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HomeMy Public PortalAboutA 2012-10-18 - PERSONNEL BOARD REGULAR MEETING OF THE PERSONNEL BOARD THURSDAY, OCTOBER 18, 2012 5:00 PM I. CALL TO ORDER II. ROLL CALL Paci-eG) Hilario Esparza, Chairperson is Barbara Battle, Vice -Chair Robert Robinson Jacqueline Espinoza OCT 1 t; 4 ,4 ? Paulette Bradley CITY F L' N try; I" HI. PLEDGE OF ALLEGIANCE CITY CLERKS OFFICE MAY; A (( vi. e z Led by C i ' kicleek 17y (IC IV. APPROVAL OF MINUTES Regular meeting of July 19, 2012 Motion Second Vote V. PUBLIC ORALS VI. INFORMATIONAL ITEMS • Closed /Promotional Opportunities VII. NEW BUSINESS • Requested Reclassification for the position of Office Assistant II in the City Clerk's Office VIII. COMMISSIONER & STAFF ORALS IX. ITEMS TO BE AGENDIZED X. ADJOURNMENT Regular Meeting — November 15, 2012 Motion Second Vote Time - 1- INFORMATIONAL ITEMS Mr. Lopez addressed the Board and briefly explained that the City Council deleted the position of Assistant City Manager /Finance during the 2012 -13 Budget and requested to reclassify the job description to Finance Director. The position will be an at -will position and will be at a lower pay rate. In addition, Council authorized the City Manager to start the recruitment for the new at -will Finance Director. The City Manager is still considering whether he wants to have an open or closed recruitment for this position. Mr. Lopez then discussed Item 6b. The position created is an at -will position working under the Director of Public Relations. Council approved the contract at their meeting on Tuesday July 17 The position was created as the result of the re- organization of the Public Relations Department. Also, the part -time Graphic Interim position was reinstated. The incumbent's name is Marisela Santana. She comes from the Wave Community Newspaper. He then requested that the Board approve to receive and file item 6a and 6b. The Board asked why they need to vote on an item that only is for receiving and filing. Ms. Diederichs explained that for recording purposes the Board would only be receiving and filing. Commissioner Bradley then stated that she would like to correct Mr. Lopez. She stated that Mr. Lopez is holding an at -risk job because he had to take an interview with different panels in which she served on one. He had to go through the process and she does not understand why this situation is different. Now four years later the at -risk positions are a whole new ball game. She apologized and stated that she meant to say at -will position instead of at -risk position. She unfortunately missed the meeting on Tuesday but someone was so kind to take her the agenda in which she made some notes and intends to go back to Council. She then stated that since her colleagues were not going to speak, she had something to say about this matter. She then stated that this whole situation that Council brought on the City and she wants the record to reflect what she is saying. "I know that the comments are edited but I want in the record and I want Council to read it and I will follow up at another Council meeting with comments on what happen on the 17 Number one the Council broke its own freeze policy. This is obviously not an emergency situation, and we have people on staff that are very competitive in handling communication in the community. The Civil Service guidelines for hiring were obvious side stepped. We are at a junction of lay -off; reductions in hours; more positions are on the table to be reduced or cut, I think is extremely insulting to the employees of this City and the community to give the perception that the City is the Council members play pen. It is a toy that you can set up here and create a job and put your friend in it because that's what happened on Tuesday. Discussion of benefits for a person to keep them it's understood but as well as an illness. What about the family of people who are being laid -off? It was suggested I heard that Council would be creating a job and giving to a friend that's why there are guidelines that's why we have rules. Now, furthermore haven done that Council is excepting union members to forgive that. Why, why would that be requested for the - 3 - INFORMATIONAL ITEMS Mr. Lopez addressed the Board and briefly explained that the City Council deleted the position of Assistant City Manager /Finance during the 2012 -13 Budget and requested to reclassify the ob description. to Finance Director. The position will be an at -will position and will be at a lower pay rate. In addition, Council authorized the City Manager to start ti a recruitment for the new at -will Finance Director. The City Manager is still considering whether he wants to have an open or closed recruitment for this position, P Mr. Lopez then discussed