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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: Rachel G, Clark, CMC
Subject: Reorganization of the City
Clerk's Administrative Division
Dept: City Clerk
Orll't,"'1L
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Date: June 1, 2001
Synopsis of Previous Council Action:
On June 14, 2001, the Personnel Committee recommended this item for approval.
Recommended Motion:
1. That one (1) Account Clerk III position, Range 1316, ($2,147-$2,609), be
deleted; and
2. That one (1) vacant Deputy City Clerk position, Range 3422 ($3,642-
$4,427/month), be deleted; and
3. That one (1) Typist Clerk III position be established, Range 1287, ($1,858-
$2,258/month); and
4. That a Records Management Coordinator position be established, Range 3400,
($3,264-$3,967/month); and
5. Authorize the Director of Human Resources to update Resolution Nos. 6413, and
97-244; and
6. Authorize the Director of Finance to amend the FY 2001-2002 budget to move
the net salary savings of $7,652 to Elections Account No. 001-032-5502
(Professional Contractual Services). ~~ p j ~
Signature
Contact person: Rachel G Clarlc:, City Cleric:
Phone: 384_Ii002
Supporting data attached:
Yes
Ward: Citvwide
FUNDING REQUIREMENTS: Amount: No net cost
Source: (Acct. No.)
(Acd np.!'lcriptinn)
F1nanoeJfi~ju~,--
Council Notes:
Agenda Item No. ~~~
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1
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
SUBJECT: Reorganization of the City Clerk's Administrative Division
BACKGROUND
The City Clerk's Office is proposing a reorganization of the Administrative Division in
order to implement a City-wide Records & Information Management Program and
provide more efficient service to customers and City departments. It is recommended
that the proposed reorganization become effective July 1st after approval by the Mayor
and Common Council.
Attached is a copy of our existing organizational chart (blue color) and a copy of the
proposed changes (green color). The reorganization involves the following four
changes:
1. Delete one (1) Account Clerk III position
2. Delete one (1) Deputy City Clerk position
3. Establish one (1) Typist Clerk III position
4. Establish one (1) Records Management Coordinator position
The employee who held the Account Clerk III position retired last year. That person
was responsible for the entire lien program; however, last year the lien program was
transferred to Code Compliance in order to streamline the process for building
abatement liens. Since the Account Clerk III retired, we have continued to budget for
the position; however, we have underfilled the vacancy with a Typist Clerk III. The
employee currently occupying the Typist Clerk III position serves as the primary
passport agent and assists customers at the counter, along with various other job
duties. Since we are no longer responsible for the entire lien process, we would like to
delete the Account Clerk III position and in place of that position establish a Typist Clerk
III position to provide the help needed for the Passport Acceptance Facility.
When the Passport Acceptance Facility was opened in 1999 no additional staff was
hired; however, we did generate a new revenue stream for the City's general fund. The
number of passports processed has impacted the office to some degree, but with the
reassignment of tasks and approval of the proposed reorganization, interruptions to
other staff members should be minimized.
In January 1995, the Mayor and Common Council approved the Records and
Information Management Program and the City Clerk's Records Retention Schedule.
Our goal then was to establish a fulltime Records Management Coordinator who could
develop a records management program encompassing nearly all city departments.
Police and Water Departments have programs in place. Due to budget constraints, we
were asked to hold in abeyance our request to establish this position. .
2
As an interim measure, we assigned one of our Administrative Division employees to
oversee the RIM Program. We established a city-wide committee consisting of a
representative from every department. One of the first steps required to establish a
Citywide Records Retention Schedule is to inventory existing records and departments
have taken that first step. Currently more than 75% of the departments have completed
an inventory of their records. In order to continue implementation of the City-wide
Records Management Program, it will take the resources of a fulltime staff person to
ensure that the program is properly implemented and that critical needs such as the
records retention schedule, document imaging and storage needs are addressed.
The need to go forward with establishing this position is becoming more and more
critical as the City needs to have someone with the knowledge and expertise required to
develop a comprehensive citywide records management program.
