HomeMy WebLinkAbout2015-247 RESOLUTION NO. 2015-247
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RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SA
2 BERNARDINO ESTABLISHING THE POSITION OF SENIOR OFFICE ASSISTAN
(U) AND APPROVING THE JOB DESCRIPTION; AND THE ADDITION OF ONE (1
3 SENIOR OFFICE ASSISTANT (U) POSITION FOR THE CITY CLERK'S OFFICE.
4 NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND COMMON
5 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS:
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SECTION 1: The position of "Senior Office Assistant (U)", Range 3350, $2,543
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8 $3,092 per month, is hereby established and the job description for said position, attached heret
9 as Exhibit"A", is approved; and
10 SECTION 2: Add one (1) "Senior Office Assistant (U)" position for the City Clerk'
11 Office; and
12 SECTION 3: The Director of Human Resources is authorized to update Resolution Nos.
13 97-244 and 2011-218 to reflect these actions; and
14 SECTION 4: The Director of Finance, or designee, is authorized to amend the F
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2015/16 budget to reflect these actions.
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1
RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
1 BERNARDINO ESTABLISHING THE POSITION OF SENIOR OFFICE ASSISTANT
(U) AND APPROVING THE JOB DESCRIPTION; AND THE ADDITION OF ONE (1)
2 SENIOR OFFICE ASSISTANT (U) POSITION FOR THE CITY CLERK'S OFFICE.
3 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor an
4 Common Council of the City of San Bernardino at a meeting thereof, held on the 2nd day o
5 November, 2015, by the following vote, to wit:
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7 COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT
s MARQUEZ X
9 BARRIOS X
10 VALDIVIA X
11 SHORETT X_
NICKEL X
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JOHNSON X
13 MULVIHILL X
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15 � GeorgezWnnna, CM ' , ity Clerk
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16 The foregoing Resolution is hereby approved this day of November, 2015.
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f
19 R. Carey Davi , Mayor
City of San ernardino
20 Approved as to form:
21 GARY D. SAENZ,
22 City Attorney
23 By: `
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2015-247
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EXHIBIT A
Class Code:
°NOSH IN�e�o M/CC Date Adopted:
City of San Bernardino Signature:
Director, Human Resources
Bargaining Unit: Management/Confidential
CLASS SPECIFICATION
Senior Office Assistant (U)
JOB SUMMARY
Under general supervision, performs a wide variety of moderately complex clerical, office
support, accounting recordkeeping and/or records management duties in a City department;
and performs related duties as assigned.
DISTINGUISHING CHARACTERISTICS
Senior Office Assistants are responsible for independently performing office clerical and
administrative support functions ranging in difficulty from simple to moderately complex
requiring general knowledge of City and department policies and procedures. Assigned work
requires the use of judgment in selecting appropriate procedures and solving routine to non-
routine problems based on knowledge gained through experience.
Senior Office Assistant is distinguished from Administrative Assistant in that incumbents in the
latter class provide difficult, diverse and confidential secretarial, administrative and support
services to higher level management requiring more advanced skills and knowledge gained
through experience.
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
position if the work is similar, related or a logical assignment to this class.
1. Operates a computer and standard business software and database applications, as well as
those specialized to department operations; performs data entry and accesses, processes,
retrieves, researches issues regarding, reviews, updates and maintains assigned computer
and database records; generates notices, forms, reports, lists, schedules and other
documents; develops and maintains standard spreadsheets for a variety of purposes.
2. Types, formats, revises, prints, maintains and distributes correspondence, memoranda,
calendars, forms, reports, charts, lists, schedules and other documents; types from rough
notes, drafts, and brief oral instructions; composes routine memoranda and
correspondence; collects, verifies accuracy and compiles data from a variety of individuals
and/or departments; assembles packets of materials; opens, screens, sorts, processes
and/or distributes incoming mail, documents, reports, applications and other materials;
sends and receives faxes; prepares regular and bulk mailings; copies various documents
and materials, including large duplication orders.
