HomeMy WebLinkAbout21- Council Office CITY OF SAN BERNARDINO REQUEST FOR COUNCIL ACTION
From: Philip A. Arvizo Subject: Reinstatement of Administrative
Executive Assistant to the Council Assistant to the Council Position
Dept: Council Office ORIGINAL
Date: November 8 , 1996
Synopsis of Previous Council action:
Recommended motion:
That the Administrative Assistant to the Council position be approved
and that Resolutions 6413 & 6433 be amended to reinstate the Adminis-
trative Assistant Position at Salary Range 4410 .
Sign ure
Contact person: Phil Arvizo Phone: 5208
Supporting data attached: yes Ward:
FUNDING REQUIREMENTS: Amount: $30000
Source: (Acct. No.) EDA Funding
(Acct. Description)
Finance:
Council Notes:
11 1 S 910
Agenda Item No. �'
ADMINISTRATIVE ASSISTA. T TO THE COUNCIL (LI)
JOB DESCRIPTION
Under direction, to perform a variety of professional and technical administrative tasks
for the Common Council of a confidential and complex nature; to assist with staff reports,
studies, research and analytical projects and Council correspondence; to accompany or
represent Councilmembers as directed and to perform other related duties as assigned.
EPRESENTATIVE DUTIES
Serves as administrative assistant to the Council; performs duties as liaison representative
of the Council with City departments, other government entities, businesses, organizations
and constituents; furnishes to the Council, or individual members of the Council,
information enabling.Councilmembers to carry out their elective obligations; collects a nd
analyzes information and statistics on existing programs and services; accomplishes
studies and makes recommendations regarding needs in various City departments;
compiles and analyzes information to be used in administrative and procedural surveys
and studies; conducts surveys of practices in other jurisdictions; assists in the preparation
of administrative analyses, studies or research projects regarding municipal policies,
procedures and services; prepares correspondence and reports; prepares statistical
analyses, charts reports and graphs; furnishes information to other departments, private
citizens, public and private agencies and organizations, in person or by telephone, or by
correspondence; attends meetings and conferences as directed; represents the Council or
Councilmembers before public bodies and reports to the Council or Councilmembers
before the meetings; arranges Council Meeting invocation, recording devices and
miscellaneous documents; duplicates copies of material for Council Meetings; duplicates
proceeding tapes for citizens; receives complaints from citizens and takes action on
compliance after directions from Council, Councilmembers or supervisor; prepares
agenda and takes notes or minutes at various meetings; ensures that political information
and statements are on file in appropriate government offices by prescribed deadlines;
arranges transportation and accommodations for Councilmembers; operates City vehicles;
and performs related work as required.
MIN NUN n✓I QUALIFICATIONS
Bachelor's Degree in business or public administration desired and 2 years of highly
responsible administrative experience in a public agency. Up to 2 additional years of the
specified experience at the State, County or Municipal level may be substituted for 2
years of the required education.
Possession of a valid Class "C" California Driver's License is required.
GENERAL OUALMCATIONS
wledge of-
Principles and practices of municipal government;
Financial and statistical record keeping;
Modern office methods, procedures, equipment and business letter writing;
Personal computer operation and software applications including knowledge of
Work Perfect. Knowledge of Lotus 1-2-3 is a plus;
General principles of supervision and training;
Public relations techniques;
English grammar, word usage, syntax, punctuation and spelling at an advanced
level.
Represent the Common Council with dignity, tact and diplomacy;
Interpret and apply administrative and departmental policies, laws and rules;
Analyze situations carefully and adopt effective courses of action;
Organize workload to ensure responsibilities are carried out in a timely manner;
Communicate clearly and concisely both orally and in writing;
Work with a high degree of independence of action;
Establish and maintain effective and cooperative working relationships w*
ith those
contacted in the course of work;
Maintain strict confidentiality of privileged information;
Plan and schedule work assignments, set priorities for, train, evaluate, select and
recommend discipline of subordinates;
Compose agenda materials and items in an accepted format based upon precedent
and understand the issues/actions at hand;
Use good judgment in recognizing scope of authority and in acting on behalf of the
Common Council.
See in the normal visual range with or without correction;
Hear in the normal audio range with or without correction;
Exhibit normal range of body motion.
ORGANIZATIONAL RELATIONSHIPS
The Class of Administrative Assistant to the Council is a journey-level professional
administrative class. Supervision is received from the City Council or designee.
Supervision is exercised over assigned office staff.
Councilman Negrete:
v
RE: ITEM #21
As Personnel Chairman, please make the following motions for the Administrative
Assistant position:
1. Establish one(1) position of Administrative Assistant to the Council (U), Range
4410, $3,431 - $4,170/month.
2. Direct the Personnel Department to update Resolution No. 6413, Section 14,
and Resolution No. 96-118, to reflect this particular action.
3. MOTION: authorize the Finance Department to increase the EDA
Reimbursement Account (001-000-4670) by $30,0000 and increase the Council
Office budget appropriation for salary and benefits by $30,000.
Please let me know if you have any questions.
Entered into Record at
Council ICmyDevCms Mtg:
by
re Agenda Item f
City ClerkICDC Secy
City of San Bernardino