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Item 8E v CITY OF ATI,AATTIC BEACII CITY COMMISSIONEII 1~ZEETII•IG STAFI' REPORT AGENDA ITEM #8E AUGUST 14, ?006 AGEl®TDA ITElO~I: Reclassification ®f the Secretary p®siti®aa in the City Clerk's Office SUBMITTED BY: Donna L. Bussey, City Clerk DATE: August 11, 2006 BACKGROUND: The City Clerk's Office still has a vacant "Secretary" position that has not been advertised. The position was vacated by Jeanne Shaw on June 6th. I followed City Procedures by reviewing and updating the job description, re- scoring the job, requesting the reclassification, and providing all supporting documents. During the process, I met with the Human Resource Manager and then with the City Manager on two occasions. During our meeting last week, City Manager Hanson informed me that my request for the reclassification was not approved as submitted, but did agree '~"' to reclassify the job as a Grade 16. Since the City Charter allows for the City Manager and the City Clerk to ~" hire a deputy and the pay rate be set by the City Commission, I respectfully request approval of my recommendation below. ~" The attached documents reveal that I properly followed the City Procedures, that the current job description needed revisions, and that the Human Resource Manager scored the job at a Grade 17 and recommended a title change from "Secretary" to "Administrative Assistant". ATTACHMENTS: 1) Request to Staff Vacant Position 2) The current job description for Secretary (Grade 15) 3) My revised/proposedfob description that accurately reflects the duties being performed by the "Secretary" 4) Human Resource Manager's Recommendation to the City Manager BUDGET: An increase to the proposed budget for salaries and benefits would be necessary. RECOMMENDATION: Approve the reclassification of the "Secretary" from a Grade 15 to a Grade 17, change the title to "Administrative Assistant to the City Clerk" and place into the pay scale using normal city procedures. In addition, create a position called "Deputy City Clerk" at a Grade 18 to which the Administrative Assistant would automatically advance/promote to upon receiving the Certified Municipal Clerk (CMC) status. ~. ~ _. ~~~.~ ®~ A~'JT,AI~1~'J1C ~~~~~ AGENDA ITEM #8E RR1E~~S~' ~'~' S'>rAJ~1F VA,~Al~1~' P~S><T>t~i~ AUGUST 14, 2006 ®R REQ~S'g' B'® ®)gT'A~1 ~'>~+ MP®RAR~I >EM~IL®Y]ElE - A 1. Department: City Clerk Division: City Clerk 3. Position Title: Deput~City Clerk Request is for: / X I Regular / / Temporary /X/ Full Time l /Part Time 5. Reason for request -Who left, why, when, etc. If for temporary, why needed, start date, etc. Jeanne Shaw is resigning from the Secretaryposition Her last work da i~ s July 6th. Requesting that the position be upgraded to a Deputy City Clerk and increase ~ay accordingly. 6. ACCOUNT NUMBER FOR THIS ACTION IS: 001-1007-517.12-00 COMPLETE 7 & 8 IF FOR REG>iJI,A~2 POSi7CiON 7. Position Description is attached and is / I Current IX I Needs update as marked - Also attached is the Request for ClassificationForm Using an Administrative Assistant job description instead of Secretary. The tent which is in yellow hi~hli~hts indicate the duties that are in the Secretary's current job description and the strikeouts are being deleted from the Administrative Assistant descriRtion and the underline is new lan~ua~e. 8. Advertise at starting pay of $14.85 (Grade 18) COMPLETE 9, 10 & 11 IF FOR 'TEMPOREiRY 9. Estimated length oftime needed: 10. Special skills and/or needs of temporary 11. Days and times individual will work: Signature of Department Head i,/ , ~r%1'~'J'~'flr ~'L~/1,.~ Date 7 ~ ~ PART 2 COMPLETED BY HUMAN RESOURCES /~' Concur / /Other 5ignatur Date / ~ b PART 3 FINANCE F ING VERIE'ICATION / I fund cite is corr4ect and funds are available. /! ~ Other ~v~c~ C r><2 C' v r. ~ c f fv~.~dS ~~.~~ ~~ N C'~~~i~.