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PRR 17-2537
Renee Basel From: truth betold <truthbetold1002017@gmail.com> Sent: Tuesday, May 2, 2017 10:40 AM To: Rita Taylor Cc: Renee Basel Subject: public record request -job descriptions I would like a copy of the job descriptions of all staff located at the 100 Sea Rd. location. TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via e-mail May 8, 2017 truth betold [truthbetold1002017@gmail.com] Re: GS #2537 (job descriptions) I would like a copy of the job descriptions of all staff located at the 100 Sea Rd. location. Dear truth betold [truthbetold1002017@gmail.com]: The Town of Gulf Stream has received your public records request dated May 2, 2017. The original public records request can be found at the following link: http://www2.gulf-stream.org/weblink/0/doc/110923/Page1.aspx Please be advised that the Town of Gulf Stream is currently working on a number of incoming public records requests. The Town will use its very best efforts to respond to you in a reasonable amount of time with the appropriate response or an estimated cost to respond. Sincerely, Reneé Rowan Basel As requested by Rita Taylor Town Clerk, Custodian of the Records TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA Delivered via e-mail May 16, 2017 truth betold [mail to: truthbetoldl002017Rgmail.coml Re: GS #2537 (job descriptions) I would like a copy of the job descriptions of all staff located at the 100 Sea Rd. location. Dear truth betold [mail to: truthbetoldl002017(&gmail.coml: The Town of Gulf Stream has received your public records requests dated May 2, 2017. You should be able to view your original request at the following link: htto://www2.gulf-stream.org/weblink/O/doc/110923/Page l . aspx The Town is providing you with a copy of the Town's job descriptions at the above link. We consider this request closed. Sincerely, ko,,o( As requested by Rita Taylor Town Clerk, Custodian of the Records STRUCTURE OF JOB DESCRIPTION The terminology used is listed by the following categories: Job Title - The job title is the official title to be used for payroll, position control, and other personnel and budget records. In a series where Roman numerals are used to indicate more than one level of work, the numeral "P' always denotes the lowest level, the numeral "IP' the next higher level, etc. General Statement of Job - This section describes in a brief statement the general type of work that is done and the location of the position within the organization. It also describes by detailed statements the primary and secondary functions of the job, distinguishing characteristics of the job, supervisory responsibilities if applicable, and reporting relationships. The following guidelines are utilized when describing the level of supervision received by the position: Direct or close supervision: Employee is given precise instructions for task - oriented, often repetitive duties. Employee strictly follows established methods and procedures, with all but minor variations referred to the supervisor. General or occasional supervision: Work is performed to a large extent by independent judgment exercised under the employee's own responsibility. Some direction is provided after assignment, however employee has some choice of method and occasionally develops their own methods. Limited supervision: Broad objectives are outlined. Work is judged primarily on overall results with great latitude in determining work methods and assignment requirements. Employee has greater authority over assignments and decisions required to meet assignment requirements. Little or no direct supervision: Employee has responsibility for exercising broad judgment and coordination of methods within broad framework of general policy. Specific Duties and Responsibilities - This section is a prioritized listing of the specific duties and responsibilities of the job, including identification of essential and additional, or non-essential, job functions. "Essential" and "additional' job functions are identified in keeping with provisions of the "Americans with Disabilities Act of 1990" (ADA) and the "Civil Rights Act of 1964" as amended in 1991, which require that employers make employment decisions based upon an applicant's ability to 0 DMG, 1994 perform the essential functions of the job with or without reasonable accommodation of physical or mental handicaps the applicant may have. Minimum Training and Experience - This section is a statement of the minimum qualification requirements for the position, which an applicant for a vacant position should possess at the time of appointment. As prerequisites, these requirements represent the minimum combination of training and experience not only from the point of view of the work to be performed but also the kinds of applicants that can most readily be obtained in the labor market. Special Requirements - This section lists specific licenses or certificates needed by an employee to perform a given job. Minimum Qualifications or Standards Required to Perform Essential Job Functions - The entries in this section serve to illustrate the physical and mental abilities usual- ly associated with adequate performance of the essential functions of a given job. The criteria listed here are implicit to provisions of the ADA which require that employers make "reasonable accommodations" to enable disabled employees to per- form the essential functions of a job he or she is otherwise qualified to perform. Knowledge, Skills and Abilities - Knowledge, skills and abilities set forth the requirements of employees for successful work performance in the position. Knowledge is listed first as the subjects, topics and items of information or learning which an employee should know. Furthermore, degrees or amounts of knowledge are indicated through the use of phrases that have the meanings indicated as follows: "Some Knowledge" - implies familiarity only with the elementary principles and terminology. "Working" or "General Knowledge" - these terms should be used interchangeably to imply sufficient knowledge of the subject to enable the employee to work efficiently within a normal range of standard work situations with only general supervision. Ordinarily, a college graduate in a particular field should have a general knowledge of the subject matter of that field. An individual seeking employment as a tradesman should have a working knowledge of the methods, tools, techniques and practices of that trade. "Considerable Knowledge" - implies enough knowledge of the subject to enable the employee to work independently without direct supervision and to assume responsi- bility for the solution of unusual as well as commonplace work problems. "Thorough Knowledge" - implies an advanced knowledge and comprehensive under- standing of the subject matter, which will permit not only the solution of unusual © DMG, 1994 2 work problems, but also advising on technical questions and planning methods for difficult work situations. Statements of required knowledge are followed by statements of skills and abilities, in that order. These are indications of what an employee must be able to do on the job. While there is considerable overlap in the definitions of these two terms, skills generally apply to (1) technical, manual or manipulative proficiency or (2) proficiency that is learned or acquired through training. Abilities, on the other hand, relate more to aptitudes or personal and social attributes, which tend to be innate or acquired without formal instruction. 0 DMG, 1994 TOWN OF GULF STREAM JOB DESCRIPTION JOB TITLE: FINANCE DIRECTOR ADMINISTRATION DEPARTMENT Under limited supervision, performs highly responsible administrative and fiscal control work for Town government. Work involves planning and directing the receipt, disbursement and accounting of Town revenues and expenditures, managing the investment of Town funds, and assisting the Town Manager in preparing the annual budget. Employee is also responsible for administering water supply services through contracted vendors, and overseeing water billing, capital improvements and conservation programs. Work also involves preparing and presenting to the Town Commission periodic reports to advise of fiscal and administrative activities, financial condition, and future needs of the Town. Reports to the Town Manager. SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS Plans, organizes, and directs all operations of the Finance Department; directs and participates in the formulation and implementation of applicable finance policies. Supervises the maintenance, control, and analysis of the fiscal operations of the Town government; maintains adequate accounting records to document compliance with local, state and federal laws and ordinances; safeguards assets of the Town through implementation or acquisition of adequate internal control mechanisms and investments. Posts and balances Town ledgers and accounts receivable and payable records, preparing payroll and related records, and maintaining Town purchase records, financial statements, and other related reports either by data processing or manual methods; prepares bank reconciliations. Oversees and administers contracts with outside vendors, contractors and engineers for the supply, delivery and upkeep of an adequate water and stormwater system; develops capital improvement plans, and oversees water and stormwater system construction and/or maintenance, including activities of contractors and engineers, to ensure proper and timely delivery of services according to established specifications. Oversees collection of water service revenues, entering billing