HomeMy WebLinkAboutItem 13b - Classification Specification RevisionClass Specification Revision & Amendment to Resolution No. 7321
February 2, 2021
Page 3 of 3
DATE: February 2, 2021
TO: Honorable Mayor and City Council
FROM: Hue Quach, Administrative Services Director
By: Shama P. Curian, Human Resources Administrator
SUBJECT: REVISED CLASSIFICATION SPECIFICATION FOR THE POSITION OF
PUBLIC WORKS OFFICE COORDINATOR AND RESOLUTION NO.
7350 AMENDING RESOLUTION NO. 7321 ESTABLISHING
COMPENSATION AND RELATED BENEFITS FOR EMPLOYEES
REPRESENTED BY THE ARCADIA CITY EMPLOYEES ASSOCIATION
(PUBLIC WORKS OFFICE COORDINATOR POSITION)
Recommendation: Approve and Adopt
SUMMARY
It is recommended that the City Council approve the revisions to the Public Works
Office Coordinator class specification, including its retitle to Office Coordinator to afford
all departments the ability 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 amend Resolution No. 7321 to
provide the new position of Office Coordinator the salary range of 59, which is
commensurate with the complexity of paraprofessional duties undertaken by this
position.
The Human Resources Commission approved the recommended class specification
revisions at their regularly held meeting on January 14, 2021.
BACKGROUND
A recent retirement of a key Senior Administrative Assistant 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
Class Specification Revision & Amendment to Resolution No. 7321
February 2, 2021
Page 2 of 3
already full workloads in order to meet service delivery standards. The Assistant City
Manager/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 position is needed to assist in handling increasing, and increasingly
complex, workloads.
A comprehensive review of the support service functions within the classifications of
Office Assistant, Administrative Assistant, and Senior Administrative Assistant
determined that an additional journey level position is needed within the clerical
classification series to provide paraprofessional and specialized assistance in not just
Development Services Department, but throughout many departments within the City.
Ideally, the position will bridge the gap between clerical and professional functions by
working cohesively with multiple divisions within a department to provide relief of
existing heavy workloads, assist with project-based responsibilities, create a centralized
point of contact for department record requests, and manage the workflow of lower level
administrative functions within a department.
In reviewing the City’s current Classification Plan, a similar position already exists within
the Public Works Services Department. The Public Works Office Coordinator position is
a critical member of the Public Works Services Department, working across all divisions
within the Department to assist with specialized and complex projects in support of the
Public Works Services Director. This position already maintains the responsibility of
supervisorial oversight and engages in a broader and more complex role of monitoring
and reviewing service delivery methods for internal and external customers.
The current class specification for the Public Works Office Coordinator required minimal
revisions to eliminate duties specific to the Public Works Services Department,
modernize functions and processes, and create distinguishing characteristics to provide
for a final lead level within the administrative support series. Eliminating “Public Works”
from the title allows for all departments to benefit from this classification and the
intention of flexibly staffing this position affords departments the ability to provide
professional growth and advancement opportunities, retain valued staff, and aid in
succession planning.
A review of the service delivery, workload, and supervisorial oversight substantiates a
recommended increase of 7% to accurately align the position internally as well as within
the current labor market. Increasing the range of the position from 56 to 59 will more
accurately reflect the scope of significant duties and services that will be undertaken by
this position.
The recommended changes were discussed with the Arcadia City Employees
Association and they have agreed to the proposed changes.
Class Specification Revision & Amendment to Resolution No. 7321
February 2, 2021
Page 3 of 3
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), and under Section 15051 (b)(3) of the CEQA Guidelines, as 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 recommended action does not authorize any additional positions, as one existing,
budgeted, and filled position in the Public Works Services Department will be
reclassified to Office Coordinator. This will result in an additional cost of $2,802 in total
compensation (salary and benefits) for the remainder of the Fiscal Year 2020-21, which
will be absorbed through cost savings elsewhere in the Public Works Services
Department Budget.
Additionally, the City’s Personnel Rules allow for flexibly staffing positions as it affords
departments the ability to advance employees upon meeting specific requirements
including a review of a department budget to determine if sufficient funds are available
to fund additional costs without subsequent budget appropriations. This recommended
action will not create any additional FTE for the Development Services Department.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project and is therefore, exempt under, the California Environmental Quality Act
(“CEQA”); and approve the revised classification specification for the position of Public
Works Office Coordinator and adopt Resolution No. 7350 Amending Resolution No.
