HomeMy WebLinkAbout41-Human Resources ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: LINN LIVINGSTON, DIRECTOR Subject: ADD THE POSITION AND
MODIFY THE JOB DESCRIPTION OF
Dept: HUMAN RESOURCES EXECUTIVE ASSISTANT TO THE
MAYOR AND DELETE THE
Date: October 31, 2006 EXECUTIVE SECRETARY POSITION
IN THE MAYOR'S OFFICE.
M/CC Meeting Date: NOV. 6, 2006
Synopsis of Previous Council Action:
On May 1, 2006 the Mayor and Common Council approved a re-organization of the Mayor's
Office.
On October 30, 2006 Personnel Committee recommended this item for Mayor and Common
Council approval.
Recommended Motion:
1. Add the position and modify the job description of Executive Assistant to the Mayor Range
4461, $4,461 - $5,378/mo;
2. Delete Executive Secretary,Range 4443, $4,044 - $4,916/mo;
3. Authorize the Human Resources Department to update Resolution 2005-428 and 97-244.
i
Signature
Contact person: Linn Livingston Phone: 384-5161
Supporting data attached: Yes Ward:
FUNDING REQUIREMENTS: Amount: No Cost
Source: (Acct. No.)
(Acct. Description)
Finance:
Council Notes:
Agenda Item No.
1// (i 1 o (0
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Add the position and modify the job description of Executive Assistant to the Mayor and delete
the Executive Secretary position in the Mayor's Office.
BACKGROUND
On October 31, 2006 the Personnel Committee recommended that this item be referred to Mayor
and Common Council for approval.
Since taking office, the Mayor has been continuously reviewing the staffing configuration of his
office for improvements. The Mayor is requesting further reorganization of positions and
staffing.
In the past the classification of Executive Assistant to the Mayor has been utilized as a Chief of
Staff position, a senior manager overseeing all functions of the Mayor's Office. The Mayor
would like to create a modified classification of Executive Assistant to the Mayor at a level
above Executive Secretary and below the previous classification of Executive Assistant to the
Mayor. This modified position combines administrative and highly complex secretarial skills
needed to resolve workload issues. With the addition of this modified position, the existing
position of Executive Secretary can be deleted.
This modified position of Executive Assistant to the Mayor will be responsible for supervising
clerical staff, coordinating the work flow of the office to ensure that deadlines and commitments
are met as well as maintaining and coordinating daily calendars and schedules for the Mayor.
Responsibilities also include composing a variety of letters and other correspondence,
distributing mail, receiving incoming phone calls for the Mayor, obtaining relevant information
and evaluating the most effective means and options available to resolve/address and respond to
issues in an expedient and appropriate manner.
In summary, the Mayor would like to add the position and modify the job description of
Executive Assistant to the Mayor, and delete the Executive Secretary position in the Mayor's
Office, resulting in no net change to the number of positions in the Mayor's Office.
FINANCIAL IMPACT
It is anticipated that the position of Executive Assistant to the Mayor will be filled at the same
salary budgeted in the FY 2006/07. Future costs will be absorbed by the department.
RECOMMENDATION
4. Add the position and modify the job description of Executive Assistant to the Mayor Range
4461, $4,461 - $5,378/mo;
5. Delete Executive Secretary, Range 4443, $4,044 - $4,916/mo;
6. Authorize the Human Resources Department to update Resolution 2005-428 and 97-244.
HR/Agenda Items:SR.Mayor's.Office.Reorg.2006
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CITY OF SAN BERN �>
San Berner ino 1A.A
EXECUTIVE ASSISTANT TO THE MAYOR(U)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under direction, provides administrative and highly complex secretarial support to the Mayor including
general coordination and operation of the Mayor's Office.
ORGANIZATIONAL RELATIONSHIPS
The Executive Assistant to the Mayor is an administrative and executive secretarial staff position in the
Office of the Mayor. Supervision is exercised over other administrative and clerical personnel. Deals with
City Department Heads,works in close coordination with the City Manager's Office.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Receives incoming calls for the Mayor; obtains relevant information and evaluates the most effective
means and options available to resolve/address and respond to issues in an expedient and appropriate
manner. Answers general questions from the public and provides assistance when possible.
3. Receives and distributes a large volume of mail on a daily basis to the Mayor; reviews and screens all
mail for important information; provides comments and suggestions to assist in decision-making;
obtains status/facts from City staff about situations referenced in incoming mail and appraises the
Mayor.
4. Using good judgment and a thorough knowledge of functions and procedures, composes a variety of
letters and other correspondence on a myriad of subjects,events and other occasions for the Mayor.
5. Follows up on a variety of matters referred to department heads by the Mayor and information and
action requested by the City Council to ensure that deadlines are met. Works with a variety of City
staff to obtain information in response to requests from both the City Council and general public.
6. Communicates with elected public officials, private sector executives, public agency executives and
others who have business with the Mayor.
7. Using good judgment, maintains and coordinates daily calendars and schedules for the Mayor;
gathers information regarding upcoming meetings or events and ensures that the Mayor is fully
informed; coordinates all details for upcoming events with individuals/organizations in which the
Mayor is participating. Makes facility and refreshment arrangements.
