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MEMORANDUM
ADMINISTRATIVE SERVICES DEPARTMENT
July 2, 1996
TO: Mayor and City Council
FROM: James S. Dale, Administrative Services Director
BY: Gary W. Rogers, Human Resources Manager
SUBJECT: RECOMMENDATION TO ADOPT RESOLUTION NO. 5931
ESTABLISHING COMPENSATION FOR FIRE TECHNICIANS, LAW
ENFORCEMENT RECRUITS, AND MAINTENANCE WORKER
TRAINEES FOR FISCAL YEAR 1996-97.
SUMMARY
The City Council annually adopts a resolution authorizing compensation for the Fire
Technicians, Law Enforcement Recruits, and Maintenance Worker Trainees. There are
no across-the-board cost of living salary increases or position upgrades for these
employees scheduled in FY 1996-97. The resolutions will be effective the first pay period
in July, 1996.
Retirement Contribution
The City shall continue the current practice of paying the Law Enforcement Recruit's and
Maintenance Worker Trainee's 7% employee's contribution to the Public Employee's
Retirement System.
FISCAL IMPACT
The City Council adopted FY 1996-97 Annual Budget includes funding for the Fire
Technicians, Law Enforcement Recruits, and Maintenance Worker Trainees
compensation.
RECOMMENDATION
It is recommended that the City Council adopt Resolution No. 5931 authorizing
compensation for the Fire Technicians, Law Enforcement Recruits, and Maintenance
Worker Trainees.
APPROVED:
William R. Kelly, City Manager
Attachments LASER IMAGED
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2/1 %°' STAFF REPORT
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ADMINISTRATIVE SERVICES DEPARTMENT
February 6, 1996
TO: Mayor and City Council
FROM: James Dale, Administrative Services Director
By: Gary W. Rogers, Human Resources Manager
SUBJECT: RECOMMENDATION TO ESTABLISH POSITION
CLASSIFICATIONS - MANAGEMENT ANALYST &
ADMINISTRATIVE COORDINATOR
SUMMARY
In order to more properly reflect the duties and responsibilities of the positions, it
is proposed to revise and re-title the classifications of Administrative Assistant to
Management Analyst and Secretary to the City Manager to Administrative
Coordinator.
DISCUSSION
Management Analyst
The Administrative Assistant is a management position performing journey level
analytical and support work for the City. The existing title has been in use for
many years. In the private sector, and increasingly in the public sector, the title
of Administrative Assistant conjures up images of an employee performing
secretarial and clerical office work. To more accurately reflect the actual work
being performed and to join a growing number of public agencies, it is proposed
to change the title of Administrative Assistant to Management Analyst.
The only proposed changes to the existing classification are in the areas of
experience and education. Based upon the current labor market and the salary
for the classification ($3405-4139 per month), it is proposed to increase the
experience requirement from one year to three years of general administrative
experience in a local government agency. New language indicating that a
Master's Degree is highly desirable has also been added. No other changes are
proposed to the existing classification.
LASER !M aEt
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February 6, 1996
Page 2
Administrative Coordinator
The Secretary to the City Manager is a management position performing journey
level office and administrative tasks for the City Manager and City Council. The
existing title has been in use for many years. As the workplace has changed, so
too have the demands placed upon the incumbent in this position. The existing
title of Secretary to the City Manager conjures up images of an employee
performing more complex and confidential secretarial and clerical office work.
To some regard this is still true, however, the position is also performing general
administrative duties associated with the City Manager and City Council
operations. This includes such tasks as preparing staff reports, organizing
special events, working closely with outside agencies, and preparing the City
Newsletter.
The position has evolved from being secretarial in nature to being more
administrative in nature. In order to accurately reflect the actual work being
performed, it is proposed to change the title of Secretary to the City Manager to
Administrative Coordinator. Other proposed changes to the existing
classification reflect the new administrative duties that have evolved over the
past several years.
FISCAL IMPACT
The proposed revision to the position classifications will have no financial impact
because the salaries of the positions shall remain unchanged.
HUMAN RESOURCES COMMISSION
On November 9, 1995, the Human Resources Commission reviewed and
approved the proposed Management Analyst classification, and forwards their
recommendation for approval to the City Council. On January 11, 1996, the
Human Resources Commission reviewed and approved the proposed
Administrative Coordinator classification, and forwards their recommendation for
approval to the City Council.
RECOMMENDATION
It is recommended that the City Council re-title and revise the classifications of
administrative Assistant to Management Analyst (Class #0205) and Secretary to
the City Manager to Administrative Coordinator(Class #0206).
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APPROVED:
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William R. Kelly, City Manager
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CITY OF ARCADIA AMENDED BY PERSONNEL BOARD 3/12/92
APPROVED BY CITY COUNCIL 4/07/92
AMENDED BY HUMAN RESOURCES COMMISSION 11/09/95
AMENDED BY CITY COUNCIL
MANAGEMENT ANALYST
DEFINITION
Under general direction, to perform complex professional, technical, analytical, and
administrative duties; to develop and implement programs and procedures; and to
perform related work as assigned.
RESPONSIBILITIES,
Exercise judgment in recognizing and resolving problems which deal with policy and
procedural matters.
