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HomeMy WebLinkAbout07.C- Human Resources I RESOLUTION (ID #3294) DOC ID: 3294 A CITY OF SAN BERNARDINO —REQUEST FOR COUNCIL ACTION Personnel From: Helen Tran M/CC Meeting Date: 06/16/2014 Prepared by: Linda Wynn, (909) 384-5355 Dept: Human Resources Ward(s): All Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Approving the City Attorney's Office Reorganization; Establishing the Positions of Chief Assistant City Attorney (U) and Legal Administrative Assistant (U); Approving the Job Descriptions for the Positions of Chief Assistant City Attorney (U), Legal Administrative Assistant (U), and the Revised Job Description for the Position of Executive Assistant to the City Attorney (U); and Adjusting the Salary Range for the Position of Executive Assistant to the City Attorney (U). (#3294) Current Business Registration Certificate: Not Applicable Financial Impact: 001-050-0005-5011 The cost differential to fund these positions for the remainder of FY 2013-14 is approximately $2,632 and will be absorbed through salary savings. The elimination of two (2) Senior Assistant City Attorney positions and the City Attorney Administrative Supervisor(U)position will result in a fully-benefited cost savings of approximately$236,623 for FY 2014/15. Motion: Adopt the Resolution. Synopsis of Previous Council Action: On June 11, 2014, the Personnel Committee approved the proposed reorganization and recommended that the item be forwarded to the Mayor and Common Council for adoption. Background: On November 16, 2013, the City Attorney was sworn into office. Since that time, a thorough review of office personnel was conducted, resulting in the following proposal to provide more efficiency and continuity within the department, and also provide future cost savings: 1. Establish the Chief Assistant City Attorney(U)position. 2. Reclassify the current Senior Assistant City Attorney (U) to Chief Assistant City Attorney(U). 3. Eliminate both Senior Assistant City Attorney(U) positions. 4. Eliminate the City Attorney Administrative Supervisor (U) position and delegate the duties to the Executive Assistant to the City Attorney (U) and one of the Legal Secretary II (U) positions. (It is being proposed that one Legal Secretary II (U) position be Updated: 6/12/2014 by Jolena E.Grider A I Packet Pg. 1631 i 3294 reclassified to Legal Administrative Assistant.) Chief Assistant City Attorney (U) On August 22, 2013, the previous City Attorney requested the Personnel Committee to authorize the establishment of one (1) Chief Assistant City Attorney position. The Personnel Committee approved the recommendation; however, the item did not go before the Mayor and Common Council at that time for adoption. It is the intent of the current City Attorney to proceed with the establishment of this position. There are currently two (2) Senior Assistant City Attorney positions funded, but only one (1) position is filled. The Chief Assistant City Attorney will handle the duties previously handled by two (2) Senior Assistant City Attorneys. Executive Assistant to the City Attorney(U) &Legal Administrative Assistant(U) The positions of City Attorney Administrative Supervisor (U) and Executive Assistant to the City Attorney (U) have both been vacant since July 2012 and November 2013, respectively, and have been filled through the "higher-acting"process since that time. As part of the restructuring of the department, it was decided to delegate the duties of this position to the Executive Assistant to the City Attorney(U) and one (1) of the Legal Secretary II positions and eliminate the City Attorney Administrative Supervisor(U)position. Assumption of the additional duties and responsibilities required revision to the Executive Assistant to the City Attorney (U)job description to reflect the supervisory/management duties, and the establishment of a Legal Administrative Assistant (U) position since the additional duties were not representative of the Legal Secretary II (U)position and job description. FINANCIAL IMPACT/FUNDING SOURCE The proposed actions, with the elimination of two (2) Senior Assistant City Attorney positions and the City Attorney Administrative Supervisor(U)position,will result in a fully-benefited cost savings of approximately$236,623 for FY 2014/15. Chief Assistant City Attorney (U) The following breakdown reflects the current position of Senior Assistant City Attorney (U), fully benefited and calculated at the employee's current step, as well as a breakdown of the proposed position of Chief Assistant City Attorney (U), fully benefited and calculated at the proposed step: CURRENT PROPOSED Senior Assistant City Attorney(U) Chief Assistant City Attorney(U) Range: 4640 Step: 16 Range: 4665 Step: 16 Monthly Salary: $12,507.00 Monthly Salary: $14,167 Bargaining Unit: Management/Confidential Bargaining Unit: Management/Confidential Annual Salary: $150,084.00 Annual Salary: $170,004.00 PERS (2.7% at 55) $ 25,337.18 PERS (2.7%at 55) $ 28,700.08 Medicare $ 2,176.22 Medicare $ 2,465.06 Unemployment $ 450.25 Unemployment $ 510.01 Workers' Comp $ 5,252.94 Workers' Comp. $ 5,950.14 Medical $ 13,102.00 Medical $ 13,102.00 Updated: 6/12/2014 by Jolena E.Grider A I Packet Pg. 1632 3294 Annual Benefits: $ 46,318.59 Annual Benefits: $ 50,727.29 Total: Salary/Benefits: $196,402.59 Total: SalaryBenefits: $220,731.29 Executive Assistant to the City Attorney(U) In reviewing the salary ranges associated with the Executive Assistant to the City Attorney (U) and the City Attorney Administrative Supervisor (U), Range 3470 and Range 3480 respectively, it was determined that the revised position would warrant an increase to Range 3490 to support the increase in assigned duties and responsibilities. The following breakdown reflects the current positions of Executive Assistant to the City Attorney (U) and City Attorney Administrative Supervisor (U), both fully benefited and calculated, as well as a breakdown of the revised position, as proposed, fully benefited and calculated at the proposed step: CURRENT Executive Assistant to the City Attorney(U) City Attorney Admin. Supervisor (U) Range: 3470 Step: 6 Range: 3480 Step: 21 Monthly Salary: $4,859.00 Monthly Salary: $5,912.00 Bargaining Unit: Management/Confidential Bargaining Unit: Management/Confidential Annual Salary: $58,308.00 Annual Salary: $70,944.00 PERS (2.7% at 55) $ 9,843.56 PERS (2.7%at 55) $ 11,976.77 Medicare $ 845.47 Medicare $ 1,028.69 Unemployment $ 174.92 Unemployment $ 212.83 Workers' Comp $ 2,040.78 Workers' Comp. $ 2,483.04 Medical $ 13,102.00 Medical $ 13,102.00 Annual Benefits: $26,006.73 Annual Benefits: $28,803.33 Total: Salary/Benefits: $84,314.73 Total: Salary/Benefits: $99,747.33 PROPOSED Executive Assistant to the City Attorney (U) Range: 3490 Step: I Monthly Salary: $5,113.00 Bargaining Unit: Management/Confidential Annual Salary: $61,356.00 PERS (2.7%at 55) $ 10,358.12 Medicare $ 889.66 Unemployment $ 184.07 Workers' Comp. $ 2,147.46 Medical $ 13,102.00 Annual Benefits: $26,681.31 Total: Salary/Benefits: $88,037.31 Legal Administrative Assistant(U) The following breakdown reflects the current position of Legal Secretary II (U), fully benefited and calculated at the employee's actual step, as well as a breakdown of the proposed position of Legal Administrative Assistant(U), fully benefited and calculated at the proposed step: Updated: 6/12/2014 by Jolena E.Grider A I Packet Pg. 1633 7.0 3294 CURRENT PROPOSED Legal Secretary II(U) Legal Administrative Assistant(U) Range: 3430 Step: 21 Range: 3450 Step: 16 Monthly Salary: $4,607.00 Monthly Salary: $4,848.00 Bargaining Unit: Management/Confidential Bargaining Unit: Management/Confidential Annual Salary: $55,284.00 Annual Salary: $58,176.00 PERS (2.7% at 55) $ 9,333.04 PERS (2.7%at 55) $ 9,821.27 Medicare $ 801.62 Medicare $ 843.55 Unemployment $ 165.85 Unemployment $ 174.53 Workers' Comp $ 1,934.94 Workers' Comp. $ 2,036.16 Medical $ 13,102.00 Medical $ 13,102.00 Annual Benefits: $25,337.45 Annual Benefits: $25,977.51 Total: Salary/Benefits: $80,621.45 Total: Salary/Benefits: $849153.51 If approved, the cost differential to fund these positions for the remainder of FY 2013-14 is approximately $2,632 and will be absorbed through salary savings; the proposed budgets for FY 2014-15 will be updated to reflect these changes. City Attorney Review: Supportinn Documents: reso 3294 (PDF) Reso.City Attorney Office Reorganization (DOC) Exhibit A.Chief Assistant City Attorney JD (PDF) Exhibit B.Legal Administrative Assistant JD(PDF) Exhibit C.Executive Assistant to the City Attorney Revised JD (PDF) Org Chart Positions Only CURRENT (PDF) Org Chart Positions Only PROPOSED (PDF) Updated: 6/12/2014 by Jolena E.Grider A Packet Pg. 1634 7.C.a RESOLUTION NO. 1 2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING THE CITY ATTORNEY'S OFFICE 3 REORGANIZATION; ESTABLISHING THE POSITIONS OF CHIEF ASSISTANT 4 CITY ATTORNEY (U) AND LEGAL ADMINISTRATIVE ASSISTANT (U); APPROVING THE JOB DESCRIPTIONS FOR THE POSITIONS OF CHIEF 5 ASSISTANT CITY ATTORNEY (U), LEGAL ADMINISTRATIVE ASSISTANT (U), AND THE REVISED JOB DESCRIPTION FOR THE POSITION OF EXECUTIVE 6 ASSISTANT TO THE CITY ATTORNEY (U); AND ADJUSTING THE SALARY RANGE FOR THE POSITION OF EXECUTIVE ASSISTANT TO THE CITY 7 ATTORNEY (U). 8 0 9 WHEREAS, on November 16, 2013, the City Attorney was sworn into office. Since a� L 10 that time, a thorough review of office personnel was conducted to provide more efficiency and a°, 11 continuity within the department, and also provide cost savings; and 12 ° WHEREAS, on June 11, 2014, the Personnel Committee recommended that this item 13 14 be forwarded to the Mayor and Common Council for approval. a 15 NOW THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: 16 N N M 17 SECTION 1. The position of Chief Assistant City Attorney (U), Range 4665, N M 18 0 $12,238 - $14,876/month, is hereby established and the job description for said position, L 19 20 attached hereto as Exhibit "A," is approved. 21 SECTION 2. The reclassification of one (1) Senior Assistant City Attorney (U) Y a 22 position, Range 4640, $10,804 - $13,132/month, to Chief Assistant City Attorney (U), Range 23 4665, $12,238 - $14,876/month, is hereby approved. 