>g Cod.
nfofcemenl Office
Jodi Mo_
Anoa B
Sr. Cod.
"foreement OffICe
Cony Hollo
A1uE
Code Enforcement
onice,1
Run O'Nessandro
Apartment Inspectionl
C_E_n.
0ffIa0r II
Helen Mielke
City of San Bernardino
Code Enrorcement
Organization Chart
o
'.
Admin CIorl< II
P.t John,
....1"
Admin Clerk II
Pit Wall",,,
.,
'1"
1'-:. ""'"nCJ;(~*:'~'~
Proposed
Administrativ. Analyst
II
Admin Operation
Supelvloor
Evetyn RiYtlfa
Aaoont CIork AI
Grog Loo
-
... ...."""""'"",,~"u...,~'~. ,"
".,....':CC1=.=~~
SECRETARY
Class specifications are intended to present t/ descriptive list oj the range oj duties performed by employees in the
class. Specifications are!!!!!. intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision, serves as a secretary to management or professional staff; performs secretarial
and clerical duties of average difficulty requiring a knowledge of subject matter and departmental
functions; takes and transcribes stenographic notes of correspondence, reports and business transacted in
meetings; and performs related work as required,
ORGANIZATIONAL RELA TIONSWPS
The class of Secretary is the journey-level in the secretarial series. Supervision is received from a
professional or supervisory staff member or a seni~r.level secretarial employee,
REPRES NTA TIVE DUTIES
The Jollowl g duties are typical for positions in this classification. Any single position may not perform all of these
duties andlor may perform similar related duties not /isted here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
--
2. Takes dictation and transcribes notes of letters, reports, bulletins and memoranda on typewriter or
word processor; transcribes from tape recordings; composes letters and distributes official notices of
public hearings; types letters, manuals, reports, bulletins, manuscripts, memoranda and other
materials from straight copy, rough drafts, dictating machines, verbal instructions or established
procedures; uses word processors to produce typewritten material; proofreads documents and reports.
3. Types legal descriptions of property, street vacations, resolutions and specifications; sells plans and
specifications to the public; provides information and assistance to the general public regarding City
and departmental procedures, requirements and services.
4. Maintains petty cash fund and disburses monies; maintains ledgers and monitors expenditures;
maintains inventories and orders supplies; reviews payroll time reports for accuracy.
5. Maintains various filing systems, schedules and records; files correspondence, reports, bulletins and
cards; logs reports, applications, plans and/or telephone calls.
6. Types and issues permits; prepares and/or processes applications, forms, requisitions and vouchers;
sorts and distributes mail; distributes memoranda and reports; assists in preparation of agendas;
gathers and compiles routine data.
7. Acts as receptionist; initiates and answers telephone calls; interviews the public or other callers and
either furnishes the desired information or refers callers to proper authority; dispatches messages via
radio.
8. Operat(1s typewriter, word processor, computer terminal, duplicator, adding machine, calculator,
dictating transcriber, radio, teletype machine and other standard office equipment.
o
9. Attends meetings of groups, such as staff, commissions and committees and county or other public
agency associations and takes minutes, transcribing and editing minutes of such meetings; takes and
Page - 1
..
CITY OF SA'" BERl\;ARDI:'lO
Secretary (Continued)
o
transcribes dictation of a confidential nature.
10. Completes surveys sent to the City by other agencies; gathers and compiles data for administrative
and public reports, bulletins, questionnaires and other documents.
II. Makes arrangements for meetings and conferences; makes appointments and maintains appointment
calendars; makes travel arrangements.
12. Prepares complex worksheets and tables from raw data and makes varied mathematical computations
on assembled materials; reviews various reports for accuracy and completeness; designs forms;
coordinates and supervises the activities of other employees in clerical operations; occasionally acts
as superior's liaison with elected, appointed and staff officials.
13. Routinely adheres to and maintains a positive attitude towards City and Department goals; and,
performs related work as required.
GENERAL OUALlFICATIONS
o
Knowled2e of:
Modem secretarial practices and procedures;
Filing systems, receptionist techniques and business correspondence;
Modem office procedures, methods and equipment including computers and related software;
Stenography and machine dictation;
Business telephone etiquette;
English usage, spelling, grammar and punctuation;
Basic mathematics;
Computer terminal operating methods including spreadsheet applications.
