HomeMy Public PortalAbout12-21-95 PERSONNEL COMMISSIONCITY OF LYNWOOD tDnDCITI E E i V' E D
TY OF LYNWOOD
REGULAR MEETING OF THE PERSONNEL &BO Y CLERK S OFFICE
December 21, 1995 1 6 1995
5 00 PM
I
CALL TO ORDER
11
PLEDGE OF ALLEGIANCE
III
APPROVAL OF MINUTES
IV
STUDIES & REPORTS
ROLL CALL
Arnold Litke, Vice - Chairperson
George Lewis
Nancy Gilpen
Patrice Bell
Regular meeting of November 16, 1995
Welcome new member /oath
Josephine C. Littlejohn
1 Board Reorganization
2. Request for closed promotional
examination
a Secretary
b Secretary to the City Manager
3. Certification of eligibility lists•
a Rec. Fac Program Supervisor
b Administrative Aide
Ito be distributed at meeting)
V
ORAL COMMUNICATIONS
VI
ADJOURNMENT Regular Meeting - January 18, 1996
REGULAR MEETING OF THE PERSONNEL BOARD
CITY OF LYNWOOD
November 16, 1995
The regular meeting of the Personnel Board of the City of Lynwood, California was
held on Thursday, November 16, 1995, at 5:00 p m. in the Council Chambers of the
Lynwood City Hall, 11330 Bullis Road, Lynwood, California The agenda was duly
posted as prescribed by the Brown Act.
CALL TO ORDER
Chairperson Litke called the meeting to order at 5:07 p.m. Roll call was taken by Gail
L. Black, Human Resources Director All Commissioners were present.
PLEDGE OF ALLEGIANCE
Led by Commissioner Bell
APPROVAL OF MINUTES
The motion was made by Commissioner Gilpen and seconded by Commissioner Lewis
to approve the minutes of the regular meeting of October 19, 1995. All in favor.
Motion carried
STUDIES & REPORTS
The motion was made by Commissioner Bell and seconded by Chairperson Litke to
approve the closed promotional examination for the position of Administrative Analyst
I All in favor Motion carried
The motion was made by Commissioner Lewis and seconded by Commissioner Gilpen
to approve the hearing of Prasine Martinez The hearing was scheduled for Thursday,
November 30, 1995 at 5 OOpm. Ms Black informed the Commissioners that Mr Ron
Wilson (Legal Counsel) would be representing the Board in the personnel manner
ORAL COMMUNICATIONS
Ms Black informed the members of the Community Services Day scheduled for
December 16, 1995 at 9 in front of Bateman Hall The Recreation Department
is inviting all commissioners to volunteer, donate ornaments and decorate a Christmas
tree which will be raffled to needy families
Gloria Buitrago asked to speak to the board Mrs. Buitrago stated she was
representing Ms Martinez and she was asked to inform her of the time, date and
place when the hearing was going to take place Chairperson Litke answered Mrs
Buitrago's question
Ms Black noted Council would be making their nominations for the board at their next
meeting. First meeting in December, reorganization should take place at the Board's
December meeting
ADJOURNMENT
Commissioner Lewis made the motion and Commissioner Bell seconded to adjourn to
the special meeting scheduled for November 30, 1995 5 OOpm for the purpose of a
disciplinary appeal. All in favor 'Motion carried Meeting adjourned at 5 30 p m.
•
City of LYNWOOD
(-4 City - Meetipq Naffenges
11330 BULLIS ROAD
LYNWOOD, CALIFORNIA 90262
(310) 603 -0220
DATE
TO
FROM
SUBJECT
FACT
December 21, 1995
Honorable Chairperson and Personnel Board Members
Gail L. Black, Director of Human Resources
REQUEST FOR CLOSED PROMOTIONAL EXAMINATION
SECRETARY AND SECRETARY TO THE CITY MANAGER
Ill
ALI.AMENICA CITY
IIII1I
The Lynwood City Code 12 -7 4 Open Examination states "All examinations, except
those specified in subsection 18 -7.3, shall be open unless it is determined by the
Personnel Board that such examination will be promotional."
BACKGROUND
1) It is the policy of the City of Lynwood to encourage employees to advance and
grow within the organization by allowing promotional examinations whenever
appropriate
2) The City has identified candidates who would qualify to apply for the above
position on a promotional basis
RECOMMENDATION
Based on the above information, it is requested that the Board approve a "Closed
Promotional" examination for the position Secreaty and Secretary to the City Manager.
•
CITY OF LYNWOOD
SECRETARY
DEFINITION
1
Under the general direction of an Office Supervisor or
Department Manager, to perform a variety of difficult and
specialized secretarial, technical and clerical duties; to
relieve a department head or administrator of clerical and office
details; and to do related work as required.
EXAMPLES OF DUTIES
Performs a wide variety of.secretarial, clerical and
technical duties for the head of and members of a City
Department; types a variety of correspondence, memoranda,
reports, budgets, agenda, minutes, forms and other materials;
reviews and checks documents, records and forms for accuracy,
completeness and conformance to applicable rules and regulations;
establishes and maintains inter - related filing systems; sorts,
indexes, records and files a variety of information; completes a
variety of forms and posts financial and statistical information
to records; reviews reports and maintains records of
expenditures; assists in preparing budget estimates;
independently composes correspondence from marginal notes or
general oral and written directions; gives out information in
person or by telephone where judgment, knowledge and
interpretation of departmental and City policies and regulations
are necessary; operates a variety of office machines and
equipment; takes and transcribes dictation; maintains and updates
employee payroll and personnel records; may transcribe materials
from recording devices; receives, opens and distributes mail;
receives, prepares receipts, records and may deposit funds;
identifies and refers matters to the assigned administrator
in order of priority; receives visitors, sets up appointments,
screens visitors and telephone calls and refers to appropriate
staff members; may supervise, assist, assign, evaluate and train
subordinate office clerical personnel; may operate computer
terminal and word processing equipment; may make recommendations
on clerical appointments and improved office procedures; collects
and compiles statistical and financial data and other information
for inclusion into special and periodic reports; assists an
administrator in special projects, such as gathering and
tabulating data and preparing reports; orders office supplies.
