HomeMy WebLinkAbout05.M- Human Resources RESOLUTION (ID # 4604) DOC ID: 4604 B
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Personnel
From: Helen Tran M/CC Meeting Date: 09/06/2016
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 One (1) Chief Deputy City Clerk (U) and Approving the Job Description;
Adding One (1) Chief Deputy City Clerk (U) to the City's Clerk's Table of Organization;
and Deleting One (1) Deputy City Clerk (U) from the City's Clerk's Table of
Organization. (#4604)
Current Business Registration Certificate: Not Applicable
Financial Impact:
The cost differential to fund the Chief Deputy City Clerk (U) position for the remainder of
FY 2016-17 is approximately $25,000.00 and will be absorbed within the City Clerk's
overall operating budget. With the recruitment and interview process, it is anticipated
the position would be filled on or around October 2016.
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None.
Background:
A complete review of the City Clerk's current organizational structure, as well as a
thorough assessment of current and proposed staffing levels, work responsibilities, and
job duties by position indicated that restructure is necessary. The Department is
proposing a plan for improving operations. The retirement of one (1) Deputy City Clerk
in the office has created a need to hire a candidate with experience in records
management, elections, agenda management systems and paperless e-filing systems
for Fair Political Practices Commission (FPPC) documents. The City Clerk recommends
creating a Chief Deputy City Clerk because there is an expectation of greater
knowledge, greater experience and a level of education than what is required for the
current Deputy City Clerk. It also creates a path for promotion for those in the office who
may be interested in gaining the experience and knowledge to move into the higher
position in the future.
The Chief Deputy City Clerk supervises and oversees the operations of the City Clerk's
office in the absence of the City Clerk and manages the day-to-day activities and
support staff, performs a variety of the most difficult and technically complex work within
the area of assignment, without detailed supervision; and represents the City Clerk in
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Updated: 8/30/2016 by Georgeann "Gigi" Hanna B Packet Pg. 305
5.M
4604
his/her absence.
FROM TO
Deputy City Clerk (U) Chief Deputy City Clerk (U)
Range 3478 Range 4541
Bottom Top Bottom Top
Annual Salary $57,792.00 $70,248.00 $79,128.00 $96,180.00
Benefits $28,028.85 $31,227.93 $33,503.45 $37,878.83
Total $85,820.85 $101,472.93 $112,631.45 $134,058.83
Salary/Benefits
If approved, the cost differential to fund the Chief Deputy City Clerk (U) position for the
remainder of FY 2016-17 is approximately $25,000.00 and will be absorbed within the
City Clerk's overall operating budget. With the recruitment and interview process, it is
anticipated the position would be filled on or around October 2016.
RECOMMENDATION
1. Establish the position of Chief Deputy City Clerk (U) position, Range 4541,
$6,594.00 - $8,015.00/month and approve the job description.
2. Add one (1) position of Chief Deputy City Clerk (U), Range 4541, $6,594.00 -
$8,015.00/month to the City Clerk's table of organization.
3. Delete one (1) Deputy City Clerk (U), Range 3478, $4,816.00 - $5,854/month, to
the City Clerk's table of organization.
4. Authorize the Interim Director of Human Resources to update Resolution Nos.
97-244 and 2011-218 to reflect these changes.
5. Authorize the Director of Finance to amend the FY 2016-17 budget to reflect
these changes.
City Attorney Review:
Supporting Documents:
RESOLUTION NO (DOCX)
Exhibit A (DOC)
Salary Survey (XLSX)
Updated: 8/30/2016 by Georgeann "Gigi" Hanna B Packet Pg.306
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5.M.a
RESOLUTION NO.
1
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO ESTABLISHING ONE (1) CHIEF DEPUTY CITY CLERK (U) AND
3 APPROVING THE JOB DESCRIPTION; ADDING ONE (1) CHIEF DEPUTY CITY
CLERK (U) TO THE CITY'S CLERK'S TABLE OF ORGANIZATION; AND
4 DELETING ONE (1) DEPUTY CITY CLERK (U) FROM THE CITY'S CLERK'S
TABLE OF ORGANIZATION.
