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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 = = = == = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = = == = = = = = = = == = = = = = = = = = = = = == = == = = = = = == 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 Page 3 of 4 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. CITY OF LODI Executive Administrative Assistant Page 4 of 4 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