8. Supervises clerical employees assigned to the Mayor's Office. Coordinates and schedules the work
flow of the office to ensure that deadlines and commitments are met and that continuity of operation
is maintained during the absence of the Mayor.
9. Greets and interacts with guests of the Mayor, seeing to their needs and comfort.
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CITY OF SAN BERNARDINO
Executive Assistant to the Mayor(U) (Continued)
10. Types forms, schedules, reports, lists, manuscripts, charts, graphs, contracts, statistics and general
correspondence.
11. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL QUALIFICATIONS
Knowledte of•
Advanced record keeping methods;
Research techniques and procedures;
Principles of public relations;
Principles of supervision;
Modern office procedures,methods and equipment including computers and related software;
English usage, spelling, grammar and punctuation.
Abili to:
Analyze a variety of administrative problems and make sound policy and procedural
recommendations as to their solution;
Maintain the confidentiality of privileged information;
Design and implement sound management and research techniques and procedures;
Operate a variety of office equipment including a computer and applicable software applications;
Supervise the work of administrative and clerical personnel;
Express ideas effectively,both orally and in writing;
Understand and carry out oral and written instructions;
Establish and maintain effective working relationships with those contacted in the course of work;
Exercise sound judgement in the performance of assigned duties;
Initiate and compose difficult correspondence independently.
Minimum Qualifications
Graduation from High School or GED equivalent, 4 years experience performing highly responsible
executive-level secretarial and administrative work which includes responsible relations involving
senior and executive management, public officials, boards and commissions. Prior experience in a
public agency setting is desirable.Typing speed of 50 wpm may be required.
License or Certificate:
Possession of a valid Class "C"California Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions.
Environment: Normal office setting with travel to attend meetings.
P_ hysical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; transport materials and supplies weighing up to 15 pounds; to travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
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CITY OF SAN BERNARDINO
Executive Assistant to the Mayor(U)(Continued)
Hearin: Hear in the normal audio range with or without correction.
[AP ROVED: DATE:
Director of Human Resources
HR/Job Descriptions-Class&Comp App: Exec.Asst.to.Mayor.Draft
Page-3
l
EXECUTIVE ASSISTANT TO THE MAYOR(U)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under policy direction of elected official,plans, organizes and controls special staff services of the office
of the Mayor; and performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The Executive Assistant to the Mayor is a professional administrative staff position in the Office of the
Mayor. Serves the Mayor as a resource person, analyst,administrator and confidant. Supervises the work
of other administrative and clerical personnel. Dealing with City department heads, works in close
coordination with the Office of the City Administrator. Incumbent must be willing to work varying
hours.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Plans, organizes and controls special services provided to the Mayor; acts as liaison between the
Mayor and branches of the City government to include, but not limited to, administrative and finance
offices, departments, agencies, commissions, authorities; appears before public bodies as designated
by the Mayor and reports back the results of such meetings.
3. Provides assistance to the Mayor in a variety of administrative matters related to the Mayor's office
operations; accomplishes a variety of administrative and research studies to prepare background
information; coordinates the Mayor's requests for information or services from various City
departments.
4. Answers inquiries from the general public by telephone, correspondence or in person; meets with
citizens in the role of mediator, problem-solver and counselor to provide guidance, advice and/or
assistance for the purpose of resolving problems.
5. Supervises the work of lathe administrative and clerical staff of the Mayor's Office; prepares press
releases for the Mayor; writes staff reports on situations,problems and studies by the Mayor.
6. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL QUALIFICATIONS
Knowledge of•
Advanced modern principles and practices of public administration;
Research techniques and procedures;
Advanced public relations techniques;
Principles of supervision.
Modern office procedures,methods and equipment including computers and related software.
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CITY OF SAN BERNARDINO
Executive Assistant to the Mayor(U) (Continued)
Abilitv to:
Analyze a variety of administrative problems and make sound policy and procedural
recommendations as to their solution;
Maintain the confidentiality of privileged information;
Design and implement sound management and research techniques and procedures;
Operate a variety of office equipment including a computer and applicable software applications;
Supervise the work of administrative and clerical personnel;
Express ideas effectively,both orally and in writing;
Understand and carry out oral and written instructions;
Establish and maintain effective working relationships with those contacted in the course of work.
Minimum Qualifications
Bachelor's degree in political science, public or business administration or closely related field; and
two years of responsible administrative-level experience performing staff work in a governmental
agency. Up to two additional years of the specified experience may be substituted for two years of
education on the basis of 30 semester units being equivalent to one year of experience.
License or Certificate:
Possession of a valid Class "C" California Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions.
Environment: Normal office setting with travel to attend meetings.
Physical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; transport materials and supplies weighing up to 15 pounds; to travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print,computer screens and other printed documents.
Hearing: Hear in the normal audio range with or without correction.
APPROVED: DATE:
Director of Human Resources
CSB APPROVED DATE:
HR/Job Descriptions-Class&Comp App:Exec.Asst.to.Mayor.10978
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