HomeMy WebLinkAboutHR Agenda: 01/14/21CITY OF ARCADIA
Any writings or documents provided to a majority of the Human Resources Commission regarding any item on this agenda will be made
available for public inspection at the Administrative Services office located at 240 W. Huntington Drive, Arcadia, California, during normal
business hours.
Human Resources Commission
Regular Meeting Agenda
Thursday, January 14, 2021, 5:30 p.m.
Location: Teleconference
COVID-19
As part of the City of Arcadia’s COVID-19 transmission mitigation efforts, this meeting of the Arcadia
Human Resources Commission will be conducted and is closed to the public. Per the Brown Act,
the public will still be provided the ability to make public comments. For members of the public who
would like to participate virtually, the meeting will be held via teleconference.
A conference line has been established to enable the public to observe the meeting via
teleconference. However, public comment will only be accepted via email.
Conference Line: (669) 900-6833
Meeting ID: 986 7747 4185
Password: 455884
How to Submit Public Comment:
Please submit your comments via email to HR@arcadiaca.gov. Comments must be received at
least 30 minutes prior to the posted meeting time. Your email must be 300 words or less. Please
contact the Human Resources division at 626-574-5405 for more information.
新型冠状病毒（COVID-19）
作为阿卡迪亚市减轻新型冠状病毒传播工作的一项内容，将召开本次阿卡迪亚市人力资源委员会会议，会议
不对公众开放。根据《布朗法案》，仍将向公众提供发表评论意见的机会。对于希望以虚拟形式参加会议的
公众，会议将通过电话会议形式召开。
设立了一条会议专线，允许公众通过电话会议的方式旁听会议。但仅限通过电子邮件接受公众评论意见。
会议专线：(669) 900-6833
会议代码：986 7747 4185
密码：455884
如何提交公众评论意见：
请将您的评论意见通过电子邮件发送至：HR@arcadiaca.gov。必须在公布的会议时间前至少提前 30 分钟提
交评论意见。您的电子邮件不得超过 300 个英文单词。详情请电洽人力资源部，电话号码 626-574-5405.
Pursuant to the Americans with Disabilities Act, persons with a disability who require a disability related modification or
accommodation in order to participate in a meeting, including auxiliary aids or services, may request such modification
or accommodation from the Administrative Services Department at (626) 574-5405. Notification 48 hours prior to the
meeting will enable the City to make reasonable arrangements to assure accessibility to the meeting.
根据《美国残障人法案》的规定，需要提供残障相关调整或便利设施才能参加会议的残障人士（包括辅助器材或服务），
可向行政管理服务部请求获得此类调整或便利设施，电话号码 (626) 574-5405 请在会前 48 小时通知行政管理服务部，
以便作出合理安排，确保顺利参加会议。
Pursuant to the City of Arcadia’s Language Access Services Policy, limited-English proficient speakers who require
translation services in order to participate in a meeting may request the use of a volunteer or professional translator by
contacting the City Clerk’s Office at (626) 574-5455 at least 72 hours prior to the meeting.
根据阿凯迪亚市的语言便利服务政策，英语能力有限并需要翻译服务才能参加会议的人可与市书记官办公室联系（电话：
626-574-5455），请求提供志愿或专业翻译服务，请至少在会前 72 小时提出请求。
CALL TO ORDER
PLEDGE OF ALLEGIANCE
ROLL CALL:
Ching Chia (Thomas) Tseng, Chairperson/Commission Member
Kaitlyn Jeong, Chairperson Pro Tem/Commission Member
Lula Eskander, Commission Member
John McMahon, Commission Member
Michael Rock, Commission Member
SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS
PUBLIC COMMENTS (300 word limit per person)
Any individual wishing to speak before the Human Resources Commission is limited to five (5)
minutes per person, unless waived by the Human Resources Commission. Under the Brown Act,
the Human Resources Commission is prohibited from discussing or taking action on any item not
listed on the posted agenda. The matter may automatically be referred to staff for appropriate
response or action or may be placed on the agenda of a future meeting.
REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS
REPORTS FROM CITY COUNCIL LIAISON
1. CONSENT CALENDAR
All matters listed under the Consent Calendar are considered to be routine and can be acted on by
one roll call vote. There will be no separate discussion of these items unless members of the
Commission, staff, or the public request that a specific item be removed from the Consent Calendar
for separate discussion and action.
a. Approve the Special Meeting Minutes from October 22, 2020.
