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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
BARBARA DILLON
EMERGENCY MEDICAL SERVICES
TRANSPORT DIVISION--ESTABLISH
ADMINISTRATIVE POSITIONS
Dept:
Date:
Subject:
PERSONNEL
NOVEMBER 21, 1996
ORIGINAL
Synopsis of Previous Council Action:
On October 7, 1996, the Mayor and Common Council approved the Emergency Medical
Services (EMS) Transport Feasibility Study and implementation of EMS transport in the City
of San Bernardino, to be operative .1[~~111Dil (~ ,- % AQN !Z
8~'i1\~CTO 'Nlt--~cV
Recommended Motion:
*
Establish one (1) Program Director (Emergency Medical Services) position, Range 4496,
$5,268-$6,403/month.
Establish one (1) Quality Manager, Range 2448, $4,147-$5,040/month.
Establish one (1) Continuing Education Director, Range 2448, $4,147-$5,040/month.
Establish one (1) Education Coordinator/Liaison, Range 2448, $4,147-$5,040/month.
Establish one (1) Administrative Analyst, Range 4380, $2,954-$3,591/month.
Establish one (1) Administrative Operations Supervisor I, Range 2348, $2,518-
$3,061/month.
Direct the Personnel Department to update Resolution 6413, Sections Eleven and
Fourteen and Resolution No. 96-118.
*
*
*
*
*
*
.6/7~/v:7~./?J, /}/./ //Y7)
Signature
Contact person:
Barbara Dillon
Phone:
384-5161
Supporting data attached:
Yes
Ward:
Amount: $367.047 (Year One): of which $99.045 is for FY 96-97
Source: (Acet. No.) 501-208-5011 (Salaries Permanent. Full-Time)
(Acet. DeS~On) ~ E~rise Fund
Finance: J~al6. r;/i. ~ ,
/
FUNDING REQillREMENTS:
Council Notes:
J a/~/9r,
.
Agenda Item No. tJ/1
.
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
BACKGROUND
At the Council meeting of October 7, 1996, the Mayor and Common Council approved the
Emergency Medical Services (EMS) Transport Feasibility Study prepared by Emergency Care
Information Center. The Council also directed the City Administrator to retain Jim Page,
Consultant, to develop a business plan and to oversee implementation of EMS transport. This
new division, staffed by six (6) full-time employees and one (1) contract employee, will be part
of the Fire Department. IE_~4_1I!ijll:a~!
As per the EMS Transport Feasibility Study, previously approved by Council:
"The Fire Department uses a "constant staffing" configuration to ensure an
adequate number of personnel are available for all on-duty crews. The proposed
transport model includes 18 new firefighter/paramedics plus a constant staffing
factor (equal to 3 personnel) to conform to existing staffing practices. The 18
new personnel would be teamed with existing firefighter/paramedics to form six
combination companies. These combination companies would include an engine
and an ambulance and have five persons rather than the usual three found in other
engine and truck companies.
A fire department-based transport program would require a dedicated
administrative staff to provide oversight and support functions. In order to group
similar activities together, an 'EMS Division' could be formed and all BLS and
ALS first responder administrative and support personnel and activities transferred
from other parts of the organization. "
Jim Page, Consultant, sees each of the administrative positions as vital to the EMS program.
STAFFING
The recommended structure for the new division is characterized by the following new
professional positions:
*Pro~ram Director lEmere:ency Medical Services) (U)
This unclassified management position would be responsible for the day-to-day
management of the Emergency Medical Services Transport Program.
*Ouality M~er
This mid-management position would monitor organizational performance and identify
opportunities and areas for improvement in the clinical and customer service
environment.
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*Continuin~ Education (C.E.) Director
This mid-management position would be responsible for administrative tasks associated
with being a continuing education provider agency. He/she would also create and
develop community education products.
*Education Coordinator/Liaison
This mid-management position would ensure that training requirements are met, organize
and monitor field training activities, and represent the division at various agency
meetings.