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EXHIBIT A
3. Operates a multi-line telephone system or switchboard to receive, screen and route
telephone calls; takes and distributes messages; greets and directs visitors to the
appropriate office or staff member; responds to requests for information, questions and
complaints and refers questions and complaints to appropriate staff when necessary;
provides general information regarding department policies and procedures to City staff,
residents and the general public; performs routine scheduling duties for the department;
responds to and initiates routine e-mails; may serve as department courier to/from City Hall;
may use two-way radio to communicate with necessary department personnel; may assist in
organization and coordination of and participate in department orientations and workshops
for City residents.
4. Prepares, updates, organizes and maintains a variety of department records and files;
prepares manual and computer logs of various documents and requests; locates, retrieves,
duplicates and distributes copies of reports, forms, records and documents as requested.
5. May perform accounting and financial recordkeeping duties, including one or more of the
following: performs routine calculations, computations and reconciliations in the preparation
and processing of reports, statements, invoices and records; reviews, researches,
processes and performs data entry related to vendor invoices and subsequent requests for
payment; prepares billing for, collects, processes payments of and/or track fees and/or fines;
prepares and issues receipts; posts payments; prepares deposits; processes refund
requests.
6. May maintain, review and submit departmental personnel and payroll records by performing
one or more of the following duties; prepares, verifies and processes department payroll
reports, documents and timesheets; processes, posts and updates department job
announcements; compiles and forwards a variety of employment documents to Human
Resources; responds to department staff's routine human resources/payroll inquiries or
refers more complex inquiries to City Human Resources staff.
7. May ensure maintenance and repairs of assigned work areas, facilities or equipment; may
complete work orders or contact appropriate vendors for facility maintenance and repairs,
may contact vendors for equipment service; may perform preventive maintenance and
provides troubleshooting assistance on standard office equipment to department staff; may
process department supplies, equipment and materials requisitions; may order department's
office supplies and oversees inventory maintenance.
8. Provides backup for other department office clerical staff as needed.
QUALIFICATIONS
Knowledge of:
1. Office administration practices and procedures.
2. Principles and practices of sound business communication; correct English usage,
including spelling, grammar and punctuation.
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EXHIBIT A
3. City organization, functions, rules, policies and procedures applicable to assigned areas
of work responsibility.
4. Basic principles and practices of public administration, including purchasing and
maintenance of public records.
5. Uses and operations of a computer and standard business software, including word
processing and spreadsheets.
6. Filing and record keeping practices and procedures.
Ability to:
1. Operate a computer using word processing, spreadsheet and other standard business
software.
2. Operate other standard office equipment.
3. Type accurately at a speed necessary to meet position requirements.
4. Organize, set priorities and exercise sound judgment within areas of responsibility.
5. Interpret, apply and reach sound decisions in accordance with City and department
policies and procedures.
6. Organize and maintain office and specialized files.
7. Compose routine correspondence from brief instructions.
8. Communicate clearly and effectively, orally and in writing, in English and a designated
second language as necessary.
9. Understand and follow written and oral instructions.
10. Prepare clear, concise and accurate memoranda, documents, records and other written
materials.
11. Use tact, discretion and courtesy in dealing with sensitive situations and upset or
dissatisfied individuals.
12. Establish and maintain effective working relationships with City management, staff, City
residents/customers, the general public and others encountered in the course of work.
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation
from high school or G.E.D. equivalent; and two years of increasingly responsible office
administrative or secretarial experience; or an equivalent combination of training and
experience.
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy may be required dependent on assignment.
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EXHIBIT A
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.
While performing the duties of this job, employees are regularly required to sit; talk or hear, in
person or by telephone; use hands repetitively to finger, handle, feel or operate computers and
other standard office equipment; and reach with hands and arms; Employees are frequently
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.
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. Employees
may work in an office in which there is a significant volume of telephone and visitor interaction
and the noise level is moderate.
TESTING STANDARDS
None.
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