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STAFF REPORT
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ADMINISTRATIVE SERVICES DEPARTMENT
July 1, 1997
TO: Mayor and City Council
FROM: James S. Dale, Administrative Services Director
BY: Gary W. Rogers, Human Resources Manager
SUBJECT: REPORT AND RECOMMENDATION TO ESTABLISH A POSITION
CLASSIFICATION — FIRE ADMINISTRATIVE SPECIALIST
SUMMARY
As part of the City's ongoing effort to maintain a current classification and
compensation plan a position has been re-evaluated and the results are presented to
the City Council for consideration.
DISCUSSION.
As a result of some staffing changes, and in an effort to maximize the efforts of City
staff, it is proposed that some Fire Department secretarial and fire prevention
functions be merged into a new position titled Fire Administrative Specialist. Some
of the Department's secretarial responsibilities were diminished when a
Management Analyst joined the Fire Department staff. An incumbent secretary left
the organization and the position has been temporarily filled with an employee who
was performing clerical and related duties in the Fire Prevention Bureau.
It is proposed to create a new position which will continue to provide some
secretarial duties, but will also provide assistance in fire prevention activities. The
position responsibilities include: coordination and supervision of Department
clerical functions; performing complex and routine tasks for the Fire Chief and other
staff; exercising independent judgment and resolving problems; exercising initiative
and judgment; and acting as the Fire Department Public Information Officer. The
position will be required to perform routine personnel, budget, payroll and
purchasing duties, assist in preparing budgets, prepare reports, maintain records and
files, arrange meetings and conferences, respond to complaints and requests for
information and compose routine correspondence.
LASER IMAGED
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July 1, 1997
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In the fire prevention area, duties of the position will include: evaluating
community needs and assisting staff in developing and implementing programs to
address those needs; participating in fire prevention activities; making presentations
to community groups to promote fire safety and emergency preparedness; and
preparing literature in coordination with fire safety and emergency preparedness
programs. The Fire Pte-Specialist may also supervise clerical staff.
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The position requires an understanding of the following: research sources,
techniques and procedures; principles of fire safety and emergency preparedness
education; modern office methods; and public relations practices. Four years of
increasingly responsible clerical experience involving frequent contact with the
public, including two years experience in a fire prevention bureau is also required.
In order to ensure proficiency in the position, it is proposed that the incumbent be
required to successfully complete three designated fire prevention courses within
twelve months of appointment.
The proposed salary range of the position is $2625-3191 per month. This salary is
based on the position performing secretarial duties approximately 60% of the time
and Fire Prevention duties 40% of the time. A similar fire prevention position was
included in the FY 1996-97 budget, but was underfilled with a Secretary pending
completion of a thorough Department review.
BARGAINING UNIT REVIEW
The proposed classification was reviewed and approved by Teamsters Local 911.
FISCAL IMPACT
Funding for the Fire Administrative Specialist position is included in the City
Council adopted FY 1997-98 Annual Budget.
HUMAN RESOURCES COMMISSION
The Human Resources Commission reviewed and approved the proposed
classification at their June 12, 1997 meeting. They forward their recommendation
for approval to the City Council.
RECOMMENDATION
It is recommended that the City Council approve the establishment of the position
of Fire Administrative Specialist.
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APPROVED: -
William R, Kelly, City Manager
Attachment
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CITY OF ARCADIA APPROVED BY HUMAN RESOURCES COMMISSION 6/12/97
APPROVED BY CITY COUNCIL
FIRE ADMINISTRATIVE SPECIALIST.
DEFINITION
Under general direction, to perform clerical and secretarial functions; to provide
administrative assistance and support activities; to assist in the operation of the
Fire Prevention Program and support public relations activities; and to perform
related duties as assigned.
RESPONSIBILITIES
Coordinate and supervise the clerical functions of the Fire Department, including the
Fire Prevention Bureau.
Perform a variety of complex and routine administrative tasks for the Fire Chief and
Fire Marshal and in support of departmental operations and staff.
Exercise independent judgment in recognizing and resolving problems which deal
with policy and procedural matters.
Exercise initiative and judgment in evaluating and implementing assigned programs
and projects.
May direct and supervise clerical staff.
Act as the Fire Department Public Information Officer.
EXAMPLES OF DUTIES
Act as a receptionist, screen calls and visitors, and refer inquiries as appropriate.
Provide administrative support to the Fire Chief and Fire Marshal.
Perform routine personnel, budget, payroll and purchasing duties.
Assist in the preparation and monitoring of the Fire Department budget.
Assist in the administration of the department; prepare comprehensive reports;
compile annual budget requests, and recommend expenditure requests for
designated accounts.