In addition to the above positions, technical and clerical support would be provided by
incumbents fIlling two (2) classifications which already exist:
* Administrative Analyst
This management position would be directed by the Quality Manager to perform a variety
of data collection and analysis tasks. The incumbent would be required to prepare various
reports using basic statistical calculations.
*Administrative Operations Supervisor I
This mid-management position would assist the Program Director and act as office
manager for the EMS Division.
Additionally, a Req.uest for Oualifications, will be developed to contract with a Medical
Director.
COSTING
The following is a summary of the annual cost associated with the above mentioned positions
for year one (1). Salaries are based on a review of the Feasibility Study and consultation with
Jim Page, Consultant.
Pro~ram Director (Emergency Medical Services) (D)
Range 4496, $5,268-$6,403/month
Step 1 for 6 months (5268 x 6)
+34.9% for all benefits
$31,608
11.031
$42,639
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Step 2 for 6 months (5532 x 6)
+34.9% for all benefits
$33,192
11.584
TOTAL
$44,776
$87,415
Ouality Manaeer. Continuine Education Director.
and Education Coordinator/Liaison
Range 2448, $4,147-$5,040/month
Step 1 for 12 months (4147 x 12)
+28.47% for all benefits
$49,764
14.168
$63,932 each
Administrative Analyst
Range 4380, $2,954-$3,5911month
Step 1 for 6 months (2954 x 6)
+34.9% for all benefits
$17,724
6.186
TOTAL
$23,910
$18,612
6.496
$25,108
$49,018
Step 2 for 6 months (3102 x 6)
+34.9% for all benefits
Administrative Operations Supervisor I
Range 2348, $2,518-$3,06l1month
Step 1 for 12 months (2518 x 12)
+28.47% for all benefits
TOTAL
$30,216
8.602
$38,818
Total salary and benefit costs for one year equal $367,047.
Based on the foregoing, salaries and benefits for the remainder of ilSCal year 1996-97 would
be $99,045. Funding will be provided from the EMS Enterprise Fund.
The proposed classified job descriptions will be submitted to the Civil Service Board for
approval.
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TIMELINE
Following is a timeline for the proposed hire date for each position:
Title
Be~innin~ Date
Program Director
Quality Manager
Continuing Education Director
Education Coordinator/Liaison
Administrative Analyst
Admin. Oper. Supervisor I
March 1, 1997
April 1, 1997
April 1, 1997
April 1, 1997
April 1, 1997
April 1, 1997
RECOMMENDATIONS
*
Establish one (1) Program Director (Emergency Medical Services) position, Range 4496,
$5,268-$6,403/month.
*
Establish one (1) Quality Manager, Range 2448, $4,147-$5,040/month.
*
Establish one (1) Continuing Education Director, Range 2448, $4,147-$5,040/month.
*
Establish one (1) Education Coordinator/Liaison, Range 2448, $4,147-$5,040/month.
*
Establish one (1) Administrative Analyst, Range 4380, $2,954-$3,591/month.
*
Establish one (1) Administrative Operations Supervisor I, Range 2348, $2,518-
$3,061/month.
*
Direct the Personnel Department to update Resolution 6413, Sections Eleven and
Fourteen.
Attachments:
A - Organization Chart
B - Proposed Job Descriptions
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ATTACHMENT B
JOB DESCRIPTIONS (PROPOSED)
Program Director (Emergency Medical Services)
Quality Manager
Continuing Education Director
Education Coordinator/Liaison
Administrative Analyst
Administrative Operations Supervisor I
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PROGRAM DIRECTOR (U)
(Emergency Medical Services)
JOB DESCRIPTION
Under administrative direction develops, organizes, directs and
administers the Fire Department's Emergency Medical Services
division, which includes first responder, paramedic and emergency
transportation services. Monitors the daily and weekly activities
of administrative and support staff to ensure compliance with
program performance requirements. Conducts and coordinates long-
term and short-term planning processes. Interacts with a wide
variety of constituency groups, including Inland Counties Emergency
Medical Authority, in order to maintain high quality services, and
performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Develops and implements division operating policies and procedures;
organizes, prioritizes, assigns and assesses all division
administrative duties; meets with adjacent city and county staff to
ensure ongoing enhancement of disaster planning, data acquisition
and capability, shared services agreements and compatibility
between equipment and treatment protocols; maintains liaison with
legal representatives; negotiates contracts with area health care
providers; develops and coordinates planning of community
education, information and relations activities.
