HomeMy WebLinkAboutItem 2i: Revised classification specifications for Police Cadet (part-time), Police Lieutenant and new classification specification for Records/Legal Technician (full-time).nxxx.s, ivn.
fi y
of 0 STAFF REPORT
Administrative Services Department
DATE: October 2, 2012
TO: Honorable Mayor and City Council
FROM: Hue C. Quach, Administrative Services Director
Michael Casalou, Human Resources Administrator
SUBJECT: REVISED CLASSIFICATION SPECIFICATIONS FOR POLICE CADET
(PART -TIME) AND POLICE LIEUTENANT AND NEW CLASSIFICATION
SPECIFICATION AND SALARY LEVEL FOR RECORDS /LEGAL
TECHNICIAN (FULL -TIME POSITION)
Recommendation: Approve
SUMMARY
It is recommended the City Council approve the revisions to the existing classification
specifications for Police Cadet (Part-Time) and Police Lieutenant and approve the new
classification specification and salary level for Records /Legal Technician.
DISCUSSION
In an effort to provide the Police Department with more flexibility when considering
applicants for Police Cadet (Part-Time) and Police Lieutenant, it is recommended that
the existing classification specifications be modified by replacing the existing language
that designates specific education requirements with more flexible language.
Police Cadet (Part-Time)
The Police Cadet (Part-Time) classification has been used in the Police Department as
a trainee program designed for career development into the law enforcement field as a
Police Officer. In preparation for this career, a Police Cadet performs duties throughout
the Police Department such as records processing, investigations, queries on law
enforcement computer systems, and citation verifications.
The Police Department would like to change the requirements for college level course
work in an accredited college or university to that of "preferred" course work instead of
being required. With higher enrollment rates and severe budget cuts at community
Approve Revised and New Classification Specifications
October 2, 2012
Page 2 of 3
colleges, students are having difficulty enrolling in classes they need. As a result, the
Police Department has found it difficult in recent years to recruit and retain Police
Cadets under the current job specifications as it relates to college work.
Police Lieutenant
Over the years, excellent candidates for positions are sometimes not considered
because they lack specific educational requirements or possess less experience than
the City's current classification specification requires. In some cases the deficiency is
minor or less important to the incumbent manager than it was to previous managers.
For example, candidates with five - and -one half (5'/2) years of relevant experience being
disqualified from applying for a position that requires six (6) years of experience.
Human Resources staff surveyed most of the cities in Los Angeles County and found
nearly 50% use flexible language in their job specifications. Additionally, the feedback
received from these agencies was positive. The intent of the proposed language is not
to lower minimum requirements for this position. Existing minimum qualifications will
still serve as the standards to possess and by which staff would measure readiness for
the position. The proposed change would simply allow for flexibility and help hiring
managers appoint the best applicant, not necessarily selecting the candidates with the
most education or experience levels.
The existing language in the Police Lieutenant specification requires an applicant to
possess four years of responsible police management experience, including three years
of supervisory experience. The job also requires an equivalent to a Bachelor's degree
from an accredited college or university with major course work in business
administration, public administration, or a related field. The new language will state that
any combination of education and experience that would provide the knowledge, skills
and abilities is qualifying. It will further state that a typical way to achieve this is to
possess the experience and education listed above in the current specification.
Records /Legal Technician
Because of the changes in staffing in the City Clerk's office, a review was conducted
and it has been determined that a department reorganization would best fit this
situation,. The proposed new job classification pertains to two divisions under the City
Manager: the City Clerk and City Attorney Office.
In 2009, a re- organization took place where the full time Legal Assistant position in the
City Attorney's office was eliminated due to budget cuts. Since then, it has been difficult
to meet deadlines without the need for staff to work long hours, often on weekends or
taking work home.
The City Council, at their meeting of February 21, 2012, approved a reorganization due
to demands in the work environment and the need for restructuring to meet those
Approve Revised and New Classification Specifications
October 2, 2012
Page 3 of 3
requirements. Additionally, the City Council approved an additional ten (10) weekly
hours to the Records Coordinator position making it a full time position.
The Records /Legal Technician position is being created to incorporate both records and
legal duties associated with the City Clerk and City Attorney office. The position will
perform a variety of responsible, confidential, legal and administrative duties in support
of the Chief Deputy City Clerk/Records Manager for the City Attorney's office. Records
management duties will remain the same. The salary range proposed for this position
will remain the same as it was for the Records Coordinator position at Range 55 ($3,864-
$4,826). Staff has met with representatives of the Arcadia City Employees Association
(ACEA) and they have approved the creation of the new position.
