Item 8C v~.
AGENDA # 8C
AUGUST 28, 2006
CITY OF ATLANTIC BEACH
CITY COMMISSIONER MEETING
STAFF REPORT
AGENDA ITEM: Reclassification of the Secretary position in the City Clerk's Office
SUBMITTED BY: Donna L. Bussey, City Clerk
DATE: August 21, 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 6~'. 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.
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.
A request was made on the last Commission meeting agenda with the following
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. Those documents revealed 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
(without the CMC certification) and recommended a title change from "Secretary"
to "Administrative Assistant".
~, At the last meeting, the Commission addressed the request and voted to defer
action until August 28, 2006. Since then, information has been provided to the
Commission by the City Manager and by the City Clerk and separate meetings
~, with each Commissioner have been offered in order to explain the information and
answer questions.
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.
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.