HomeMy WebLinkAboutItem 12b - City Manager's Office ReorganizationDATE: December 17, 2019
TO: Honorable Mayor and City Council
FROM: Dominic Lazzaretto, City Manager
SUBJECT: CITY MANAGER’S OFFICE REORGANIZATION, AND NEW
CLASSIFICATION SPECIFICATIONS FOR DEPUTY CITY MANAGER,
ASSISTANT CITY CLERK, DEPUTY CITY CLERK, AND CITY CLERK
TECHNICIAN; ADMINISTRATIVE SERVICES DIRECTOR SALARY
ADJUSTMENT; CREATION OF A NEW MANAGEMENT AIDE POSITION
IN THE ADMINISTRATIVE SERVICES DEPARTMENT; AND APPROVE
A SUPPLEMENTAL BUDGET APPROPRIATION IN THE AMOUNT OF
$36,160 FOR ONE-TIME CONSTRUCTION AND FURNITURE COSTS
Recommendation: Approve
SUMMARY
After nearly 36 years of dedicated service to the City, Arcadia’s Chief Deputy City
Clerk/Records Manager has announced her retirement effective December 27, 2019. As
with any significant change in staffing, the City has evaluated current industry trends,
customer service needs, and staffing models to identify potential operating efficiencies
and economies of scale. As a result of this review, the City Manager is proposing to
reorganize the City Manager’s Office staffing model and modernize job descriptions,
better distribute workloads, improve customer service, and provide opportunities for
continued professional development and growth within the City Clerk, City Attorney, and
City Administration functions. The Human Resources Commission unanimously
recommended approval of this action on December 5, 2019.
The proposed modifications include the adaptation of a flexible staffing model within the
City Clerk/City Attorney function to realign roles and responsibilities along with the
creation of a Deputy City Manager classification. The proposal includes the creation of a
series of three classifications for a single position, allowing growth over time: City Clerk
Technician, Deputy City Clerk, and Assistant City Clerk. Under the new staffing model,
City Clerk personnel will report to a newly-created Deputy City Manager position that is
an upgrade to the current Assistant to the City Manager position. The Chief Deputy City
Clerk/Records Manager position will be vacated. In addition, a new full-time
Management Aide position is proposed for the Administrative Services Department to
streamline the City’s Risk Management program, as well as to address additional
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human resources and financial services needs within the Department. The net result will
be the same number of employees citywide, but with duties shifted to where they make
the most sense in a modern environment. The current and proposed organization charts
are shown below. It is estimated that the cost savings from the reorganization will result
in a five year savings of approximately $86,744, even after including office remodeling
costs and anticipated salary increases over that time.
Therefore, it is recommended that the City Council:
1. Approve the creation of the City Clerk/City Attorney classification series to
include an Assistant City Clerk, Deputy City Clerk, and City Clerk Technician;
2. Approve the creation of a Deputy City Manager classification;
3. Approve the salary schedule adjustment for the position of Administrative
Services Director;
4. Approve the addition of a full-time Management Aide position in the
Administrative Services Department; and
5. Approve a supplemental budget appropriation in the amount of $36,160 for one-
time construction and furniture costs.
BACKGROUND
The City Manager’s Office is comprised of four operating divisions: City Clerk, City
Attorney, City Administration, and Communications & Marketing. Currently, there are
two division managers, each overseeing two divisions and two full-time positions. The
Chief Deputy City Clerk/Records Manager coordinates the City Clerk and City Attorney
functions while the Assistant to the City Manager oversees the City Administration and
Communications & Marketing functions. Below is the current City Manager’s Office
organization chart.
In addition to the Chief Deputy City Clerk/Records Manager, the City Clerk function also
includes a Deputy City Clerk and a Records/Legal Technician. These three full-time
positions provide both internal and external services including: City Council agendas
and minutes, municipal elections, public records requests, bid openings, resolutions,
ordinances, records administration, claims for damages, deeds and covenants, City fee
schedule maintenance, litigation, subpoenas and summons, and fair political practices
commission filings. The current positions within the City Clerk function are not flexibly
staffed, which creates silos and diminishes opportunities for growth.
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The Assistant to the City Manager position has been in its current form since 2015 and
performs professional level administrative work, which requires independent judgment
in the execution of duties. In addition to overseeing the Administration and
Communications & Marketing functions, much of this position’s work varies across all
areas of the organization and typically impacts citywide operations. Examples include
leading efforts to modernize the City’s hiring process, investigating fire services
consolidation with Sierra Madre, the Citizen’s Financial Advisory Committee process,
and emergency notifications, among others. Like the Chief Deputy City Clerk/Records
Manager, this position has two direct reports: an Executive Assistant and a
Management Analyst. In addition, a part-time Communications Specialist and a part-
time Administrative Intern also report to the Assistant to the City Manager. The Chief
Deputy City Clerk/Records Manager and Assistant to the City Manager report directly to
the City Manager.