Develops performance measures and tracking mechanisms to ensure
quality and efficiency of services; recommends and implements
programs and strategies which ensure ongoing program
competitiveness and viability; prepares and monitors the division
budget for adequate control of budgetary expenditures; projects
anticipated revenues and recommends rate adjustments.
Routinely adheres to and maintains a positive attitude towards City
and Department goals, and performs related work as required.
MINIMUM QUALIFICATIONS
Bachelor's or Master's degree in Business or Public Administration,
Business Management, Nursing or Health Administration or a related
field and two (2) years of responsible administrative and
supervisory experience in emergency medical services.
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up to two (2) additional years of specified experience may
substitute for up to two (2) years of the required education on the
basis of thirty (30) semester units being equivalent to one (1)
year of experience.
possession of a valid Class "C" California Driver's License is
required.
GENERAL OUALIFICATIONS
Knowledae of:
Principles and practices of office administration, budgeting,
supervision, training and public relations~
Modern office equipment and procedures~
Proper English usage, spelling, grammar, punctuation and
report writing~
Business practices as they relate to the operation of an
ambulance service.
Abilitv to:
See in the normal visual range, with or without correction~
Hear in the normal audio range, with or without correction~
Plan, organize and direct a comprehensive EMS program~
Plan and direct the work of, supervise and train EMS
supervisory and support staff personnel~
Understand and carry out oral and written instructions~
Express ideas clearly and concisely, orally and in writing~
Establish and maintain effective relationships with those
contacted in the course of work.
ORGANIZATIONAL RELATIONSHIPS
The class of
Department.
designee.
EMS Program Director is a division head in the Fire
Supervision is received from the Fire Chief or
Approved:
Date:
JD:PROGRAM DIRECTOR (U) 11/25/96 mw
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QUALITY MANAGER
JOB DESCRIPTION
Under administrative direction, assists in the development of a
comprehensive quality management program. Designs, develops and
coordinates clinical and operational studies for purposes of
enhancing program performance. Administers infection control
compliance procedures and exposure follow-up; and, performs related
work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Designs and implements clinical and operational studies, using
patient care report data and other sources. Evaluates study
results for purposes of enhancing program performance. Monitors
system performance and outcomes for trends and deviations from
acceptable limits. Initiates periodic reviews of all repetitive
emergency service and patient care processes; involves field
personnel in analyses and system design alterations.
Develops and coordinates field coaching processes for paramedic and
first-response personnel to assure consistently high quality
performance in the field. Designs, implements and coordinates
routine processes for assuring accuracy of data gathered and
analyzed. Initiates review of staff performance and assists
Medical Director in the development of individual plans for
necessary remediation; assists in developing and monitoring the
annual program budget; participates in Division strategic planning;
acts as management information systems (MIS) liaison between the
Emergency Medical Services Division and personnel providing input
on organizational performance.
Routinely adheres to and maintains a positive attitude towards City
and Department goals, and performs related work as required.
MINIMUM OUALIFICATIONS
Sixty (60) semester units or equivalent quarter units in business
administration, public administration, fire science, nursing or a
related field. Bachelor's degree preferred. Two (2) years
experience in the design and implementation of a comprehensive
quality management or similar program.
Possession of a valid Class "C" California Driver's License is
required.
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GENERAL OUALIFICATIONS
Knowledae of:
Principles of program development, supervision and public
relations;
Proper English usage, spelling, grammar, punctuation and
report writing;
Principles of research and analysis;
Modern office equipment and procedures;
Principles of budget preparation and control.
Abilitv to:
See in the normal visual range, with or without correction;
Hear in the normal audio range, with or without correction;
Plan, organize and direct a comprehensive quality management
program;
Plan and direct the work of, supervise and evaluate support
staff personnel;
Understand and carry out oral and written instructions;
Express ideas clearly and concisely, orally and in writing;
Establish and maintain effective relationships with those
contacted in the course of work.