24 SECTION 3. The classification of Senior Assistant City Attorney (U) is hereby 25 deleted. 26 27 28 /lI 1 Packet Pg. 1635 7.C.a 1 SECTION 4. The position of Legal Administrative Assistant(U),Range 3450, $4188 2 to $5091/month, is hereby established and the job description for said position, attached 3 hereto as Exhibit `B,"is approved. 4 SECTION 5. The reclassification of one (1) Legal Secretary 1I (U), Range 3430, 5 $3791 - $4607/month, to Legal Administrative Assistant (U), Range 3450, $4188 to 6 7 $5091/month, is hereby approved. 8 SECTION 6. The deletion of one (1) Legal Secretary II position within the City o 9 Attorney's Office is hereby approved. c 10 SECTION 7. The revised job description for the position of Executive Assistant to 11 the City Attorney (U), attached hereto as Exhibit"C," is hereby approved. 12 ° SECTION 8. The salary range adjustment for the position of Executive Assistant to 13 L 14 the City Attorney (U) from Range 3470, $4627 - $5625/month, to Range 3490, $5113 - � r a 15 $6215/month, is hereby approved. 16 SECTION 9. The classification of City Attorney Administrative Supervisor (U) is N M 17 hereby deleted. v a) N M IS SECTION 10. The Human Resources Division Manager is hereby authorized to L 19 w 20 update Resolution Nos. 97-244 and 2011-218 to reflect these actions. 21 SECTION 11. The Director of Administrative Services is hereby authorized to a 22 amend the FY 2013/14 budget to reflect these actions. 23 24 25 26 27 28 2 Packet Pg. 1636 7.C.a 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN BERNARDINO APPROVING THE CITY ATTORNEY'S OFFICE 2 REORGANIZATION; ESTABLISHING THE POSITIONS OF CHIEF ASSISTANT CITY ATTORNEY (U) AND LEGAL ADMINISTRATIVE ASSISTANT (U); 3 APPROVING THE JOB DESCRIPTIONS FOR THE POSITIONS OF CHIEF 4 ASSISTANT CITY ATTORNEY (U), LEGAL ADMINISTRATIVE ASSISTANT (U), AND THE REVISED JOB DESCRIPTION FOR THE POSITION OF EXECUTIVE 5 ASSISTANT TO THE CITY ATTORNEY (U); AND ADJUSTING THE SALARY RANGE FOR THE POSITION OF EXECUTIVE ASSISTANT TO THE CITY 6 ATTORNEY (U). 7 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and 8 0 Common Council of the City of San Bernardino at a meeting 2 N 9 thereof, held on the day of , 2014,by the following vote,to wit: T 10 ° 11 Council Members: AYES NAYS ABSTAIN ABSENT i2 MARQUEZ 13 BARRIOS o 14 a VALDIVIA 15 16 SHORETT N M 17 NICKEL N M 18 JOHNSON ° N G1 L 19 MULVIHILL 20 U 21 Georgeann Hanna, City Clerk Q 22 The foregoing resolution is hereby approved this day of , 2014. 23 24 R. Carey Davis, Mayor 25 City of San Bernardino Approved as to form: 26 GARY D. SAENZ, City Attorney 27 By. 28 3 Packet,Pg. 1637 EXHIBIT A 7.C.b 8�'RN Z4 a Class Code: o D M/CC Date Adopted: City of San Bernardino Signature: Human Resources Division Manager Bargaining Unit: Management/Confidential c EEOC Job Category: Officials and Administrators N Class Specification CHIEF ASSISTANT CITY ATTORNEY (U) o d JOB SUMMARY Under direction of the City Attorney, the Chief Assistant City Attorney supervises and oversees the operations of the City Attorney's office; manages the day-to-day activities, staff of attorneys 0 and support staff; performs a variety of the most difficult and technically complex work within the area of assignment, without detailed supervision; and represents the City Attorney in his/her i absence. Q DISTINGUISHING CHARACTERISTICS r Chief Assistant City Attorney is the highest and managerial level classification in the series for p Y s. professional attorneys. This single position classification is distinguished from the City Attorney 9 in that the latter is an elected official and has the overall responsibility for all City civil and M prosecutorial legal matters. o ESSENTIAL DUTIES AND RESPONSIBILITIES The duties listed below are intended only as illustrations of the various types of work that may o be performed. The omission of specific statements of duties does not exclude it from the d position if the work is similar, related or a logical assignment to this class. U 1. Assists the City Attorney in administering the City's legal functions. 2. Serves as senior counsel in handling serious, controversial and complex litigation and in v, providing advice and counsel to and on behalf of the City. Q 3. Oversees important litigation matters that encompass a variety of complex legal issues, including monitoring all phases of pretrial, trial and appellate work in state and federal 2 courts and before administrative agencies. U 4. Analyzes and researches legal problems; prepares opinions; confers with and advises Q w City officials, staff, departments, advisory bodies and commissions with legal questions pertaining to their respective powers, duties, functions, and obligations. w 5. Recommends and reviews confidential labor-management proposals, participates in ..j labor-management strategy formulation meetings and in providing both confidential and public legal advice on labor-management issues including labor-management s negotiations. 