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
6 OF SAN BERNARDINO AS FOLLOWS:
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8 SECTION 1. The position of Chief Deputy City Clerk (U), Range 4541, $6,594.00
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9 - $8,015.00/month, is hereby established and the job description for said position, o
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10 attached hereto as Exhibit "A", is approved; and
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11 SECTION 2. The addition of one (1) Chief Deputy City Clerk (U), Range 4541, o
12 $6,594.00 - $8,015.00/month to the City Clerk's table of organization; and
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SECTION 3. The deletion of one (1) Deputy City Clerk (U), Range 3478, y
14 -
15 $4,816.00 - $5,854/month to the City Clerk's table of organization; and y
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16 SECTION 4. Authorize the Interim Director of Human Resources to update o
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17 Resolution Nos 97-244 and 2011-218 to reflect these changes; and o
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18 SECTION 5. The Director of Finance is hereby authorized to amend the FY o
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2016/17 budgets to reflect these actions. o
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5.M.a
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
2 BERNARDINO ESTABLISHING ONE (1) CHIEF DEPUTY CITY CLERK (U) AND
APPROVING THE JOB DESCRIPTION; ADDING ONE (1) CHIEF DEPUTY CITY
3 CLERK (U) TO THE CITY'S CLERK'S TABLE OF ORGANIZATION; AND
DELETING ONE (1) DEPUTY CITY CLERK (U) FROM THE CITY'S CLERK'S
4 TABLE OF ORGANIZATION.
5 1 HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor
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and Common Council of the City of San Bernardino at a
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meeting thereof, held on the day of 2016, by the following vote,
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9 to wit: o
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10 Council Members: AYES NAYS ABSTAIN ABSENT
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11 MARQUEZ
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12 0
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BARRIOS
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14 VALDIVIA N
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15 SHORETT N
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16 NICKEL o
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17 RICHARD 0
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18 0
MULVIHILL 0
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21 Georgeann Hanna, City Clerk
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22 The foregoing resolution is hereby approved this day of
23 2016. a
24
R. CAREY DAVIS, Mayor
25 City of San Bernardino
26 Approved as to form:
Gary D. Saenz, City Attorney
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28 By:
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A* EXHIBIT A
Class Code:
M/CC Date Adopted:
City of San Bernardino Signature:
Director, Human Resources
Bargaining Unit: Management/Confidential
Class Specification
CHIEF DEPUTY CITY CLERK (U)
JOB SUMMARY
Under general direction, assists the City Clerk in managing and carrying out the programs and
activities of the City Clerk's Office; drafts and finalizes City Council agenda, minutes and follow
ups; manages and directs work of other administrative employees; and performs related duties v
as assigned.
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DISTINGUISHING CHARACTERISTICS o
Chief Deputy City Clerk is responsible for assisting the City Clerk in managing and carrying out d
responsibilities and functions of that office, including the preparation of agenda and minutes,
maintenance of official City records and preparation for and conduct of City elections. The —
incumbent has full management responsibility for assigned divisions and support staff and is o
responsible for a broad scope of work requiring a high degree of independent judgment and P
discretion, difficult problem solving, and broad knowledge and experience in the field. a
Chief Deputy City Clerk is distinguished from Deputy City Clerk in that an incumbent in the
former class is responsible for day-to-day management of the work of other administrative v
employees in the City Clerk's Office and performs more complex and sensitive duties requiring a
broader knowledge of City operations. The Chief Deputy City Clerk acts for the City Clerk in that
individual's absence. w
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ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may Q
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.
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1. Plans, organizes, controls, manages and evaluates the work of staff; with subordinate
staff, participates in establishing operational plans and initiatives to meet department E
goals and objectives; implements departmental plans, work programs, processes,
procedures and policies required to achieve overall department performance results; 2
coordinates and integrates department functions and responsibilities to achieve optimal Q
efficiency and effectiveness; participates in developing, monitoring and overseeing
performance against the annual departmental budget.
2. Monitors performance and provides coaching for performance improvement and
development; provides or recommends rewards to recognize performance;
3. Provides leadership and works with staff in the Administrative and Records divisions to
develop and maintain a high performance, customer service-oriented work environment
that supports achieving the City's mission, strategic goals and core values.
Chief Deputy City Clerk(U) Page 1
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EXHIBIT A
4. Compiles, drafts, reviews, proofreads and finalizes City Council meeting agendas;
reviews staff reports and document for all agenda packets and assigns item numbers;
attends pre-agenda meetings and agenda briefings; oversees assembly and distribution
of electronic agenda packets to City Council members, the Mayor, the City Manager,
City departments and interested members of the public; coordinates for official
publication and posting of notices regarding City Council meetings and agendas; verifies
City Council actions and proofreads meeting summaries, minutes and transcripts;
prepares and distributes follow ups on Council actions and directions to staff; distributes
and files documents following Council action; oversees the assignment of resolution and
ordinance numbers and ensures resolutions/ordinances are processed within specified
times; supervises follow up on contracts and agreements; ensures the timely recordation Y
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of deeds, easements and other documents with the County Recorder; coordinates
execution of all legal documents approved by the City Council; coordinates City Clerk's w
office activities with other City departments and outside agencies. U
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5. Oversees the day-to-day activities of the Records Management division; supervises and
approves changes to the Records Retention Schedule; approves the destruction of o
reports in accordance with City policy and the Records Retention Schedule; coordinates a
the filing of permanent historical documents related to Council actions; coordinates and L)
responds to inquiries and provides information and access to City records to City staff o
and the public; conducts research on the more complex inquiries, especially those of an o
extremely confidential and sensitive nature; retrieves and makes copies.
