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HomeMy WebLinkAboutItem 2k - Recommendation to Approve Deputy City Clerk ClassificationC7~ 0XIFoR yd� Aupusc i, lYU3 STAFF REPORT Administrative Services Department DATE: May 19, 2015 TO: Honorable Mayor and City Council FROM: Hue C. Quach, Administrative Services Director By: Jeannette Flores, Human Resources Administrator SUBJECT: REVISIONS TO THE CLASSIFICATION SPECIFICATION FOR DEPUTY CITY CLERK Recommendation: Approve SUMMARY The classification specification for Deputy City Clerk position was created and last modified in 1999. Under the current requirements, the City Clerk's Division has recently found it difficult to recruit candidates. It is recommended that the City Council approve revisions to the existing classification specification for Deputy City Clerk to attract a larger applicant pool. The proposed changes have been agreed to by the Arcadia City Employees Association and were approved by the Human Resources Commission on April 9, 2015. DISCUSSION The Deputy City Clerk position performs a variety of technical and administrative duties in support of the City Clerk's office. Some of the responsibilities that fall under this position are to prepare City Council agendas and packets for City Council meetings, process all City Council documents, complete minutes of each meeting, and publication of hearing and bid notices. On occasion, the Deputy City Clerk conducts bid openings and administers the Oath of Office to relevant individuals. The current class specification requires candidates to possess a Certification of Notary Public at the time of application; however, the Division has recently found it difficult to recruit candidates under this requirement. In order to attract a larger applicant pool, it is recommended that the requirement be changed to, "Possession of, or ability to obtain within one year of date of hire, a Notary Public Certificate." The intent of the proposed language is not to lower minimum requirements for this position, but to provide the Division more flexibility when considering candidates during the recruitment process. The selected candidate will still be required to obtain the certificate, but not necessarily Classification Specification for Deputy City Clerk May 19, 2015 Page 2 of 2 prior to their employment with the City. All other specifications and requirements for the position will remain unchanged. FISCAL IMPACT The proposed changes to the existing classification specification have no fiscal impact. RECOMMENDATION It is recommended that the City Council approve revisions to the classification specification for Deputy City Clerk. Approved: Dominic Lazzar City Manager Attachment: Revised Deputy City Clerk Classification Specification CITY OF ARCADIA DEPUTY CITY CLERK DEFINITION Under direction, to assist in the preparation, storage, and retrieval of official City documents; to assist in the conduct of municipal elections; and to provide staff support to the City Clerk and City Council. SUPERVISION EXERCISED Exercises technical and functional supervision over lower level staff. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Perform a variety of supervisory, administrative, and support tasks within the City Clerk's Office necessary in assisting the City Clerk in managing the day to day functions of official record keeping for the City; assist in establishing record keeping systems including files and other storage or retrieval systems. Take minutes of official meetings including City Council meetings; transcribe and prepare minutes; prepare minute orders, resolutions, agreements, proclamations, and ordinances in draft or final form; coordinate the review and approval of official actions with the City Council, the City Manager, citizens, community groups, and others. Prepare and distribute administrative and public reports, bulletins, questionnaires, notices for public hearings, and other documents; prepare deeds for recordation. Assist staff and the public with questions regarding official documents or actions of the City; explain policies and procedures related to document storage and other matters. Compose letters, memoranda, and reports; proofread reports, forms, and other typed, handwritten, graphic, or photographic information for accuracy, grammar, punctuation, math, and procedural accuracy. Assist the City Clerk in planning and conducting periodic municipal elections; prepare candidate packets; ensure information is in compliance with new Election Code legislation; meet with candidates during filing period; respond to questions regarding campaign reporting requirements; work with the Registrar of Voters during election process; coordinate election management reporting through modem with the Registrar of Voters. Supervise lower level support staff; train new support staff in assigned program procedures and functions. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES 84 Prepare staff reports and legal documents for consideration at City Council meetings. Coordinate, prepare, and maintain various codes and materials including the Municipal Code and the City's administrative, procedural, and committee manuals. May serve as City Clerk upon the request or absence of the City Clerk. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Organization and function of municipal government. Pertinent Federal, State, and local laws, codes, and regulations. English usage, spelling, vocabulary, grammar and punctuation. Modem office procedures, methods and computer equipment. Practices used in minute taking and preparation. Principles and procedures of record keeping. Principles of business letter writing and report preparation. Basic mathematical principles. Principles and procedures of records management. Principles and practices used in dealing with the public. Safe driving principles and practices. Skill to: Operate modern office equipment including computer equipment. Type at a speed of 60 words per minute and enter data at a speed necessary for successful job performance. 85 Transcribe recorded minutes. Operate a motor vehicle safely. Ability to: Provide information and organize material in conformance with policies and legal require- ments. Meet and deal tactfully and effectively with the public. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. Interpret a variety of public documents including contracts and ordinances. Participate in the retention and destruction of official records in accordance with applicable laws and regulations. Plan and organize work to meet schedules and deadlines. Prepare and maintain accurate and complete records. Prepare official minutes, resolutions, and ordinances. Prepare clear and concise reports. Compose correspondence independently. 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: Four years of increasingly responsible clerical experience involving taking and transcribing minutes of meetings, maintain complex files, and explaining policies, procedures, and regulations to staff or the public. Training: Equivalent to the completion of the twelfth grade supplemented by two years of college level course work in business or secretarial science including International Institute of Municipal Clerks courses for City Clerk. 86 License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver's license. Possession of, or ability to obtain within one year of date of hire, a Notary Public -- - - i Formatted: Indent: Left: OS' certificate. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment; availability to attend evening meetings; ability to travel to different sites and locations. Effective Date: January, 1999 jZeyised Date: , - Formatted: Font: Bold 87