~-,, ~~ ~/~Ccv1 G~^-~ t~ y~~-~/I" ~~ ~~ - Signature ~ _ Date -7 Z ~(° PART 4 CITY MANAGER / /Approved / /Other Jim Hanson, City Manager Date r AGENDA ITEM #8E AUGUST 14, ?006 Com leted b HR Job Title: Secretar9v New: ^ Recl: ^ Reports to (Title): City Clerk Job Code: Department/Division: City Clerk Grade: 15 FLSA: Non-Exempt GENERAL SUMMARY: '" Performs a variety of highly responsible and administrative tasks to relieve the City Clerk of administrative detail. Requires advanced skills including business arithmetic, excellent English/grammar, sound judgment, and the ability to work independently. Work in performed under the supervision of the City Clerk and performance is ,~,,, reviewed through evaluation of work pertormed, results achieved, and frequent discussions. DUTIES AND RESPONSIBILITIES: • Prepare, compose, type, and file general correspondence, ordinances, resolutions contracts, and other ~. documents related to the City Clerk's department. • Attend all regular meetings of the City Commission and workshops or special called meetings as required; prepare agendas; compose and type minutes of meetings. • Serve as secretary to the Code Enforcement Board, prepare agendas, notify violators to appear before the "' board, subpoena witnesses, compose and type minutes of board meetings, prepare findings of fact, type correspondence, file liens in Duval County Public Records when necessary, and maintain files on all Code Enforcement Board cases. ~, Maintain a record of all liens owing to the City; research property; prepare, type, and file lien letters. • Cross-train with other positions to assume responsibility for the operation of the department and/or the duties of the Secretary/Records Management Clerk, in the absence of other department personnel. • Perform all other related duties as required. „~ Education and Experience: High School Diploma or equivalent and at least four (4) years of secretarial experience; or an equivalent combination of education, training and experience. Licenses and/or Certificates: None required. Knowledge, Skills, and Abilities: Knowledge of office terminology, procedures, and equipment. Knowledge of business math and English. Knowledge of departmental services, programs, operating rules, regulations, and procedures. Skill in maintaining complex clerical records and in preparing reports from such sources. Skill in operating office equipment. Skill in preparing and typing correspondence on routine matters and to perform routine office management tasks independently. Ability to type 50 wmp (minimum). Ability to write by hand, typewriter, and computer. Ability to deal tactfully and courteously with the public and other employees. Ability to communicate effectively orally and in writing. •. Ability to handle complaints, requests for information, and delegated administrative details. Ability to walk and climb steps and stepladder. Ability to lift objects weighing no more than 40 lbs. F:~I3RUOB DESCRIPTTONS~SecretaryCityClerksOffice.doc AGENDA ITEM #8E AUGUST 14, 2006 ~e~~ ®~ ~~O~Pt~CC ~~~~~ ,~®~ ®~~~9°I~'~~~li~ ~r e/!/®itICING CON®ITY®NS: The physical conditions that apply to the Worker in this job are described as follows: ® None: The worker is not secbstantially exposed to adverse environment conditions: job likely consists of typical office work or administrative work. 0 The worker is subject to inside environmental conditions: protection from weather conditions but not necessarily from temperamental changes (i.e. warehouses, covered loading docks, garages, etc). The worker is subject to ®a~tside environmental conditions: no effective protection from the ~"" weather. The worker is subject to extreme cold: temperatures below 32 degrees for periods of more than one hour. ~" ~ The worker is subject to extreme heat: temperatures above 100 degrees for periods of more than one hour. 0 The worker is subject to noise: there is sufficient noise to cause the workers to shout in order to be '°"" heard above the surrounding noise level. 