ORGANIZATIONAL RELATIONSHIPS
The class of Quality Manager is a professional level in the
Emergency Medical Services division in the Fire Department.
supervision is received from the Program Director or designee.
Supervision may be exercised over subordinate staff of the
Emergency Medical Services Division.
APPROVED:
DATE:
C.B.B. APPROVED:
JD:QUALITY MANAGER 11/19/96 mw
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CONTINUING EDUCATION DIRECTOR
JOB DESCRIPTION
Under administrative direction designs, develops and executes the
fire department's continuing education (CE) program; selects and
produces all CE materials using a variety of media; monitors and
administers all activities related to state licensure and county
accreditation; and performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Develops all in-house firefighter/EMT-D and paramedic/firefighter
training and skills maintenance programs; monitors all quality
management data relative to clinical skills performance and
operations; confers on, and recommends paramedic training program
changes and enhancements to the City's paramedic training program;
ensures that the paramedic training program meets all requirements
for state and local accreditation.
Monitors and tracks all continuing education activities; ensures
that paramedic personnel have all required certifications and
licenses necessary to meet, and remain in compliance with, the
County's accreditation requirements.
Incorporates medical, heavy rescue, hazardous materials, and fire
suppression continuing education materials into training programs
to enhance scene coordination on multiple hazard incidents.
Adjusts personnel schedules and station assignments to maximize
training effectiveness.
Assists in the development of the emergency medical services
program's qual i ty management component; performs administrative
duties related to infection control compliance and exposure follow-
up.
Routinely adheres to and maintains a positive attitude towards City
and Department goals, and performs related work as required.
MINIMUM OUALIFICATIONS
Must have five (5) years field paramedic experience and three (3)
years experience as an instructor in a training/educational
environment. A Bachelor's degree in Education, Nursing or Health
Sciences, or certificate program in adult education is desirable.
Possession of a valid Class "C" California Driver's License is
required.
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GENERAL OUALIFICATIONS
Knowledae of:
Education theory and adult learning;
Multimedia approaches to learning;
Principles of motivation and training;
Principles of program development, supervision and public
relations;
Proper English usage, spelling, grammar, punctuation and
report writing.
Abilitv to:
See in the normal visual range, with or without correction;
Hear in the normal audio range, with or without correction;
Develop and administer a continuing medical education
program;
Understand and carry out oral and written instructions;
Express ideas clearly and concisely, orally and in writing;
Motivate and train assigned personnel;
Establish and maintain effective relationships with those
contacted in the course of work.
ORGANIZATIONAL RELATIONSHIPS
The class of continuing Education Director is a professional level
in the Emergency Medical Services division in the Fire Department.
Supervision is received from the Program Director. supervision may
be exercised over subordinate staff of the Emergency Medical
Services Division.
Approved:
Date:
C.S.B. Approved:
JD:CONTINUING EDUCATION DIRECTOR 11/19/96 mw
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EDUCATION COORDINATOR/LIAISON
JOB DESCRIPTION
Under administrative direction, identifies and assists in designing
community education programs. Develops systems or review processes
which help identify citizen populations to receive increased
awareness training in a variety of subjects. Assesses customer
satisfaction; coordinates various community subcommittee meetings;
and performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and city department staffs.
Designs and develops community education programs; develops systems
to identify populations to receive increased awareness training;
develops systems to identify populations at risk for cardiac arrest
and/or limited access to CPR training; develops training programs
in cardiopulmonary resuscitation and other subjects, including:
citizen first aid, using "911" properly, swimming pool safety,
bicycle safety, babysitter aid and drunk driving prevention.
Designs and develops fall prevention programs that can be conducted
using engine and truck company personnel during business hours and
targeted toward health maintenance organizations; designs and
executes customer satisfaction surveys and other research tools to
gather data on the emergency medical services program's ability to
meet customer needs; provides telephone follow-up on different
cases.