7321 establishing compensation and related benefits for employees represented by the
Arcadia City Employees Association (Public Works Office Coordinator Position).
Attachments: Resolution No. 7350
Office Coordinator Class Specification
Range
Number Title Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J
42 Library Technician I 3,248$ 3,327$ 3,413$ 3,497$ 3,584$ 3,675$ 3,767$ 3,863$ 3,958$ 4,058$
43 Accounting Technician I 3,327$ 3,413$ 3,497$ 3,584$ 3,675$ 3,767$ 3,863$ 3,958$ 4,058$ 4,157$
44 3,413$ 3,497$ 3,584$ 3,675$ 3,767$ 3,863$ 3,958$ 4,058$ 4,157$ 4,261$
45 Office Assistant 3,497$ 3,584$ 3,675$ 3,767$ 3,863$ 3,958$ 4,058$ 4,157$ 4,261$ 4,367$
46 Library Techncian II
Museum Education Coordinator 3,584$ 3,675$ 3,767$ 3,863$ 3,958$ 4,058$ 4,157$ 4,261$ 4,367$ 4,475$
47
Accounting Technician II
Information & Referral Coordinator
Recreation Coordinator
Senior Citizens Project Specialist
3,675$ 3,767$ 3,863$ 3,958$ 4,058$ 4,157$ 4,261$ 4,367$ 4,475$ 4,586$
48 3,767$ 3,863$ 3,958$ 4,058$ 4,157$ 4,261$ 4,367$ 4,475$ 4,586$ 4,702$
49
Administrative Assistant
City Clerk Technician
Senior Citizens Program Specialist
3,863$ 3,958$ 4,058$ 4,157$ 4,261$ 4,367$ 4,475$ 4,586$ 4,702$ 4,822$
50 Building Technician I 3,958$ 4,058$ 4,157$ 4,261$ 4,367$ 4,475$ 4,586$ 4,702$ 4,822$ 4,939$
51 4,058$ 4,157$ 4,261$ 4,367$ 4,475$ 4,586$ 4,702$ 4,822$ 4,939$ 5,064$
52 Senior Library Technician 4,157$ 4,261$ 4,367$ 4,475$ 4,586$ 4,702$ 4,822$ 4,939$ 5,064$ 5,190$
53 Senior Accounting Technician 4,261$ 4,367$ 4,475$ 4,586$ 4,702$ 4,822$ 4,939$ 5,064$ 5,190$ 5,321$
54
Building Technician II
Communications & Marketing
Specialist I
Senior Administrative Assistant
4,367$ 4,475$ 4,586$ 4,702$ 4,822$ 4,939$ 5,064$ 5,190$ 5,321$ 5,452$
55 Code Services Officer
Fire Administrative Specialist 4,475$ 4,586$ 4,702$ 4,822$ 4,939$ 5,064$ 5,190$ 5,321$ 5,452$ 5,589$
56 Engineering Assistant
Public Works Office Coordinator 4,586$ 4,702$ 4,822$ 4,939$ 5,064$ 5,190$ 5,321$ 5,452$ 5,589$ 5,727$
57
Accounting Specialist
Circulation Services Supervisor
Revenue Collection Specialist
4,702$ 4,822$ 4,939$ 5,064$ 5,190$ 5,321$ 5,452$ 5,589$ 5,727$ 5,871$
58 Deputy City Clerk 4,822$ 4,939$ 5,064$ 5,190$ 5,321$ 5,452$ 5,589$ 5,727$ 5,871$ 6,018$
59
Historical Museum Curator
Information Systems Specialist
Librarian I
Office Coordinator
4,939$ 5,064$ 5,190$ 5,321$ 5,452$ 5,589$ 5,727$ 5,871$ 6,018$ 6,169$
60
Business License Officer
Communications & Marketing
Specialist II
Senior Building Technician
Senior Code Services Officer
5,064$ 5,190$ 5,321$ 5,452$ 5,589$ 5,727$ 5,871$ 6,018$ 6,169$ 6,323$
(;+,%,7$
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Range
Number Title Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J
(;+,%,7$
&,7<2)$5&$',$0217+/<6$/$5<5$1*(
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61 5,190$ 5,321$ 5,452$ 5,589$ 5,727$ 5,871$ 6,018$ 6,169$ 6,323$ 6,481$
62
Assistant Planner
Combination Inspector
Public Works Inspector
Senior Engineering Assistant
5,321$ 5,452$ 5,589$ 5,727$ 5,871$ 6,018$ 6,169$ 6,323$ 6,481$ 6,644$
63 5,452$ 5,589$ 5,727$ 5,871$ 6,018$ 6,169$ 6,323$ 6,481$ 6,644$ 6,810$
64
Assistant City Clerk
Fire Inspector
Librarian II
5,589$ 5,727$ 5,871$ 6,018$ 6,169$ 6,323$ 6,481$ 6,644$ 6,810$ 6,979$
65 5,727$ 5,871$ 6,018$ 6,169$ 6,323$ 6,481$ 6,644$ 6,810$ 6,979$ 7,155$
66
Assistant Engineer
