HomeMy WebLinkAboutResolutions - No. 2017-197RESOLUTION NO. 2017 -197
A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE
CLASSIFICATION, JOB DESCRIPTION, AND SALARY RANGE FOR
THE POSITION OF EXECUT¡VE ADMINISTRATIVE ASSISTANT;
DELETING ONE SECRETARY TO THE CITY MANAGER WITHIN THE
C¡TY MANAGER'S OFFICE; AND DELETING ONE LEGAL SECRETARY
WITHIN THE CITY ATTORNEY'S OFFICE
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NOW, THEREFORE, BE tT RESOLVED that the Lodi city council does hereby approve
the classification and job description for the position of Executive Administrative Assistant,
attached hereto as Exhibit A; and
BE lT FURTHER RESOLVED that the salary range for Executive Administrative
Assistant is hereby approved and shall be as follows:
Glassification Step 0 Step I Step 2 Step 3 Step 4
Executive
Administrative
Assistant
$54,667.43 $57,400.81 $60,270.84 $63,284.38 $66,448.60
BE tT FURTHER RESOLVED that the Lodi City Council does hereby approve adding
one Executive Administrative Assistant to the offices of the City Manager and City Attorney,
deleting one Secretary to the City Manager position in the City Manager's Otfice when the
curreniincumbent retires, and deleting one Legal Secretary in the CityAttorney's Officewhen
the current incumbent retires.
Dated: October 18,2017
I hereby certify that Resolution No. 2017-197 was passed and adopted by the Lodi City
Council in a regular meeting held October 18, 2017 by the following vote:
AyES: COUNCIL MEMBERS - Chandler, Johnson, Mounce, Nakanishi, and
Mayor Kuehne
NOES: COUNCIL MEMBERS - None
ABSENT: COUNCIL MEMBERS - None
ABSTAIN: COUNCIL MEMBERS - None
NIFER
2017-197
ity Clerk
FERRAIOLO
Exhibit A
CITY OF LODI October 2017
EXECUTIVE ADMINISTRATIVE ASSISTANT
Job descriptions are intended to present a broad and general range of duties which
includes, purpose, responsibilities, and scope of work. Job descriptions are not intended
to reflect all duties performed within the job.
DEFINITION
Under direction, performs a full range of varied complex, sensitive, highly responsible,
and confidential office administrative, secretarial, advanced clerical, and routine
programmatic support functions of a general or specialized nature in support of the City
il/añager's Office and the City Attorney's Office with only occasional instruction or
assistãnce; exercising judgment and initiative, relieves assigned staff of clearly defined
and delegated adminlstrative or technical detail; and assists the City Manager and the
City Attorney with special programs, projects, and research.
SUPERVISION EXERCISED AND RECEIVED
Receives general direction from the City Manager, City Attorney, Depu$ City Manager,
or Deputy City Attorney.