Recommended Action: Approve
2. REGULAR ITEMS
a. Recommendation to Approve the revised Classification Specification for the position of
Public Works Services Office Coordinator.
Recommended Action: Approve
ADJOURNMENT
The Human Resources Commission will adjourn this meeting to February 11, 2021, 5:30 p.m. via
Teleconference.
7-9-2020
HUMAN RESOURCES COMMISSION
SPECIAL MEETING MINUTES
THURSDAY, OCTOBER 22, 2020
CALL TO ORDER – Chairperson Tseng called the Regular Meeting to order at 5:30 p.m.
via Zoom teleconference.
PLEDGE OF ALLEGIANCE – Chairperson Tseng
ROLL CALL OF HUMAN RESOURCES COMMISSION MEMBERS
PRESENT: Commissioners Eskander (joined at 5:34 p.m.), McMahon, Rock, and
Tseng
ABSENT: Commission Member Jeong
SUPPLEMENTAL INFORMATION FROM STAFF REGARDING AGENDA ITEMS – None
PUBLIC COMMENTS – None
REPORTS FROM HUMAN RESOURCES COMMISSION MEMBERS – None
REPORTS FROM CITY COUNCIL LIAISON – Mayor Pro Tem Sho Tay announced the
retirement of Police Chief Guthrie and wished him the best. Mayor Pro Tem Sho Tay welcomed
and congratulated incoming Police Chief Roy Nakamura.
1. REGULAR ITEMS
a. Recommendation to Approve changes to the Classification Specification for
Police Chief.
Recommended Action: Approve
b. Recommendation to Approve changes to the Classification Specification for
Public Works Service Director.
Recommended Action: Approve
c. Recommendation to Approve changes to the Classification Specification for
Police Captain.
Recommended Action: Approve
Dominic Lazzaretto, City Manager requested to present all three items together and
Chairperson Thomas Tseng allowed it. Mr. Lazzaretto discussed that the new wording for
the three class specifications will allow greater flexibility for hiring managers. It was noted
that the wording doesn’t particularly change any requirements but instead allows for
Managers to take into account the totality of candidates experience instead of being rigid
and gives the organization more flexibility all around that can be utilized for succession
planning. The storm water responsibility was specifically called out in the class specification
for the Public Works Services Director position because that has become a bigger
responsibility in the last few years.
7-9-2020
It was moved by Chairperson Tseng, seconded by McMahon and carried on roll call to approve
the class specification changes for the positions of Police Chief, Public Works Services Director
and Police Captain.
Roll Call: AYES: Commissioners Eskander, McMahon, Rock, and Tseng
NOES: None
ABSENT: Commission Member Jeong
2. CONSENT CALENDAR
a. Approve the regular Meeting Minutes of July 9, 2020.
Recommended Action: Approve
AYES: Commissioners Eskander, McMahon, Rock, and Tseng
NOES: None
ABSENT: Commission Member Jeong
ADJOURNMENT
Chairperson Tseng adjourned the meeting at 5:43 p.m. to Thursday, November 12, 2020, at
5:30 p.m. via virtual teleconference.
Thomas Tseng
Chairperson
By:
Shama Curian
Human Resources Administrator
STAFF REPORT
Administrative Services Department
DATE: January 14, 2021
TO: Members of the Human Resources Commission
FROM: Hue Quach, Administrative Services Director
By: Shama P. Curian, Human Resources Administrator
SUBJECT: RECOMMENDATION TO APPROVE THE REVISED CLASSIFICATION
SPECIFICATION FOR THE POSITION OF PUBLIC WORKS OFFICE
COORDINATOR
Recommendation: Approve
SUMMARY
Following a comprehensive review of the support service functions within the positions
of Office Assistant, Administrative Assistant, and Senior Administrative Assistant, it has
been determined that an additional journey level position, similar to that of the Public
Works Office Coordinator position, is needed to bridge the gap between clerical and
professional functions throughout many departments within the City.