6. Monitors proposed legislation and court decisions related to municipal law and activities; Q evaluates the impact to City operations. 7. Supervises professional and support staff; provides and coordinates staff training; works with employees to correct deficiencies; implements disciplinary actions and recommends termination procedures. 8. Implements cost-control procedures for outside counsel, monitors legal department contracts for compliance. Chief Assistant City Attorney(U) Pagel Packet Pg.1638' I 9. Performs the duties of the City Attorney in the absence of the City Attorney. 10. Maintains effective and extensive professional relationships with representatives of other local, state and federal agencies. 11. Performs other such legal duties consistent with the City Charter as may be required of him/her by the City Council. 12. Represents the City in a variety of legal actions, including declaratory and injunctive relief, extraordinary writs, eminent domain, personal injury, appeals, administrative proceedings and other legal actions. Prepares related legal briefs and pleadings, o conducts pre-trial discovery, analyzes evidence and other data for points of law, interviews witnesses and presents and argues cases in court and before administrative bodies. a� 13. When required, acts in the role of prosecutor in enforcing City Charter and Municipal 0 Code requirements and, when so assigned, shall have the same rights, powers, duties W and immunities of a City prosecutor. 14. Performs legal work involved in the purchase, sale and lease of real property by the City. 15. Advises and assists in preparing for elections. 0 16. Provides legal advice to the City Council, its members and committees; directly advises the City Manager's Office, City executives, and City departments as directed by the City E 0 Attorney. Q GENERAL QUALIFICATIONS U Knowledge of: 1. Federal, state, municipal and constitutional law affecting municipal government at an N advanced level. 2. Redevelopment law, property law, as well as familiarity with provisions of the California o Environmental Quality Act and the Fair Political Practices Act. 3. City Codes, City Charter, and ordinances. c 4. Organization, function, and legal limitations on the authority of various City departments o and enforcement and procedural problems. Q 5. State and federal constitutional and statutory provisions relating to municipalities. r 6. Municipal government organization, structure, and functional responsibilities. 7. Accepted legal principles and court decisions. w 8. Judicial procedure, rules of civil and criminal procedure, and rules of evidence. y 9. Principles and practices of personnel management and supervision. Q 10. Principles of criminal and civil law. 11. Thorough knowledge of operations, services and activities of a complex multi-functional 0 legal program. v d Ability to: s 1. Develop alternative resolutions to problems and recommend a balanced use of legal and w administrative approaches in resolving problems. 2. Analyze, appraise, and organize facts, evidence, and precedents and present it in oral and written reports. 3. Review, discuss, and advise regarding legal policy issues. 4. Demonstrate judgment in determining when to appeal, when to negotiate, and when to Q pursue major actions. 5. Produce documents written in the English language using property sentence structure, punctuation, grammar and spelling. 6. Perform a broad range of supervisor responsibilities. 7. Review and check the work of others to ensure accuracy. I. Chief Assistant City Attorney(U) Page 2 Packet Pg. 1639 7.C.b 8. Communicate orally with customers, clients, and the public using a telephone and in group, and face-to-face, one-to-one settings. 9. Produce high quality legal work under pressure from clients and time constraints. 10. Establish and maintain effective working relationships with other officials and employees of the City, state and federal government, court officials, clients, and the general public. 11. Represent the City effectively in meetings with others. MINIMUM QUALIFICATIONS o Education, Training and Experience: Graduation from an accredited law school with an appropriate degree in law, is required. ° a� Five years of increasingly responsible experience in city, municipal, and/or related m government law, including litigation experience, and two years of administrative or W supervisory responsibility. I � Licenses; Certificates; Special Requirements: N A valid license to practice law issued by the State Bar of California. _ L ° PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an 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. N M While performing the duties of this job, the employee is regularly required to sit; talk or hear, o both in person and by telephone; use hands to finger, handle and feel computers and standard business equipment; and reach with hands and arms. The employee is frequently required to c stand and walk. ° a Specific vision abilities required by this job include close vision and the ability to adjust focus. U .r WORK ENVIRONMENT a The work environment characteristics described