Based on the background information provided, the reorganization of the City Clerk's
Administrative Division will better serve the needs of the department by implementing
the proposed changes.
FINANCIAL IMPACT:
COSTING:
1. Delete one (1) Account Clerk III position, Range 1316, $2,104 - $2,609/month.
(retirement)
FY 2001/02 Budaet
$2,104 x 12 = $25,248
Benefits = $ 6.300
TOTAL $31,548
2. Delete one (1) Deputy City Clerk position, Range 3422, $3,642 - $4,427/month.
(vacant position)
FY 2001/02 Budaet
$3,642 x 12 = $43,704
Benefits = $13.300
TOTAL $57,004
Total salary savings by deletion of positions listed in #1 & #2 = $88,552
3
3. Establish one (1) Typist Clerk III position, Range 1287 $1,858 - $2,258/month.
FY 2001/02 Budaet
$1,858 x 6 mos. = $11,148 (Step 1)
$1,951 x 6 mos. = $11.706 (Step 2)
$22,854
Benefits = $ 5.700
TOTAL $28,554
4. Establish one (1) Records Management Coordinator position, Range 3400
$3,264 - $3,967/month.
FY 2001/02 Budaet
$3,264 x 6 mos. = $19,584 (Step 1)
$3,427 x 6 mos. = $20,562 (Step 2)
$40,146
Benefits = $12.200
TOTAL $52,346
Total salary costs of established positions listed in #3 & #4 = $80,900
TOTAL COST OF #1 & #2
TOTAL COST OF #3 & #4
NET SAVINGS
$88,552
$80.900
$ 7,652*
*During the preliminary budget review it was determined that the election account
may be short for FY 2001-02, so it is recommended that the savings be
transferred into the elections account.
RECOMMENDATION:
1) That one (1) Account Clerk III position, Range 1316, ($2,147-$2,609), be deleted;
and
2) That one (1) vacant Deputy City Clerk position, Range 3422 ($3,642-$4,427/month),
be deleted; and
3) That one (1) Typist Clerk III position, Range 1287, ($1,858-$2,258/month), be
established; and
4) That a Records Management Coordinator position, Range 3400, ($3,264-
$3,967/month), be established.
5) Authorize the Director of Human Resources to update Resolution Nos. 6413, and
97-244; and
4
6) Authorize the Director of Finance to amend the FY 2001-2002 budget to move the
net salary savings of $7,652 to Elections Account No. 001-032-5502 (Professional
Contractual Services).
5
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TYPIST CLERK III
JOB DESCRIPTION
Under general supervision, performs varied, responsible clerical
work involving the use of a typing keyboard; has functional
responsibility for a significant aspect of the clerical work of the
unit, which IIIllY involve supervi~ion of a SlDall clerical staff; and
performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer serv'ice to the general
public and City department staf~s.
Acts as a receptionist to the public, takinq and respond1nq to
calls, screeninq inquiries,". taking messages, scheduling
appointments and answering lN~stions that require searching for,
and abstracting technical data;:'. receives, opens, date stamps and
distributes incoming 1Ill11; proceS$es outgoing mail, arranges 1Ill11
in priority order, ass8llbles background information and distributes
to appropriate personnel.
Types forms, schedules, reports, list.., manuscripts, charts,
graphs, contracts, statistics and general correspondence; types,
files, records, computes and lIIllintains sensitive and privileged
information: cOlllpOses ct>ttespondence, reqUiring use of judgJI8Dt
based upon a thorough understanding of the functions and procedures
of the unit, for review by a supervisor; compiles and types
agendas and minutes.
Operates a variety of office equipment, such as a typewriter,
calculator, computer terminal, transcription equipment and any'
specialized office equipment of the assigned unit; proofreads
materials for clerical accuracy and spellinq; copies, collates,
staples and otherwise binds and distributes a variety of lIlllterials:
files IIIllterials into filing systems, develops filing systems for
record storaqe and retrieval, codes documents, purqes files' and
shreds documents.
compiles information for a variety of regularly scheduled and
special narrative and statistical reports, locating sources of
information, coding and classifying data, devising forms to serve
data and determininq proper format for finished reports: sets up
and maintains records of the unit concerninq purchases, budget
accounts and inventory: sets up, lIIllintains and posts data to logs,
lists, ledgers, follow-up files and other records of the unit and
checks and compares records and documents for accuracy.