0 The worker is subject to vibration: exposure to oscillating movements of the extremities or whole body. The worker is subject to hazards: includes a variety of physical conditions, such as proximity to moving mechanical parts, electrical current, working on scaffolding and high places or exposure to chemicals. ~' ~ The worker is subject to atmospheric conditions: one or more of the following conditions that affect the respiratory system or the skin: fumes, odors, dust, mists, gases or poor ventilation. The worker is subject to oils: there is air and/or skin exposure to oils and other cutting fluids. ~w ~ The worker is required to wear a respirator. PHYSICAL ACTIVIITES: ,~„ Essen tial physical activities: Climbing ~ Balancing ~ Stooping ~ Kneeling 0 Crouching ~ Crawling 0 Reaching ~ Standing ~ Walking 0 Pushing ~ Pulling ®Lifting ® Fingering ~ Grasping ~ Feeling 0 Talking ®Hearing 0 Driving ® Repetitive Motion Other (list): 2 F:~HRUOB DESCRIPTIONS~Secretary City Clerks Office.doc AGENDA ITEM #8E AUGUST 14, 2006 ~It~ ®~ A~~~~'9~~C @~C01 ~O~ ®~SC9°0~~~®l~ ~w MATERIALS AID E4DUIPME609T: Machines, tools, equipment, electronic devices, software, etc. used by position: Camera/photographic equipment Cleaning supplies .. 0 Commercial vehicle 0 Data processing equipment ® Handcart ~,,, 0 Hand tools 0 Headset 0 Office equipment (desk, chair, phone, etc.) ~. 0 Office machines (copier, facsimile, calculator, cash register, etc.) Office supplies (pens, staplers, pencils, etc.) Packaging materials (boxes, shrink wrap, etc.) ~"' 0 PC equipment (monitor, keyboard, printer, etc.) PC software Public safety equipment (firearms, radar, radio, mobile video systems, etc.) ~. ^ Other (list): ~.. DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this job. ~"' For Office Use Only Revision Date: July, 2001 Previous Revision Date: February, 1996 Previous Title: Secretary 3 F:\HRUOB DESCRIPTIONS\Secretary City Clerks Office.doc ~. AGENDA ITEM #8E City of Atlantic Beach .lob Description AUGUST I4, aoo~ Com leted b HR ]ob Title: Deputy City Clerk New: ^ Recl : ^ Reports to (Title): ~;.part~~,~~} ^°-~~~-~- City Clerk )ob Code: Department/Division: ""~'~~ `"`~~'~~ Ci Clerk Grade: 17 18 FLSA: Non-Exempt GENERAL SUMMARY: Performs a variety of highly responsible, confidential, and complex administrative and secretarial tasks in relieving the nor City Clerk of administrative detail. Tasks require in-depth knowledge of the organization, programs, policies and procedures of the assigned area and a general knowledge of other levels of government (county, state, national). Requires advanced skills including business arithmetic. excellent English/grammar and sound judgement Provides principal administrative support under the supervision of the ~~r City Clerk or designee and requires ability to work independently, excellent customer service skills, typing, and e~ dictaphone/shorthand skills. Answers the telephone and provides specific and general information in response to public inquiries and requests. Assignments are usually pertormed with general instructions, guidance and minimal supervision. Work ' is reviewed through evaluation of work performed, results achieved, counseling, and frequent discussions. DUTIES AND RESPONSIBILITIES: • Prepare, compose, type, distribute, and file letters, forms, reports, contracts, bids, requisitions, purchase orders, resolutions, ordinances, general correspondence, and other documents related ~"' to department operations; proofread typed copy to ensure accuracy and neatness. • Attend all regular meetings workshops and special called meetings of the City Commission as required prepare agendas• compose and type minutes of meetings Serve as secretary to the Code Enforcement Board prepare agendas notify violators to appear before the board, subpoena witnesses, compose and type minutes of board meetings,_.prepare findin4s of fact, type correspondence, file liens in Duval County Public Records when necessary,. and maintain files on all Code Enforement Board cases. • Maintain a record of all liens owing to the City' research property prepare type and file lien letters. • Process occupational license applications renewals collection of payments etc '" Cross-train with other positions to assume responsibility for the operation of the department • Acts as City Clerk in the absence of the Citv Clerk. • Assist the City Clerk with maintainin4 and updating the City Code Update the city's website with City Commission and Board minutes calendar items agendas and supporting documents as needed. • Assist with the City newsletter. Answer telephone, screen calls, route calls to appropriate destination, and record messages when