All of the aforementioned classification specifications were approved by the Human
Resources Commission on September 13, 2012.
FISCAL IMPACT
The proposed changes to the existing classification specifications and the approval of
the new classification specification have no fiscal impact. Funding for the Records
Coordinator position was included in the Fiscal Year 2012 -13 Budget. The newly
created position of Records /Legal Technician will be compensated at the same salary
level.
RECOMMENDATION
It is recommended the City Council approve the revisions to the existing classification
specifications for Police Cadet (Part-Time) and Police Lieutenant and approve the new
classification specification and salary level for Records /Legal Technician.
Approved:
��inic Domazz re tto
City Manager
Attachment: Police Cadet Classification Specification
Police Lieutenant Classification Specification
Records /Legal Technician Classification Specification
CITY OF ARCADIA
POLICE CADET (PART - TIME)
DVFMT1nN
Under immediate to general supervision, to perform duties throughout the Police Department,
including Records, Parking Enforcement, Property and Evidence, and Investigations.
SUPERVISION EXERCISED
Exercises no supervision.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Perform clerical assignments including typing; answer telephone requests for police services;
query law enforcement computer systems for information.
Operate business office machines; process reports and maintain records and files; collect
information from the public for the purpose of generating reports; perform cite verifications.
Perform data entry of persons, vehicles, and addresses into RMS and State and Federal databases.
Maintain all office supplies, including report forms, for the Department.
Perform fingerprinting services for the public.
Assist the public with reporting of lost /stolen property in misdemeanor cases.
Transport TOPEK money, bail and miscellaneous receipts to City Hall;
Verify vehicle corrections performed and authorize citation issued.
Process requests by mail for copies of police reports; process requests by fax from other law
enforcement agencies for reports.
Provide information and assistance to the public at the front counter.
Provide clerical support for Department personnel M [lie Administratiotn and Operations Division.
Scan and index reports to optical disks for maintenance and retrieval.
Assist with the transport of property, signaling devices, and other items.
Collect monies for public requests of documents.
City of Arcadia
Police Cadet Part -Time (Continued)
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Modern offices practices, methods, and computer equipment.
English usage, spelling, vocabulary, grammar, and punctuation.
Basic mathematical principles.
Safe driving principles and practices.
Skill to:
Type and enter data at a speed necessary for successful job performance.
Operate modern office equipment including computer equipment.
Operate a motor vehicle safely.
Ability to:
Learn Pertinent Federal, State, and local laws, codes and regulations including
administrative and departmental policies and procedures and police terminology.
Maintain files alphabetically, numerically, or by subject matter.
Maintain files alphabetically, numerically, or by subject matter.
Handle multiple concurrent tasks with numerous interruptions.
Utilize independent judgment involving the interpretation of instructions and performance
of assigned duties.
Assist the public with diplomacy and tact.
Deal constructively with conflict.
City of Arcadia
Police Cadet Part- Time (Contin
Communicate clearly and concisely, both orally and in writing.
Establish, maintain, and foster positive and harmonious working relationships with those
contacted in the course of work.
Minimum Qualifications:
Experience:
No experience is required.
Training:
Equivalent to the completion of the twelfth grade or currently enrolled in last year
of high school. If candidate has completed high school- e(—mRp ;, current
enr011111ent idat„ 111ust he ntl +A� � in
an accredited college or university
- -- - - -- - ac- c -re4 w(i- -L(4]4e-"- ,--ol�- ul* -ve-41 -iwtowards a degree i5�rcferi_ed_ Course Wof'k in law
enf��tcement is a15��_preferred.
- --
License or Certificate:
Possession of, or ability to obtain, an appropriate, valid driver's license.
Age Requirement:
Eighteen (18) years of age or older at the time of appointment.
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to sit, stand, walk; exposure to cold, heat, noise, outdoors, vibration, and
Mechanical hazards; ability to travel to different sites and locations; availability for shift
work, on -call, and stand -by.
Effective Date: December, 1992
Revised: JHnc, -2(4 0
CITE' OF ARCADIA
POLICE LIEUTENANT
D1E+;FINITIO
Under general direction, to serve as Patrol or Section Manager having direct administrative control
over an assigned section; to supervise, plan and coordinate the activities and operations of an
assigned section within the Police Department including Patrol, Investigations, or Administration;
to coordinate assigned activities with other divisions, outside agencies, and the general public: and
hly
to provide hig responsible and complex staff assistance to the Police Captain and Police Chief.