data into proper computer accounts and preparing bills; receives payments and credits proper accounts; prepares and mails notices to advise customers of delinquent accounts, as necessary. Researches, coordinates and prepares grant proposals for available government funding for various programs and projects administered by the Town; administers grant appropriations, maintaining fiscal records and preparing reports for submission as required by funding authorities; maintains files of grant sources and supporting data. 0 DMG, 1994 1 FINANCE DIRECTOR Establishes, directs and administers a comprehensive water conservation program for the Town, ensuring the Town's ability to meet existing and anticipated needs, and in keeping with local, state and federal guidelines and/or regulations; prepares such reports, presentations or other communica- tion as necessary to advise Town employees and residents of conservation program. Assists Town Manager in preparation of annual Town budget proposal for presentation to Commission, and administers approved budget; aids department heads in preparing budget estimates and in determining costs for new, expanded or reorganized programs; prepares budgets amendments as necessary, making appropriate ledger adjustments and estimating available fund balance. Prepares periodic reports pertaining to the Town's financial program, administrative activities, financial condition and future needs, and makes presentations of such information to Commission as requested or otherwise deemed necessary; provides formal and informal advice, assistance and recommendations to the Commission, and keeps it members properly informed about financial matters. Assists auditors with the annual audit of financial operations. ADDITIONAL JOB FUNCTIONS Performs research and compiles data for special projects or reports, as assigned by Town Manager, ensuring completion by specified deadlines and in accordance with established policies, procedures, standards, and objectives, etc. Performs other related work as required. MINIMUM TRAINING AND EXPERIENCE Bachelor's degree in public administration, accounting, or a related field, with a master's degree preferred, and 3 to 5 years of progressively responsible financial experience, preferably in a governmental setting, or any equivalent combination of training and experience which provides the required knowledge, skills, and abilities. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, typewriters, copiers, calculators, facsimile machines, etc. Must be physically able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Data Conception: Requires the ability to compare and or judge the readily observable functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people, or things. 0 DMG, 1994 FINANCE DIRECTOR Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors. Language Ability: Requires the ability to read correspondence, narrative and statistical reports, governmental records, accounting ledgers, legal documents, etc. Requires the ability to prepare correspondence, reports, technical studies, budgets, grant proposals, etc., using prescribed formats, and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak before groups of people with poise, voice control and confidence. Intelligence: Requires the abilityto apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; deal with several abstract and concrete variables. Verbal Aptitude: Requires the ability to record and deliver information and to follow and give verbal and written instructions. Must be able to communicate effectively and effectively in a variety of technical or professional languages including accounting, legal, engineering and governmental terminology. Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; determining percentages and decimals; calculating interest rates; understand and apply the theories of algebra and statistics. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability to coordinate hands and eyes in using automated office equipment. Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Does not require the ability to differentiate colors and shades of color. Olfactory Discrimination: Does not require the ability to identify and distinguish odors. Interpersonal Temperament: Requires the ability to deal with people beyond receiving or giving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Physical Communication: Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone. KNOWLEDGE, SKILLS AND ABILITIES Thorough knowledge of municipal organization and operational policies and procedures. Thorough knowledge of the organization and operation of Town departments. 0 DMG, 1994 FINANCE DDZECTOR Thorough knowledge of the standard accepted principles and practices of accounting and auditing, including modern municipal financial administration. Thorough knowledge of state laws pertaining to the fiscal administration of municipal government, including taxation and other sources of revenue. Thorough knowledge of federal, state and Town laws and policies concerning municipal fiscal operations. Thorough knowledge of the practices and procedures for planning and formulating departmental budgets and monitoring related expenditures. Thorough knowledge of the ethical guidelines applicable to the position as outlined by professional organizations and/or federal, state or local laws, rules and regulations. Considerable knowledge of legal requirements regarding purchase of supplies and equipment for municipal operations. Considerable knowledge of the financing sources and programs available through state and federal funding agencies for construction and expansion of public utilities and infrastructure systems, and of the requirements and standards for obtaining and retaining state and federally funded programs. Considerable knowledge of the principles of supervision, organization and administration. Considerable knowledge of the current literature, trends, and developments in the fields of public financial administration. General knowledge of the operating principles and practices, and maintenance requirements of water and stormwater systems. General knowledge of water conservation philosophies and principles, and applicable local and state regulations and guidelines. Skill in the collection, analysis and presentation of statistical and technical data. Skill in effectively expressing ideas orally and in writing. Ability to use common office machines, including popular computer -driven word processing, spreadsheet and file maintenance programs. Ability to compile and analyze financial statements and reports, and to prepare clear and concise financial records and reports. Ability to provide leadership and to supervise the planning, development and establishment of new, modified and/or improved financial programs, services and activities. Ability to analyze and interpret policy and procedural guidelines, and to formulate, develop and present recommendations to resolve financial problems and questions. Ability to organize disparate groups of professionals into cohesive working groups. 0 DMG, 1994 4 FINANCE DIRECTOR Ability to use initiative, independent judgment and discretion in preparing goals, setting schedules, assigning work and planning for future financial needs of the Town. Ability to establish and maintain complex records and files. Ability to prepare and make oral presentations before large groups of people. Ability to exercise tact and courtesy in frequent contact with Town and other public officials of various levels of authority and influence, media representatives and the general public. Ability to establish and maintain effective working relationships as necessitated by work assignments. © DMG, 1994 f TOWN OF GULF STREAM JOB DESCRIPTION JOB TITLE: BOOKKEEPER GENERAL DUTIES AND RESPONSIBILITIES Under general supervision, performs general office work and assigned accounting functions for the General Government and Water Utilities. Coordinates the bi-monthly water billing and collections including water bill adjustments. Prepares and has reviewed by the Finance Director required state and federal reports. Reports to the Town Manager. SPECIFIC DUTIES AND RESPONSIBILITY ESSENTIAL TOB FUNCTIONS Performs general office work as required, including handling incoming calls, and office visitors. Coordinates all aspects of utility billing. Schedules bi-monthly meter reading with the contractor. Reviews readings and, after necessary corrections, posts and processes water bills. Prepares all necessary billing reports. Reviews all requests for water bill adjustments. After being reviewed by the Finance Director, processes any bill adjustments to the ledgers. Prepares and mails notices to advise customers of delinquent accounts, as necessary. Posts water service and other receipts to accounting ledgers and prepares bank deposits. Prepares and, after being reviewed by the Finance Director, files all required federal and state reports. Prepares bank reconciliations. ADDITIONAL TOB FUNCIONS Assists the Finance Director with special projects or research as necessary. Assists office colleagues as needed. MINIMUM TRAINING AND EXPERIENCE Graduation from high school, and some college related courses; or equivalent combination of training that provides the required knowledge, skills and abilities. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of automated office machines including multi -line telephones, typewriters, calculators, copiers, facsimile machines, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. TWNGS 2001 Data Conception: Requires the ability to compare and/or judge the readily observable, 6 functional, structural, or composite characteristics (where similar to or divergent from obvious standards) or data, people or things. Interpersonal Communications: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from superior. Language Ability: Requires the ability to read a variety of correspondence, forms, invoices, checks, permits, manuals, etc. Requires the ability to prepare correspondence, reports, permits, forms, etc., using prescribed formats. Requires the ability to speak with poise, voice control and confidence. Intelligence: Requires the ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions; to deal with problems involving a few concrete variables in or from standardized situations. Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Does not require the ability to differentiate between colors and shade of color. Olfactory Aptitude: Does not require the ability to identify and distinguish odors. TWNGS 2001 TOWN OF GULF STREAM JOB JOB TITLE: BUILDING AND GROUNDS DIRECTOR ADMINISTRATION DEPARTMENT GENERAL STATEMENT OF JOB Under general supervision, performs supervisory and administrative work directing and participating in maintenance of Town grounds, buildings, streets and utilities. Work involves supervising and participating in activities of buildings and grounds maintenance personnel, and overseeing activities of contracted service vendors. Work also involves planning, developing and implementing proposals and programs to maintain and expand services in accordance with needs of the Town, including developing project specifications and reviewing bid proposals. Reports to the Town Manager. SPECIFIC DUTIES AND RESPONSIB=IES ESSENTIAL JOB FUNCTIONS Assigns, supervises and participates in daily activities of personnel assigned to buildings and grounds maintenance, including maintenance of streets and street signs; assists and advises subordinates, as necessary, and resolves problems as non -routine situations arise. Oversees and participates in various landscaping duties such as mowing grass, trimming hedges and shrubbery, pulling weeds and maintaining flower beds, spraying herbicides and pesticides, etc. Oversees and participates in custodial work and general carpentry, plumbing and electrical work in the repair and general maintenance of Town buildings. Assists in securing property before and after hazardous weather, such as shuttering windows. Patrols buildings to inspect for safety or maintenance problems; addresses or directs workers to resolve problems as necessary. Attaches street signs to posts using various hand and power tools; digs poles and sets street signs with cement. Performs minor maintenance on power equipment and hand tools, including sharpening blades, cleaning filters, adding grease, oil and gas, etc. Coordinates acquisition of vendors for maintenance work beyond abilities of Town staff, preparing project specifications, and soliciting and reviewing bids for recommendation to Town Manager; supervises and inspects the work of contractors' crews engaged in street, road, water and stormwater line maintenance and construction, and right-of-way and other building and grounds maintenance, repair and/or construction activities; ensures proper and timely delivery of services according to established specifications. C DMG, 1994 BUILDING AND GROUNDS DIRECTOR Plans, organizes and directs building and grounds construction and maintenance activities to ensure service of current and anticipated needs of Town; anticipates municipal growth and develops strategies to render service; ensures compliance with local, state and federal regulations; projects manpower and staffing requirements to meet current and anticipated needs. Monitors expenditure of departmental funds within approved limitations throughout the fiscal year; recommends capital improvement projects and their funding mechanisms. Plans, develops and implements programs to ensure adherence to local, state and/or federal laws applicable to Town's use of underground storage tanks; monitors use of Town gasoline tank, recording levels, and preparing and maintaining records and reports as required by county, state and federal laws and regulations; submits records and reports as required by oversight agencies. ADDITIONAL JOB FUNCTIONS Receives and investigates complaints, requests or inquiries from the general public pertaining to departmental services or programs, conferring with those affected and addressing as appropriate; receives and investigates inquiries and complaints pertaining to personnel matters and addresses as appropriate. Assigns subordinates to assist contractors' street and water crews when necessary. Performs other related work as required. MINIMUM TRAINING AND EXPERIENCE Associate's degree in building trades or a related Geld, with a bachelor's degree preferred, and 6 to 9 years of responsible experience in buildings and grounds maintenance work, preferably including supervisory experience; or any equivalent combination of training and experience that provides the required knowledge, skills and abilities. SPECIAL REQUIREMENT Possession of a valid Florida driver's license. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, typewriters, calculators, copiers, lawn mowers, string trimmers, shovels, rakes, hand tools, etc. Must be physically able to operate motor vehicles, including fight pickup trucks and vans. Must be able to exert up to 100 pounds of force occasionally, and/or up to 75 pounds of force frequently, and/or 25 pounds of force constantly to move objects. Requires the ability to maintain body equilibrium when bending, stooping, crouching, climbing, reaching and/or stretching arms, legs or other parts of body, and to physically maneuver over and/or upon varying terrain, surfaces or physical structures. Physical demand requirements are those for Heavy Work. m DMG, 1994 BUILDING AND GROUNDS DIRECTOR Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things. Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants. Language Ability. Requires the ability to read a variety of reports, correspondence, budgets, engineering specifications, work orders, permits, etc. Requires the ability to prepare correspondence, reports, budgets, studies, assessments, contracts, purchase orders, forms, work orders, etc., using prescnbed formats. Requires the ability to speak to people with poise, voice control and confidence. Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical and professional languages, including civil engineering and governmental accounting terminology. Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; and utilize decimals and percentages; understand and apply the theories of algebra, geometry and trigonometry; understand and apply the theories of statistics and statistical inference. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using power and hand tools. Manual Dexterity, Requires the ability to handle a variety of items such as power and hand tools. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Requires the ability to differentiate between colors and shades of color. Olfactory Discrimination: Requires the ability to identify and distinguish odors. Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing. perceiving nature of sounds by ear.) Must be able to communicate via telephone. 0 DMG, 1994 BUILDING AND GROUNDS DIRECTOR KNOWLEDGE, SKILLS AND ABILITIES Considerable knowledge of the administrative practices and procedures relative to building and grounds maintenance operations. Considerable knowledge of the principles and practices of construction and maintenance of a wide variety of municipal facilities. Considerable knowledge of the methods, materials, and equipment utilized in building and grounds maintenance. Considerable knowledge of the occupational hazards and the proper safety precautions involved in the operation of equipment employed in the building and grounds maintenance. General knowledge of current literature, trends, and developments in the field of building and grounds maintenance. General knowledge of the principles of supervision, organization, and administration. Skill in the operation of a variety of motorized equipment associated with building and grounds maintenance. Ability to use common office machines. Ability to direct and coordinate the work of unskilled to semi -skilled subordinates. Ability to prepare simple blueprints, sketches and drawings. Ability to estimate maintenance and repair costs and to prepare specifications for moderately complex maintenance projects. Ability to prepare a budget and monitor department expenditures. Ability to prepare clear and comprehensive financial, administrative and analytical reports. Ability to direct and monitor the activities of contracted services personnel. Ability to inspect building maintenance and construction work for adherence to plans, specifications, and work orders. Ability to maintain work records and prepare written reports of activities. Ability to effectively express ideas orally and in writing. Ability to establish and maintain effective working relationships with public officials, community leaders and professional groups. Ability to exercise considerable tact and courtesy in frequent contacts with Town, County, state and federal officials and private citizens. © DMG, 1994 4 L' 1_ 1 1 ,_vl : � All 1 1; y • ; Ability to establish and maintain effective working relationships as necessitated by work assignments. 