HomeMy WebLinkAboutAgenda Report - June 5, 1991d or
CITY OF LODI COUNCIL COMMUNICATION
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AGENDA TITLE: Approve Amended Class Specifications in Clerical Series.
MEETING DA`tE: Juna 5, 1991
PP.P,PAP,FD BY: Joanne Narloch, Personnel Director
RECOMMF-NDFD ACTION: The City Council approve the attached class
specifications (Exhibits A & B) for Administrative Clerk
1/11, aid Administrative Clerk III.
BACKGROUND: Late last year the Council authorized a classification
study for clerical positions. The major portion of that
study was implemented in March 1991. The final report
recommends revisions to the current specifications to
provide more accurate and current descriptions of the classifications` duties and
requirements.
FUNDING: None required.
Joanne M. Narloch
Personnel Director
im/la
CC04/TXTA.04P
APPROVED:
THOMAS A. PETERSON
City Manager
CC -t
A RESOLUTION OF THE LODI CITY COUNCIL
APPROVING THE AMENDED CLASS SPECIFICATIONS
FOR ADMINISTRATIVE CLERK 1/11, AND ADMINISTRATIVE CLERK III.
RESOLVED, that the Lodi City Council does hereby approve the
amended class specifications for Administrative Clerk 1/11, and
Administrative Clerk 111, as shown on Exhibits A and B attached hereto.
Dated: June 5, 1991
I hereby certify that Resolution No. 91-95 was passed and
adopted by the Lodi City Council in a regular meeting held June 5,
1991 by the following vote:
Ayes: Council Members - Pennino, Pinkerton, Sieglock and
Snider
Noes: Council Members - None
Absent: Council Members - Hinchman (Mayor)
Jtnfer PeDy City`Clerk
for Alice M. Reimche
City Clerk
91-95
RES9195/TXTA.02J
CITY OF LODI
.:unc 5, i'a91
ADMINISTRATIVE CLERK 1/11 -
DEFINITION: - - ---- -
To provide a variety of rcutine to moderately difficult office support *0
various City departments and offices, which may include public contact,
providing information, recordkeeping, specialized processing related to the
department to which assigned, typing, word processing, and establishing and
maintaining file systems; and to perform related work as required.
DISTINGUISHING CHARACTERISTICS:
Administrative Clerk I is tht entry level of the City's office series.
Incumbents learn and perform a variety of office support and general
clerical duties requiring the acquisition of knowledge of departmental and
City procedures. This class is flexibly staffed with Administrative Clerk
II, and incumbents normally advance to the higher level after gaining
experience and achieving proficiency which meet the requirements for
Administrative Clerk 11.
Administrative Clerk II is the fully qualified, journey level class of this
series, competent to perform a variety of office support and clerical
duties. Positions are characterized by the presence of guidelines from
which to make decisions, and the availability of supervision to resolve
non -routine problems encountered.
SUPERVISION RECEIVED AND EXERCISED:
Administrative Clerks I initially receive close supervision. As experience
is gained, there is greater independence of action within estabiished
guidelines. Administrative Clerks II work under general supervision from
higher level clerical Staff, or professional or managerial personnel.
Administrative Clerk 11 may direct the work of part-time or temporary
clerical staff, but is not considered a lead level of classification.
EXAMPLES OF DUTIES:
Duties may include, but are not limited to, the following:
Performs a variety of support duties related to the work unit to assist
staff in various office and public activities.
Serves as receptionist; receives and screens callers and visitors; provides
information regarding City or unit practices and procedures to a
variety of parties and the general public.
Gathers information from individuals or reference sources to complete and
process various forms, records and applications; and contacts
individuals to obtain additional information.
Enters and retrieves dsta from on-line or stand-alone computer systems,
following established formats; operates computer systems to generate
reports and perform other automated processes; performs various file
maintenance activities related to computer systems.
Maintains records and processes forms, such as time records, purchase
requisitions and orders, and others specific to the organizational unit,
posts and transcribes data, prepares and updates a variety of reports, which
may require the use of routine arithmetic calculations.
Establishes and maintains office files, and researches and compiles
information from such files.
Types correspondence, reports, forms and specialized documents, related tc
the functions of the organizational unit to which assigned from drafts,
notes, dictated tapes, or brief instructions, using a typewriter or
word processor.
CITY OF LODI
ADMINISTRATIVE CLERY-"-/II
ZXAMPLES OF DUTIES (continued) :
Paye 2 of 3
Proofreads and checks typed and other materials for accuracy, completeness.
compliance with departmental policies, and correct English usage
including grammar, punctuation, and spelling.
Copies, assembles and distributes reports and other written materials.
Collects fees, issues receipts, adds sums of figures, and performs related
basic computations.
Performs such office support activities as opening and distributing mail,
processing outgoing mail, and ordering office supplies.
MTNIHU'1t QUALIFICATIONS
Knowledge of:
Level I:
Basic office practices and procedures, including filing and the operation of
standard office equipment.
Correct English usage, including spelling, grammar, and punctuation,
Basic business arithmetic.
Level II (In addition to the requirements of the I):
Business letter writing and the standard format for typed materials.
Policies, procedures, processes and Forms related to the department to which
assigned.
Basic business data processing principles and the use of word processing
equipment.
Ability to:
Level I:
Develop and maintain effective working relationships -with those contacted in
the course of the work.
Understand and carry out oral and written instructions.
Maintain accurate records and files.
Make accurate arithmetic calculations.
Perform detailed clerical work accurately.
Type accurately at a net rate of 45 words per minute from printed copy.
Maintaining attention to detail despite interruptions.
Communicating tactfully and effectively with the public.