SUPERVISION EXERCISED
Exercises direct supervision over supervisory, professional, technical, and clerical staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Coordinate the organization, staffing, and operational activities for an assigned section within the
Police Department including Patrol, Investigations, or Administration.
Participate in the development and implementation of goals, objectives, policies, and priorities for
the assigned operations or program; identify resource needs; recommend and implement policies
and procedures.
Select, train, motivate and evaluate assigned persomnel; provide or coordinate staff training; worn:
with employees to correct deficiencies; implement discipline and termination procedures.
Direct, coordinate and review the wort: plan for the assigned operations or program; meet with
staff to identify and resolve problems; assign work activities and projects; monitor work flow;
review and evaluate work products, methods and procedures.
Identify opportunities for improving service delivery methods and procedures; review with
appropriate management staff; implement improvements.
Participate in the development and administration of the assigned budget; forecast additional funds
needed for staffing, equipment, materials, and supplies; direct the monitoring of and approve
expenditures; recommend adjustments as necessary.
Coordinate assigned services and activities with those of other divisions and outside agencies and
organizations; maintain and facilitate public relations and cooperative working relationships with
news media, schools. local organizations and the general public; attend and speak at various
community functions and meetings.
Maintain discipline and enforce all rules° regulations and special orders.
186
Cite) of Arcadia
Police Lieutenant (Continued)
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Conduct inspections of personnel facilities and equipment to ensure that standards of operations
and procedures are maintained.
Plan, schedule, assign, direct, and inspect the work of subordinate police officers on routine or
special assignments.
Personally direct and coordinate major or involved field investigations.
Interview citizens in connection with complaints or suggestions regarding police protection.
Review officers' reports, daily logs of departmental activities, and all other communications
affecting the work of the section.
Participate in the police training program and perform basic police work as required.
Provide staff assistance to higher level staff; prepare and present staff reports and other necessary
correspondence.
Conduct internal investigations of citizen and officer complaints as assigned; mediate conflicts
between Department personnel and citizens.
Perform special assignments and investigations, as assigned.
Assume immediate command of police activities in the event of an emergency until relieved by a
superior officer; respond to major crime and accident scenes; supervise investigations, interviews,
and interrogations in the field; personally conduct highly complex or sensitive investigations;
oversee and participate in the collection and processing of evidence.
Review the work of departmental personnel to ensure compliance with department policies and
procedures; review daily log and reports submitted by officers to verify completeness and the
meeting of prescribed standards.
Oversee the use and care of equipment.
Maintain and prepare various records and reports.
Respond to and resolve difficult inquiries and complaints.
Attend and participate in professional group meetings; stay abreast of new trends and innovations
in the field of law enforcement.
Review new laws and ordinances; develop and implement directives and procedures in response to
changes.
FAT
City of Arcadia
Police Lieutenant (Continued)
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Evaluate Department training needs and make recommendations; coordinate, develop, implement,
and monitor training programs for the Department including remedial training, firearms,
equipment, and self - defense training, and field training.
When assigned to Administrative Lieutenant:
Serve as supervisor and coordinating manager over the Department's community relations
program (P.A.C.E.).
Administer the City's Animal Control Services.
Serve as presiding officer of the City's administrative review process for parking citations.
Represent the Police Department on the City's Management Safety Committee.
Assume responsibility for the overall condition of the Police facility.
When assigned to Investigations Lieutenant:
Review and assign cases to staff daily and conduct follow -up status reviews via a tracking system
on assigned cases.
Personally handle sensitive and /or politically associated cases.
Conduct hearings on stored /impounded vehicles.
Coordinate and assist with major investigations.
Prepare press releases when appropriate.
When assigned to Patrol:
Supervise assigned patrol teams consisting of Sergeants, Officers, Reserve Officers, civilian
employees, and volunteers.
Coordinate the work schedule of subordinates including time off requests and necessary
adjustments.
Maintain overall responsibility of all field activity.
Monitor radio communications between dispatch and officers.
Assume responsibility for station security and the welfare of all employees, visitors and inmates.
..
City of Arcadia
Police Lieutenant (Continued)
Assume responsibility for jail operations.
Function as the on -site Incident Commander in major field activities.