Item 6b. The position created is an at -will position working under the Director of Public Relations. Council approved the contract at their meeting on Tuesday July 17 The position was created as the result of the re- organization of the Public Relations Department. Also, the part-time Graphic Interim position was reinstated. The incumbent's name is Marisela Santana. She comes from the Wave Community Newspaper. He then requested that the Board approve to receive and file item 6a and 6b. The Board asked why they need to vote on an item that only is for receiving and filing. Ms. Diederichs explained that for recording purposes the Board would only be receiving and filing. Commissioner Bradley then stated that she would like to correct Mr. Lopez. She stated that Mr. Lopez is holding an at -risk job because he had to take an interview with different panels in which she served on one. He had to go through the process and she does not understand why this situation is different. Now four years later the at -risk positions are a whole new ball game. She apologized and stated that she meant to say at -will p osition instead of at -risk position. She unfortunately missed the meeting on Tuesday but someone was so kind to take her the agenda in which she made some notes and intends to go back to Council. She then stated that since her colleagues were not going to speak, she had something to say about this matter. She then stated that this whole situation that Council brought on the City and she wants the record to reflect what she is saying. "I know that the comments are edited but I w ant in the record and 1 want Council to read it and I will follow up at another Council meeting with comments on what happen on the 17 Number one the Council broke its own freeze olic . This is obviously not an p Y Y emergency situation, and we have people on staff that are very competitive in handling communication in the community. The Civil Service guidelines for hiring were obvious side stepped. We are at a junction of lay -off; reductions in hours; more positions are on the table to be reduced or cut, I think is extremely insulting to the employees of this City and the community to give the perception that the City is the Council members play pen. It is a toy that you can set up here and create a job and put your friend in it because that's what happened. on Tuesday. Discussion of benefits for a person to keep them it's understood but as well as an illness. What about the family of people who are being laid -off? It was suggested I heard that Council would be creatin a job and giving to a friend that's why there are guidelines that's why we have rules. Now, furthermore haven done that Council is excepting union members to forgive that. Why, why would that be requested for the - 3 - union members when the whole community observed Council seat here and argued over giving an outsider a job that was not offered to anybody else. Very upsetting! This is clearly 9 abuse of elected authority. This isn't what they agreed to do. They have been on a very good task for a long time, making cuts, moving the City forward and this came out of the blue. I am solely disappointed to hear that - they did something so un jfair. They didn't even tried to cover it up like the last incident we had two years ago. At least that was an in -house employee. All we asked for was paperwork which we never got. So this time, we didn't try to cover up anything. We blatantly didl it in front of the entire community creating a job and hiring a friend. How is this going to close the gap in the budget? $43,000 out of the general fund - that's off of hie the community nobody asked me if I was interested in hiring a friend. Who are they going to hire next month as a friend? I'm going to assume that this positionl, that you gave us all this information on the friend democracy. Who is this? This person already exists? It's fair for me to assume that this person already been picked from what they have to mess with. All this of the back so a choice has to be made that's what I want to argue. I feel about what happen on Tuesday sorely (disappointed!" Vice- Chairperson Battle stated that creating a job and placing a friend appears to be a conflict. Commissioner Robinson stated that it is not clear what the Board is supposed or expected to do should we vote to receive or not the report that is presented? Ms. Diederichs responded that this is just to receive it not to vote on it for approval. Commissioner Bradley sled that the information was received after the fact instead of before the fact. Chairperson Esparza requested a vote to accept the information only. There was no response. • COMMISSIONER & STAFF ORALS Commissioner Robinson p ommented on the hiring freeze and wondered why Y Council