here are representative of those an employee N encounters while performing the essential functions of this class. Reasonable accommodations Q may be made to enable individuals with disabilities to perform the essential functions. The employee works under typical office conditions, and the noise level is usually quiet. d r X W m E c� r d Chief Assistant City Attorney(U) Page 3 Packet Pg. 1640 7.C.c EXHIBIT "B" x Class Code: M/CC Date Adopted: �'4E D IN 10 City of San Bernardino Signature: Human Resources Division Manager Bargaining Unit: Management/Confidential EEOC Job Category: Office and Clerical 0 Class Specification N LEGAL ADMINISTRATIVE ASSISTANT (U) JOB SUMMARY a°� Under general supervision performs a variety of highly responsible, confidential and complex administrative/secretarial duties in providing staff assistance to the Chief Assistant City Attorney and the Senior Deputy City Attorney, and performs related duties as assigned. p N DISTINGUISHING CHARACTERISTICS as Legal Administrative Assistant (U) performs advanced legal secretarial and administrative o support tasks requiring a thorough knowledge of legal procedures and terminology. Duties and Q responsibilities are carried out with considerable independence within the framework of r established policies, procedures and guidelines. ESSENTIAL DUTIES AND RESPONSIBILITIES M 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 it from the position if the work is similar, related or a logical assignment to this class. 0 r 0 1. Provides assistance to the Chief Assistant City Attorney and the Senior Deputy City y Attorney; provides assistance to members of the Office legal secretary team to ensure Q that the support needs of all attorneys are met. 2. Maintains and regularly updates the Office's master calendar of litigation and other critical dates. N 3. Manages vendor invoices; encumbers and appropriates funds; oversees, monitors, and tracks outside attorney bills and costs for litigation cases; processes bills for payment, -a prepares budget amendments, if needed. Q 4. Prepares agenda items and supporting materials; gathers and compiles documents and other supporting materials for City Council action, staff reports, resolutions and professional services agreements for the City Attorney; assists in the renewal of m contracts. 72 5. Manages purchases and expenditures; performs research and makes recommendations w and decisions regarding expenditures for office equipment. 6. Creates and maintains a variety of complex and confidential filing systems and legal and office files to provide easy access to records with limited direction or supervision; E maintains active files, archives files and purges inactive files in accordance with the City's records retention schedule. a 7. Recommends and assists in the implementation of goals, objectives and methods for continuous improvement of legal services. 8. Participates in special projects; compiles and analyzes data as assigned. 9. Communicates clearly and concisely, both orally and in writing. 10. Establishes and maintains cooperative working relationships with those contacted in the course of work. Legal Administrative Assistant(U) Page 1 Packet Pg. 1641 I 11. Participates in the development and implementation of goals, objectives, policies, and priorities for assigned functions. 12. Identifies opportunities for improving service delivery methods and procedures. 13. Identifies resource needs. 14. Logs in case information; obtains claim file from Risk Management; prepares letters to claim adjuster and attorneys regarding assignments. 15. Updates the claims directories for the Office. 16. Updates and circulates the Closed Session list for Mayor and Common Council o meetings. N 17. Reviews and processes law library invoices; coordinates management of the law library; oversees the maintenance of the library; orders books and periodicals. , 18. Answers phone calls and takes messages; retrieves and responds to a-mails and faxes; 0 schedules meetings and maintains calendars for assigned attorneys; calendars W appointments, meetings, depositions, hearings, court appearances and document and filing deadlines for attorneys; copies, mails, faxes, and arranges delivery of court p documents and exhibits; maintains case and administrative files and records. N 19. Prepares records and/or transcribes complex and confidential reports, minutes, ordinances, resolutions, proclamations, legal pleadings, correspondence, memoranda, o reports and other legal documents and materials; prepares and/or finalizes motions, a discovery and responsive pleadings; composes letters from notes or brief instructions; proofreads and corrects documents and pleadings in order to assure accuracy of records and entry of information. 20. Gathers background information and materials for meetings, reports or correspondence. 