Develop and maintain a variety of files and records of information such as payroll,
attendance, budget, production and cost records, and procedure manuals.
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Fire Administrative Specialist
Page 2
Make routine appointments and arrange conferences and meetings.
Respond to complaints and requests for information.
Independently compose routine correspondence.
Make routine appointments and arrange conferences and meetings.
Interpret and explain City policies and regulations to the public.
Update resource materials.
Conduct administrative and research assignments and special studies for
management staff.
Coordinate departmental applications, licenses and permits.
Assist in the evaluation of community needs concerning fire safety awareness and
assist in developing and implementing programs to address those needs.
Develop and participate in fire department public education activities.
Make public presentations to schools, homeowners' groups, civic and business
organizations and other segments of the community to promote community interest
and enthusiasm in fire safety awareness and emergency preparedness.
Develop, prepare and update press releases, public service announcements,
pamphlets, brochures and other information/educational materials in coordination
with fire safety and emergency preparedness programs.
When assigned, undertake and carry forward a variety of projects requiring
considerable independent judgment and initiative.
May supervise, train, and evaluate clerical staff.
Perform related duties as assigned.
DESIRABLE SKILLS. KNOWLEDGE AND ABILITIES
Knowledge of:
Current issues and information sources in municipal government and public
relations.
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Fire Administrative Specialist
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Principles of supervision, training, employee development and performance
evaluation.
Research techniques and procedures.
Principles of fire safety, education and common fire safety hazards and emergency
preparedness measures.
Modern office methods, practices and procedures including composition and format
of business correspondence.
English usage, spelling, grammar, punctuation and arithmetic.
Modern office equipment operation, including word processor, calculators and
computer applications.
Public relations practices.
Ability to:
Understand the organization and operation of the City and outside agencies.
Interpret and inform the public regarding City regulations, policies and procedures,
both orally and in writing.
Communicate effectively with the public and staff.
Interpret and apply administrative and departmental policies, laws and rules.
Deal positively with people under negative conditions.
Make effective public presentations.
Develop, compile and maintain complex and extensive records and prepare reports.
Understand and carry out oral and written directions.
Assist in the analysis of computer applications for fire department programs.
Operate computers including network systems and software applications.
Type accurately at a speed of 50 words per minute.
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Fire Administrative Specialist
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Supervise, train, and evaluate clerical staff, as assigned.
Conduct work in a safe manner in accordance with established policy.
Establish and maintain effective working relationships with other employees and the
public.
DESIRABLE EXPERIENCE AND TRAINING
Training:
Four years of increasingly responsible clerical experience involving frequent contact
with the public, including two years of experience in a municipal fire prevention
bureau.
Education:
Fire Prevention 1 A, 1 B, and 1C must be completed within twelve months of
appointment.
Equivalent to graduation from high school, including or supplemented by courses in
public relations, fire prevention or related field.
A combination of equivalent experience and training that would provide the required
skills, knowledge and abilities would be qualifying.
LICENSES/CERTIFICATES REQUIRED
Valid Class "C" California Driver's License may be required.
SPECIAL REQUIREMENT
Overtime Assignment/Emergency Recall:
Employee will be required to respond to emergency calls after hours, accept
periodic overtime assignments, and perform related duties deemed necessary by the
department.
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STAFF REPORT
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OFFICE OF THE CITY MANAGER
DATE: AUGUST 6, 1996
TO: MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: WILLIAM R. KELLY, CITY MANAGER Ilk
SUBJECT: RECOMMENDATION TO AUTHORIZE THE CITY MANAGER TO
FILL THE POSITION OF FIRE CHIEF
SUMMARY
With the retirement of Fire Chief, Jerry Gardner, the City finds itself in the position of
needing to recruit and hire a new Fire Chief. This report offers justification for filling this
position and requests that the City Council authorize the City Manager to hire a new
Fire Chief.
DISCUSSION
The Fire Chief is responsible for the day-to-day activities of the Fire Department,
including fire suppression and prevention activities, dispatch services, and our
emergency preparedness program. As a Department Head, the Chief is also a member
of the Executive Management Team. This person plays an important role in the
operations of Arcadia government. The Fire Department requires overall management
by a Department Head who is experienced, knowledgeable and responsible. In my
opinion, it would not be appropriate for existing personnel to absorb the responsibilities
of the Fire Chief in addition to their existing duties.
FISCAL IMPACT
This change in personnel will result in some cost savings although the amount is
dependent upon how long the position is vacant and at what salary the new Chief is
hired.
RECOMMENDATION
It is recommended that the City Council authorize the City Manager to fill the position
of Fire Chief.
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