The City of Arcadia’s long-time Chief Deputy City Clerk/Records Manager is retiring on
December 27, 2019. For the past 36 years, because of her expertise and tenure, the
incumbent has assumed additional duties that are not traditionally associated with the
role of a professional City Clerk. As with any significant change in staffing, the City
Manager has used this opportunity to evaluate current industry trends, customer service
needs, and staffing models to identify potential operating efficiencies and economies of
scale. As a result of this review, the City Manager is proposing to reorganize the City
Manager’s Office staffing model.
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DISCUSSION
The City Manager is proposing to reorganize the City Manager’s Office staffing model
and modernize job descriptions to better distribute workloads, improve customer
service, and provide opportunities for continued professional development and growth
within the City Clerk, City Attorney, and City Administration functions. These changes
will achieve the following:
• Create a flexible staffing model and eliminate silos.
• Re-structure management to create efficiencies and economies of scale.
• Provide opportunities for growth and development of staff, including opportunities
for cross-training and broadening of skills.
• Enhance the Office’s culture and diversity by relocating staff to a central location.
• Streamline service delivery for the City’s Risk Management program.
• Provide support and redundancy across positions, which will aid in providing
uninterrupted service delivery.
These changes require the creation of several new classifications in addition to creating
a full-time Management Aide position in the Administrative Services Department. A
matrix of current and proposed service delivery is provided in Attachment “A”. Each of
the classifications proposed for modification are described in further detail below. The
proposed organization chart for the City Manager’s Office is shown below (Attachment
“B”).
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Deputy City Manager
The classification of Deputy City Manager (Attachment “C”) is prevalent throughout
municipal management. While occasionally used interchangeably with the term
“Assistant City Manager”, the Deputy position that is being proposed is intended to be a
chief support position to a specific department, in this case the City Manager’s Office.
Whereas the Assistant City Manager serves as the number two position in the entire
City organization, the Deputy City Manager oversees the daily operations of the City
Manager’s Office and is responsible for overseeing employees and divisions within the
City Manager’s Department. The Deputy City Manager would not be an executive level
position and would instead have departmental divisionhead status on par with the
Deputy Public Works Director, Deputy Development Services Director, and Deputy Fire
Chief positions.
The Deputy City Manager will represent the City Manager’s office at official meetings or
in the implementation of citywide policies and programs, in addition to overseeing the
day-to-day administration of operating divisions, along with other responsibilities as
assigned within the City Manager’s purview.
The classification specification for the Deputy City Manager is an administrative
generalist encompassing a wide variety of duties. The proposed Deputy City Manager
classification is based off of the Assistant to the City Manager classification with several
distinctions and additional responsibilities. These include:
• Overseeing assigned programs and administrative support functions; managing
the operations of the City Manager's Office, including City Clerk and City Attorney
functions, ensuring the effective and efficient completion of department
assignments. Supervising and evaluating clerical and technical staff; assigning
and prioritizing work.
• Providing professional administrative and analytical assistance to the City
Manager regarding citywide issues, programs, goals and objectives, and/or
operations.
• Developing and administering the City Manager, City Clerk, and City Attorney
and City Council budgets.
• Overseeing Electronic Document Management System (“EDMS”) programs;
implementing and coordinating a comprehensive records management program
and assisting departments in the application and implementation of record
management policies, procedures, and techniques.
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The proposed salary range for the Deputy City Manager position is $10,139/month to
$12,661/month, similar to the Community Development Administrator and Deputy Public
Works Director positions. The incumbent Assistant to the City Manager is expected to
assume the new Deputy City Manager position.
Assistant City Clerk
Deputy City Clerk
City Clerk Technician
The new specification for the City Clerk/City Attorney series (Attachment “D”) includes
three classifications as listed above. This flexible staffing model is being proposed to
effectively continue the service delivery of the City Clerk and City Attorney staffing
functions. Similar flexible staffing models are used throughout the organization,
including the Office Assistant, Administrative Assistant, and Senior Administrative
Assistant series or the Management Aide, Management Analyst, and Senior
Management Analyst series. The flexible staffing model creates opportunities for
growth, eliminates silos within the City Clerk and City Attorney functions and creates an
entry level position for new talent to join the profession at a basic level. As such, the
general duties in the classification are the same regardless of the level; however, the
assignment of responsibility will vary with workload, experience, and time in grade.
In addition, while the two incumbent positions technically serve different functions
according to the adopted job classifications – one is focused on City Clerk duties while
the other focuses on City Attorney – in reality, to serve effectively, the personnel are
cross-trained and the lines are blurred. The proposal would make the positions fully
interchangeable in order to avoid any labor relations concerns of working out of class.
The City Clerk/City Attorney classification series will continue to perform the core
functions and duties of the City Clerk’s and City Attorney’s Offices. These include but
are not limited to the following:
• Performing a variety of administrative and support tasks for the City Clerk and
City Attorney functions. Assist in managing official record keeping for the City;
legal administrative work; establishing record keeping systems including files and
other storage or retrieval systems.
• Attending City Council meetings and recording all official proceedings; preparing
minutes and other documents; directing the publication, filing, indexing, and
safekeeping of all proceedings of the City Council; preparing minute orders,
resolutions, agreements, proclamations, and ordinances in draft or final form;
coordinating the review and approval of official actions with the City Council, the
City Manager, the City Attorney, citizens, community groups, and others.