appropriate; provide general and specific information in response to inquiries and requests; assist ~r~~~City Clerk with telephone messages and other related administrative functions as required; welcome and assist all persons who come into the office. ~'" Read incoming mail and independently locate files or other material needed by supervisor; distribute mail as necessary; process outgoing mail. • Take dictation electronically and/or personally and transcribe contracts, proposals, policies and ~* procedures, statements, agreements, minutes, memoranda, reports, and other material generally of technical/specialized subject matter. • Maintain appointment calendar and schedule appointments and staff meetings as instructed; ~„ advise supervisor of important meetings; make travel arrangements as requested. 1 F'\CitvClerk\internaLuseU~ONNAsUob Description-DeputyClerkdoc tast,~ee AGENDA ITEM #8E AUGUST I4, 2006 ~, © Oversee purchasing and work orders; initiate purchase of supplies and materials for the department and maintain accurate inventory of materials; input purchase requisitions, track blanket purchase orders, and receive purchase orders and invoices. • Oversee the record keeping function; establish and maintain a comprehensive filing system; maintain and update office manuals; maintain departmental files, records, logs, and indexes; coordinate records going to archives, being imaged and to be destroyed. • Ensures compliance with federal state and local legal requirements by researching existing and new legislation• advises management of actions and potential risks ® ~ , May schedule use of the Commission Chambers +f when necessary. • May supervise employees in absence of the ~ec~ City Clerk. ® Organize and implement department activities/events as required. • Arrange required registrations travel arrangements and reservations for meetina_ s and conferences for Commission and staff. • _ • - - Perform various administrative support for special projects such as researching information and coordinating tasks to ensure deadlines are met. • Attend professional associate, regular department, and special committee, advisory board, and other meetings as required. ® Conduct research as necessary; collect and organize data from various sources and prepare routine and periodic reports; may tabulate and verify totals; complete and process applications or forms. • May count, log, and deposit receipts. • Assist personnel with operating office equipment such as personal computers, printers, copying machines, etc. • Assist with coordinating municipal elections • Notarize city-related forms as needed. • Operate word processor, computer terminal, photocopier, facsimile machine, and other office equipment. • Perform all other related duties as required. 2 F 1CityClerlc\internal useIDONNAS\JobDescription-DeputvClerlc doc AGENDA ITEM #8E AUGUST 14, 2006 City of Atlantic Beach ]ob Description ~. Education and Experience: High School Diploma or equivalent and at least four (4) years of secretarial and general administrative experience; or an equivalent combination of education, training and experience. Licenses and/or Certificates: Must be a Notary Public for the State of Florida or be able to obtain within six (6~ months of hire. Knowledge, Skills, and Abilities: Knowledge of office terminology, procedures, and equipment. Knowledge of business math and English. Knowledge of departmental services, programs, operating rules, regulations, and procedures. Knowledge of budgetary and accounting practices and procedures to include skill in monitoring expenditures. Skill in maintaining complex clerical records and in preparing reports from such sources. Skill in operating office equipment. Skill in preparing and typing correspondence on routine matters and to perform routine office management tasks independently. Abilitv to maintain confidential information and materials. Abilitv to take and transcribe dictation using recording and transcribing equipment ~* Ability to type 50 wmp (minimum). Ability to write by hand, typewriter, and computer. Ability to deal tactfully and courteously with the public and other employees. Ability to communicate effectively