Exercise initiative and independent action in the completion of tasks required for the
efficient operation of City projects and programs.
Exercise judgment in the interpretation and application of City and departmental
regulations.
Evaluate, develop and implement administrative and operational systems and
procedures.
May direct and supervise professional, technical and clerical staff.
EXAMPLE OF DUTIES
Conduct research and provide administrative assistance within a department.
Develop and implement department, inter-departmental, or Citywide goals, objectives,
policies and procedures.
Assist in budget preparation, analysis and administration.
Gather and analyze data and make recommendations on administrative, fiscal, and
operational problems.
May prepare Federal and State grant applications and maintain adequate records.
Management Analyst
Page 2
Use a computer to generate various reports.
Explain and interpret City regulations and policies to the public.
Represent the City in meetings with local community groups, professional associations,
and other local entities as required.
Attend meetings of the City Council and other boards and commissions; make oral
presentations.
Prepare reports, manuals, and publications.
Assist in the coordination of departmental activities with other City departments and
outside agencies.
May direct and supervise professional, technical and clerical staff.
Perform related duties as assigned.
DESIRABLE SKILLS. KNOWLEDGE AND ABILITIES
Knowledge of:
Principles and practices of public administration.
Research techniques, methods, and procedures.
Current issues and information sources in municipal government.
Federal and State grant regulations and procedures.
Principles of supervision, training and performance evaluation.
Computer applications.
Ability to:
Analyze and compile technical and statistical data and to prepare reports.
Communicate clearly and concisely, both orally and in writing.
Interpret and explain City regulations and procedures.
*tie° *44041
Management Analyst
Page 3
Prepare reports, brochures, and information for City use and public distribution.
Analyze technical and administrative problems, and recommend and implement effective
courses of action.
Conduct work in a safe manner in accordance with established policy.
Establish and maintain effective working relationships with other employees and the
public.
Direct, supervise and evaluate staff.
DESIRABLE EXPERIENCE AND TRAINING
Experience:
Three years of general administrative experience with a local governmental agency.
Education:
Equivalent to a Bachelor's Degree in Public Administration, Business Administration, or a
related field. A Master's Degree is highly desirable.
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.
Other licenses and/or certificates that may be required by each department.
CITY OF ARCADIA AMENDED BY HUMAN RESOURCES COMMISSION 11/10/94
AMENDED BY CITY COUNCIL 12/6/94
AMENDED BY HUMAN RESOURCES COMMISSION 1/11/96
AMENDED BY CITY COUNCIL
ADMINISTRATIVE COORDINATOR
DEFINITION
Under general direction, to perform confidential administrative support duties for the City
Manager and City Council; and to perform related duties as required.
RESPONSIBILITIES.
Coordinate and supervise the clerical functions of the City Manager's Office and act as
overall office manager responsible for office administration.
Provide administrative support to the City Manager and City Council.
Exercise judgment in recognizing and resolving problems dealing with policy and
procedural matters.
Exercise initiative and judgment in evaluating and implementing assigned programs and
projects.
EXAMPLES OF DUTIES
Prepare the City Newsletter, City brochures, marketing documents, and other information
pieces for the City.
Prepare and monitor the City Manager and City Council Departments' budgets.
Perform and/or supervise the preparation of complex secretarial duties for the City
Manager.
Prepare reports, memoranda, and correspondence to and for the City Manager and City
Council.
Prepare press releases and respond to inquiries, as assigned.
Interpret and explain City regulations and policies to the public.
Coordinate and supervise secretarial support to the City Manager and City Council, and
respond to Councilmembers' requests for information and assistance.
Investigate inquiries from the community and respond accordingly.
Provide administrative assistance to Boards and Commissions as assigned.
Administrative Coordinator
Page 2
Design and organize special City events.
Coordinate programs and events with outside agencies to ensure consistency with City
regulations and policy.
Establish and maintain effective working relationships with the City Council, other
employees, and the public.
Perform work in a safe manner in accordance with established policy.
Supervise, train, and evaluate clerical staff.
DESIRABLE SKILLS. KNOWLEDGE. AND ABILITIES
Knowledge of;
Current issues and information sources in local government including principles and
practices of public administration.
Research techniques and procedures.
Modern office methods, practices and procedures.
English usage, spelling, grammar, punctuation and arithmetic.
Modern office equipment operation, including word processors, calculators, and
computers.
Computer applications.
Principles of supervision, training, employee development and performance evaluation.
Principles of public relations and public information.
Ability to
Understand the organization and operation of the City and outside agencies.
Interpret and inform the public regarding City regulations, policies, and procedures.
Compile and maintain complex and extensive records.
Analyze data and prepare reports, as directed.
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Administrative Coordinator
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Page 3
Communicate clearly and concisely, both orally and in writing.
Deal effectively with members of the community and the media.
Type accurately at a speed of 50 words per minute.
Operate personal computer.
Supervise, train, and evaluate clerical staff.
DESIRABLE EXPERIENCE AND TRAINING
Experience:
Four years of increasingly responsible secretarial and administrative experience in a local
government, involving frequent contact with the public.
Education:
Equivalent to graduation from high school, including or supplemented by courses in office
management, communications, public relations, public administration or related fields.
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.
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