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• Maintaining custody of official records and archives of the City, including
ordinances, resolutions, contracts, agreements, deeds, insurance, and minutes;
certifying copies as required; overseeing the indexing, filing, and scheduling of
documents for microfilming or other technological record keeping systems.
• Assuming responsibility for the preparation, organization, printing, and
distribution of the agenda and agenda packet materials for City Council and other
meetings. Preparing staff reports and legal documents for consideration at City
Council meetings.
• Preparing and filing misdemeanor criminal complaints, and miscellaneous
pleadings with Courts; providing assistance and paralegal support to outside
counsel on lawsuits as assigned.
• Processing and reviewing subpoenas for records and employee appearances for
hearings, depositions, or related legal matters.
Should a vacancy in the City Clerk Office occur, under this model the City may fill the
position at any of the three levels. Moving through the grades requires demonstration of
proficiency as well as time in the previous position. While the entry level City Clerk
Technician position requires limited experience, to move to the Deputy City Clerk
position requires three years of experience and the full journey level of Assistant City
Clerk requires five years. In addition, the minimum qualifications now prefer that the
advanced levels also have a Certified Municipal Clerk (“CMC”) or Master Municipal
Clerk (“MMC”) designation in addition to a bachelor’s degree being highly desirable.
The proposed salary ranges for the series are as follows:
1. City Clerk Technician position is $3,863/month to $4,822/month
2. Deputy City Clerk position is $4,822/month to $6,018/month
3. Assistant City Clerk position is $5,589/month to $6,979/month
These positions would continue to be represented by the Arcadia City Employees
Association (“ACEA”). These recommended changes were discussed with the Board of
the ACEA and they did not have any objections. The incumbent Records/Legal
Technician and Deputy City Clerk are expected to assume roles under the new
classification series.
Management Aide
As part of the City’s internal review of staffing and programming, it became apparent
that the City’s Risk Management program could be streamlined by moving claims for
damages against the City from the City Attorney’s Office to the Human Resources
Division in the Administrative Services Department. Human Resources also administers
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the City’s workers’ compensation claims and general liability insurance policies, among
other liability mitigation efforts throughout the City. Moving the general claims
management duties to the Administrative Services Department will unify contacts with
the City’s insurance companies and reduce opportunities for things to be missed due to
a lack of communication. In addition, by moving the claims process out of the City
Attorney’s office, time will be freed up to pursue city filings in a more timely fashion. A
common example of such a filing would be nuisance abatements for code enforcement
issues.
In 2019, the City’s Innovation Team identified that the Administrative Services
Department would benefit with the addition of a full-time Management Aide position to
not only support the City’s modernization of recruitment and retention, but also to
support the department more holistically with programs including risk management and
other human resources internal service operations. The classification for the
Management Aide is appropriate to support broad programmatic and analytical
assignments and will create capacity for the other staff in the Department to assume
claims management duties.
Administrative Services Director
Due to the shifting of workload and areas of responsibility, the salary range for the
Administrative Services Director position is also being adjusted to reflect these changes
to better align with similar positions in the region. Over time, the Administrative Services
Director’s responsibilities have increased significantly without adjusting the salary
range. The proposed salary range is $12,976/month to $16,208/month. The cost for the
increase is already included in the adopted FY 2019-20 operating budget and was
made possible through staffing adjustments within the Department earlier this year.
Specifically, when two employees retired near the start of this year, several positions
were adjusted to create growth opportunities within the department and one position
was eliminated. The addition of the Management Aide position will return the
Administrative Services Department to a similar staffing level to previous years.
Including the various changes in both departments, the net change will be one less full-
time employee in the organization and substantial cost savings over time, even with the
upgrade of several positions listed in this report.
City Manager’s Office Remodel and New Public Counter
Although the City Clerk and City Attorney functions are a division of the City Manager’s
Office, the City Clerk’s Office is located in Upper City Hall whereas the City Manager’s
Office is located in the adjacent building, or Lower City Hall. In addition, the City
Attorney currently sits in the Lower City Hall but other City Attorney personnel sit in
Upper City Hall. Physically and culturally, the two divisions have been operating as two
different departments. Under the proposed reorganization, City Clerk staff will report to
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the Deputy City Manager whose office is located in Lower City Hall. Managing staff in
two different locations is doable but not ideal in terms of efficiency or enhancing the City
Manager’s Office culture.
In order to address this, it is proposed that the City Manager’s Office be remodeled to
accommodate the entire department within one area in Lower City Hall. As proposed in
Attachment “E”, the City Manager’s Office would be modified to an open concept area
and a revised public counter, which will allow for greater interactions with all department
employees and better customer service. This will alleviate administration concerns,
enhance the City Manager’s Office culture, improve overall operations, and will include
minor modifications to improve security while still creating a friendly and inviting
atmosphere for the public to conduct their business. The City Manager would be
relocated down the hallway in a remodeled area behind the Mayor’s office. The existing
City Clerk’s office area would remain unoccupied for the time being. The one-time cost
is expected to be $78,294 for construction and $30,791 for furniture. Both figures
include a 10% contingency. Design and construction would commence immediately
upon approval of this report and the office spaces would be available sometime this
Spring.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and it can be seen with certainty that it will have no impact on the
environment. Thus, this matter is exempt under CEQA.