EXAMPLES OF DUTIES
Duties may include, but are not limited to, the following:
Performs a wide variety of complex, sensitive and confidential secretarial and
administrative assistance to the City Manager, City Attorney, Deputy City Manager,
Deputy City Attorney and associated administrative staff; may provide_lea{directíon to a
small cler¡éal support staff; regular contact with government officials, City Council, board
and commission members, representative of business or community organizations, the
public, and all levels of City personnel;
Receives and screens communications, including office visitors, telephone calls and
mail; handles complaints and inquiries from citizens; ínvestigates and resolves
complaints and inquires as possible or refer to appropriate department or party as
necessary; Provides general and specialized information and assistance that may
require the use of independent judgment, tact, and sensitivity;
Coordinates departmental activities with those of other City departments, including
follow-up on projects assigned to other departments, transmitting information, keeping
informed of pertinent activities, and scheduling and arranging for meetings;
Researches, compiles and summarizes a variety of informational materials; composes,
drafts and finalizes a wide variety of documents, including legal papers and documents,
from brief instructions or printed materials; organizes and maintains various
CITY OF LODI
Executive Adm inistrative Assistant
Page 2 of 4
administrative, reference, and follow-up files; proofreads, reviews, formats, edits,
finalizes, and prints a variety of documents including reports, correspondence, City
Council communications, agendas, resolutions, ordinances, legal opinions, contracts,
briefs, leases and agreements; ensures materials, reports, and packets for signature
are accurate and complete;
Directs and trains otfice support staff in the City Manager and City Attorney offices and
reviews work for accuracy and completeness;
Maintains accurate and up-to-date office files, court calendars, records and logs; files or
arranges for the filing of legal briefs and other necessary paperwork with the court;
creates and maintains computer based tracking information, reports, or other statistical
data;
Attends to a variety of office administrative functions such as ordering supplies,
arranging for equipment repair, keeping reference material up to date; coordinates,
makes, processes, and confirms staff travel arrangements;
Performs other duties related to the operation of the City Manager and City Attorney
offices and the City including additional duties that enable the City Manager, City
Attorney, and City to meet the diverse needs of the community.
MINIMUM QUALIFICATIONS
Knowledge of:
Basic organization and function of public agencies, including the role of an elected City
Council and appointed boards and commissions;
Standard office administrative and secretarial practices and procedures, including
business letter writing; record keeping, report preparation, and filing methods; Methods
and techniques of proper phone etiquette and customer service;
Use and operation of personal computer, related software, and peripheral equipment;
Correct English usage, including spelling, grammar, punctuation, and vocabulary; Basic
budgetary principles and practices and business arithmetic;
Basic supervisory principles and practices;
Court processes and procedures, administration, and calendaring
Abilitv to:
Exercise good judgment and maintain confidentiality; Work under steady pressure with
frequent interruptions and a high degree of public contact by phone or in person;
CITY OF LODI
Executive Adm i nistrative Assistant
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Provide lead direction or supervision to assigned staff;
Review documents related to operations of City Manager and City Attorney off¡ces;
observe, identify and problem solve office operations and procedures; understand,
interpret and explain administrative policies and procedures;
Communicate clearly and concisely, both orally and in writing;
Use initiative and independent judgment within established guidelines; use tact,
discretion, and prudence in establishing and maintaining effective working relationships
with those contacted in the course of the work;
Organize work, set priorities, meet critical deadlines, and follow up assignments with a
minimum of direction; Research, compile, and summarize a variety of informational
materials; Compose correspondence independently or from brief instructions;
Establish and maintain cooperative working relationships with other employees and the
public.
EDUCATION AND EXPERIENCE
Any combination equivalent to education and experience that would likely provide the
required knowledge and abilities would be qualifying. A typical combination is:
Education:
Equivalent to the completion of high school. Associates Degree, specialized or college
level course work in secretarial science, office procedures, or business administration ís
highly desirable.
Experience
Five years of increasingly responsible secretarial and clerical experience involving
frequent contact with the public, including one year of support provided to a higher level
administrator. Experience in a law firm or office of general counsel is highly desirable.
LICENSES AND CERTIFICATES
Possession of a valid Driver's License (Class C) issued from the California Department
of Motor Vehicles.
WORK/ENVIRONMENTAL CONDITIONS
Work is generally performed in an office setting with extensive public contact and
frequent interruptions.
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Executive Administrative Assistant
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primary functions require sufficient physical ability to work in an office setting; to stand
or sit fôr prolonged periods of time; to occasionally stoop, bend, kneel, crouch, reach
and twist; to lift, carry, push and/or pull light to moderate amounts of weight; to operate
office equipment requiring repetitive hand movement and fine coordination including use
of a computer keyboard;ãttending meetings and take notes; talk or hear, in person and
by telephone; anâ using personal computers, cell phones, and/or hand held electronic
devices.
*FLSA Status: Non-EXEMPT