Maintains personnel and payroll records of the department and
submits reports as appropriate; designs office forms: maintains
calendars and schedules of appointments, meetings, room use,
equipment use and events; makes travel arrangements. Maintains an
inventory of office supplies and initiates purchase requests 7
performs routine mathematical computations.
Makes work assignments, sets priorities for, trains and reviews the
work of, and may conduct the performance evaluation of, assigned
clerical personnel and notifies supervisor of 8111ployee performance
problems 7 contacts other city staff and persons with wboIII the city
conducts business to request or trannit information, to advise of
requir8llents and to resolve problema 7 gathers inforution for
supervisor's use in ~ing decisions regarding policy, procedures,
budget, purchases and personnel matters.
Performs financial record keeping duties, such as maintaining petty
cash fund, calculating fees and charge., preparing bill., IIllking
deposits, collecting monie., and i.suing receipts 7 type.
co~e.pondence, reports and o~er office fol'llll or IIeaOranda froa
rough draft, written 'oX",'oJ::al instruct:ions requiring\.cme
independence of judgaent illi to'content, accuracy and coapleten....'
review. correspondence and r.eport.7 deterldnes routing and filing
procedures. .. , ,..
, .
Routinely adheres to and JDaintaimr a positive attitude towards city
and Department goals7 and performs -rel,ated work as required.
".:.;
MINIMUM OUALIPlCATIOHS
"
Graduation from high school or G.B.D. equivalent and 2 years of
intermediate-levei clerical experience 7 'or 1 year as a Typist
Clerk II with the city of San Bernardino. . Typing speed of 50 wpIIl
is required.
GBNERAL OUALIPICATIOHS
'.
Knowledae of:
Basic JDathematics 7
Advanced record 'keeping methods 7
Advanced word proce.sing _thods 7
Computer terminal operating methods7
Basic principles of supervision and training7
Modern office methods, procedures and equipment7
Basic public relations techniques and telephone etiquette7
Correct English usage including spelling, grammar and
punctuation 7
Methods of handling, receipting for, and maintaining records
of money received7
Preparation of business correspondence and reports, filing and
standard office equipment operation7
standard clerical techniques involving Classifying, indexing,
processing, retrieving and controlling a large volume of
records.
Page 2 of 3
,
Abilitv to:
See in the normal visual range with or without correction;
Hear in the normal audio range with or without correction;
Transport materials and supplies weighing up to 20 pounds;
Write legibly;
Perform basic arithmetic calculations;
Establish and maintain filing syst...;
Maintain accurate records;
Operate a cOllpUter terJIinal accurately and efficiently;
Read, understand and apply .oclerately difficult materials;
Perform general clerical work involving the use of word
processor;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those
contacted in the course of work;
COIIlpOse corrupondence ',reguiring a good knowledCJe of the
assiCJDed office;" '., "
Proofread and detect ex:r9ril in typing, spelling, gr"-~ and
punctuation; , ". . .
Receive and give information.'over the telephone in a courteous
manner;'
AssiCJD, check, correct and participate fully in the work of
subordinates; . .-: ," '..:,
Work with considerable inde~8nCe, . develop solutions to
problems which do not reqUire ~d.wiation from policy and
develop office procedures.
.-."
ORGANIZATIONAL RELATIONSHIPS
The class of Typist Clerk III is the advanced and lead-
supervisorial level in the clerical series. IncUmbents perform
specialized clerical work requiring advanced skills' and the use of
independent judgement in non-routine problem solving. sUPervision
is received from professional or supervisory personnel. Lead,
supervision may be reeeived from a higher level clerical employee.
APPROVED: y"1a~'/""'.h':1.A..:1;./ /./Y?)