FISCAL IMPACT
The Human Resources Division conducted a salary survey of surrounding cities to
determine the market rate for the positions and salary adjustments being proposed. As
has been the City’s past practice, the ranges proposed generally are at or slightly above
the median of comparable positions. As previously mentioned, the cost for the
Administrative Services Director has already been included in the FY 2019-20 budget.
The reorganization of the City Manager’s Office is expected to generate long-term
savings in the General Fund (Attachment “F”). Due to the timing of the reorganization,
approximately 6 months of savings from the Chief Deputy City Clerk/Records Manager
position will be used to offset salary and benefit increases for the proposed positions.
Specifically, the $15,625 in additional increases over the remainder of the Fiscal Year
will be offset by $88,550 in salary savings from the retirement over the six month period.
The one-time construction and furniture costs of $109,085 will be partially covered by
the cost savings but will require a supplemental budget appropriation in the amount of
$36,160.
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In total, the reorganization will generate a savings to the General Fund on an annual
basis resulting in a net savings of approximately $86,744 over 5 years including
expected salary increases and the construction costs.
RECOMMENDATION
It is recommended that the City Council determines that this project is exempt under the
California Environmental Quality Act (“CEQA”); and
1. Approve the creation of the City Clerk/City Attorney classification series to
include an Assistant City Clerk, Deputy City Clerk, and City Clerk Technician;
2. Approve the creation of a Deputy City Manager classification;
3. Approve the salary schedule adjustment for the position of Administrative
Services Director;
4. Approve the addition of a full-time Management Aide position in the
Administrative Services Department; and
5. Approve a supplemental budget appropriation in the amount of $36,160 for one-
time construction and furniture costs.
Attachment A: Matrix of Duties
Attachment B: Organization Charts
Attachment C: Deputy City Manager Classification
Attachment D: City Clerk Series Classification
Attachment E: City Manager’s Office Remodel
Attachment F: Reorganization Source & Use Statement
Attachment A: Matrix of Duties
Current:
City Clerk City Attorney City Manager Administrative Services
Agendas
Minutes
Bid Openings
Boards & Commissions
Certificates of Insurance
Contracts
Elections
Ethics Training
Fee Schedule
FPPC Filings
Invocations
Municipal Code
Notary Public
Ordinances
Public Records Requests
Resolutions
Checks & Invoices
Claims Administration
Code Services Violations
Complaints
Covenants
Legal Advertisements
Legal Billing Review
Litigation Log
Subpoenas
Summons
Access Control
Administration
City Council
Coyotes
Innovation Team
Intergover Relations
Public Information
Special Events – City
Special Events – Public
Special Projects
Website
Accounting
Benefits
Budget
Finance
Information Technology
Payroll
Purchasing
Recruitment
Retention
Wellness
Workers’ Compensation
Proposed:
City Clerk City Attorney City Manager Administrative Services
Agendas
Minutes
Bid Openings
Boards & Commissions
Certificates of Insurance
Contracts
Elections
Ethics Training
Fee Schedule
FPPC Filings
Invocations
Municipal Code
Notary Public
Ordinances
Public Records Requests
Resolutions
Checks & Invoices
Claims Administration
Code Services Violations
Complaints
Covenants
Legal Advertisements
Legal Billing Review
Litigation Log
Subpoenas
Summons
Access Control
Administration
City Council
Coyotes
Innovation Team
Intergover Relations
Public Information
Special Events – City
Special Events – Public
Special Projects
Website
Accounting
Benefits
Budget
Claims Administration
Finance
Information Technology
Payroll
Purchasing
Recruitment
Retention
Wellness
Workers’ Compensation
Attachment B: Org Charts
City Manager’s Office – Current
City Manager’s Office – Proposed
Administrative Services - Proposed
Deputy City Manager
DEFINITION
Under general direction of the City Manager, the Deputy City Manager leads citywide projects and
programs, and provides ongoing assistance and support to the City Manager, City Council, and
Department Heads; manages and coordinates administrative activities for the City Manager’s Office,
including City Clerk and City Attorney functions, and City Council; performs complex professional,
confidential, and analytical duties; and serves as a subject matter expert on the City’s resources.
Provides leadership for the definition and development of a shared vision, strategy, and goals for all City
activities. Serves as the primary Public Information Officer for the City, and administers contracts and
grant-funded program activities on behalf of the City Manager’s Office.
This is a single position class that performs professional level administrative work, which requires
independent judgment in the execution of duties which are typically sensitive and may impact citywide
operations. The incumbent is considered to be an administrative generalist and may be assigned specific
activities within a broad range of administrative operations. This is an At-Will, Confidential, Exempt
classification.
