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HomeMy WebLinkAbout05.L- Human Resources 5.L DOC I D: 4119 A CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION Personnel From: Helen Tran M/CC Meeting Date: 11/02/2015 Prepared by: Pamela Velez, (909) 384- 5161 Dept: Human Resources Ward(s): All Subject: Resolution of the Mayor and Common Council of the City of San Bernardino Establishing the Position of Senior Office Assistant (U) and Approving the Job Description; and the Addition of One (1) Senior Office Assistant (U) Position for the City Clerk's Office. (#4119) Current Business Registration Certificate: Not Applicable Financial Impact: There is sufficient funding within the City Clerk's operating budget for Fiscal Year 2015- 16 to fund the salary and benefits for this new position. $58,022.52 will be transferred to the appropriate line items for salary and related benefits. Motion: Adopt the Resolution. Synopsis of Previous Council Action: None Background: The City Clerk's office is requesting the establishment of a Senior Office Assistant (U) position. Under general direction the Senior Office Assistant (U) will perform a wide variety of moderately responsible and specialized clerical technical office support activities to include: • Assists the public in person or by phone • Maintenance of department files and assists with records management. • Compiles and assembles information from department files, records and regulations in response to inquiries for general or technical information • Maintains and processes a variety of records and transactions; determines acceptability of information and selects proper guidelines, procedures and alternatives • Receives and verifies bills, invoices, vouchers, purchase orders, claims and related materials and amounts • Assists with the proper interpretation and use of regulations, policies, procedures, job techniques, and work practices to other employees Updated: 10/29/2015 by Jolena E. Grider A Packet Pg. 338 5.L 4119 It is essential to establish the Senior Office Assistant (U) classification in the City Clerk's Office to satisfy the requirement for codifying the City's Municipal Code. This is a major consideration requiring a higher and more complex technical skill. Retaining this skill in the City's Clerks Office will eliminate the need to utilize outside services and potentially reduce codifying cost nearly $40,000 annually. In accordance with the City Charter, positions for employees working for an elected official must be "unclassified". The current job description for Senior Office Assistant is for a classified position, thereby requiring the establishment of a new unclassified job description. This position will be part of the Management/Confidential bargaining unit. Senior Office Assistant (U) $3,092 x 12 $ 37,104.00 (Top Step) Benefits $ 20,918.52 Total $ 58,022.52 Staff Recommendations: 1. Establish the position of"Senior Office Assistant (U)", Range 3350, $2,543- $3,092 per month and the job description for said position, attached hereto as Exhibit "A", is approved. 2. Add one (1) Senior Office Assistant (U) for the City Clerk's Office. 3. Change the Table of Organization for City Clerk's office to reflect the added position. Supporting Documents: RESOLUTION NO (DOCX) Senior Office Assistant (U) Job Description (DOCX) Department Org Chart (PDF) Updated: 10/29/2015 by Jolena E. Grider A Packet Pg. 339 5.L.a RESOLUTION NO. 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 2 BERNARDINO ESTABLISHING THE POSITION OF SENIOR OFFICE ASSISTANT (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 Y 5 COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: y .N 6 a SECTION 1: The position of "Senior Office Assistant (U)", Range 3350, $2,543 O L g $3,092 per month, is hereby established and the job description for said position, .2 U) 9 attached hereto as Exhibit "A", is approved; and o C 0 10 SECTION 2: Add one (1) "Senior Office Assistant (U)" position for the City N O 0. 11 Clerk's Office; and 12 SECTION 3: The Director of Human Resources is authorized to update N 13 Resolution Nos. 97-244 and 2011-218 to reflect these actions; and w o� 14 t- SECTION 4: The Director of Finance, or designee, is authorized to amend the 1s FY 2015/16 budget to reflect these actions. _ 16 2 .y d 17 w 0 18 Z Z O 19 H J 20 U) w o! 21 a� 22 U f0 r Y 23 24 25 1 Packet Pg. 340 5.L.a 1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN 2 BERNARDINO ESTABLISHING THE POSITION OF SENIOR OFFICE ASSISTANT (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 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the c 5 Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on N N 6 the day of , 2015, by the following vote, to wit: d U_ 7 ` 0 L O COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT 9 0 MARQUEZ o 10 BARRIOS N O a. 11 VALDIVIA � :5 12 SHORETT N NICKEL 13 v JOHNSON w 14 MULVIHILL 1s T 16 Georgeann Hanna, City Clerk A CD 17 0� 0 18 The foregoing Resolution is hereby approved this _ of z 2015. 0 19 H J 0 20 W R. Carey Davis, Mayor W 21 City of San Bernardino Approved as to form: E 22 U f0 23 GARY D. SAENZ, a City Attorney 24 25 By: 2 Packet Pg.'341 5.L.b A EXHIBIT A Class Code: M/CC Date Adopted: City of San Bernardino Signature: Director, Human Resources Bargaining Unit: Management/Confidential c CLASS SPECIFICATION y Senior Office Assistant (U) a JOB SUMMARY O L Under general supervision, performs a wide variety of moderately complex clerical, office support, accounting recordkeeping and/or records management duties in a City department; in and performs related duties as assigned. o 0 DISTINGUISHING CHARACTERISTICS Senior Office Assistants are responsible for independently performing office clerical and o°. administrative support functions ranging in difficulty from simple to moderately complex c requiring general knowledge of City and department policies and procedures. Assigned work N requires the use of judgment in selecting appropriate procedures and solving routine to non- routine problems based on knowledge gained through experience. N w Senior Office Assistant is distinguished from Administrative Assistant in that incumbents in the rn 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. 