orally and in writing. Ability to walk and climb steps and stepladder. Ability to handle ,~, complaints, requests for information, and delegated administrative details. Ability to lift objects weighing no more than 40 lbs. WORKING CONDITIONS: The physical conditions that apply to the Worker in this job are described as follows: 0 None: The worker is not substantially exposed to adverse environment conditions: iob "" of typical office work or administrative work. The worker is subiect to inside environmental conditions: protection from weather conditions not necessarily from temperamental changes (i.e. warehouses, covered loading docks, garages, ~* etc). 0 The worker is subiect to outside environmental conditions: no effective protection from the weather. ~"" 0 The worker is subiect to extreme cold: temperatures below 32 degrees for periods of more than one hour. 0 The worker is subiect to extreme heat: temperatures above 100 degrees for periods of more one hour. 0 The worker is subiect to noise: there is sufficient noise to cause the workers to shout in order to heard above the surrounding noise level. 0 The worker is subiect to vibration: exposure to oscillating movements of the extremities or body. 0 The worker is subiect to hazards: includes a variety of physical conditions, such as proximity to moving mechanical parts, electrical current, working on scaffolding and high places or exposure chemicals. The worker is subiect to atmosaheric conditions: one or more of the following conditions that affect the respiratory system or the skin: fumes, odors, dust, mists, gases or poor ventilation. The worker is subiect to oils: there is air and/or skin exposure to oils and other cutting fluids. 0 The worker is required to wear a respirator. 3 F:\CityClerk\internaluse\DONNAsUobDescription-DeputvClerk.doc etlssistankdse ~. AGENDA ITEM #8E City ofi Atlantic Beach ]ob Description AuGUSTi4, aoo~ ~. PHYSICAL ACTIVIITES: Essential physical activities: 0 Climbing ~ Balancing 0 Stooping 0 Kneeling 0 Crouchin g 0 Crawling Reaching ~ Standing X~ Walking 0 Pushing ~ Pulling 0 Lifting 0 Fingering ~ Grasping ~ Feeling ~ Talking 0 Hearing 0 Driving 0 Repetitive Motion Other (list): MATERIALS AND EQUIPMENT: Machines, tools, equipment, electronic devices, software, etc. used by position: 0 Camera/photographic equipment Cleaning supplies 0 Commercial vehicle Data processing equipment X~ Handcart ~" ~ Hand tools 0 Headset Office equipment (desk, chair, shone, etc. ~" 0 Office machines (copier. facsimile, calculator, cash register, etc.( Office supplies (Dens, staplers, pencils, etc.( Packaaina materials (boxes. shrink wrap. etc.) ©PC equipment (monitor, keyboard, printer. etc.) 0 PC software Public safety equipment (firearms, radar, radio, mobile video systems, etc.( Other (list): Scanner, dictaphone, audio equipment, coffee maker, tape recorder, projector "" DISCLAIMER: The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties and qualifications required of employees assigned to this job'. For Office Use Only Revision Date: a±~a-y, ~^T Previous Revision Date: , Previous Title: , Secretary 4 F:\CityClerk\intemal uselDONNAsVobDescrintion-DeputyClerk.doc AGENDA ITEM #8E AUGUST 14, 2006 s~ July 12, 2006 1@~l~'I®RAl~~UM TO: Jim Hanson, City Manager ~. FROM: George Foster, Human Resource Manager SUBJECT: Vacant Position -City Clerk's Office ~. The City Clerk has updated the Position Description of the current Grade 15 Secretary position and desires to change the Position Description as changed along with changing the title to ~* "Deputy City Clerk" and upgrading the grade to a Grade 17 or Grade 18. 1tlE C®1~16~~N93ATg®NS: ~. Grade: That the grade be changed from Grade 15 to Grade 17. °~ Title: That the title be changed to "Administrative Assistant -City Clerk" not "Deputy City Clerk". Atch: 1. Request to Staff Vacant Position Form 2. My Score Sheet 3. City Clerk's Request for Classification Form *'" 4. Updated lob Description 5. Current Secretary Job Description 6. Current Administrative Assistant Job Description TO: HUMAN RESOURCES ^ Concur. Advertise as Grade 17 Administrative Assistant -City Clerk ^ Other: Jim Hanson, City Manager Date