SUPERVISION EXERCISED
Exercises direct supervision over technical and clerical staff in the City Manager’s Office, including City
Clerk and City Attorney staff. May be assigned as a temporary supervisor to teams or groups of
professional, paraprofessional, and technical staff on a project basis.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Oversee assigned programs and administrative support functions; manage the operations of the City
Manager's Office, including City Clerk and City Attorney functions, ensuring the effective and efficient
completion of department assignments. Supervise and evaluate clerical and technical staff; assign and
prioritize work.
Provide professional comprehensive analytical assistance to the City Manager regarding citywide issues,
programs, goals and objectives, and/or operations; ensure materials are accurate, complete, and in
compliance with City standards, policies, and procedures.
Coordinate City Clerk and City Attorney activities with other departments and outside agencies and
organizations; as assigned, provide staff assistance to the City Manager and City Council; conducts
research, performs analysis, and prepares and presents staff reports and other necessary
correspondence; may assist with management review of Council agenda items
Monitor and maintain compliance with pertinent federal, State, and local laws, codes, regulations, and
ordinances; assist in implementing procedures to ensure compliance with applicable laws and
regulations.
Attachment C: Deputy City Manager Classification
Develops and drafts a variety of City policies and procedures including operational procedures,
administrative manuals, ordinances, and resolutions; performs policy analysis on anticipated programs.
Collect, compile, and analyze information from various sources on a variety of topics, including proposed
legislation; prepare comprehensive reports to present and interpret data; identify alternatives and make
and justify recommendations.
Collaborate with City departments and other staff as assigned on the status of pending project
assignments; assist in ensuring timelines and given budgets are met.
Develop and administer the City Manager, City Clerk, and City Attorney and City Council budgets; direct
the forecast of additional funds needed for staffing, equipment, materials, and supplies; direct the
monitoring of and approve expenditures; direct the preparation of and implement budgetary
adjustments as necessary.
Oversee Electronic Document Management System (EDMS) programs; implement and coordinate a
comprehensive records management program and assist departments in the application and
implementation of record management policies, procedures, and techniques.
Investigate, resolve, and/or facilitate the resolution of problems encountered by residents and business
owners.
Serve as the City’s general Public Information Officer and coordinate efforts with public information
officers in other departments. Explain and interpret City regulations and policies to employees, the
public, and outside agencies. Respond to emergency and problem situations with tact and diplomacy.
Oversee the City's public education efforts through development and execution of specific public
information, public education and community relations programs, events, and procedures, including
Citywide social media efforts and the City website; respond to requests from the media.
As assigned, represent the City in relations with the community, advisory committees, authorities, other
local, city, county, state, and federal agencies, and professional organizations; serve on committees as
assigned; coordinate special events; represent the City in discussions regarding municipal operations.
Initiate and write press releases, public service announcements, articles, speeches and position papers
on City activities, programs and policies; determine methods of presentation and distribution.
Chairs or participates in standing or ad hoc committees of substantial importance to the overall
direction of city operations or relating to special issues facing the City.
Manage the operations of the City’s public cable channel; produce programs for broadcast, including the
production, direction, and telecast of City Council meetings.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as required
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Advanced principles and practices of municipal government, including budget preparation and
administration.
Principles and practices of government public relations/public education including the use of social
media and maintenance of a website; time management and meeting deadlines; record keeping;
professional letter writing; information gathering; and supervision, training, and performance
evaluation.
Organizational and management practices as applied to the analysis, evaluation, development, and
implementation of programs, policies, and procedures.
Pertinent Federal, State, and local laws, codes, and regulations.
Consensus and team building techniques.
Brown Act meeting laws and parliamentary procedures.
Research and reporting methods, techniques, and procedures.
Modern office procedures, methods, and computer software and hardware.
Safe driving principles and practices.
English usage, spelling, grammar and punctuation.
Skill to:
The core competencies related to supervision, leadership, and management including consensus
building and team building.
Managing projects and programs.
Prioritizing and assigning work.
Operate modern office equipment including computer equipment.
Operate a motor vehicle safely.
Communicate clearly and concisely, both orally and in writing.
Ability to:
Perform responsible, difficult, and confidential administrative work involving the use of independent
judgment and personal initiative, with minimal supervision and direction.
Effectively administer, prioritize, and manage a variety of departmental and Citywide programs,
activities, and special assignments.
Develop and administer budgets.
Interpret and apply Federal, State, City and departmental laws, policies, procedures, and regulations.
Identify and analyze problems; identify alternative solutions; project consequences of proposed actions;
and implement recommendations in support of goals.
Initiate, prepare, and distribute effective public education materials; develop and implement public
education programs.
Evaluate and develop improvements in operations, procedures, policies, and methods.
Understand the organization and operation of the City, the City Council, City Manager’s Office, all
departments, and outside agencies as necessary to carry out assignments.
Establish, maintain, and foster positive and harmonious working relationships with those contacted in
the course of work.
Follow oral and written instructions and convey same to subordinates, committee members, and other
staff in the organization.
Work extended hours, including some nights, weekends, and holidays, in order to accomplish
assignments and to attend City meetings and events.