Maintain authority to initiate a S.W.A.T. response.
Make notification to the Investigation Commander, the Division Commander and /or the Police
Chief when appropriate
Monitor, coordinate, and terminate all police pursuits.
Assume responsibility for the overall monitoring of new officers assigned to Field Training
Officers patrol teams.
Administer and complete the appropriate medical treatment documentation regarding employee
and inmate injuries.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Operational characteristics, services and activities of a comprehensive law enforcement
program.
Modern and complex principles and practices of law enforcement program development
and administration.
Law enforcement theory, principles and practices and their application to a wide variety of
services and programs.
Pertinent Federal, State and local laws and ordinances, particularly with reference to
apprehension, arrest, search and seizure, evidence and records maintenance, and traffic
control.
Principles and practices of community oriented policing.
Jail operations, police records and reports procedures.
Disaster preparedness and emergency operations.
•
Citv of Arcadia
Police Lieutenant (Con
Modern investigative methods including interviewing and interrogation techniques.
Technical and administrative phases of crime prevention and law enforcement including
investigation and identification, patrol, traffic control, records management, and care and
custody of property.
Recent court decisions and how they affect department and division operations.
Functions and objectives of Federal, State, and other local law enforcement agencies.
Use of firearms and other modern police equipment.
First aid principles, practices and techniques.
Self defense tactics.
Principles of budget preparation and control.
Principles of supervision, training and performance evaluation.
Modem office practices, methods, and computer equipment.
Principles and procedures of records keeping and reporting.
Local geography, City streets, public buildings, and businesses.
Safe driving principles and practices.
0 R'il, 11
Operate modern office equipment including computer equipment.
Operate firearms and other modern police equipment.
Operate a motor vehicle safely.
Ability to
Manage and coordinate the work of supervisory, professional, technical, and clerical
personnel.
Select, supervise, train and evaluate staff.
Analyze problems, identify alternative solutions, project consequences of proposed actions
and implement recommendations in support of goals.
190
City of Arcadia
Police Lieutenant (Continued)
Interpret and apply Federal, State, and local policies, procedures, laws, and regulations.
Analyze situations quickly and objectively, and determine proper course of action.
Act quickly and calmly in emergencies.
Obtain information through interviews and interrogation.
Gather, assemble, analyze, evaluate and use facts and evidence.
Meet and deal with the public tactfully and effectively.
Maintain cultural awareness sensitivity.
Meet the physical requirements necessary to safely and effectively perform the assigned
duties.
Prepare and maintain accurate and complete records.
Prepare clear and concise reports.
Prepare and administer budgets.
Respond to requests and inquiries from the general public.
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing
situations and needs.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain and foster positive and harmonious working relationships with those
contacted in the course of work.
Minimum Qualifications:
Ai-)v conIbina0011 OV educa11011 and ext)crience flial WO L11 rtwit_ie the required
kn��wlect�c, skill,; arld abilities is qualil'vinra. /,. lypical to achieve this is:
Experience:
Five years of responsible law enforcement experience including three years of
supervisory experience,
Trainin :
191
Equivalent to a Bachelor's degree from an accredited college or university with
major course work in police science, public or business administration, or a related
field.
City of Arcadia
Police Lieutenant (Continued)
License or Certificate:
Possession of, or ability to obtain within one year, a P.O.S.T. Middle Management
Certificate.
Possession of, or ability to obtain, an appropriate, valid driver's license.
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to sit, stand, walk, run, kneel, crouch, stoop, squat, crawl, twist, climb, and lift
100 lbs.; exposure to cold, heat, noise, outdoors, vibration, confining work space,
chemicals, explosive materials, mechanical hazards, and electrical hazards; ability to travel
to different sites; availability for shift work, on -call, and stand -by.
Effective Date: January, 1999
192
CITY OF ARCADIA
RECORDS /LEGAL TECHNICIAN
DEFINITION
Under direction, to perform a variety of responsible, confidential, and complex legal and
administrative duties in support of the offices of the City Clerk and City Attorney; to assist
in the preparation, storage, and retrieval of official City documents; to plan, organize, and
direct the activities of the records management program for the City; and to assist in the
conduct of municipal elections.
SUPERVISION EXERCISED
May exercise technical and functional supervision over lower level secretarial and clerical
staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Assist with a variety of responsible legal secretarial and administrative work involving the
use of independent judgment and personal initiative.