21. Assists with a variety of office administrative tasks. M GENERAL QUALIFICATIONS Knowledge of: y 1. Standard litigation procedures and court timeframes. N 2. General office administrative practices and procedures. a 3. Law office administrative practices and procedures. > 4. Principles and practices of sound business communication; correct English usage, o including spelling, grammar and punctuation. N 5. Terminology, forms, documents and court rules and requirements used in legal practice r- and proceedings, including the proper preparation of pleadings and briefs. 6. Legal reference materials and its contents. Q 7. Statutory deadlines for responding to and/or filing pleading documents. 8. Federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibilities. m 9. Methods and techniques of legal research and investigaton. :2 10. City organization, ordinances, rules, policies and procedures. X 11. Basic functions of public agencies, including the role of an elected Council and w appointed boards and commissions. a 12. Advanced records management concepts applicable to a law office. E 13. Uses of word processing and other specialized legal software at a level of complexity appropriate to assigned work responsibilities. Q Ability to: 1. Operate a computer and word processing software and other standard office equipment. 2. Make advanced uses of word processing software to produce competent legal documents. 3. Type accurately at a speed necessary to meet the requirements of the position. Legal Administrative Assistant(U) Page 2 Packet Pg. 1642 4. Organize, set priorities and exercise sound independent judgment within areas of responsibility. 5. Interpret, apply, explain and reach sound decisions in accordance with applicable law and court procedures, regulations, rules and policies. 6. Organize, research and maintain confidential legal and office files and calendars. 7. Compose correspondence and prepare standard legal documents from brief instructions. 8. Communicate clearly and effectively, both orally and in writing. 9. Prepare clear, accurate and concise records and reports. o 10. Maintain sensitive and confidential information. N 11. Use tact, discretion and diplomacy in dealing with sensitive situations and concerned people, outside legal counsel and litigants. a� 12. Establish and maintain highly effective working relationships with City management and 0 officials, staff and others encountered in the course of work. d U MINIMUM QUALIFICATIONS 0 0 Education, Training and Experience: N Graduation from high school or G.E.D. equivalent; college-level coursework in Business Administration, Public Administration, or a similarly related field; and at least three (3) years o of advanced-level legal clerical and litigation experience, or 3 years of experience as a Legal a Secretary II with the City of San Bernardino. U Licenses; Certificates; Special Requirements: None. °; M PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable y accommodations may be made to enable individuals with disabilities to perform the essential u, functions. a ai While performing the duties of this class, employees are regularly required to sit; talk or hear, a both in person and by telephone; and use hands to repetitively operate, finger, handle or feel u, office equipment; and reach with hands and arms. The employee is frequently required to stand, walk, stoop, kneel, bend, crouch and lift up to 25 pounds. Q Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. _°i m WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee x encounters while performing the essential functions of this class. Reasonable accommodations W may be made to enable individuals with disabilities to perform the essential functions. CD E An employee works under typical office conditions, and the noise level is usually quiet. w a Legal Administrative Assistant(U) Page 3 Packet Pg. 1643 7.C.d EXHIBIT "C" �P Class Code: 10981 19,0' M/CC Date Updated: jaRwary 24, City of San Bernardino Signature: D�t�Human Resources Division Manager .0 Bargaining Unit: Management/Confidential N EEOC Job Category: Office and Clerical as L 0 Class Specification EXECUTIVE ASSISTANT TO THE CITY ATTORNEY (U) JOB SUMMARY O Under direction from the City Attorney, performs a variety of complex, responsible, highly a sensitive and confidential office administrative and executive support functions; supervises and c administers assigned administrative operations of the City Attorney's Office; supervises and 0 participates in the work of legal secretaries; performs highly complex legal secretarial duties a involving confidential and sensitive matters; and performs related duties as assigned. Y U DISTINGUISHING CHARACTERISTICS Executive Assistant to City Attorney (U)is responsible for providing a wide array of complex, M diverse and confidential secretarial, administrative and executive support services to the City o Attorney, in a highly sensitive, demanding, political and rapidly changing environment. The incumbent is also responsible for supervising overseeing and reviewing the work of and N providing training and guidance to legal secretaries assigned to the City Attorney's Office. The incumbant's work is characterized by involvement with broad City-wide issues and interactions with top executives and elected officials on complex and sensitive matters. Duties and responsibilities are carried out with considerable independence within the framework of L 0 established policies procedures, and guidelines. a ESSENTIAL DUTIES AND RESPONSIBILITIES L) 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 it from the o position if the work is similar, related or a logical assignment to this class. r c 0 1. Provides courteous and expeditious customer service to the general public and City N N department staffs. 