It is recommended that the Human Resources Commission approve the revisions to the
Public Works Office Coordinator class specification, including its retitle to Office
Coordinator so that all departments are able to utilize this position for a skillset of
complex, confidential and diverse support services and office management oversight
over lower level clerical and administrative staff. It is further recommended to flexibly
staff this position as it affords departments the ability to provide professional growth and
advancement opportunities, retain valued staff, and aid in succession planning.
DISCUSSION
A recent retirement of a key Senior Administrative Assistant position within the
Development Services Department provided an opportunity to reevaluate the scope of
work for this clerical position to determine if there is additional capacity to perform more
complex and expanded work functions as an efficient means for service delivery. With
emerging technology, greater demand for transparency, and need for constant review of
critical contract and permit regulatory requirements, many professional positions within
the Development Services Department have undertaken these responsibilities into their
already full workloads in order to meet service delivery standards. The Director of
Development Services, Jason Kruckeberg, approached Human Resources with a
request to review the current clerical classifications to determine if these and other
complex functions can be more accurately distributed or if an additional journey level
City of Arcadia
Office Coordinator
1
CITY OF ARCADIA
PUBLIC WORKS OFFICE COORDINATOR
DEFINITION
Under direction, to perform a variety of highly responsible and, complex, and specialized
administrative, technical, and secretarial functions for the Public Works Servicesin support of
a Department Director and management staff; to provide administrative assistance in
assembling, compiling, and summarizing information for departmental reports and projects;
to issue permits; and to process professional services agreements, maintenance contracts and
capital improvement projects for the a department.
DISTINGUISHING CHARACTERISTICS
An Office Coordinator is the final, lead class in the administrative support series. Positions at
this level are distinguished from the Senior Administrative Assistant in that incumbents are
considered paraprofessionals who perform more technical and specialized duties as assigned,
using independent judgment and personal initiative, and manage the workflow of the
administrative functions within the department. While positions in the administrative class
series are flexibly staffed, the ability to flex staff to the Office Coordinator position is limited
to only one position filled within a department at any time. Positions at the Office Coordinator
level may be filled by advancement from the Senior Administrative Assistant level with five
years of responsible administrative, clerical, office management, or related experience, and
meet the flexible staffing proceduresals in the Personnel Rules & Regulations. When filled
from the outside, the incumbent is required to have prior related experience, which allows the
employee to meet the qualification standards at this level.
SUPERVISION EXERCISED
May exercise technical and functional supervision over clerical support staff.
EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES
Respond to inquiries and complaints from the general public; interpret regulations, policies,
and procedures; process applications.
Supervise, organize, and manage all office activities; provide recommendations for changes
in programs, policy or procedures and to improve efficiency and cost effectiveness of
operations.
Act as liaison between Ddepartment Director Hhead, administrative staff, city officials,
department and city administrative personnel, visitors, and the public.
City of Arcadia
Office Coordinator
1
Oversee department payroll, outgoing correspondence, bid documents, may be involved in
the process for issuance of excavation and fire hydrantspecialized permits and water meter
clearance applications.
Coordinate standpipe inspections for contractors.
Act as liaison between contractors, insurance companies and the City for the execution of
contracts and agreements for the department.
Prepare, coordinate, and process agenda reports, ordinances, resolutions, and professional
services agreement contracts.
Prepare and coordinate requests for proposals, requests for qualifications, maintenance
contracts, and capital improvement project contracts for the department.
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Office Coordinator
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Public Works Office Coordinator (Continued)
Page 2 of 6
Transcribe dictation from notes or machine recordings; May attend department assigned
Commission meetings; prepare minutes, notes, and other official and/or department
documents. administer access for the department phone system.
Supervise, train, and evaluate clerical staff; evaluate practices and processes to make
recommendations to improve efficiencies of customer interface; facilitate the resolution of
problems encountered by residents, customers, and business owners.
Relieve Ddepartment Director Hhead of a variety of administrative details; independently
respond to routine letters and general correspondence; compose and prepare letters,
memoranda, and reports pertaining to standard policies; prepare employee injury reports and
personnel action forms.
Research, compile and analyze data for assigned special projects and reports.
Recommend organizational or procedural changes, improvements in workflow, and use of
equipment and forms.
Assist in the preparation and monitoring of assigned budgets including compiling annual
budget requests, recommending expenditure requests for designated accounts, and monitoring
approved budget accounts; review the financial condition of assigned programs and
recommend and initiate corrective action to ensure financial integrity.