Director of Personnel
DATB: (Zl/>~J~./~~
C.B.B. APPROVED DATB: Julv 12. 1994
JD: 30328 Typist Clerk III 6/27/94 dlg
Page 3 of 3
JOB DESCRIPTION
Under general supervision, the Records Management Coordinator is responsible
for maintaining centralized City records in the City Clerk's Office and for
supervising the work of employees engaged in processing records; performs a
variety of difficult clerical tasks; and does other work as required.
This position class reports to the Assistant to the City Clerk and/or City Clerk,
The incumbent in this position performs the full range of department activities as
it relates to the City-wide Records Management Program. The work involves
knowledge of City ordinances, and state and federal laws governing public
records. Under general direction, operates with considerable latitude in making
decisions and in solving the record management issues and problems,
REPRESENTATIVE DUTIES
Performs specialized clerical work requiring a thorough understanding of the
functions of the City Clerk's Office; maintains City-wide departmental records in
accordance with legal requirements, records management policy and
procedures; implements and coordinates a comprehensive records management
program for the City and assists departments in the application and
implementation of record management policies.
Establishes procedures for data entry and indexing, tracking and retrieving
records; receives, indexes, enters, stores, retrieves films, and destroys records in
keeping with City policies, and state and federal requirements; updates and
maintains the records retention schedule.
Provide documents and record information to City personnel and the general
public; researches requested information as necessary; works with and advises
departments on the proper procedures for preserving, storing, retrieving,
retaining and destroying records in accordance with established policies.
Operates document imaging equipment, microfilm reader/printers and
computers; resolves computerized imaging system software problems through
consultation with the appropriate City staff and outside vendors; designs,
maintains, and updates storage areas to insure the most effective use of space;
coordinates installation, modification and updating of computerized records
system.
Maintains and indexes document imaging of City records; organizes and
conducts special records research projects; types a variety of letters, reports,
forms and analyzes a variety of complex legal and administrative issues;
notarizes all City documents.
1
MINIMUM QUALIFICATIONS
Graduation from high school or G.E.D. equivalent; and two years of responsible
records management experience or administrative experience involving filing
systems. Recent experience managing a comprehensive records management
program, and experience in the use of modern document imaging software
programs and equipment is preferred. Designation as a Certified Records
Manager is desirable, Typing speed of 50 wpm.
Possession of a valid Class III California Driver's license is required.
GENERAL QUALIFICATIONS
Knowledae of:
. Modern office filing methods and records filing systems, equipment and
practices used in storing, retrieving and updating City records.
. Windows operating system and the Microsoft Office suite of products with an
emphasis on Microsoft Word,
. Modern electronic mail systems, capabilities of the internet.
. Modern document imaging software and hardware, including proficiency on a
personal computer, printers, and imaging scanners in a networked
environment.
. Office practices, procedures and clerical techniques involved in indexing,
filing, filming, and destroying records and documents.
. Local, state, and federal laws relating to records retention.
Abilitv to:
. Design, evaluate, maintain, modify and update City record systems and
storage area,
. Maintain comprehensive computerized and manual filing systems within
prescribed standards.
. Perform difficult filing and clerical work requiring independent work, and good
judgment and initiative.
. Analyze records management system problems,
. Design, implement and maintain detailed records system,
. Maintain confidentiality of records, files and documents.
. Supervise, train, and work with clerical support staff.
. Communicate effectively both orally and in writing and follow oral and written
instructions,
. Communicate effectively with technical support personnel to assist in
resolving technology related issues.
. Operate a personal computer and document imaging equipment.
2
. Ability to learn and retain knowledge of a modern document imaging system,
correlate and document procedures and workflows, and to successfully train
others in proficient use of document imaging software programs, equipment,
workflows and procedures.
. Physically able to perform duties requiring repeated bending and stooping,
lifting and carrying moderate to heavy objects.
ORGANIZATIONAL RELATIONSHIPS
The class of Records Management Coordinator is a journey and supervisorial
level class. Supervision is received from the Assistant to the City Clerk and/or
City Clerk. Supervision may be exercised over assigned clerical staff.
3
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