2 .2- ESSENTIAL ESSENTIAL DUTIES AND RESPONSIBILITIES N a� The duties listed below are intended only as illustrations of the various types of work that may ° .0 be performed. The omission of specific statements of duties does not exclude them from the 0 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 v those specialized to department operations; performs data entry and accesses, processes, N retrieves, researches issues regarding, reviews, updates and maintains assigned computer Q and database records; generates notices, forms, reports, lists, schedules and other documents; develops and maintains standard spreadsheets for a variety of purposes. O L 2. Types, formats, revises, prints, maintains and distributes correspondence, memoranda, •_ calendars, forms, reports, charts, lists, schedules and other documents; types from rough cn notes, drafts, and brief oral instructions; composes routine memoranda and c correspondence; collects, verifies accuracy and compiles data from a variety of individuals E and/or departments; assembles packets of materials; opens, screens, sorts, processes and/or distributes incoming mail, documents, reports, applications and other materials; Q sends and receives faxes; prepares regular and bulk mailings; copies various documents and materials, including large duplication orders. Senior Office Assistant(U) Page 1 il,Packef�'Pg.3�2 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, Y residents and the general public; performs routine scheduling duties for the department; Y 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 Q organization and coordination of and participate in department orientations and workshops for City residents. 0 L 4. Prepares, updates, organizes and maintains a variety of department records and files; 0 prepares manual and computer logs of various documents and requests; locates, retrieves, cn duplicates and distributes copies of reports, forms, records and documents as requested. o c 0 5. May perform accounting and financial recordkeeping duties, including one or more of the following: performs routine calculations, computations and reconciliations in the preparation 0 a. and processing of reports, statements, invoices and records; reviews, researches, processes and performs data entry related to vendor invoices and subsequent requests for s payment; prepares billing for, collects, processes payments of and/or track fees and/or fines; (n prepares and issues receipts; posts payments; prepares deposits; processes refund o Y 0 requests. w 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 0 announcements; compiles and forwards a variety of employment documents to Human a •L Resources; responds to department staff's routine human resources/payroll inquiries or refers more complex inquiries to City Human Resources staff. 0 0 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, j Y may contact vendors for equipment service; may perform preventive maintenance and w provides troubleshooting assistance on standard office equipment to department staff; may A process department supplies, equipment and materials requisitions; may order department's a office supplies and oversees inventory maintenance. 8. Provides backup for other department office clerical staff as needed. 0 L d cn QUALIFICATIONS :. d Knowledge of: t 1. Office administration practices and procedures. Q 2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation. Senior Office Assistant(U) Page 2 1?acke#Pg 3 43 5.L.b EXHIBIT 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. A 6. Filing and record keeping practices and procedures. U Ability to: p L 1. Operate a computer using word processing, spreadsheet and other standard business 0 software. cn 4- 0 2. Operate other standard office equipment. o 3. Type accurately at a speed necessary to meet position requirements. o a 4. Organize, set priorities and exercise sound judgment within areas of responsibility. r 5. Interpret, apply and reach sound decisions in accordance with City and department N policies and procedures. 2 W w 6. Organize and maintain office and specialized files. M 7. Compose routine correspondence from brief instructions. 8. Communicate clearly and effectively, orally and in writing, in English and a designated o .2 second language as necessary. Q U 9. Understand and follow written and oral instructions. o 10. Prepare clear, concise and accurate memoranda, documents, records and other written 0) materials. w 11. Use tact, discretion and courtesy in dealing with sensitive situations and upset or dissatisfied individuals. N .N 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. O Education, Training and Experience: o 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 c administrative or secretarial experience; or an equivalent combination of training and a) experience. Licenses; Certificates; Special Requirements: Q 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. Senior Office Assistant(U) Page 3 PacketPg. 344 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. c �o r While performing the duties of this job, employees are regularly required to sit; talk or hear, in N person or by telephone; use hands repetitively to finger, handle, feel or operate computers and Q other standard office equipment; and reach with hands and arms; Employees are frequently required to walk and stand; and lift up to 10 pounds. 0 L O Specific vision abilities required by this job include close vision and the ability to adjust focus. d O WORK ENVIRONMENT o w The work environment characteristics described here are representative of those an employee o encounters while performing the essential functions of this class. Reasonable accommodations °- d may be made to enable individuals with disabilities to perform the essential functions. Y N 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 N and the noise level is moderate. a� v TESTING STANDARDS o None. L V N d O O C co N_ N N a 0 L O d Cn d E V Y Q Senior Office Assistant(U) Page 4 �Packetyg :345 ; ((n)lu m%iss¥ao g0JO|uDS 10 u011lsOd ©mLjm|qjs368V) pet4o 6j0 maw 2d Q :u wqoen¥ $ IL _ \ \ Dt e » Z5 # = kƒ \ ) J | \ ( Gi / cc C: ƒ < / . ) --- � \ B : < � j | \ j \ � \ , , z » .E v < cu y l 2 { m@ ® °® C: j 2 | � g � ! 2 • m E ? § ! J P ? O :�\ \ o f 4 � � � / / e 2 0 2 83 = / ® » \ ! > 7 � \ � � � � \ a / � � LL < | A $ � I