0 DMG, 1994 TOWN OF GULF STREAM JOB DESCRIPTION JOB TITLE: PLANNING AND BUILDING ADMINISTRATOR ADMINISTRATION DEPARTMENT GENERAL STATEMENT OF JOB Under limited supervision, performs technical and administrative work in directing and coordinating Town planning and building administration activities to ensure the protection of the natural environment and the orderly growth and efficient administration of Town resources. Employee is responsible for planning and directing programs pertaining to Town growth and building construction, including administration, interpretation, and enforcement of the Town's Comprehensive Plan, zoning codes and ordinances. Employee is also responsible for the formulation, installation, modification, and improvement of master and subsidiary plans for the Town's physical development, including the formulation of a comprehensive plan in accordance with applicable state laws; supervising the activities of subordinates and planning and building programs; and coordinating permit activities with the Palm Beach County Building Division. Work involves compilation and preparation of departmental budgets, preparation of special reports, and administering federal and state grants. Reports to the Town Manager. ESSENTIAL JOB FUNCTIONS Plans, organizes and directs the activities of professional, technical and clerical personnel engaged in the compilation, analysis and interpretation of data affecting community planning; oversees the day-to- day activities of the planning and building programs to ensure compliance with Town policies and procedures, and directives of the Town Manager and/or Commission. Plans, implements and monitors the Town's Comprehensive Plan; evaluates the effectiveness of various Town planning and building programs, develops new programs and procedures, develops administrative policy, implements approved policies, and ensures the goals and objectives of Town are being attained. Analyzes problems, needs, services, and request for assistance of the various programs; recommends project priorities. Prepares, directs, administers, and reviews the departmental budget; prepares and reviews contracts and agreements, and various reports; drafts recommendations; prepares applications for federal and state funds; administers expenditure of state and federal grant and loan funds. Receives and answers inquiries, complaints and requests from the public concerning the interpretation and enforcement of the various zoning codes and ordinances. Administers, interprets and enforces the zoning code ordinances for the Town; administers building permit application process, coordinating with County Building Division for issuance of permits for 0 DMG, 1994 1 ��h l h X 1 1 t J I 1 4 : 1 u 1 1 J Y : : Y ; q u a l i f i e d a p p l i c a n t s . I n s p e c t s b u i l d i n g s i n t h e p r o c e s s o f c o n s t r u c t i o n , a l t e r a t i o n o r r e p a i r f o r c o m p l i a n c e w i t h z o n i n g c o d e r e q u i r e m e n t s a n d a p p r o v e d p l a n s ; e x a m i n e s p l a t p l a n s a n d g e n e r a l a r r a n g e m e n t o f b u i l d i n g f a c i l i t i e s f o r q u a l i t y o f d e s i g n , m a t e r i a l s a n d w o r k m a n s h i p ; c o n f e r s w i t h c o n t r a c t o r s , e n g i n e e r s , d e v e l o p e r s , p r o p e r t y o w n e r s , e t c . , a s n e c e s s a r y , t o e x p l a i n v i o l a t i o n s a n d / o r d e f i c i e n c i e s a n d s t e p s n e c e s s a r y t o a c h i e v e c o d e c o m p l i a n c e . E n f o r c e s s t a t e a n d l o c a l b u i l d i n g a n d z o n i n g c o d e s , i s s u i n g s t o p - w o r k o r d e r s a n d p u r s u i n g o t h e r l e g a l r e m e d i e s , a s n e c e s s a r y , t o s t o p v i o l a t i o n s ; a d v i s e s P o l i c e D e p a r t m e n t o f e n f o r c e m e n t a c t i v i t i e s ; t e s t i f i e s i n c o u r t , a s n e c e s s a r y . C o o r d i n a t e s a n d a d m i n i s t e r s t h e p a p e r w o r k o n e x i s t i n g s t a t e a n d f e d e r a l g r a n t s ; c o m p i l e s i n f o r m a t i o n f o r a n d a s s i s t s i n t h e p r e p a r a t i o n o f g r a n t p r o p o s a l s . A t t e n d s a n d s e r v e s a s t e c h n i c a l p l a n n i n g a d v i s o r t o t h e A r c h i t e c t u r a l R e v i e w a n d P l a n n i n g B o a r d , T o w n C o m m i s s i o n , B o a r d o f A d j u s t m e n t m e e t i n g s , a n d a t t e n d s o t h e r T o w n , c o u n t y , s t a t e a n d h o m e o w n e r s a s s o c i a t i o n m e e t i n g s a s r e q u i r e d . G a t h e r s a n d a n a l y z e s s t a t i s t i c a l a n d n a r r a t i v e d a t a p e r t a i n i n g t o p o p u l a t i o n g r o w t h , l a n d u s e , a n d e n v i r o n m e n t a l c o n d i t i o n s . P r e p a r e s c h a r t s , m a p s , g r a p h s a n d o t h e r i l l u s t r a t i v e m a t e r i a l f o r p r e s e n t a t i o n t o e l e c t e d o f f i c i a l s , a p p o i n t e d b o a r d s , c o m m u n i t y g r o u p s , a n d c o n c e r n e d c i t i z e n s ; p a r t i c i p a t e s i n m e e t i n g s a n d p u b l i c h e a r i n g s t o e x p l a i n r e c o m m e n d a t i o n s a n d p l a n n i n g p r o p o s a l s . A c t s a s T o w n ' s l i a i s o n t o o t h e r l o c a l g o v e r n m e n t s a n d s t a t e a n d f e d e r a l a g e n c i e s i n m a t t e r s p e r t a i n i n g t o p l a n n i n g a n d b u i l d i n g c o d e s ; s e r v e s a s l o c a l F l o o d p l a i n M a n a g e m e n t A d m i n i s t r a t o r i n c o n j u n c t i o n w i t h t h e N a t i o n a l F l o o d I n s u r a n c e P r o g r a m ; a t t e n d s c o n f e r e n c e s a n d s e m i n a r s t o e n h a n c e a n d m a i n t a i n k n o w l e d g e o f c u r r e n t t r e n d s a n d d e v e l o p m e n t s i n p l a n n i n g , b u i l d i n g c o d e s a n d i n s p e c t i o n s p r o g r a m a d m i n i s t r a t i o n ; a d v i s e s s u b o r d i n a t e s a n d / o r T o w n o f f i c i a l s o f c h a n g e s a n d u p d a t e s t o s t a t e c o d e s a n d l o c a l o r d i n a n c e s . P r o m o t e s d e p a r t m e n t a l p r o g r a m s b y e d u c a t i n g t h e p u b l i c o n v a r i o u s c o d e s a n d i s s u e s v i a t h e v a r i o u s n e w s m e d i a , w o r k s h o p s , m e e t i n g s , p u b l i c h e a r i n g s , c o r r e s p o n d e n c e , e t c . A D D I T I O N A L J O B F U N C T I O N S P e r f o r m s r e s e a r c h a n d c o m p i l e s d a t a f o r s p e c i a l p r o j e c t s o r r e p o r t s , a s a s s i g n e d b y T o w n M a n a g e r , e n s u r i n g c o m p l e t i o n b y s p e c i f i e d d e a d l i n e s a n d i n a c c o r d a n c e w i t h e s t a b l i s h e d p o l i c i e s , p r o c e d u r e s , s t a n d a r d s , a n d o b j e c t i v e s , e t c . P e r f o r m s o t h e r r e l a t e d w o r k a s r e q u i r e d . W N I M U M T R A I N I N G A N D E X P E R I E N C E B a c h e l o r ' s d e g r e e i n p l a n n i n g , p u b l i c a d m i n i s t r a t i o n , b u s i n e s s o r a r e l a t e d f i e l d , a n d 6 t o 9 y e a r s o f e x p e r i e n c e , o r a m a s t e r ' s d e g r e e i n p l a n n i n g o r a r e l a t e d f i e l d a n d 3 t o 5 y e a r s o f e x p e r i e n c e , i n u r b a n p l a n n i n g , i n c l u d i n g e x p e r i e n c e i n a s u p e r v i s o r y c a p a c i t y ; o r a n y e q u i v a l e n t c o m b i n a t i o n o f t r a i n i n g a n d � D M G , 1 9 9 4 2 PLANNING AND BUILDING ADMINISTRATOR experience that provides the required knowledge, skills and abilities. SPECIAL REQUIREMENTS Certification by the American Institute of Certified Planners preferred. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, typewriters, calculators, copiers, facsimile machines, cameras, projectors, levels, measuring instruments, hand tools, etc. Must be physically able to operate a motor vehicle. Must be able to exert up to 35 pounds of force occasionally, and/or up to 15 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Requires the ability to maintain body equilibrium when bending, stooping, crouching, climbing, reaching and/or stretching arms, legs or other parts of body, and to physically maneuver over and/or upon varying terrain, surfaces or physical structures. Physical demand requirements are those for Light to Medium Work. Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things. Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants. Language Ability: Requires the ability to read a variety of narrative and statistical reports, correspondence, ordinances, blueprints, diagrams, specifications, codes, studies, maps, deeds, surveys, permits, etc. Requires the ability to prepare correspondence, reports, grant proposals, ordinances, studies, maps, etc., conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence. Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret a variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages including architectural, engineering, legal, and planning terminology. Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; understand and apply the theories of statistics and statistical inference. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. 0 DMG, 1994 PLANNING AND BUILDING ADMINISTRATOR Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using office equipment. Manual Dexterity, Requires the ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Does not require the ability to differentiate between colors and shades of color. Olfactory Discrimination: Does not require the ability to identify and distinguish odors. Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing. perceiving nature of sounds by ear.) Must be able to communicate via telephone. KNOWLEDGE. SKILLS AND ABILITIES Thorough knowledge of the principles, practices and objectives of urban planning, including floodplain management. Thorough knowledge of Town zoning ordinances and related land use regulations, including provisions of the Town's Comprehensive Plan. Thorough knowledge of state, regional and local ordinances and/or codes administered through the Palm Beach County Building Division. Thorough knowledge of economics, sociology, public administration and quantitative methods and research techniques as related to planning. Thorough knowledge of principles and practices of engineering and physical design as generally related to planning. Considerable knowledge of the environmental and socio-economic implications of the planning process. Considerable knowledge of state and federal laws, requirements and guidelines concerning land use, planning and environmental protection. Considerable knowledge of the current literature, trends, and developments in the field of urban planning. Skill in the collection, analysis and presentation of technical data and planning recommendations. Ability to interpret blueprints, diagrams, specifications, codes and building regulations. Ability to express ideas effectively orally and in writing. 0 DMG, 1994 4 PLANNING AND BUILDING ADMINISTRATOR Ability to establish and maintain effective working relationships with public officials, community leaders and professional groups. Ability to exercise considerable tact and courtesy in frequent contacts with Town, County, state and federal officials and private citizens. Ability to physically maneuver on scaffolds, structural members and in cramped quarters to accomplish thorough inspections. Ability to establish and maintain effective working relationships as necessitated by work assignments. © DMG, 1994 TOWN OF GULF STREAM JOB DESCRIPTION JOB TITLE: MAINTENANCE WORKER ADMINISTRATION DEPARTMENT GENERAL STATEMENT OF JOB Under general supervision, performs unskilled to semi -skilled maintenance work for the Town. Work involves a variety of groundskeeping, custodial and light maintenance work on Town property. Employee is responsible for mowing and trimming lawns, pulling weeds and planting and pruning shrubs; sweeping, mopping and using vacuum cleaners to clean floors; washing walls, woodwork and fixtures; policing buildings to empty trash receptacles and pick up debris; and maintaining equipment. Reports to the Town Manager. SPECIFIC DUTIES AND RESPONSDIILITIES ESSENTIAL JOB FUNCTIONS Mows grass, trims hedges, may operate a string trimmer and leaf blower; applies herbicides and pesticides to plants; plants and cultivates a variety of trees and shrubbery; waters plants and pulls weeds; rakes leaves; loads and unloads supplies on and off pickup trucks. Sweeps, mops, vacuums, strips, waxes and buffs floor surfaces. Cleans restroom areas and replenishes paper supplies and soap as necessary. Cleans windows, walls, woodwork, blinds and light fixtures. Removes debris from drainage gutters and pipes. Sweeps sidewalks and walkways outside of buildings; polices grounds, picking up debris; waters plants as necessary. Empties trash receptacles; deposits recyclable material in proper receptacles. Sands, paints or stains walls, woodwork, cabinets, tables and other articles. Assembles and moves furniture; sets up and disassembles meeting rooms. Assists in securing property before and after hazardous weather, such as shuttering windows. Patrols buildings to inspect for safety or maintenance problems; addresses or reports problems as necessary. Monitors use of Town gasoline tank, recording levels and maintaining records as required by county, state and federal laws and regulations. 0 DMG, 1994 1 MAINTENANCE WORKER Attaches street signs to posts using various hand and power tools; digs poles and sets street signs with cement. Performs minor maintenance on power equipment and hand tools, including sharpening blades, cleaning filters, adding grease, oil and gas, etc. ADDITIONAL JOB FUNCTIONS Purchases supplies and replacement parts, tools or equipment. Performs other related work as required. MINIMUM TRAINING AND EXPERIENCE Graduation from high school, preferably supplemented by some building trades or other relevant vocational course work, and 3 to 5 years of experience in construction or building maintenance; or any equivalent combination of training and experience which provides the required knowledge, skills and abilities. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of equipment including vacuum cleaners, carpet shampooers, lawn mowers, string trimmers, shovels, rakes, hand tools, etc. Must be able to exert up to 100 pounds of force occasionally, and/or up to 75 pounds of force frequently, and/or 25 pounds of force constantly to move objects. Requires the ability to maintain body equilibrium when bending, stooping, crouching, climbing, reaching and/or stretching arms, legs or other parts of body, and to physically maneuver over and/or upon varying terrain, surfaces or physical structures. Physical demand requirements are those for Heavy Work. Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things. Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments or directions from superiors. Language Ability: Requires the ability to read a work orders, logs, diagrams, manuals, etc. Requires the ability to prepares logs and forms according to established formats. Requires the ability to speak to people with poise, voice control and confidence. Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic or schedule form. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English and mechanical terminology. 0 DMG, 1994 2 MAINTENANCE WORKER Numerical Aptitude: Requires the ability to utilize simple mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability coordinate hands and eyes rapidly and accurately in using power and hand tools. Manual Dexterity: Requires the ability to handle a variety of items such as power and hand tools. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Requires the ability to differentiate between colors and shades of color. Olfactory Discrimination: Requires the ability to identify and distinguish odors. Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Physical Communication: Requires the ability to talk and hear: (Talking - expressing or exchanging ideas by means of spoken words; Hearing - perceiving nature of sounds by ear.) KNOWLEDGE. SKILLS AND ABILITIES General knowledge of materials and equipment used to provide groundskeeping and custodial maintenance services. General knowledge of basic grounds keeping practices and procedures. General knowledge of basic cleaning procedures. Some knowledge of the preventive maintenance required for lawn mowers, power tools and associated equipment. Some knowledge of the hazards and applicable safety requirements associated with groundskeeping and custodial maintenance. Ability to use and care for a variety of hand and power tools necessary to perform carpentry, mechanical and landscape maintenance tasks. Ability to effectively communicate orally and in writing. Ability to maintain simple logs and records. Ability to understand and follow oral and written instructions. Ability to perform heavy manual labor required by work assignments. Ability to establish and maintain effective working relationships as necessitated by work assignments. © DMG, 1994 3 TOWN OF GULF STREAM JOB DESCRIPTION JOB TITLE: RECEPTIONIST ADMINISTRATION DEPARTMENT GENERAL STATEMENT OF JOB Under general supervision, performs receptionist and clerical work in Town Hall. Work involves answering incoming telephone calls, directing visitors and callers to appropriate officials, recording messages, and handling routine requests for information. Employee is also responsible for posting various Town revenues and making bank deposits, processing invoices, preparing accounts payable checks, sorting mail, and maintaining files. Reports to the Town Clerk. SPECIFIC DUTIES AND RESPONSIBILITIES ESSENTIAL JOB FUNCTIONS Answers and routes telephone calls for Town officials, recording and relaying messages for absent officials; greets visitors, receiving inquiries and providing information or referring visitors to appropriate officials; initiates telephone calls as requested by staff members to make inquiries and gather information, and/or to confirm appointments. Posts water service and other receipts to accounting ledgers, and prepares bank deposits; prepares checks for accounts payable. Processes invoices, totaling figures and submitting for approval, and prepares checks; posts expenditures to register. Sorts and distributes incoming mail; mails water service bills. Utilizes facsimile machine to transmit materials as requested; prepares photocopies of various documents. Maintains a variety of tangible files, filing and retrieving material as requested or as otherwise necessary. Processes occupational use licenses, registering applicants, receiving fees and issuing licenses and receipts. ADDITIONAL JOB FUNCTIONS Performs other related work as required. 0 DMG, 1994 1 RECEPTIONIST MINIMUM TRAINING AND EXPERIENCE Graduation from high school, and some experience in receptionist -clerical work; or any equivalent combination of training and experience that provides the required knowledge, skills and abilities. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of automated office machines including multi -line telephones, typewriters, calculators, copiers, facsimile machines, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met. Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) or data, people or things. Interpersonal Communications: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving assignments and/or directions from superiors. Language Ability: Requires the ability to read a variety of correspondence, forms, invoices, checks, permits, manuals, etc. Requires the ability to prepare correspondence, reports, permits, forms, etc., using prescribed formats. Requires the ability to speak to people with poise, voice control and confidence. Intelligence: Requires the ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions; to deal with problems involving a few concrete variables in or from standardized situations. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English. Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. Manual Dexterity. Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Does not require the ability to differentiate between colors and shades of color. Olfactory Aptitude: Does not require the ability to identify and distinguish odors. 0 DMG, 1994 2 RECEPTIONIST Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with person acting under stress. Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone. KNOWLEDGE. SKILLS AND ABILITIES General knowledge of the policies, procedures, organization and functions of the Town. General knowledge of modem office practices and procedures. General knowledge of grammar, spelling and arithmetic. Working knowledge of the standard accepted principles and practices of bookkeeping. Ability to use common office machines. Ability to exercise independent judgement and discretion as necessary in providing assistance and information to the general public. Ability to maintain a variety of moderately complex Files. Ability to develop and modify work procedures, methods and processes to improve efficiency. Ability to communicate effectively in oral and written form. Ability to exercise tact and courtesy in contact with a variety of professionals and public officials at various levels of authority and influence, and the general public. Ability to establish and maintain effective working relationships as necessitated by work assignments. 0 DMG, 1994 3 TOWN OF GULF STREAM JOB DESCREMON JOB TITLE: TOWN CLERK ADMINISTRATION DEPARTMENT GENERAL STATEMENT OF JOB Under limited supervision, performs supervisory and clerical-administrativework serving as a program assistant for the Town Commission and Town Manager. Work involves maintaining files of records, reports, documents, and correspondence pertaining to official actions of the Town; serving as secretary to the Commission and the Town Architectural Review and Planning Board, including coordinating meetings and preparing meeting minutes; serving as elections supervisor, including hiring and training poll workers, coordinating preparation of ballots and equipment, and receiving candidates filing for office; and greeting and assisting the public at Town Hall. Employee is also responsible for assigning and supervising the activities of a Receptionist, and supervising or participating in the preparation of routine accounting ledgers, business licenses, legal notices, correspondence, supply purchases, etc. Reports to the Town Manager. SPECIFIC DUTIES AND RESPONSDIILITIES ESSENTIAL JOB FUNCTIONS Gathers information and prepares agenda packets for Town Commission and Architectural Review and Planning Board meetings; notifies Commissioners, board members, appropriate Town staff and other interested parties of date and time of meetings; attends meetings to take notes and record minutes; transcribes and files minutes into minutes books; notifies departments and/or individuals of actions required by Commission. Serves as custodian of official records and documents pertaining to actions of the Town Commission, and Architectural Review and Planning Board; prepares documents, including ordinances, resolutions and meeting minutes, as adopted by Commission; prepares and maintains index of minutes book and executive minutes book. Serves as custodian of resolutions, contracts, agreements and leases in accordance with state laws and statues. Establishes and maintains a variety of files pertaining to activities of the Town Manager, Commission, and Architectural Review and Planning Board, filing and retrieving material as necessary. Supervises activities of Receptionist, ensuring adherence to established policies, procedures and standards; assists and advises subordinate, as necessary, resolving problems as non -routine situations arise. Oversees and/or participates in preparation of bank deposits and accounts payable checks. Directs preparation of water service bills; prepares and mails notices to advise customers of delinquent 0 DMG, 1994 TOWN CLERK accounts, and contacts such customers via telephone, as necessary; pursues termination of service and/or legal remedies to delinquent accounts, as appropriate. Oversees preparation and issuance of occupational licenses, ensuring proper registration and receipt of fees. Prepares and issues routine building permits, receiving and reviewing applications to determine proper permit and credentials of applicant, and receiving fees and issuing receipts, as appropriate. Types correspondence, reports, statements, meeting minutes, forms and other material into form from typed or handwritten copy, assuming responsibility for spelling, punctuation, grammar and format; prepares a variety of records and reports as required for submission to various local, state and federal government agencies; prepares and submits legal notices for publication; proofreads various forms and documents, ensuring proper content, spelling, punctuation, grammar and format. Performs research and compiles data for special projects or reports, as assigned, ensuring completion by specified deadlines and in accordance with established policies, procedures, standards, and objectives. Purchases supplies and equipment for Town Hall; monitors budgeted funds. Serves as Town elections supervisor, preparing and supervising printing of ballots, ensuring availability of polling equipment; hires, trains and supervises poll workers, ensuring adherence to applicable laws, regulations, policies and procedures; receives candidates' registration for Town offices and informs candidates of the laws concerning their candidacy; interprets and explains policies, laws, rules, regulations and procedures pertaining to various aspects of elections to candidates, political party representatives, elected officials, and the general public, as requested; oversees and participates in vote canvass. Performs research and compiles data for special projects or reports, as assigned by Town Manager, ensuring completion by specified deadlines and in accordance with established policies, procedures, standards, and objectives, etc. Assumes duties of Town Manager is his or her absence, ensuring adherence to established policies, procedures and standards. ADDITIONAL JOB FUNCTIONS Answers telephone and receives inquiries, providing information based on considerable knowledge of Town programs and activities, or referring callers to appropriate personnel or agencies, as necessary; routes messages for Town personnel, as necessary; receives and follows up on complaints pertaining to Town services. Prepares and mails various correspondence to Town residents. Performs other related work as required. 0 DMG, 1994 2 TOWN CLERK MINIMUM TRAINING AND EXPERIENCE Graduation from high school supplemented by college -level course work in secretarial sciences, and 3 to 5 years of progressively responsible experience in secretarial and administrative work, including office management responsibilities, preferably in a governmental setting, or any equivalent combination of training and experience that provides the required knowledge, skills and abilities. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL .TOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of automated office machines including typewriters, calculators, copiers, audio recorders, facsimile machines, etc. Must be able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Physical demand requirements are in excess of those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work. Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things. Interpersonal Communications: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions to subordinates or assistants. Language Ability: Requires the ability to read a variety of correspondence, reports, forms, manuals, ordinances, invoices, accounting ledgers, manuals, etc. Requires the ability to prepare correspondence, reports, meeting minutes, meeting agendas, purchase orders, forms, permits, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control and confidence. Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form. Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English. Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals; interpret graphs; calculate discount, interest, profit and loss ratio and proportion, etc. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment. 0 DMG, 1994 TOWN CLERK Manual Dexterity, Requires the ability to handle a variety of items such as office equipment. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Does not require the ability to differentiate between colors and shades of color. Olfactory Discrimination: Does not require the ability to identify and distinguish odors. Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress. Physical Communication: Requires the ability to talk and hear: (Talking: expressing or exchanging ideas by means of spoken words. Hearing: perceiving nature of sounds by ear). Must be able to communicate via telephone. KNOWLEDGE, SKILLS AND ABD.ITIES Considerable knowledge of Town and departmental rules, regulations, policies and procedures, and has the ability to interpret them. Considerable knowledge of modem office practices and procedures. Considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Considerable knowledge of the organization and functions of the Town. Considerable knowledge of State open meetings, public records and financial disclosure laws. Considerable knowledge of State and Town election laws and regulations. Considerable knowledge of electoral procedures and policies as set forth by the State Board of Elections and General Statutes. Considerable knowledge of the ethical guidelines applicable to the position as outlined by professional organizations and/or federal, state and local laws, rules and regulations. Skill in the operation of common office machines, including typewriters. Ability to research program documents and narrative materials, and to compile reports from information gathered. Ability to make routine administrative decisions independently in accordance with laws, regulations, policies and procedures, and to solve problems and answer questions. Ability to develop and modify work procedures, methods and processes to improve efficiency. Ability to assign, direct and supervise activities of a subordinate clerical worker. Ability to communicate effectively orally and in writing. C DMG, 1994 4 TOWN CLERK Ability to exercise considerable tact and courtesy in frequent contact with public officials and the general public. Ability to establish and maintain effective working relationships as necessitated by work assignments. © DMG, 1994 a TOWN OF GULF STREAM JOB DESCRIPTION JOB TITLE: Deputy Town Clerk DEPARTMENT: Town Clerk FLSA STATUS: Exempt JOB SUMMARY: Performs responsible clerical and administrative work in supporting, and conducting the programs and activities of the office of the Town Clerk. Work assignments are received from the Town Clerk. ESSENTIAL JOB FUNCTIONS: The following list of essential job functions is not exclusive or all-inclusive. Other duties may be required and assigned. • Prepares agenda packets for Commission and other Board meetings. • Types ordinances, resolutions, letters, statistical reports, newsletter articles and a variety of forms and materials. • Sets up Commission Chamber for meetings; and makes all necessary physical preparations; prepares and checks recording equipment and microphone. • Coordinates and implements activities of the Town Board meetings. • Answers central telephone system; sorts and distributes incoming mail; greets and directs walk-ins. • Prepares code, zoning case files and sends notices of hearings. • Processes and issues occupational registrations, building permits; renewals, and other pertinent documents. • Prepares and distributes agendas and code violation compliance orders and maintains pertinent files. • Processes payroll, other financial reports and input data into computer for processing checks. • May assume some duties and responsibilities of the office in the absence of the Town Clerk, when directed by the Town Clerk, Mayor, Commission members or others. • Administer oath, and notarizes documents. • Performs such other duties as may be assigned, directed and/or needed. HRPC, June 24, 2004 DEPUTY TOWN CLERK KNOWLEDGE, SKILLS, AND ABILITIES: Considerable knowledge of the organization and functions of the Town government and administrative procedures. Thorough knowledge of office practices, procedures, and equipment. Thorough knowledge of business English, spelling and punctuation. Thorough knowledge of code enforcement procedures, methods and file requirements. Considerable knowledge of election laws and procedures. Ability to operate a PC at a rate of 60 words per minute. Ability to operate recording equipment. Ability to effectively communicate orally and in writing. Ability to establish effective working relationships with the public and governmental officials, and the general public. QUALIFICATION. TRAINING, AND EXPERIENCE: High school graduation or equivalent. One (1) year secretarial experience or equivalent. Post High School Courses in Business English, Grammar, etc. Courses work in Government and/or Public Administration desirable. Eligible to become a notary public in six months. Must be bondable. PHYSICAL DEMANDS AND WORK ENVIRONMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics are those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to walk. The employee must occasionally lift and/or move more than 25 pounds. Specific vision abilities are required by this job, which include close vision and the ability to adjust focus. The noise level in the work envitonment is usually quiet. HRPC, June 24, 2004 2 i TOWN OF GULF STREAM JOB DESCRIPTION JOB TITLE: Financial Specialist DEPARTMENT: Town Clerk FLSA STATUS: JOB SUMMARY: Performs a variety of clerical accounting and computer operations work in meeting the Town's accounts payable, accounts receivable, cashiering, payroll, general administration, answering phone and other fiscal needs. ESSENTIAL JOB FUNCTIONS: The following list of essential job functions is not exclusive or all-inclusive. Other duties may be required and assigned. • Prepares and posts expenditures, revenues, journal entries, payroll, income and other fiscal transactions to general ledger. • Makes journal entries to balance and close monthly books in general ledger, revenue and expense accounts; reconciles general ledger and subsidiary accounts. • Reconciles checking and savings accounts. • Prepares weekly, quarterly, and yearly financial reports. • Inputs and files accounts payable/receivable information; and verifies invoices to statements. • Operates a personal computer and other office machines. • Prepares reports related to payroll and verifies resulting printouts. • Records employees' vacation, sick and other time. • Updates employees' fiscal related database and maintains files. • Performs office assistant, customer service and other administrative duties. • Assists in the preparation of the Budget and other documents for the Town Commissioners, Town Manager and Town Clerk. • Answers central telephone system; sorts and distributes incoming mail; greets and directs walk-ins. 0 Performs such other duties as may be assigned, directed and/or needed. FINANCIAL SPECIALIST KNOWLEDGE, SKILLS, AND ABILITIES: Knowledge of bookkeeping principles and practices and accepted office procedures. Knowledge of fiscal record keeping techniques and practices. Knowledge and ability to work with computer operating systems, worksheets and database programs. Knowledge of budgetary, accounting and reporting systems. Knowledge of governmental accounting, auditing and financial reporting requirements. Knowledge of office management methods, procedures and practices. Ability to prepare original journal entries. Ability to make complex arithmetical computations and analyze financial reports. Ability to interpret and comply with audit recommendation reports. Ability to establish effective working relationships with other employees, department officials, vendors and auditors. Ability to maintain efficient and effective financial systems and procedures. Ability to prepare and analyze financial reports. Ability to understand and follow oral and written instructions and technical terminology. Ability to write legibly and to type with a high degree of accuracy. Skill in operating a computer data entry terminal, calculator, line printer and a variety of office machines and equipment. QUALIFICATION. TRAINING, AND EXPERIENCE.• High school education, supplemented by course work or training and experience in bookkeeping, accounting procedures, computer operations or an equivalent combination of training and experience that provides the necessary knowledge, skills, and abilities. Must be bondable. Hands on experience with personal and mainframe computer and familiarity with spreadsheet and word-processing program software such as Lotus, Exel, WordPerfect, MS Word, and etc. PHYSICAL DEMANDS AND WORK ENVIRONMENTS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. The work environment characteristics are those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move more than 25 pounds. Specific vision ability require by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. The noise level in the work environment is usually quiet. TOWN OF GULF STREAM JOB DESCRIPTION JOB TITLE: TOWN MANAGER ADMINISTRATION DEPARTMENT (Reference: Gulf Stream Code, Article I, Section 2-41 - 2-42) GENERAL STATEMENT OF JOB The Town Manager shall be the chief administrative officer of the Town. He or she shall be responsible to the Town Commission for the administration of all town affairs placed in his or her charge by or under the Town Charter or by way of ordinances of the Town or the direction of the Town Commission. He or she shall hold office at the will of the Town Commission and shall be entitled to such reasonable compensation for services as the Town Commission may determine. SPECIFIC DUTIES AND RESPONSD3ILrIUS ESSENTIAL JOB FUNCTIONS Recommends to the Town Commission the appointment of and, when deemed necessary for the good of the Town, the suspension or removal of all appointive administrative officials provided for, by or under the Town charter of by Town Commission ordinance. Appoints and, when deemed necessary for the good of the Town, suspends or removes all other Town employees; may authorize any subordinate administrative officer to exercise these powers with respect to subordinates in that officer's department, office or agency. Directs and supervises the administration of all departments, offices and agencies of the Town except as otherwise provided by charter or law; administers all laws, provisions of the Town Charter, and resolutions or other acts by the Commission as are subject to