Abilitv to:
Perform clerical and secretarial work of average difficulty with accuracy and speed;
Receive and give information over the telephone in a courteous manner;
Establish and maintain indexes and files;
Record, transcribe and prepare minutes;
Operate a variety of office equipment including a computer and applicable software applications;
Read, understand and apply immediately difficult materials;
Independently compose routine correspondence;
Proofread and detect errors in typing, spelling and punctuation;
Maintain confidentiality of privileged information;
Understand and carry out oral and written instructions;
Communicate clearly and concisely, both orally and in writing;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Oualifications:
Graduation from high school or GED equivalent and one year of intermediate-level clerical
experience. Typing speed of 60 wpm; shorthandlspeedwriting is desirable.
o
License or Certificate:
Possession of a valid Class "C" California driver's license is required. For out-of-state applicants, a
valid driver's license is required. A valid Class "C" California Driver's License must be obtained
within ten (10) days of appointment (CA Vehicle Code 1240Sc).
Page - 2
o
o
o
~n"",'T.",'BU"C " '"
7"""~"IT
CITY OF SAN BERNARDI:\'O
Secretary (Continued)
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein 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 disabilities to
perform the essential job functions.
Environment: Normal office setting with some travel to attend meetings.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; to travel to various locations; transport materials and supplies weighing up to 20 pounds.
Ylli!!!!: See in the normal visual range with or without correction; vision sufficient to read sma1\
print, computer screens and other printed documents.
Bearin!!: Hear in the normal audio range with or without correction.
APPROVED:
, . "",-,,-..-.)
... r. ."".,;' .~.... 1'<",-" ," DATE'
I ..~:.l ,/ (..,:,p t,.'\ .~:~-?,-. \ t j'I>o1 ~ __ .
Director of Human Resources '
~~si().;J..
~>(rJ~
CSB APPROVED DATE:
HR/Job Descriptions. New:30042.Secretary
Page. 3
. ," .. 'c"'''' 'c"'P,' . "', "U" "''''''''''C'~'~~
ADMINISTRATIVE ANALYST I
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are!!!! intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under administrative direction, perfonns a variety of analytical functions, including research and report
writing on a variety of municipal issues. Collects, analyzes, and presents information concerning City
operations, policies and procedures and provides community education and training in a variety of areas;
and performs other related duties as required.
ORGANIZATIONAL RELA TIONSIUPS
The Administrative Analyst I is an entry-level position in the Analyst series. Supervision is received
from the Department Head, or hislher designee.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
o
2. Conducts special studies and prepares reports, including recommendations for corrective action and
methods for implementation; develops staff reports and grant proposals as assigned.
3. Conducts surveys and performs administrative research and statistical or financial analysis; gathers
and analyzes data; coordinates data collection from outside sources, and makes recommendations on
the formation of policy and procedures.
4. Coordinates departmental activities with other City departments and divisions and other civic
organizations and agencies.
5. Makes presentations before City committees and various citizen and community groups related to
area of assignment.
6. Incumbents assigned to various City departments assist with analysis, employee salary and benefit
issues, departmental budgets and other personnel issues.
7. Routinely adheres to and maintains a positive attitude towards City and Department goals.
GENERAL OUALIFlCATIONS
o
Knowledl!e of:
Basic understanding of municipal government;
Principles of data gathering and presentation techniques;
General principles relating to the preparation and presentation of surveys and reports;
Standard record keeping methods;
Principles of program budget development and administration;
Modern office procedures, methods and equipment including computers and related software;
Demographic composition of the City;
Page - 1
. ."~ "
.....
.'. ,
'. T
~".~.._,:",.,..,"",'>""J"lll,..,... _"'"
CITY OF SAN BERNARDINO
Administrative Analyst I (Continued)
o
Use of tools for the development and delivery of public education programs.
Ability to:
Prepare and present written and oral reports with appropriate recommendations;
Collect, compile, and analyze data relating to major municipal issues;
Operate a variety of office equipment including a computer and applicable software applications;
Establish effective working relationships with all those contacted in the course of work;
Communicate effectively, orally and in writing;
Adjust working hours to accommodate evening programs and activities;
Utilize audio-visual equipment and develop graphic displays for public education.
Minimum OuaUfications
Bachelor's degree in public administration, business administration, political science, finance or
related field and six months experience performing analysis, research and report writing. One year of
related experience may be substituted for six months of education (15 semester units) up to six
months.
License or Certificate
Possession ofa valid Class "C" California driver's license is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditiOns herein 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 disabilities to
perform the essential job functions.
o Environment: Normal office setting with some travel to attend meetings.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; travel to various locations; transport materials and supplies weighing up to 10 pounds.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearinl!: Hear in the normal audio range with or without correction.
APPROVED:_e~ J-~Wif'-
Director of Human Resources
DATE:
~~
'2.. ~, 7..(J:J (
,
CSB APPROVED DATE:
HR/lob Descriptions 2001: I0508.Admin.Analyst.I
o
Page - 2