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'��'O�Ttfl- STAFF REPORT
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OFFICE OF THE CITY CLERK
DATE: MAY 6, 1997
TO: MAYOR HARBICHT AND MEMBERS OP,4-4-
FTHE CITY COUNCIL
FROM: JUNE D. ALFORD, CITY CLERK SUBJECT: REPORT AND RECOMMENDATION FOR AUTHORIZATION TO FILL THE
SECRETARIAL POSITION IN THE OFFICE OF THE CITY CLERK
SUMMARY
As part of the 1996-97 budget deliberations, a full-time Deputy City Clerk
position was eliminated from the City Clerk's department budget. At that time
the City Council directed that prior to filling any position the request be
brought to the Council for consideration. The City Clerk' s secretary has
submitted her resignation (retirement) , with the final date in the office of
May 30, 1997.
The secretarial position in the Clerk's office provides the Clerk with
professional secretarial skills and assists in management of a variety of
responsibilities conducive to the office, the primary of which are: The
maintenance of the City's master insurance program, invocation schedule,
processing City ordinances for codification to the Municipal Code; computer
indexing of vital records, preparation of draft minutes of Council meetings,
processing contract documents, assists in the maintenance of City Conflict of
Interest Code requirements, various correspondence, counter and telephone
assistance to the public, and assists in municipal election procedures.
Further, the secretarial position requires attendance at Council meetings in
the absence of the City Clerk, the ability to take fast notes, preparation of
transcripts, and prior to becoming a deputy, a working knowledge of the Brown
Act, the Arcadia Municipal Code and the City Charter. Although the present
secretarial position does not require Notary Public status, the City Clerk
holds such a commission and this position will require the eventual training
and commission as a Notary for City documents.
FISCAL IMPACT
The FY 1996-97 Annual Operating budget and the proposed FY 1997-98 budget
includes funding for this position and should be filled as soon as possible to
maintain staff level in order to comply with legal responsibilities of the
Office of the City Clerk. The salary level for the position of Secretary is
$2,495 to $3, 032 per month, steps A through E. Depending on qualifications
and experience, a potential candidate for this position would possibly enter
City service at a lower step than the incumbent.
RECOMMENDATION
It is recommended that the City Council authorize the City Clerk to recruit
and fill the soon to be vacant position of Secretary in the City Clerk's
office.
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