2. Serves as executive assistant to the City Attorney; assists the City Attorney in d accomplishing a variety of responsible and complex clerical and secretarial office work of r a nature requiring sensitivity, initiative and independent judgment. 3. Makes appointments; prepares agendas; arranges and assists in planned meetings; w prepares itineraries and schedules, works with material of a confidential nature; records and transcribes dictation consisting of correspondence, memoranda, reports and other communications; records minutes and prepares summaries of meetings and X conferences; uses mature judgment in providing information to constituents; maintains w follow-up files; files Conflict of Interest statements with City Clerk. 4. Types letters from rough draft, marginal notes and verbal instructions; compiles and E verifies reports involving the use of independent judgment; posts various clerical, fiscal and other records; receives, screens and routes correspondence and mail; receives and w screens telephone calls, handling routine matters independently and attempting to a resolve complex situations with discretion. Executive Assistant to the City Attorney(U) Page 1 Packet Pg. 1644 7.C.d 5. Greets visitors and provides routine, factual information concerning procedures, functions, and regulations; searches files for information needed in compiling statistical and financial reports; orders and maintains supplies; processes purchase orders and related work records; maintains inventory records and stock level of forms; prepares F material for reproduction; receives complaints from the general public and initiates action 0 to generate a response or solution. N 6 Assists in preparation and monitors the annual Office budget; 6:7 Assists in the organization staffing and operations of the Office; L 0 8 Evaluates and manages the workloads of staff and makes assignments accordingly. 9 Provides day-to-day leadership and works with staff to develop implement and monitor work plans to ensure a high performance customer service-oriented work environment that supports achieving City and Office objectives and service expectations; and o participates in programs and activities that promote a positive employee relations >n aD environment. F 10 Plans and evaluates the performance of assigned staff; establishes performance o requirements and personal development targets; regularly monitors performance and ¢ provides coaching for performance improvement and development; recommends compensation and provides other rewards to recognize performance; addresses v performance deficiencies; subject to management concurrence, takes disciplinary action, up to and including recommending termination. 11 Approves payment requests submitted by legal secretaries for assigned cases; prepares o purchase order requisitions as necessary. 12 Prepares agenda items and supporting materials; gathers and compiles documents and N other supporting materials for Mayor and Common Council action, staff reports, r resolutions and professional services agreements for the City Attorney; assists in the renewal of contracts. a h 13 Manages purchases and expenditures; performs research and makes recommendations o and decisions regarding expenditures for office equipment. 7--.14 Creates and oversees implementation of Office policies and procedures; ¢ 8-15 Performs a variety of other administrative and office support functions; designs and manages office record keeping systems and files; processes employee payroll; reviews, sorts and distributes incoming mail; calendars court dates response dates, and meeting o dates. r 16 Participates in special projects; compiles and analyzes data as assigned. c 17 Participates in the development and implementation of goals objectives, policies, and N priorities for assigned functions; recommends and implements resulting policies and Q procedures; as 9-.18. Routinely adheres to and maintains a positive attitude towards City and Office goals; Z and performs related work as required. as X LL! GENERAL QUALIFICATIONS c� Knowledge of: 1. Office administrative and management practices and procedures, including principles x and practices of file and document management. W 2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. E 3. City organization, ordinances, rules, policies, procedures and operating practices related to areas of responsibility. w 4. Terminology, work processes and local, state and federal requirements applicable to ¢ areas of assigned responsibility. Executive Assistant to the City Attorney(U) Page 2 Packet<Pg. 1645 V4 5. The roles and functions of the C4Common -Council and appointed City committees and boards, the City's agenda processes, procedures and standards and requirements of the Brown Act regarding posting and public notice. 