Minimum Qualifications:
Experience/Training:
Any combination of education and/or experience that has provided the knowledge, skills, and abilities
necessary for successful job performance. Example combinations include: Bachelor's Degree from an
accredited college or university with major course work in Public or Business administration, or a related
field plus five (5) years of responsible professional level administrative and analytical experience in the
field of government including three (3) years of supervisory experience. Equivalent to a Master’s Degree
in public administration or a related field is highly desirable.
License or Certificate:
Possession of an appropriate, valid driver's license.
Special Requirements:
Essential duties require the following physical abilities and work environment:
Ability to work in a standard office environment; ability to travel to different sites and locations.
Effective Date: December, 2019
City Clerk Technician
Deputy City Clerk
Assistant City Clerk
DEFINITION
Under administrative direction or general supervision of the Deputy City Manager or designee, to
perform a variety of highly responsible, complex, and administrative support in the operations of the
City Clerk and City Attorney functions of the City Manager’s Office.
DISTINGUISHING CHARACTERISTICS
City Clerk Technician – This is the entry level in the class series. Positions at this level usually perform
most of the duties required of the positions at the Deputy City Clerk level, but are not expected to
function at the same skill level. Incumbents usually exercise less independent discretion and judgment in
matters related to work procedures and methods. Work is usually supervised while in progress and fits
established structure or pattern. Exceptions or changes in procedures are explained in detail as they
arise. Since this class is used as an entry-level class, employees will have the minimum qualifications but
may have only limited or no directly related work experience.
Deputy City Clerk– This is the intermediate level in the class series. Positions at this level are
distinguished from the City Clerk Technician level by the performance of the full range of duties as
assigned, working independently, and exercising judgment and initiative. Positions at this level receive
only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the
operating procedures and policies of the work unit. Position in this class are flexibility staffed and
positions at the Deputy City Clerk level may be filled by advancement from the City Clerk Technician
level with two years of increasingly responsible legal, election, and/or records management experience,
sufficient funding, and successful performance reviews. When filled from the outside, the employee is
required to have prior related experience, which allows the employee to meet the qualification
standards for the Deputy City Clerk level.
Assistant City Clerk– This is the journey level in the class series. Positions at this level are distinguished
from the Deputy City Clerk level by requiring more experience than the Deputy City Clerk level. Positions
in this class series are flexibly staffed and may be filled by advancement from the Deputy City Clerk with
five years of increasingly responsible legal, election, and/or records management experience, sufficient
funding, and successful performance reviews. When filled from the outside, the employee is required to
have prior related experience, which allows the employee to meet the qualification standards for the
Assistant City Clerk level.
SUPERVISION EXERCISED
City Clerk Technician
Attachment D: City Clerk Series Classification
Does not exercise any supervision.
Assistant City Clerk & Deputy City Clerk
May exercise technical supervision over lower level staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Perform a variety of administrative and support tasks for the City Clerk and City Attorney functions.
Assist in managing official record keeping for the City; legal administrative work; establishing record
keeping systems including files and other storage or retrieval systems.
Attend City Council meetings and record all official proceedings; prepare minutes and other documents;
direct the publication, filing, indexing and safekeeping of all proceedings of the City Council; 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, the City Attorney,
citizens, community groups, and others.
Maintain custody of official records and archives of the City, including ordinances, resolutions, contracts,
agreements, deeds, insurance, and minutes; certify copies as required; oversee the indexing, filing, and
scheduling of documents for microfilming or other technological record keeping systems.
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.
Plan and conduct municipal elections; ensure conformance to election and government code; advise
candidates, City officials, and designated employees of Political Reform Act filing requirements; serve as
filing officer for the Fair Political Practices Commission; administer the City's Conflict of Interest Code;
maintain documents for public inspection; order and maintain election supplies and equipment; 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.
Receive and process formal petitions relating to initiatives, referendums, or recalls; examine and certify
results; receive and process petitions relating to matters pertaining to the City.
Assume responsibility for the preparation, organization, printing and distribution of the agenda and
agenda packet materials for City Council and other meetings. Prepare staff reports and legal documents
for consideration at City Council meetings.
Serve as the Electronic Document Management System (EDMS) Coordinator and manage the activities
relating to the City’s centralized records management program; prepare and maintain records retention
schedules
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 review subpoenas for records and employee appearances for hearings, depositions, or
related legal matters.
Support City Attorney activities with other departments and outside agencies, and provide staff
assistance to the City Attorney.
Coordinate, prepare, and maintain various codes and materials including the Municipal Code and the
City's administrative, procedural, and committee manuals.
Prepare comprehensive and concise reports and summaries to present and interpret data, identify
alternatives, and make recommendations.
Maintain the City's Municipal Code; determine placement and assign new article/section numbers to
new revisions/additions to the Municipal Code. Execute official City documents; maintain custody of City
Seal; administer and file oaths of office and oaths of allegiance.
Provide official notification to the public regarding public hearings, including legal advertising of notices.
Respond to citizen inquiries; establish, maintain, and foster positive professional relationships with
those contacted in the course of work.
Research and prepare data for City Council, staff members, other governmental agencies, citizens, and
news media; answer questions and give out information on the telephone, by correspondence, and in
person.
