HomeMy WebLinkAbout06.B- Human Resources DOC ID: 1539
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Personnel
From: Linn Livingston M/CC Meeting Date: 01/23/2012
Prepared by: Linda Wynn, (909) 384-5161
Dept: Human Resources Ward(s): All
Subject:
Establish New Job Description for Office Assistant, Unclassified (Recommended for Approval at
the Personnel Committee Meeting of January 12, 2012 - Committee Members Present: Johnson,
Marquez, Jenkins)
Financial Imnact:
There are no costs associated with implementing this new job description.
Motion: Approve the job description for Office Assistant (U), Range 3330, $2302 -
$2798/month; authorize the Director of Finance to incorporate the changes into
the FY 2011-12 budget; and authorize the Director of Human Resources to update
Resolution Nos. 97-244 and 2011-218 to reflect this action.
Svnoosis of Previous Council Action:
On January 12,2012,the Personnel Committee recommended this item to be forwarded to the
Mayor and Common Council for adoption.
Background:
The 2011-12 budget authorized one (1) Office Assistant in the Mayor's Office. Per the City
Charter, positions for employees working for an elected official must be "unclassified." The
current job description for Office Assistant is for a classified position, thereby requiring the new
job description. This position will be part of the Management/Confidential bargaining unit.
Suuoortine Documents:
Office Assistant Unclassified JD (PDF)
Updated: 111912012 by Mayra Ochiqui
OEPNARDI
P�
S
O wl
s Class Code: 10109
M/CC Date Adopted:
City of San Bernardino Signature:
Director, Human Resources
Bargaining Unit: Management/Confidential
EEOC Job Category: Office and Clerical
c
Class Specification w
OFFICE ASSISTANT(U) m
m
JOB SUMMARY
Under supervision, performs a wide variety of routine clerical support functions for an elected r
official, including typing, entry, and receptionist duties; and performs related duties as E
9 tYP 9. fY 9 P P
assigned. `0
.n
DISTINGUISHING CHARACTERISTICS v
Office Assistants are responsible for performing routine office clerical duties, requiring limited o
knowledge of departmental procedures and practices. Work assigned to Office Assistants $
requires basic knowledge of the functions applicable to an area of assignment and the ability to
solve routine problems.
z
Office Assistant is distinguished from Senior Office Assistant in that incumbents in the latter M
class perform more difficult clerical and office support functions, requiring greater familiarity with
City functions, policies and procedures and the use of judgment and knowledge gained through
experience.
C
0
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude them from the o
position if the work is similar, related or a logical assignment to this class.
d
1. Answers, screens and refers telephone calls; takes telephone messages; greets and N
directs visitors; assists City staff and residents, the general public and others in person
and/or by telephone; initiates and/or responds to routine requests for information from a
variety of internal and external sources.
2. Operates a computer and performs data entry and light typing responsibilities to prepare 2
a variety of standard materials and documents; updates computer records and n
databases; types and generates basic spreadsheets, logs, correspondence and other a
documents; completes and processes standard forms related to areas of responsibility.
3. Opens, date-stamps and distributes incoming mail; collates and assembles materials for, E
stuffs, sorts and prepares outgoing mail for pickup; assists in the preparation of large 0
mailings; retrieves, delivers and sends faxes. c
4. Sorts, duplicates and files records and documents in City department files; pulls files E
upon request; prepares and updates department and City records and files; retrieves, v
duplicates and distributes copies of records, documents and materials. =°
5. May perform one or more of the following routine clerical accounting or purchasing ¢
recordkeeping duties; performs routine calculations to complete standard forms and
reports; processes routine invoices for payment; receives payments; processes orders
and enters requisitions for standard materials, equipment and supplies, as assigned.
Office Assistant(U) Page 1
6. May perform one or more of the following clerical duties in support of department's
operational functions: checks in reference books and periodicals, including newspapers
and magazines, and prepares for appropriate shelving/display racks; issues, activates,
maintains records of, programs and provides employees with basic training on use of
cell phones and pagers; as requested, schedules and checks-in appointments for
assigned staff; assists in scheduling, arranging and set-up of special events, meetings
and conferences; assists with assembling and preparing related materials.
GENERAL QUALIFICATIONS
Knowledge of. N
1. Office administration practices and procedures. ¢"
2. Correct English usage, including spelling, grammar and punctuation.
3. City rules, policies and procedures applicable to assigned areas of work. o
4. Record keeping and filing practices and procedures
0
Ability to: a
1. Operate a computer and other standard office equipment. N
2. Organize and maintain files accurately and efficiently. o
3. Type accurately at a net speed of 30 wpm. a
4. Communicate clearly and effectively, orally and in writing, in English and a designated
second language as needed.
5. Understand and follow written and oral instructions. z
6. Learn and apply new information and skills. M
7. Use tact, discretion and courtesy in dealing with sensitive situations and upset or
dissatisfied individuals.
8. Establish and maintain effective working relationships with City management, staff, City
residents/customers, the general public and others encountered in the course of work. 4
.N
MINIMUM QUALIFICATIONS
Education, Training and Experience: o
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation v
from high school or G.E.D. equivalent; and at least one year of office administrative or v
secretarial experience; or an equivalent combination of training and experience.
w
m
Licenses; Certificates; Special Requirements: c
None.
c
A
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an a
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions. o
c
While performing the duties of this job, employees are regularly required to sit; talk or hear, in E
person or by telephone; use hands repetitively to finger, handle, feel or operate computers and v
other standard office equipment; and reach with hands and arms; Employees are frequently a
required to walk and stand; and lift up to 10 pounds.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
Office Assistant(U) Page 2
i
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential functions.
Employees work under typical office conditions, and the noise level is usually quiet.
c
m
Vi
A
.y
N
Q
d
U
0
0
C
O
a
`u
ti
d
O
a
0
3
v
z
m
M
N
C
O
.y
d
d
w
�N
N
R
U
C
7
C
M
An
.y
Iq
a
v
v
0
0
E
E
U
U
10
L'
Q
Office Assistant(U) Page 3