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HomeMy WebLinkAboutCity Manager's Office G' 7 c /C_? **10,41 I I 161cIPIr k\-4° 4 • C40 rrAiTni STAFF REPORT •►o�rso OFFICE OF THE CITY MANAGER DATE: September 1, 1998 TO: Mayor and City Council ''n, �I ik FROM: William R. Kelly, City Manager U1<(1 �I By: Linda Garcia, Administrative Coordinator fl/° SUBJECT: RECOMMENDATION TO ADOPT THE CLASS SPECIFICATIONS OF EXECUTIVE ASSISTANT AND VIDEO TECHNICIAN/OFFICE ASSISTANT AND TO AUTHORIZE STAFF TO FILL BOTH POSITIONS SUMMARY The City Manager/City Council office is requesting approval to fill two vacant positions, one of which is a reclassification and one of which requires the establishment of a full- time classification. New class specification have been prepared for both positions; both positions are funded in the fiscal year 1998-1999 budget; and both specifications were approved by the Human Resources Commission. It is recommended that the City Council adopt the class specifications and authorize staff to fill the positions. BACKGROUND Several years ago, staffing in the Office of the City Manager/City Council was comprised of two high level managers, two mid managers and three office staff (2 full time and one part-time). Over time, City needs and budgetary pressures reduced the staff to what is currently funded - one high level manager, two mid managers, one clerical position and one clerical/technical position. DISCUSSION This report discusses the two vacant positions, requests a reclassification for one and the establishment of a full-time classification for the other. Both class specifications are attached. Executive Assistant Salary range: $2,909-$3,536 per month The office of the City Manager/City Council has been without a Secretary for eight months. During this time, we thoroughly evaluated the responsibilities of this position and we achieved a cost savings from holding the position vacant for an extended period. /pp ry a Pte' 6. /Y! VW. t. • - Mayor and City Council September 1, 1998 Page 2 The Executive Assistant provides high level secretarial support to the City Council, City Manager and department staff. This person works with considerable independence and performs a variety of highly responsible complex and confidential secretarial duties. Previously, this position was classified as a Secretary. However, with the title of "Secretary" and the corresponding salary range, we were not able to attract and retain an employee with the skills, and demeanor required to meet the unique demands, responsibilities and challenges of this job. As a result, previous employees have expressed similar complaints, e.g. there is too much work and too many things happening at the same time. This employee has considerable interaction with the City Council, the public and executive staff and must be knowledgeable not only about secretarial procedures and processes, but must also be well-versed in City procedures, protocol and policies. He/she must be able to handle a very high volume of work with tight deadlines and numerous things happening at once. At the same time, this person must have excellent judgement, be patient, and be able to establish and maintain strong working relationships with the public, employees of all levels and the City Council. In order for us to recruit candidates with the experience and ability to succeed, we need to offer a title and salary that is truly reflective of the position. The proposed classification and salary range should accomplish this and it is equitable both internally and externally. (A survey noting the salaries of similar positions is attached for your review.) Video Technician/Office Assistant Salary range: $2,156 - $2,620 per month Staff proposes that the current part-time Clerk position in the City Council/City • Manager's office be increased to the full-time position of Video Technician/Office Assistant. (It should be noted that although the incumbent [Clerk] is technically a part- time employee, this status relates primarily to the fact that he is paid on an hourly basis and does not receive benefits. A downward salary adjustment enabled us to have him work on an almost full-time basis for some time.) The position of Video Technician/Office Assistant is critical because it provides the City Council and department staff with clerical support on such things as presentations, typing documents, collating the agenda, opening mail, filing, making deliveries, gathering background information and so on. Moreover, this person also handles the technical aspects of our cable television needs in that he films City events, meetings, community affairs shows and other functions; edits and packages shows for broadcast; and, on some occasions, programs the cable system. Because this person has a great deal of contact with the City Council, public and employees of all levels, he/she must possess an appropriate demeanor and attitude, and be well-versed in City operations. • • *44114hOgr *41114111110 Mayor and City Council September 1, 1998 Page 3 The combination of skills required for this job is unique; however, we feel the requirements are justified because it is more cost-effective to combine all of the duties into one job instead of hiring two people with separate and distinct responsibilities. To accomplish all that needed to be done in the last eight months, the part-time Clerk was re-assigned, temporary personnel was hired, and, to the extent necessary, responsibilities of other department staff were re-prioritized in order to complete the tasks that had a non-moveable deadline. These adjustments required some department staff to spend a great deal of time on projects outside of their usual area of responsibility, which caused some of the core functions of their job to be placed on the back burner. This is not a practice we believe should be continued indefinitely. If the referenced positions are not filled, modifications will have to be made to the services currently provided - some will have to be eliminated, some will have to be seriously curtailed, and many things will take longer to process. FISCAL IMPACT Both the