Officiate at bid openings; direct the preparation of contracts and agreements between the City and
bidders.
Attend and participate in professional group meetings; stay abreast of new trends and innovations in
the field of municipal government.
Assist in the preparation and monitoring of the City Clerk and City Attorney budget.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
City Clerk Technician
Knowledge of:
Organization and function of municipal government.
Modern office procedures, methods and computer equipment.
Pertinent Federal, State, and local laws, codes, and regulations.
English usage, spelling, vocabulary, grammar and punctuation.
Basic mathematical principles.
Principles and procedures of record keeping.
Records management functions and the City’s official record keeping system.
Principles and practices of records management, including records retention law.
Filing methods, systems and equipment used in storing, retrieving and updating City records.
Legal terminology and the forms and documents used in legal secretarial work.
Legal procedures and practices involved in composing, processing and filing a variety of legal
documents.
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 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.
Provide information and organize material in conformance with policies and legal requirements.
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.
Prepare and maintain accurate and complete records.
Prepare official minutes, resolutions, and ordinances.
Prepare clear and concise reports.
Respond to questions from the public and City personnel regarding policies and procedures for the
assigned area.
Coordinate the retention/destruction of official records in accordance with applicable laws and
regulations.
Interpret and apply administrative and departmental policies and procedures.
Minimum Qualifications:
Experience/Training:
Any combination of education and/or experience that has provided the knowledge, skills, and abilities
necessary for successful job performance is qualifying. An example would be two (2) years of
increasingly responsible legal administrative secretarial, administrative assistant, internship, or related
experience. 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. A Bachelor’s
degree from an accredited college or university in public administration, business administration, or a
related field is highly desirable.
License or Certificate:
Possession of, or ability to obtain, Certified Records Manager designation.
Deputy City Clerk & Assistant City Clerk
In addition to the qualifications for City Clerk Technician:
Knowledge of:
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.
Practices used in minute taking and preparation.
Modern principles and practices of program development and administration.
Legal procedures and practices involved in composing, processing and filing a variety of legal
documents.
Election laws, political reform requirements, and procedures for administering municipal elections.
Principles of business letter writing and report preparation.
Principles and procedures of records management.
Skill to:
Transcribe recorded minutes.
Ability to:
Provide information and organize material in conformance with policies and legal requirements.
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.
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.
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations including
administrative and departmental policies and procedures.
Plan, coordinate, and conduct municipal elections.
Identify and respond to City Council issues, and community concerns and needs.
Minimum Qualifications:
Experience/Training
Deputy City Clerk - Any combination of education and/or experience that has provided the knowledge,
skills, and abilities necessary for successful job performance is qualifying. An example would be three (3)
years of increasingly responsible City Clerk experience involving taking and transcribing minutes of
meetings, maintain complex files, and explaining policies, procedures, and regulations to staff or the
public. A Certified Municipal Clerk or Master Municipal Clerk designation is preferred. A Bachelor’s
degree from an accredited college or university in public administration, business administration, or a
related field is highly desirable.
Assistant City Clerk - Any combination of education and/or experience that has provided the
knowledge, skills, and abilities necessary for successful job performance is qualifying. An example would
be five (5) years of increasingly responsible City Clerk experience planning and conducting municipal
elections, reviewing City documents and contracts, and maintaining the City’s Municipal code and
official records. A Certified Municipal Clerk or Master Municipal Clerk designation is preferred. A
Bachelor’s degree from an accredited college or university in public administration, business
administration, or a related field is highly desirable.
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 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, 2020
DATE DESCRIPTION
09.18.19 Initial Drawing
09.27.19 R1 Drawing
10.03.19 R2 Drawing
10.15.19 R3 Drawing
10.18.19 R4 Drawing
00.00.19 Enter Text
00.00.19 Enter Text
00.00.19 Enter Text
00.00.19 Enter Text
00.00.19 Enter Text
00.00.19 Enter Text
PATH:www.WorkspaceInteriorsOD.com
DISCLAIMER: ALL DRAWINGS ARE PROPERTY OF WORKSPACE
INTERIORS. NO DOCUMENTS SHALL BE COPIED, ALTERED OR
SHARED WITH ANY THIRD PARTY WITHOUT EXPRESS WRITTEN
CONSENT FROM WORKSPACE INTERIORS. THESE ARE NOT
CONSTRUCTION DOCUMENTS. ALL DIMENSIONS ARE RELATED
TO FURNITURE ONLY.
SCALE:
SALES:
DESIGNER:
CITY OF ARCADIA
CITY MANAGER
ARCADIA, CA
PROJECT # 9579
N.T.S.