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6. Oversees daily functions and staff activities of the Passport Acceptance Facility,
ensuring the issuance of passports is carried out in accordance with all legal r
requirements. N
7. Assists the City Clerk in conducting City elections, including elections regarding a variety 0
of ballot measures, to ensure compliance with legal requirements; provides information '"
and forms to candidates on election and candidacy requirements and procedures, o
campaign financing disclosure requirements and processes candidate paperwork; in the
City Clerk's absence, issues nomination papers and explains the election process. a
8. Stays abreast of changes in elections code and other changes in state and federal law L
impacting operations of the City Clerk's Office. w
9. Oversees and coordinates submission of SB 90 claims as they apply to the Open
Meetings Act.
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10. Attends City Council, Commission and other meetings requiring the City Clerk's a
attendance and acts for the City Clerk in that individual's absence.
GENERAL QUALIFICATIONS
Knowledge of:
1. Policies, procedures and requirements governing the actions of an elected City Council
and the general functions of a municipal government.
2. Organization, functions, procedures and rules of the Council and Council Committees.
3. City Charter and Municipal Code provisions related to the operations of the City Clerk's
function and matters which come before the Council and its Committees.
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EXHIBIT A
4. The Brown Act and rules and procedures governing the notice and conduct of public
hearings.
5. The California Public Records Act and other applicable federal, state and local law
governing the maintenance and retention of public records.
6. The California State Election Code, election procedures and Fair Political Practices
Commission rules and requirements.
7. Uses and operations of standard business and specialized software used in the agenda
process and document imaging.
8. Standard office administrative practices and procedures.
9. Principles and practices of standard business communication.
10. Principles and practices of effective customer service. Y
11. Principles and practices of effective management and supervision.
12. City human resources policies and procedures, Civil Service Commission Rules and Y
labor contract provisions. U
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Ability to: a
1. Organize work, set priorities and follow up on work assignments of assigned divisions o
and staff in the City Clerk's Office. d
2. Proofread materials for conformance with City policies and procedures and for correct 0
English usage with a high degree of accuracy. o
3. Analyze and interpret administrative policies and procedures, regulations, legal o
documents and contracts.
4. Assist in the development and implementation of policies, procedures, work standards a
and internal controls.
5. Operate a personal computer and standard office equipment.
6. Exercise sound independent judgment within established guidelines. N
7. Meet critical deadlines while maintaining sufficient flexibility to meet other office needs. 5
8. Provide leadership and ensure the highest levels of customer service are provided to
both internal and external customers. w
9. Prepare clear, concise and complete meeting documentation, reports and other written c
correspondence and reports. 7
10. Exercise tact and diplomacy in interpersonal dealings which are difficult, highly sensitive a
and confidential.
11. Establish and maintain effective working relationships with the City Manager, Mayor, s
Council members, department heads and staff, media representatives, the public and w
others encountered in the course of work.
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MINIMUM QUALIFICATIONS
Education, Training and Experience:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation a
from a four-year college or university; five years of highly responsible administrative
experience involving the development and maintenance of detailed and complex records
and legal documents, the meeting of critical deadlines and the interpretation of laws,
regulations and other legal requirements, at least three of which were in a City Clerk's
Office; and/or an equivalent combination of training and experience.
Accreditation shall be by a national or regional accreditation body that is recognized by the
secretary of the United States Department of Education.
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EXHIBIT A
Licenses; Certificates; Special Requirements:
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy.
Current certification as a Certified Municipal Clerk by the International Institute of Municipal
Clerks or the equivalent.
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 Y
functions.
While performing the duties of this job, the employee is regularly required to sit; talk or hear,
both in person and by telephone; use hands to finger, handle and feel computers and standard r
business equipment; and reach with hands and arms. The employee is frequently required to d
stand and walk. o
Specific vision abilities required by this job include close vision and the ability to adjust focus. v
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WORK ENVIRONMENT o
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations n0
may be made to enable individuals with disabilities to perform the essential functions.
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The employee works under typical office conditions, and the noise level varies. n
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