Serve as a primary resource and information source regarding department and program
policies, procedures, objectives, and operational functions; receive and interview office
visitors and telephone callers; answer questions and provide information where judgment,
knowledge, and interpretation skills are utilized, especially in the proper handling of
confidential information or files; resolve complaints; refer inquiry calls to appropriate source
as necessary.
Collect, compile, and analyze information from various sources on a variety of specialized
topics related to programs in assigned area; write reports which present and interpret data,
identify alternatives and make and justify recommendations.
Serve as the primary contact point for Public Records Requests by coordinating, collecting
and compiling required documents to be submitted to City Attorney and/or City Clerk’s
Office; oOrganize the flow of communication through the assigned office with City staff,
news media, the general public, businesses, and other agencies.
Assist and coordinate a variety of department and program operations; maintain control files
on matters in progress and expedite their completion; serve on committees as assigned.
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Office Coordinator
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Public Works Office Coordinator (Continued)
Page 3 of 6
Initiate and maintain a variety of files and records for information related to the department
and programs including financial, budget, personnel, operational and administrative records;
maintain and update resource materials.
Operate modern office machines and equipment including word processors, typewriters,
printers, copiers, calculators, and FAX machines; routinely use a full range of word processing
and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare
purchase orders; contact vendors and suppliers as needed; maintain related records.
Attend and participate in staff meetings and related activities; attend workshops, conferences,
and classes to increase professional knowledge.
OTHER JOB RELATED DUTIES
Perform related duties and responsibilities as assigned.
JOB RELATED AND ESSENTIAL QUALIFICATIONS
Knowledge of:
Office management principles.
Principles and practices of accounting, bookkeeping, budget development and
administration.
Principles and practices of fiscal, statistical, and administrative data collection and
report preparation.
Organizational and management practices as applied to the analysis and evaluation of
programs, policies, and operational needs.
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 writing.
City of Arcadia
City of Arcadia
Office Coordinator
1
Public Works Office Coordinator (Continued)
Page 4 of 6
Principles and procedures of Public Works record keeping methods.
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.
Mathematical principles.
Personnel rules and regulations.
Municipal purchasing regulations, professional services retention guidelines, and
standard specifications for Public Works construction contracts.
Principles of supervision, training, and performance evaluations.
Principles and practices of modern administrative support.
Operations and functions of municipal government.
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.
Operate a motor vehicle safely.
Transcribe recorded minutes.
Ability to:
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and
regulations including administrative and departmental policies and procedures.
Research, compile, analyze, interpret and prepare a variety of fiscal, statistical and
administrative reports.
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Office Coordinator
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City of Arcadia
Public Works Office Coordinator (Continued)
Page 5 of 6
Compile, tabulate, and analyze data and information and prepare summaries and
reports; make sound recommendations.
Independently interpret a variety of complex policies and procedures.
Develop operating procedures to implement programs and policies.
Read, understand, apply, and explain technical policies and procedural requirements.
Perform responsible and difficult administrative work involving the use of
independent judgment and personal initiative.
Work under limited supervision within a broad framework of standard policies and
procedures.
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.
Work cooperatively with other departments, divisions, City officials, contractors,
outside agencies, and the public.
Analyze situations carefully and adopt effective courses of action.
Maintain confidential data and information.
Independently prepare correspondence, memoranda, and minutes of meetings.
Perform mathematical computations quickly and accurately.
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.
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Office Coordinator
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Public Works Office Coordinator (Continued)
Page 6 of 6
Establish, maintain and foster positive and harmonious working relationships with
those contacted in the course of work.
Prepare and maintain accurate Public Works records.
Read, interpret, and apply a wide variety of technical information from manuals,
specifications, activity logs, guidelines, and municipal and state codes.
Minimum Qualifications:
Experience:
Four 5 years of public worksincreasingly responsible related office
experience. Some supervisory experience is desirable.
Training:
Equivalent to the completion of the twelfth grade supplemented by course
work in accounting, management, business administration, public
administration, office practices, or a related field.
License or 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 work in a standard office environment; ability to travel to different sites and
locations.
Effective Date: November 2007
Revised: January 2021