M. BENNETT
C. SWISHERm:\omworkspace\project folder\2019 prj\c\city of arcadia\td 479920 city manager recon\design\101519 city of arcadia city manager recon.dwgDoor to Outside
Door to Outside
Attachment E: City Manager's Office Remodel
DATE DESCRIPTION
09.18.19 Initial Drawing
09.27.19 R1 Drawing
10.03.19 R2 Drawing
10.15.19 R3 Drawing
10.18.19 R4 Drawing
00.00.19 Enter Text
00.00.19 Enter Text
00.00.19 Enter Text
00.00.19 Enter Text
00.00.19 Enter Text
00.00.19 Enter Text
EXISTING FURNITURE
IN THIS AREA
REPLACE EXISTING CLEVER BOW FRONT
DESK WITH CLEVER RECEPTION DESK
PRINTER
24X243'-4"
6'9'-41
2"6'
21'-10"
WAVEWORKS PRODUCT USED IN THIS 2-PERSON SPACE.
FINISH WILL MATCH EXISTING CLEVER PRODUCT,
HOWEVER STYLE WILL BE SLIGHTLY DIFFERENT. THIS
CHANGE IN SERIES WAS DUE TO THE TYPE OF STORAGE
REQUESTED IN THIS SPACE & CLEVER WAS LIMITED IN
IT'S PRODUCT OFFERING.
12'-21
4"
17'-73
4"
TALLER END PANEL ON RECEPTION
DESK HERE WILL BLOCK USE OF
EXISTING TACKBOARD THAT IS
MOUNTED TO THE WALL
3'-21
2"
8'-93
4"
2"
2'
16'-8"
3'-8"
OPTION #2NAC17TLLNAC17TLLANAC17TLLNAC17TLLANAC17TLLA NAC17TLLNAC17TLLANAC17TLLAPRIVATE OFFICE DOOR
PLACED ALONG THIS
WALL, LOCATION SHOWN
IS APPROXIMATE
9'-61
4"
4'-01
2"
THIS SPACE SHOULD BE AT
LEAST 3'-8" TO BE CONSIDERED
AN AISLE FOR 3+ PEOPLE.
LAYOUT DOES NOT MEET
CODE REQUIREMENTS.
EXISTING FURNITURE
IN THIS AREA
ADA HEIGHT BUILD-UP
UNIT TO BE PLACED
HERE. COUNTERTOP
COULD ALSO BE ADDED
TO THIS UNIT IF DESIRED.
CUSTOM LIBRARY STYLE
SWING DOOR TO BE
MOUNTED TO DESK HERE
8'-53
4"9'-11
4"
ADA HEIGHT UNIT
SPECIFIED IN ALL
LAMINATE, WHILE
RECEPTION DESK HAS
LAMINATE SURFACE &
WOOD VENEER CHASSIS
PATH:www.WorkspaceInteriorsOD.com
DISCLAIMER: ALL DRAWINGS ARE PROPERTY OF WORKSPACE
INTERIORS. NO DOCUMENTS SHALL BE COPIED, ALTERED OR
SHARED WITH ANY THIRD PARTY WITHOUT EXPRESS WRITTEN
CONSENT FROM WORKSPACE INTERIORS. THESE ARE NOT
CONSTRUCTION DOCUMENTS. ALL DIMENSIONS ARE RELATED
TO FURNITURE ONLY.
SCALE:
SALES:
DESIGNER:
CITY OF ARCADIA
CITY MANAGER
ARCADIA, CA
PROJECT # 9579
1/4" = 1'-0"
M. BENNETT
C. SWISHERm:\omworkspace\project folder\2019 prj\c\city of arcadia\td 479920 city manager recon\design\101519 city of arcadia city manager recon.dwg
FY 2020 FY 2021 FY 2022 FY 2023 FY 2024 FY 2025
SOURCES
Beginning Balance
Balance 0 (36,160)42 29,767 53,670 71,720
Total Beginning Balance -$ (36,160)$ 42$ 29,767$ 53,670$ 71,720$
Savings
Chief Deputy City Clerk Savings - 6 mos 88,55000000
Chief Deputy City Clerk Savings - 12 mos 0 180,231 183,836 187,513 191,263 195,088
Total Savings 88,550$ 180,231$ 183,836$ 187,513$ 191,263$ 195,088$
TOTAL SOURCES 88,550$ 144,071$ 183,878$ 217,280$ 244,933$ 266,808$
USES
Expenditures
Deputy City Clerk - 6 mos 3,37100000
Assistant City Clerk - 6 mos 3,52200000
Deputy City Manager - 6 mos 8,73200000
Deputy City Clerk - Ongoing 0 7,215 7,720 7,874 8,032 8,192
Assistant City Clerk - Ongoing 0 7,537 8,064 8,226 8,390 8,558
Deputy City Manager - Ongoing 0 18,687 19,995 20,895 21,313 21,739
Management Aide - Ongoing 0 110,590 118,332 126,615 135,478 141,575
Construction - One Time 78,29400000
Furniture - One Time 30,79100000
Total Expenditures 124,710$ 144,029$ 154,111$ 163,610$ 173,213$ 180,064$
Ending Balance
Balance (36,160)42 29,767 53,670 71,720 86,744
Total Ending Balance (36,160)$ 42$ 29,767$ 53,670$ 71,720$ 86,744$
TOTAL USES (36,160)$ 144,071$ 183,878$ 217,280$ 244,933$ 266,808$
Attachment F: Reorganization Source & Use Statement