Prepares for, and regularly attends, committee meetings with all
agencies/customers that interact with the department's paramedic
program in order to achieve the most efficient operation of the
emergency medical services program; collects and analyzes data
regarding the service delivery needs of health maintenance
organization customers to aid in providing optimum services;
ensures that an organized process exists for developing and
implementing department policies, procedures and position
statements.
Routinely adheres to and maintains a positive attitude towards City
and Department goals, and performs related work as required.
MINIMUM OUALIFICATIONS
Sixty (60) semester units or equivalent quarter units in business
administration, public administration, fire science, nursing, or a
related field and two (2) years experience performing a variety of
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public education and relations activities, including public
speaking and presentations.
Possession of a valid Class "C" California Driver's License is
required.
GENERAL OUALIFICATIONS
Knowledae of:
Public education and relations activities including public
speaking and presentations;
Multimedia presentation and marketing principles;
Principles of motivation and training;
Principles of program development, supervision and public
relations;
Proper English usage, spelling, grammar, punctuation and
report writing;
Basic research principles and concepts.
Abilitv to:
See in the normal visual
Hear in the normal audio
Develop and administer
surveys;
Understand and carry out oral and written instructions;
Express ideas clearly and concisely, orally and in writing;
Establish and maintain effective relationships with those
contacted in the course of work.
range, with or without correction;
range, with or without correction;
community education programs and
ORGANIZATIONAL RELATIONSHIPS
The class of Education Coordinator/Liaison is a professional level
in the Emergency Medical Services Division in the Fire Department.
Supervision is received from the Program Director. Supervision may
be exercised over subordinate staff of the Emergency Medical
Services Division.
Approved:
Date:
C.S.B. Approved:
JD:EDUCATION COORDINATOR/LIAISON 11/19/96 mw
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ADMINISTRATIVE ANALYST
JOB DESCRIPTION:
~~~~~i~1!ft!! ~;~:~;~~n~n~e~;~~~ :rr:r~;t~no~ ~~:i~~~c~~
municipal issues. Collects, analyzes and presents information,
statistical data and financial information concerning City and
departmental operations, policies, procedures and programs; and,
performs other related duties as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Conducts special studies and prepares reports including recommend-
ations for corrective action and methods for implementation.
Conducts feasibility and cost benefit analysis and audits;
researches, analyzes, and provides recommendations based upon
findings. Writes and reviews staff reports.
Conducts surveys and performs administrative research and
statistical or. financial analysis,.. Gatl1ers and analyzes data;
~!!!'!f!!~~~~'~'i.'~~""j'~~Pt~I!!!~~~~~~dU~neds'. m~~::
computers to create spreadsheets, generate charts, create reports
and perform data analysis.
Represents the City in community and professional meetings.
Coordinates departmental activities with other City departments and
divisions or other agencies.
Makes presentations before city committees, commissions and
Council.
Incumbents assigned to the city Administrator's Office and Finance
perform analysis and financial costing for labor negotiations and
employee salary and benefits issues.
Page 1 of 3
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...w~
Incumbents will identify sources of potential grant funding. They
may assist or prepare grants for final approval: as well as oversee
the expenditure of approved grant program funds and prepare
required progress reports or other reports needed for documentation
of the grants.
Routinely adheres to and maintains a positive attitude towards City
and Department goals.
MINIMUM OUALIFICATIONS
Bachelor's degree in public administration, business admin-
istration, political science, finance or related field and one (1)
~:;:~
preferred. Two years of related experience may be substituted for
one year of education up to one year.
GENERAL OUALIFICATIONS
Knowledae of:
Principles of data gathering and presentation techniques:
Procedures relating to the preparation and submission of
proposals, grants, and contracts:
Standard recordkeeping methods:
Marketing strategies:
Principles of program budget development and administration:
Data gathering and presentation techniques:
Computer terminal and word processing operations and database
computer software.
Abilitv to:
See in the normal visual range with or without correction:
Hear in the normal audio range with or without correction:
Prepare and present written and oral reports and grants with
recommendations:
Collect, compile, and analyze data relating to major municipal
issues:
Establish effective working relations with City officials, and
other governmental and private sector officials contacted
in the course of work:
Communicate effectively, orally and in writing.