6. Advanced uses of word processing, graphics, spreadsheet, database and other software to create documents and materials requiring the interpretation and manipulation of data. 2 w 7. Basic principles and practices of public administration, including budgeting, record N keeping, filing and purchasing practices and procedures, and maintenance of public records. 8. Principles and practices of effective supervision. 7-.9. City human resources polices and labor contract provisions. d Ability to: o 1. Manage multiple and rapidly changing priorities to meet the needs and expectations of the City Attorney in his interactions with other elected and appointed officials and = department directors. o 2. Organize, set priorities, take initiative and exercise sound independent judgment within a areas of responsibility. 3. Interpret, apply, explain and reach sound independent decisions in accordance with regulations and City Attorney Office policies and procedures. 4. Organize, research and maintain complete and extensive office files and calendars. M 5. Operate a computer, word processing and spreadsheet software and other standard o office equipment. 6. Type accurately at a minimum speed of 60 wpm; a high speed may be required. N 7. Compose correspondence, prepare documents and make arrangements from brief instructions and marginal notes. 8. Communicate clearly and effectively, both orally and in writing. 9. Understand and follow written and oral instructions. F 10. Prepare clear, accurate and concise records and reports. a 11. Maintain strict confidentiality of privileged information. 12. Use a high degree of tact, diplomacy and discretion in dealing with sensitive and v confidential situations and concerned internal and external parties. 13. Establish and maintain highly effective working relationships with the City Manager, o Mayor, C+fyCommon Council members, other elected and appointed officials, committee r members, department directors and managers, staff, residents, court officials and representatives of the legal community, representatives of civic and community groups, A the media, the public and others encountered in the course of work. a 14. Plan, supervise, coordinate and evaluate the work of assigned staff. 15. Train others in work processes and procedures. 2 16. Analyze situations carefully and adopt effective courses of action. a-3.17. x W U MINIMUM QUALIFICATIONS = Any combination of education and experience that provides the required knowledge skills and abilities to perform the essential job duties of the position is qualifying. Incumbents will possess w the most desirable combination of training, skills, and experience, as demonstrated by their past and current employment. m E Education, Training and Experience: w A typical way of obtaining the knowledge, skills and abilities outlined above is graduation Q from an accredited college with an Associates Degree in Business Administration, Public Executive Assistant to the City Attorney(U) Page 3 Packet Pg. 1646 7.C.d Administration or a closely related field, Graduation from high onhnnl grad atinn nr G.� n and three -five 5 years of increasingly responsible advanced office administrative or secretarial experience, two (2) of which were in a supervisory capacity. Accreditation shall be by a national or regional accreditation body that is recognized by the 0 Secretary of the United States Department of Education. N .E Licenses; Certificates; Special Requirements: A valid California driver's license and the ability to maintain insurability under the City's vehicle insurance program. PHYSICAL DEMANDS O The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential o functions. Q While performing the duties of this job, the employee is regularly required to sit; talk or hear, both in person and by telephone; use hands repetitively to finger, handle and feel computers and standard business equipment; and reach with hands and arms. The employee is frequently M required to stand and walk. o Specific vision abilities required by this job include close vision and the ability to adjust focus. a f 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 o may be made to enable individuals with disabilities to perform the essential functions. a The employee works under typical office conditions and the noise level is usually quiet. v a� w 0 r r c 0 N N Q r 7 U d X W U X W c m ;_ c� w Q Executive Assistant to the City Attorney(U) Page 4 Packet Pg. 1647 (uOIIBZIUeBJOOa 9311JO s,AOUJOIIV AIQ : KZ£) 1N32 uno �[UO SUOMSOd 7peLlo BJO :Iu@WL]3el4v co W` �r (3 > cc a _ a) a) am E E a' a m _ _ Q m cn W W w W >-} a a > U U U U) Q Q cn co WW Q cwi� cWn cWn W w w 0 a � Z J J J J U U U Q cn (A Q Q Q v, CD CD (D cwn cwn LL m H Z J w w Q Q O cn ya o cD cD ` Q J J U z w W H, a, O ~ U Z w aZ w w co 0 U z � F u- a UJ a F- P � LU w z U w O H E- Q U > wZ� F= - Zoo . 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