Executive Assistant and the Video'Technician/Office Assistant positions are included in the fiscal year 1998-1999 budget. The recommended salaries are consistent with internal equity principles. The increased cost from the fiscal year 1997-1998 budget to the 1998-1999 budget for the recommended modifications is approximately $29,000, including the cost of benefits. For fiscal year 1998-1999, this amount will be less because we do not anticipate being able to fill the Executive Assistant position for several months (November/December). HUMAN RESOURCES COMMISSION On August 13, 1998, the Human Resources Commission unanimously approved the two class specifications. RECOMMENDATION It is recommended that the City Council approve the class specifications of Executive Assistant and Video Technician/Office Assistant and authorize staff to fill both positions. Attachments: Salary survey and class specification for Executive Assistant Class specification for Video Technician/Office Assistant MN& • CITY OF ARCADIA APPROVED BY HUMAN RESOL, COMMISSION 8/13/98 APPROVED BY CITY COUNCIL EXECUTIVE ASSISTANT DEFIN ITION Under general direction, performs a variety of highly responsible, complex and confidential secretarial duties for the City Manager, Mayor, Council Members, and office staff. RESPONSIBILITIES Provides high level secretarial support to City Manager, Mayor, and Council Members. Prepares the City Council agenda and Weekly Report. Coordinates City Council presentations and assures proper protocol is met. Drafts correspondence requiring discrimination and judgement in the selection of data or interpretation of laws, rules or policies. Prepares or collects and distributes background information, agenda materials and other relevant information; makes facility and travel arrangements. EXAMPLES OF DUTIES Performs ongoing administrative tasks such as making recommendations for expenditures in designated accounts, conducting surveys, conducting research and assisting with various department programs. Serves as a liaison between the City Council and the public; performs responsible reception and public contact duties. Schedules and coordinates meetings and other engagements for the City Council and City Manager. Assists in the preparation of resource documents and brochures. Maintains office supply inventory by ordering supplies, monitoring receipt of supplies and arranging for payment. Prepares background information for presentations. Reviews, sorts and/or responds to correspondence; follows up on requests for information; establishes and maintains organized files. Prepares, types, files and/or retrieves information and correspondence of a confidential nature, including that related to collective bargaining. Compiles information for narrative and/or statistical reports. Locates sources of information, devises forms needed to secure data, determines proper format for finished report. Performs other related duties as assigned. *tote.' Noted Executive Assistant Page 2 DESIRABLE SKILLS, KNOWLEDGE AND ABILITIES Knowledge of: English usage, spelling, grammar, punctuation and arithmetic. Principles of administrative and departmental policies, laws and rules. Personal computer software applications sufficient to become proficient with Microsoft Word and Excel. Ability to: Type accurately at a speed of 50 words per minute. Plan and carry out assignments with limited supervision. Analyze data and prepare simple reports, as directed. Correctly interpret and inform the public about City regulations, policies and procedures. Communicate effectively with the City Council, the public and all levels of City staff. Exercise sound independent judgement and discretion. Understand and carry out oral and written directions. Compile and maintain complex and extensive records. Prepare and transcribe dictation and minutes from recordings. DESIRABLE EXPERIENCE AND TRAINING Experience: Three years of increasingly responsible executive secretarial experience working for high level executives and/or a City Council, School Board or board of directors, and frequent contact with the public and employees of all levels. Experience working in government, specifically for a City Manager or City Council is highly desirable. Education: Equivalent to graduation from high school. Licenses/Certifications Required: Valid California Driver's License. *Now `ter SALARY SURVEY: '''' � EXECUTIVE ASSISTANT TO THE CITY MANAGER AND CIT1t�OUNCIL UNLESS OTHERWISE NOTED, COMPARED TO SECRETARY TO THE CITY MANAGER POSITIONS MANAGEMENT CITY SALARY RANGE YES/NO Alhambra 2682-3491 No Azusa 2868-3456 No Claremont 3269-3949 No (Executive Assistant to the City Manager) Covina 3030-3683 No (+ a 5% "bonus" for agenda preparation - not included in above figure) El Monte 2865-3482 Yes (Administrative Secretary to the City Administrator) (Secretary to the City Council) 2454-2983 No Glendale 3586-4442 Yes (Secretary to the City Manager without steno) Glendora 2863-3480 Yes (Executive Secretary to the City Manager and City Council) LaVeme 2790-3392 Yes Monrovia 2881-3745 No Monterey Park 2988-3823 No (Senior Staff Support Asst.) (+100/month "bonus" for working in the City Manager's Office - not included in above figure) San Gabriel 2962-3600 No San Marino 2653-3398 No West Covina 2755-3719 No AVERAGE TOP STEP: 3617 ARCADIA 2909-3536 (-81) No (Executive Assistant to the City Manager and City Council) NOTES: Some cities indicated that there would be a cost of living increase for fiscal year 1998-1999 which is not included in the above figures. The "average" listed does not include bonuses for agenda preparation or for working in the City Manager's office. June 30, 1998 . • 111,60 **NS CITY OF ARCADIA APPROVED BY HUMAN RE ES COMMISSION 8/13/98 APPROVED BY CITY COUNCIL VIDEO TECHNICIAN/OFFICE ASSISTANT DEFINITION Under general direction performs technical aspects of City video productions and performs difficult and responsible clerical work in the City Manager's/City Council's office. RESPONSIBILITIES Performs all technical aspects of City cable television productions. Exercises independent judgement to interpret administrative