DESIRABLE QUALIFICATIONS
Knowledge of:
Modern office practice and procedures;
Correct English usage, spelling, grammar and
punctuation;
Modern filing and indexing methods;
Principles of letter and report writing;
Basic methods used in financial and statistical
recordkeeping;
Organization, function's, rules, procedures and
programs of the department or office where
assigned;
Office machines and equipment.
and
Ability to:
Perform responsible typing, secretarial, receptionist,
clerical and technical work involving the use of
independent judgment;
Interpret and apply policies, laws, rules and regula-
tions;
Compose correspondence on own initiative;
Carry out assignments with minimal supervision;
Prepare reports with accuracy and speed ;.
Make arithmetical calculations with speed and
accuracy;
Meet the public tactfully and courteously and
answer difficult questions in person and
over the telephone;
Learn to operate computer terminal and word
processing equipment;
'Establish and maintain cooperative relationships
with those contacted during the course of
work;
Type at a speed of 60 words per minute from clear
copy;
Take dictation at a speed of 80 words per minute.
and
Training and Experience: Any combination of training and
experience which would provide the required
knowledges and abilities is qualifying. A
typical way to obtain these knowledges and
abilities would be:
Four years of increasingly responsible
secretarial, clerical and technical office
experience involving frequent public contact.
Education: Completion of college level courses in office
and secretarial practices is desirable.
CITY OF LYNWOOD
SECRETARY TO THE CITY MANAGER
DEFINITION
Under general direction, to perform responsible and
confidential secretarial duties for the City Manager; to relieve
the City Manager of a variety of administrative and clerical
details; and to do related work as required.
DISTINGUISHING CHARACTERISTICS
The position allocated to this class exercises a
considerable degree of initiative, tact and mature judgment in
the performance of a variety of secretarial duties for the City
Manager. Duties are performed under minimal supervision and
require a comprehensive knowledge of City policies and
procedures.
EXAMPLES OF DUTIES
Acts as confidential secretary to the City Manager and
relieves him /her of a variety of administrative and clerical
details; takes and transcribes dictation for letters, reports and
memoranda; types a variety of materials including correspondence,
reports, resolutions and ordinances; gathers information and
composes correspondence in reply to various requests, inquiries
and questionnaires; attends meetings and takes and transcribes
dictation; processes conference registrations and reservations;
coordinates processing of insurance claims and billings;
maintains a variety of materials; types a variety of reports and
correspondence for City officials; maintains office and
confidential files; assembles data and information for special
and regular reports; answers the telephone and interviews
callers, exercising considerable independent judgment in
providing information and referring to appropriate parties;
prepares agenda materials for City Council meetings; may
supervise and train clerical help; operates a variety of office
appliances and maintains office supplies at necessary levels; may
operate computer terminal and word processing equipment.
DESIRABLE QUALIFICATIONS
Knowledge of:
City policies, rules and regulations;
Operations, procedures and precedents of the City
Manager's Office and the City Council;
Modern office methods, procedures and equipment;
Account and statistical recordkeeping;
Correct English usage, spelling, grammar and
punctuation;
Computer terminal and word processing equipment
operation.
and
0 46
Ability to:
Interpret and apply City rules, laws and policies
with good judgment while carrying out a
variety of office assistance, stenographic
and administrative detail assignments;
Take responsibility and use good judgment in
recognizing scope of authority;
Compose correspondence independently;
Perform responsible and difficult office assistance
work with speed and accuracy;
Perform financial and statistical record keeping;
Analyze situations accurately and adopt effective
courses of action;
Prepare and maintain a variety of records and reports;
Take dictation at the rate of 90 words per minute and
transcribe it accurately;
Type at a rate of 65 words per minute from clear,
legible copy;
Deal tactfully and courteously with other City staff
and the general public;
Learn to operate computer terminal and word processing
equipment;
Establish and maintain cooperative working
relationships.
and
Training and Experience: Any combination of training and
experience which would provide the required knowledges
and abilities is qualifying. A typical way to obtain
these knowledges and abilities would be:
Five years of increasingly responsible secretarial
experience involving frequent public contact.
Education: Completion of college level courses in
secretarial and office practices is desirable.
0
1
Cit of LYNWOOD 01:111=11
AU {RICA CITY
LA City Aeeting Chaffenges
11330 BULLIS ROAD
LYNWOOD, CALIFORNIA 90262
(310) 603 -0220
DATE
TO:
FROM
SUBJECT
December 21, 1995
Honorable Chairperson and Personnel Board Members
Gail L Black, Director of Human Resources )01146
CERTIFICATION OF REC FAC. PROGRAM SUPERVISOR AND
ADMINISTRATIVE AIDE ELIGIBILITY LIST
The Board is respectfully requested to certify the eligibility list for the position of
Recreation Facility Program Supervisor and Administrative Aide
Attached for your review is a listing of candidates' names and scores.