Associate Planner
Senior Combination Inspector
Senior Public Works Inspector
5,871$ 6,018$ 6,169$ 6,323$ 6,481$ 6,644$ 6,810$ 6,979$ 7,155$ 7,334$
67 6,018$ 6,169$ 6,323$ 6,481$ 6,644$ 6,810$ 6,979$ 7,155$ 7,334$ 7,517$
68 6,169$ 6,323$ 6,481$ 6,644$ 6,810$ 6,979$ 7,155$ 7,334$ 7,517$ 7,705$
69 6,323$ 6,481$ 6,644$ 6,810$ 6,979$ 7,155$ 7,334$ 7,517$ 7,705$ 7,898$
70 Associate Civil Engineer 6,481$ 6,644$ 6,810$ 6,979$ 7,155$ 7,334$ 7,517$ 7,705$ 7,898$ 8,096$
71 6,644$ 6,810$ 6,979$ 7,155$ 7,334$ 7,517$ 7,705$ 7,898$ 8,096$ 8,300$
72 6,810$ 6,979$ 7,155$ 7,334$ 7,517$ 7,705$ 7,898$ 8,096$ 8,300$ 8,503$
73 Principal Librarian
Senior Planner 6,979$ 7,155$ 7,334$ 7,517$ 7,705$ 7,898$ 8,096$ 8,300$ 8,503$ 8,716$
74 7,153$ 7,332$ 7,516$ 7,704$ 7,896$ 8,094$ 8,296$ 8,503$ 8,716$ 8,934$
75 7,332$ 7,516$ 7,704$ 7,896$ 8,094$ 8,296$ 8,503$ 8,716$ 8,934$ 9,157$
76 Senior Civil Engineer 7,516$ 7,704$ 7,896$ 8,094$ 8,296$ 8,503$ 8,716$ 8,934$ 9,157$ 9,386$
City of Arcadia
Office Coordinator
1
CITY OF ARCADIA
OFFICE COORDINATOR
DEFINITION
Under direction, to perform a variety of highly responsible, complex, and specialized
administrative, technical, and secretarial functions in support of a Department Director and
management staff; to provide administrative assistance in assembling, compiling, and
summarizing information for departmental reports and projects; and to process professional
services agreements, contracts and capital improvement projects for 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 procedures 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 Department Director, administrative staff, city officials, department
and city administrative personnel, visitors, and the public.
Oversee department payroll, outgoing correspondence, bid documents, may be involved in
the process for specialized permits and applications.
City of Arcadia
Office Coordinator
1
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, contracts, and
capital improvement project contracts for the department.
May attend department assigned Commission meetings; prepare minutes, notes, and other
official and/or department documents.
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 Department Director 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; organize the flow of communication through the assigned office with City staff, news
media, the general public, businesses, and other agencies.
City of Arcadia
Office Coordinator
1
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.
City of Arcadia
Office Coordinator
1
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.
Principles and procedures of record keeping methods.
Principles and techniques used in dealing with the public.
City of Arcadia
Office Coordinator
1
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 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.
.
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.
City of Arcadia
Office Coordinator
1
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.
City of Arcadia
Office Coordinator
1
Establish, maintain and foster positive and harmonious working relationships with
those contacted in the course of work.
Prepare and maintain accurate 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:
5 years of increasingly 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:
Revised: January 2021