procedures and instructions regarding assignments. Performs a variety of complex clerical tasks. EXAMPLES OF DUTIES Performs video production work including filming (both on and off-site), dubbing, editing and duplicating tapes using a multi-camera video system with a character generator. Programs shows to air on local cable channel. Determines logistics of televised meetings that will best engage the viewing audience • through the use of camera, audio and lighting units in pre-production operations. Provides technical assistance to staff with regard to video presentations. Works with other staff members on video assignments and shows for the government access channel. Performs a wide variety of clerical work specific to the City Manager/City Council's office including answering telephones, receiving and referring complaints, providing answers to routine questions, explaining procedures, filing, assists in the design of promotional flyers and brochures, types correspondence, reports and other materials. May be required to prepare the City Council agenda and Weekly Report. Prepares certificates and proclamations; assists in the coordination of City Council presentations. Makes deliveries of City materials to Council Members and other organizations. Relieves staff of clerical detail in routine administrative matters. AIM& Video Technician/Office Aunt ''✓ Page 2 Types forms, letters, reports, and other materials from rough draft, notes, or other sources. Receives, sorts, and routes incoming and outgoing mail. May type, file and/or retrieve information and correspondence of a confidential nature, including that related to collective bargaining. Serves as back-up to and in the absence of the Executive Assistant to the City Manager and City Council. Assists the public in person and by telephone by providing information and responding to requests and complaints. Performs other related duties as assigned. DESIRABLE SKILLS, KNOWLEDGE AND ABILITIES Knowledge of: Television programming, production and editing techniques. Operation of a multi-camera video system, character generator and multi-tape deck video switcher. Design and preparation of computer-generated graphics and digital video effects. Familiar with the special needs and requirements of government access television programming. English usage, spelling, grammar, punctuation and arithmetic. Personal computer software applications sufficient to become proficient with Microsoft Word and Excel. Ability to: Communicate effectively with the City Council, the public, and all levels of City staff. Interpret and apply administrative and departmental policies, laws and rules. Operate a variety of audio-visual and video equipment. Exercise sound independent judgement and discretion. Establish and maintain effective working relationships with other employees and the public. Understand and carry out oral and written directions. a e Video Technician/Office*sistant Page 3 DESIRABLE EXPERIENCE AND TRAINING Experience: Two years experience in television production, preferably in the area of government access programming. Two years of responsible clerical experience involving frequent contact with the public, executive level staff and a City Council, School Board or Board of Directors. Government agency experience is preferred. Education: Equivalent to graduation from high school. Licenses/Certifications Required: Valid California Driver's License. 1164100 ***NS 0 '1. 'x. :1 .. 41.11 Nil0W *4111.4 rt� MAIM *IN STAFF REPORT OFFICE OF THE CITY MANAGER DATE: FEBRUARY 18, 1997 TO: MAYOR AND CITY COUNCIL FROM: WILLIAM R. KELLY, CITY MANAGE BY: LINDA GARCIA, ADMINISTRATIVE COORDINATOR ►�' SUBJECT: RECOMMENDATION TO AUTHORIZE STAFF TO FILL THE POSITION OF SECRETARY IN THE CITY MANAGER'S OFFICE SUMMARY As part of the 1996-1997 budget deliberations, it was requested that a report be brought before the City Council prior to filling any vacant positions. The position of Secretary in the City Manager's office is currently vacant due to the previous employee's retirement. Staff is requesting authorization to fill the position. DISCUSSION The Secretary in the City Manager's office is a key member of a team that provides for the overall administration of the City. This person provides secretarial support to the City Council and City Manager's Department staff. In addition, this person can be considered a "customer service" representative for the City Council and the entire City in that this office receives a large number of telephone calls and drop-in visitors who need some kind of assistance and the Secretary is often their first point of contact. The workload of the City Manager's department dictates, at a minimum, the level of staffing that currently exists. If this position is not filled on a permanent basis, this office will no longer be able to efficiently assist the public; prepare the City Council meeting agenda in time for distribution on the Thursday prior to the meeting; prepare certificates and proclamations; and screen, process and respond to City Council mail on a daily basis. Holding this position vacant will negatively impact other department staff because they will have to assume those secretarial duties that must be done on a daily basis to keep the office running. This would result in many of their responsibilities and projects either being delayed or not completed. All in all, if this position is not filled it will cause a significant reduction in the overall level of service provided to the City Council, the public and to other City departments. A!," LASER IMAG C,/%. /4�. CU Mayor and City Council February 18, 1997 Page 2 FISCAL IMPACT Funds for this position are included in the fiscal year 1996-1997 budget and are expected to be included in the fiscal year 1997-1998 budget. A minor cost savings has been realized this year because of the extended period of time a temporary employee, who receives a lower rate of pay and does not receive benefits, has been working in this position. RECOMMENDATION It is recommended that the City Council authorize staff to fill the position of Secretary in the City Manager's office. fit