Perform and manage a variety of activities relating to the City's centralized records
management program, including the receipt, storage, retrieval, and disposition of official
City records in accordance with legal requirements and records management policies
and procedures.
Interpret regulations, policies, and procedures; analyze situations and make appropriate
decisions without immediate supervision.
Establish, maintain, and update complex computerized database programs and manual
filing systems for City records.
Provide documents, records and information to City personnel and general public; answer
questions regarding official documents or actions of the City; explain policies and
procedures related to document storage and other matters.
Serve as the Electronic Document Management System (EDMS) Coordinator; implement
and coordinate a comprehensive records management program and assist departments
in the application and implementation of record management policies, procedures, and
techniques.
Prepare and maintain records retention schedules, policies, procedures, and manuals for
records management; coordinate microfilming of records by vendors and other work
City of Arcadia
Records /Legal Technician (Continued) Page 2 of 4
related to records maintenance.
Prepare and file misdemeanor criminal complaints, and miscellaneous pleadings with
Courts.
Provide assistance and paralegal support to outside counsel on lawsuits as assigned.
Process and coordinate the investigation of claims filed against the City.
Process and review subpoenas for records and employee appearances for hearings,
depositions or related legal matters.
Assist code services and fire prevention staff in developing violation alternatives.
Prepare, draft, and proofread ordinances, resolutions, covenants and other legal and
technical material for proper form, accuracy and completeness.
Assist in a variety of department and program operations; coordinate, supervise, monitor,
and participate in special projects, assignments and activities as assigned.
Maintain control files on matters in progress and expedite their completion; serve on
committees as assigned.
Perform varied and responsible duties to assist in the processing and completion of
administrative operations for assigned staff.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Principles and practices of a centralized records management program.
Applicable Federal, State and local laws, codes, and regulations, including the Brown
Act, Public Records Act, Freedom of Information Act, and standard legal references
and their contents.
Filing methods, systems and equipment used in storing, retrieving and updating City
records.
City of Arcadia
Records /Legal Technician (Continued) Page 3 of 4
Modern office procedures, methods, and equipment, including computer equipment and
applicable software programs.
English usage, spelling, vocabulary, grammar, and punctuation.
Principles and practices of business Letter and Legal writing.
Principles and procedures of record keeping.
Principles and techniques used in dealing with the public.
Word processing methods, techniques, and programs including spreadsheet and data
base applications.
Practices used in minute taking and preparation.
Basic mathematical principles.
Skill to:
Operate modern office equipment including computer equipment, document imaging
equipment, microfilm, computers and printers
Type at a speed of 45 words per minute within one year of appointment and enter data at
a speed necessary for successful job performance.
Transcribe recorded dictation.
Ability to:
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and
regulations including administrative and departmental policies and procedures.
Use independent judgment, initiative, and good human relations and problem solving
skills in the application and follow through on decisions.
Understand the organization and operation of the City and of outside agencies as
necessary to assume assigned responsibilities.
Respond to questions from the public and City personnel regarding policies and
procedures for the assigned area.
Analyze situations carefully and adopt effective courses of action.
Maintain confidential data and information.
City of Arcadia
Records /Legal Technician (Continued) Page 4 of 4
Perform mathematical computations quickly and accurately.
Compile and tabulate data and information and prepare summaries and reports.
Plan and organize work to meet schedules and timelines.
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing
situations and needs.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain and foster positive and harmonious working relationships with those
contacted in the course of work.
Minimum Qualifications:
Experience:
Three years of increasingly responsible legal administrative secretarial,
administrative assistant, office management, or related experience.
Training:
Equivalent to the completion of the twelfth grade supplemented by specialized
training and course work in management, business administration, office practices,
or a related field.
Special Requirements:
Essential duties require the following physical skills and work environment:
Work is performed in an office environment; duties require the ability to exert a small
amount of physical effort in sedentary to light work involving moving from one area to
another; occasionally bending, stooping, kneeling, reaching, pushing and pulling
(drawers opened and closed to retrieve and file information); occasionally lifting and
carrying materials that weigh less than 25 pounds. Finger dexterity is needed to access,
enter and retrieve data using a computer keyboard, typewriter, or calculator; requires
sufficient hand /eye coordination to perform semi - skilled repetitive movements, such as
typing on a keyboard, filing, data entry and /or use of a personal computer or other office
equipment and supplies; may involve sitting or standing for prolonged periods of time.
Effective Date: September 2012