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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.