enforcement by the Town Manager or by subordinate officers. Attends Town Commission meetings to assist and advise Commissioners and other Town officials, providing input based on experience, expertise and/or observations; advises Commissioners of the financial condition and future needs of the Town, providing recommendations as deemed appropriate. Prepares and submits to the Commission annual operation and capital outlay budgets; prepares and submits to the Commission at the conclusion of each fiscal year complete reports of the finances and administrative activities of the Town; prepares, maintains and submits to the Commission other reports and records as requested or required pertaining to the operations of Town departments, offices or agencies under direction of the Town Manager; ensures availability to the public of such reports and records as required under the Gulf Stream Code and applicable state open records laws. Signs contracts on behalf of the Town as directed by Commissioners. Represents the Town before appointive officers of other governmental bodies except when the 0 DMG, 1994 1 TORN MANAGER Commission has designated some other person to act in such capacity. Represents the Town before the public and media, providing information in response to inquiries or as otherwise deemed appropriate and in accordance with applicable state public records and financial disclosure laws. ADDITIONAL JOB FUNCTIONS Performs such other duties as are specified in the Charter or ordinances of the Town, or as may be required by the Town Commission. Master's degree in business or public administration, urban planning, accounting or a related field, and 6 to 9 years of progressively responsible managerial experience, preferably in a governmental setting; or any equivalent combination of training and experience that provides the required knowledge, skills, and abilities. MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS Physical Requirements: Must be physically able to operate a variety of machinery and equipment including computers, typewriters, copiers, calculators, dictaphones, etc. Must be physically able to exert a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for brief periods of time. Data Conception: Requires the ability to compare and or judge the readily observable functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people, or things. Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments and/or directions to subordinates and assistants. Language Ability. Requires the ability to read correspondence, narrative and statistical reports, governmental records, legal documents, etc. Requires the ability to prepare correspondence, reports, technical studies, budgets, ordinances, etc., using prescribed formats, and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak before groups of people with poise, voice control and confidence. Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; deal with several abstract and concrete variables. Verbal Aptitude: Requires the ability to record and deliver information and to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently in a variety of technical or professional languages, including accounting, legal and governmental terminology. © DMG, 1994 2 TOWN MANAGER Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; determining percentages and decimals; understand and apply the theories of statistics and statistical inference. Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape. Motor Coordination: Requires the ability to coordinate hands and eyes in using automated office equipment. Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination. Color Discrimination: Does not require the ability to differentiate colors and shades of color. Olfactory Discrimination: Does not require the ability to identify and distinguish odors. Interpersonal Temperament: Requires the ability to deal with people beyond receiving or giving instructions. Must be adaptable to performing under stress and when confronted with people acting under stress. Physical Communication: Requires the ability to talk and/or hear (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone. KNOWLEDGE. SHILLS AND ABILITIES Thorough knowledge of municipal organization and operational policies and procedures. Thorough knowledge of the organization and operation of Town departments. Thorougb knowledge of state laws pertaining to the administration of municipal government, including taxation and other sources of revenue. Thorough knowledge of federal, state and Town laws and policies concerning municipal fiscal operations. Thorough knowledge of the ethical guidelines applicable to the position as outlined by professional organizations and/or federal, state or local laws, rules and regulations. Considerable knowledge of State open meetings, public records and financial disclosure laws. Considerable knowledge of the principles, practices, procedures and philosophies of public personnel administration. Considerable knowledge of federal and state laws, rules and regulations governing personnel administration. Considerable knowledge of the practices and procedures for planning and formulating departmental budgets and monitoring related expenditures. 0 DMG, 1994 3 TOWN MANAGER Considerable knowledge of the principles and practices of accounting and auditing, including modern municipal financial administration. Considerable knowledge of personnel and management principles, practices and techniques as they relate to the administration of manpower resources and planning, position management, staff development and training, policy development and administration, employee relations, and related personnel and management functions and services. Considerable knowledge of legal requirements regarding purchase of supplies and equipment for municipal operations. Considerable knowledge of the principles of supervision, organization and administration. Considerable knowledge of the current literature, trends, and developments in the Geld of public policy administration. Skill in the collection, analysis and presentation of statistical and technical data. Skill in effectively expressing ideas orally and in writing. Ability to use common office machines, including popular computer -driven word processing, spreadsheet and file maintenance programs. Ability to provide leadership and to supervise the planning, development and establishment of new, modified and/or improved programs, services and activities. Ability to analyze and interpret policy and procedural guidelines, and to formulate, develop and present recommendations to resolve problems and questions. Ability to organize disparate groups of professionals into cohesive working groups. Ability to use initiative, independent judgment and discretion in preparing goals, setting schedules, assigning work and planning for future needs of the Town. Ability to establish and maintain complex records and files. Ability to assign and supervise the work of subordinate professional, technical and clerical personnel. Ability to prepare and make oral presentations before large groups of people. Ability to exercise tact and courtesy in frequent contact with Town and other public officials of various levels of authority and influence, media representatives and the general public. Ability to establish and maintain effective working relationships as necessitated by work assignments. © DMG, 1994 4 TOWN OF GULF STREAM PALM BEACH COUNTY, FLORIDA SCOTT MORGAN, Mayor THOMAS M. STANLEY, Vice -Mayor PAULA. LYONS JOAN K. ORTH W EIN DONNA S. WHITE October 28, 2016 IIMC Member Services Department 8331 Utica Avenue #200 Rancho Cucamonga, CA 91730 To Whom It May Concern: Telephone (561)276.5116 Fax (561(777.6188 Town Manager WILLIAM H. THRASHER Town Clerk RITA L TAYLOR Per your request, I have attached a current job description for Renee Rowan Basel. After you have reviewed, I believe you will see that she is performing many of the duties required for full membership, including Records Management, Meeting Administration, Human Resource Management and Financial Management. Renee will be attending the next Supervisor of Elections Municipal Clerks Workshop to work the upcoming election. This will add another requirement of full membership for her. Renee wants to become a Deputy Clerk and eventually a Town Clerk. It is our understanding, she must be a Full Member in order to begin pursuing her certification. Please advise if there are any other documents you require. Thank you. Sincerely, %/W- a%nt- 49iyc� William H. Thrasher Town Manager /rrb Attachment 100 SEA ROAD, GULF STREAM, FLORIDA 33483 JOB DESCRIPTION - Executive Administrative Assistant Records Management • Maintain and answer all public records requests for the Clerk's Office, keeping a running log of all PRR's Payroll • Review time sheets for Police Department and Town Hall • Process Payroll for Police Department and Town Hall Meeting Administration • Post minutes of the Commission Meetings, ARPB Meetings, Special Meetings, etc. Accounts Receivable/Utility Billing • Record and process payments • Print water bills • Process cash receipts and deposits Occupational Registrations • Register all contractors that work in Gulf Stream • Process Occupational Registration Fees Building Permits • Building permit application intake • Process permit applications after Town Manager approval • Process permit application review fees Website • Update Town website as needed, posting agenda, minutes, Town meetings, etc. Telephone/Reception/Secretarial • Handle general inquiries • Answer calls for Town Hall and Police Department • Secretary to Town Manager, Town Clerk and Police Department