Learn specialized processing, procedures and office support tasks related to
the department to which. assigned.
Level II (In addition to the requirements of the I):
Organize and maintain office files.
Compose routine correspondence from brief instructions.
Use initiative and sound independent judgement within established guidelines.
operate standard office equipment including a word processor and centralized
telephone equipment.
prioritize work and coordinate several activities simultaneously.
EDUCATION AND EXPERIENCE:
Any combinstion equivalent to education and experience that would likely
provide the required knowledge and abilities would be qualifying. A typical
combination is:
('evel I:
Educa-ion:
Equivalent to completion of high school including completion of specialized
clerical coursework.
CITY OF LODI ?aye -! or 3
.ADMINISTRATIVE CLERI--/ I I
Level II (In addition to the above):
Two years of responsible journey level clerical experience at a level
equivalent to the City's Administrative Clerk I.
LICENSES AND CERTIFICATES
Specified positions must possess a valid Driver's License (class C) issued
from the California Department of Motor Vehicles.
JOBSPE73/TXTA.04P/REC.DIR
L41
CITY OF LODI
ADMINISTRATIVE CLERK III
DEFINITION:
e� IT 'RID
To provide difficult, complex and specialized office support to various City
offices; to provide lead direction and training to a small group of
Administrative Clerks I/II or related staff; and to perform related work as
required.
DISTINGUISHING CHARACTERISTICS:
This classification performs the more ccmplex and difficult clerical and
office support work requiring specialized knowledqe and skills related to
the department in which assigned, and the use of a high degree of
independent judgement, and/or functions as a lead worker in the
Administrative Clerk class series. Specialized knowledqe may involve
functioning as an advisor to higher level personnel on City practices or
procedures.
SUPERVISION AZCEIVBD.AND EXERCISED:
This classification works under the qeneral supervision of manaaerial staff,
or higher level clerical staff. Instructions received are generally in the
form of objectives and desired end results; wcrk review is based on end
results, and details of accomplishment are left to the incumbent.
Incumbents in this classification may function as lead workers over a small
group of administrative clerks and related staff, including planning,
prioritizing, assignment, and review of work, providing training and
instruction, correcting work in progress, and providing informal counseiing
and feedback to employees regarding work issues.
EXAMPLES OF DUTIES
Duties may include, but are not limited to, the following:
Researches and assembles complex information from a variety of sources for
the completion of forms, the preparation of reports, or special
projects.
Provides information to the public, City staff, and others that requires the
use of significant judgement and the interpretation of policies, rules
or procedures.
Performs various technical processing of forms, applications or procedures
requiring in-depth subprofessional knowledge of the department's
functions.
Provides lead direction, training, and work review to a small group of
administrative clerks or closely related classifications.
Sets priorities, assigns and u�nitdrs task completion to ensure coordination
and completion of assigned work.
Makes arithmetical or routine statistical computations related to department
operations, payroll, and budgets; coilccts fees, and issues receipts.
Performs a variety of support. duties related to the work unit to assist
staff in complex subprofessional office activities.
Oversees or performs the establishing, organizing and maintenance of co=Jex
departmental filing systems and records.
Types ccmplex and sensitive correspondence, reports, Forms and specialized
documents from drafts, notes, dictated tapes, or brief instructions
using a typewriter or word processor; may co►npo::u routine
correspondence and brief reports.
proofreads and checks typed and other materials for accuracy, completeness,
and compliance with departmental policies and regulations.
CITY OF LODI Paye ? of 's
,ADMINISTRATIVE CLER;'�"`II �-
EXAMP%ES. OF DUTIES _(continuedl:
Enters and retrieves data from an on-line corupu ter system, including
generating reports from established menus, and advising others on
routine system operations.
Attends to a variety of office administrative details such as ordering
supplies, arranging for the repair of equipment, transmitting
information, and Keeping reference materials up-to-date.
May act as a receptionist, receiving, screening and directing callers, and
making appointments.
Reviews computer produced reports for accuracy and makes corrections.
operates a variety of standard office equipment.
MINIHM4 QJALIFICATIONS
Knowledge of
Lead worker principles and practices.
Office management practices and procedures, including filing systems and the
operation of standard office equipment.
Formats and materials for typed materials.
Basic business arithmetic, including percentages, decimals, and fiscal
recordkeeping.
Correct English usage, including spelling, grammar, and punctuation.
Policies and procedures related to the department to which assigned.
Basic business data processing principles and the use of word processinq and
other common co=erciai software.
Ability to:
Provide training and lead direction to others.
Organize, prioritize and coordinate work activities.
Read and interpret rules, policies, and procedures.
Organize, research and maintain office files and records.
Deal tactfully and effectively with those contacted in the course of the
work.
Make arithmetic calculations with speed and accuracy.
Compose routine correspondence from brief instructions.
Use initiative and sound independent judgement within established guidelines.
Operate standard office equipment including word processing and centraiized
telephone equipment.
Type accurately at a net rate of 45 net words per minute from printed copy,
EDIICA.UQN AND EXP > NCE:
Any combination equivalent to education and experience that would likely
provide the required knowledge a-' abilities would be qualifying. A typical
combination is:
Education:
Equivalent to completion of high school includinq completion of ;specialized
clerical coursework.
( Experience:
Two years of responsible journey Level clerical experience at a level
equivalent to the City's Administrative Clerk II.
CITY OF LODI rage 3 of 3
ADMINISTRATIVE CLERK'" -`TI
LICENSES AND CERTIFICATES
Possession of a valid Driver's License (class C) issued from the California
Department of Motor Vehicles.
JOBSPE72/TXTA.04P/REC.DIR