Page 2 of 3
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r
ORGANIZATIONAL RELATIONSHIPS
The Administrative Analyst is
in the City Administrator's
Supervision is received from
Head(s), Division Head(s), or
APPROVED:
a professional level staff position
office or other city departments.
the City Administrator, Department
his/her designee.
DATE:
Director of Personnel
JD:10510 ADMINISTRATIVE ANALYST
C.S.B. APPROVED DATE:
11/19/96 mw
Page 3 of 3
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ADMINISTRATIVE OPERATIONS SUPERVISOR I
JOB DESCRIPTION
Under general supervision, supervises the work of clerical,
accounting and stenographic employees engaged in preparing,
processing, maintaining and retrieving data, records and reports;
and, performs related work as required.
REPRESENTATIVE DUTIES
11111f1_1".I'I'lliI!Mii.~j;liB~gllliIimili!I~lliil
Supervises clerical, accounting and stenographic employees in the
performance of clerical procedures; prepares work schedules and
establishes production standards; analyzes and resolves problems
arising from work in progress.
Adjusts work assignments, procedures and priorities to expedite
work flow; coordinates activities with other departments;
investigates and takes appropriate action on complaints regarding
~~~r:;~f~:tr~~ ~;r;~;;~~n:~~,~iliii~~!!iill~i~iitliiIIBtl~i~liimiiii
Compiles and prepares statistical reports; participates in cost
accounting and budgetary functions; records, posts and files
documents and other materials; types change orders; writes IRa
~~"!!!!I!nc:~rchase requisitions; duplicates and colla~~~
Sells plans and specifications to the public; maintains files;
audits cost of contractors; checks accuracy of accounts payable and
receivable; arranges meetings; prepares agendas; accepts and
records requests for use of facilities; operates typewriter,
calculator, bookkeeping machine, computer terminal and other office
machines.
11I1111I11111~11:llIltlllll'llr~i'"'llilrlrlll1'ltlll~~~~
MINIMUM OUALIFICATIONS
Graduation from high school or G.E.D. equivalent and 2 years of
advanced-level clerical office experience to include 1 year of
clerical supervision. Typing speed of 45 wpm is required.
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........;~.1t~~1Ji.~!llit~II.1l11~.~_~;lttl_.
GENERAL OUALIFICATIONS
Knowledqe of:
Modern office methods and procedures;
Preparation of business correspondence and reports, filing and
standard office equipment operation;
Correct English usage, spelling, grammar and punctuation;
Advanced record keeping methods;
Laws, City ordinances, procedures and
governing the department or
responsibility;
Advanced word processing methods;
Computer terminal operating methods;
Standard clerical techniques involving classifying, indexing,
processing, retrieving and controlling a large volume of
records;
Principles of supervision and training;
Business mathematics;
Budget preparation and administration.
other regulations
area of assigned
Abilitv to:
-,.
administrative office work with minimal direction;
Set up and maintain records and complex files independently;
Read, understand and apply difficult materials;
Understand, interpret and explain a wide variety of laws,
ordinances, rules and regulations to others;
Analyzes situations and develop effective courses of action;
Devise and adapt work procedures to meet changing
organizational or specialized needs;
Proofread and detect errors in typing, spelling and
punctuation;
Plan and schedule work assignments, set priorities for, train,
evaluate, select and recommend discipline of a moderate
to large group of general and specialized clerical
employees;
Plan, organize and complete special assignments, developing
procedures, collecting information, developing formats
and preparing finished reports;
Use good judgement in recognizing scope of authority;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those
contacted in the course of work.
Page 2 of 3
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"'""""
ORGANIZATIONAL RELATIONSHIPS
The class of Administrative Operations Supervisor I is a working-
supervisory level office management class. Supervision is received
from a department 9il1<<~'I'1kl>>' manager. Supervision is exercised
over the clerical s~affn'of~the assigned department 911!i~111~1fD'
APPROVED:
DATE:
Director of Personnel
C.S.B. APPROVED DATE:
JD:20451 Administrative Operations Supervisor I 11/19/96 mw
Page 3 of 3
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