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HomeMy WebLinkAboutAgenda Report - October 18, 2017 I-02CITY OF LODI COUNCIL COMMUNICATION TM AGENDA ITEM 2 AGENDA TITLE: Adopt Resolution Approving the Classification, Job Description, and Salary Range for the Position of Executive Administrative Assistant, Adding One Executive Assistant position and Deleting One Secretary to the City Manager in the City Manager's Office and Deleting One Legal Secretary Position in the City Attorney's Office MEETING DATE: SUBMITTED BY: October 18, 2017 Human Resources Manager RECOMMENDED ACTION: Adopt resolution approving the classification, job description, and salary range for the position of Executive Administrative Assistant, adding one Executive Administrative Assistant position and deleting one Secretary to the City Manager in the City Manager's Office and deleting one Legal Secretary position in the City Attorney's Office. BACKGROUND INFORMATION: Given the City's long term financial outlook, the City has an opportunity to evaluate each vacancy in order to determine the optimum delivery of services to the citizens of Lodi in the most cost efficient and effective manner. At a recent Council shirtsleeve meeting, staff discussed filling vacancies within the Parks, Recreation and Cultural Services Department or modifying service levels. This evaluation will be performed on all future vacancies as we continue to address the City's fiscal health and sustainability over the next several years. With the upcoming retirements of the Secretary to the City Manager and the Legal Secretary, the City Manager and City Attorney are leading by example as they evaluate their vacancies. As such, they are proposing to combine the two positions into one. By doing so, executive staff will have to perform more of their own administrative level tasks and departments will need to be more self-sufficient in preparing and reviewing their legal and administrative documents. As a result of the reduction of one full-time position, the City will experience much needed cost savings to the General Fund. This situation differs from the PRCS Maintenance Workers discussed at the shirtsleeve meeting in that residents should not suffer a service loss from this reduction. The proposed new job description incorporates the essential functions, duties, and responsibilities necessary to provide administrative support to the City Manager's Office and the City Attorney's Office. The proposed salary for the Executive Administrative Assistant is $54,667 to $66,448, which is equivalent to the salary range of the Secretary to the City Manager position. Staff recommends Council approve the new classification, job description, and salary range for the position of Executive Administrative Assistant, and the addition of one Executive Administrative Assistant and deletion of one Secretary to the City Manager and one Legal Secretary. FISCAL IMPACT: FUNDING AVAILABLE: Annual savings of approximately $109,000 in the General Fund. Funding available from the City Manager's operating budget. Adele Post, Human Resources Manager Andrew Keys, Deputy City Manager/Internal Services Director APPROVED: (/vvi & kr Stephen Schwabauer, City Manager 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 Manager's Office and the City Attorney's Office with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative 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, Deputy 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 lead direction to a small clerical 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; investigates 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 Page 2 of 4 Executive Administrative Assistant 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 office 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. Ability 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 Page 3 of 4 Executive Administrative Assistant Provide lead direction or supervision to assigned staff; Review documents related to operations of City Manager and City Attorney offices; 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 is 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 Page 4 of 4 Executive Administrative Assistant Primary functions require sufficient physical ability to work in an office setting; to stand or sit for 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; attending meetings and take notes; talk or hear, in person and by telephone; and using personal computers, cell phones, and/or hand held electronic devices. *FLSA Status: Non -EXEMPT RESOLUTION NO. 2017-197 A RESOLUTION OF THE LODI CITY COUNCIL APPROVING THE CLASSIFICATION, JOB DESCRIPTION, AND SALARY RANGE FOR THE POSITION OF EXECUTIVE ADMINISTRATIVE ASSISTANT; DELETING ONE SECRETARY TO THE CITY MANAGER WITHIN THE CITY MANAGER'S OFFICE; AND DELETING ONE LEGAL SECRETARY WITHIN THE CITY ATTORNEY'S OFFICE NOW, THEREFORE, BE IT 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 IT FURTHER RESOLVED that the salary range for Executive Administrative Assistant is hereby approved and shall be as follows: Classification Step 0 Step 1 Executive Administrative $54,667.43 Assistant $57,400.81 Step 2 Step 3 $60,270.84 Step 4 $63,284.38 $66,448.60 BE IT 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 Office when the current incumbent retires, and deleting one Legal Secretary in the City Attorney's Office when 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 2017-197 NNIFER ity Clerk u. . 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 Manager's Office and the City Attorney's Office with only occasional instruction or assistance; exercising judgment and initiative, relieves assigned staff of clearly defined and delegated administrative 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, Deputy 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 lead direction to a small clerical 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; investigates 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 Page 2 of 4 Executive Administrative Assistant 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 office 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. Ability 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 Page 3 of 4 Executive Administrative Assistant Provide lead direction or supervision to assigned staff; Review documents related to operations of City Manager and City Attorney offices; 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 is 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 Page 4 of 4 Executive Administrative Assistant Primary functions require sufficient physical ability to work in an office setting; to stand or sit for 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; attending meetings and take notes; talk or hear, in person and by telephone; and using personal computers, cell phones, and/or hand held electronic devices. *FLSA Status: Non -EXEMPT