bypassed the rules. He asked why the position was not open to current employees. He then stated that it's a great controversy which creates a problem and requested that Mr. Lopez go back to Council and let them know how the Personnel Board feels about this item. Ms. Diederichs responded that everyone could attend the Council meeting as a resident and as a Personnel Board member and express their concerns. Commissioner Bradley inquired as to why all of the sudden the Council is bystepping the Board and not following the Civil Service Rules. She indicated that • she is very disappointed and frustrated. Commissioner Espinoza i uired as to who makes the decision when the position p q p is determined to be at -will. -4- Mr. Lopez responded that it all depends in the position. For example, the past city manager pulled all the director positions from the bargaining unit and converted them to at -will positions. I this case when the opportunity presents itself Council . approved by majority along with the City Manager. Commissioner Bradley inquired about the qualifications for becoming a PERS member if it's not a civil service position? She then stated since the determination is by open permission which qualifies to create a job, she would like to know how she gets on such a list. She also would like to know where the accountability is and how it's going to be controlled. Mr. Lopez responded that the Council determines what the best solution is for the City. Ms. Diederichs addressed the Board and indicated that the Council can appoint and remove leadership to be compatible to the needs of the city with or without cause at any time. Commissioner Espinoza stated that based on what happened Tuesday is the city still be on a hiring freeze or not? Mr. Lopez responded that the City is still in a hiring freeze. Future hiring will be determined if the position is critical. The director of the department along with the City Manager will then nee to present an agenda item to Council for approval to fill the position. Commissioner Robinson stated that by the looks of this situation the City Council can lift the freeze at their discretion. ITEMS TO BE AGENDIZED Commissioner Espinoza i nquired about the City's website. She stated that it illustrates that the City is currently recruiting. Vice- Chairperson Battle stated that a couple of residents have approached her and inquired about the construction on Carlin and Atlantic which they are telling them to go to City Hall to inquire. Vice- Chairperson Battle ',motioned and Commissioner Robinson seconded to request an update regarding the project. Mr. Lopez will follow up and will inform the Board at their next meeting. Commissioner Bradley inquired about the status of the Annex Project. ADJOURNMENT Vice- Chairperson Battle made the motion to adjourn and Commissioner Robinson seconded. The meeting adjourned at 5:52 p.m. All in favor. Motion carried. -5 4 PERSONNEL BOARD AGENDAS REPORT DATE: October 18, 2012 TO: Chair Esparza and Members of the Personnel Board FROM: A. J. Lopez 111, Director of Human Resources SUBJECT: Informational Item Only — Closed Promotional Recruitments Recommendation Receive and file this report. Background Recently the City Council directed that all vacant CaIPERS eligible positions first be recruited internally. Staff wo Id like to ensure that the Personnel Board is aware of the closed promotional opportunities which were opened on October 1, 2012 and will be closing on Thursday October- 18, 2012. The positions are in the Finance and Administration Department, Public Works Department and Parking Control Division. All positions are budgeted. Attached is a copy of the job announcements. Attachments: Director of Finance Maintenance Worker Park Superintendent Parking Control Officer (P/T) Street Maintenance Worker Water Service Worker 11 • CLOSED /PROMOTIONAL . CITY OF LYNWOOD • invites applications for the position of: �� Park Superintendent tr 1 4. 0g SALARY: $4,350.96 - $5)293.91 Monthly $52,211.52 - $63,526.92 Annually • OPENING DATE: 10/01/12 CLOSING DATE: 10/18/12 06:00 PM DEFINITION: Under the direction of the Assistant Director or Director, to plan, organize, coordinate and direct . the work of personnel engaged in the operation, maintenance and improvement of City parks, parkways, medians, trees and related areas and facilities; and to do related work as required. EXAMPLES OF DUTIES: Plans, organizes, coordinates and directs the work of personnel engaged in the operation, maintenance and improvement of City parks, parkways, medians, trees and related areas and facilities; plans and directs park gfacility construction, maintenance and repair; plans and directs the maintenance and care of trees in City parks; plans and directs the maintenance and security of municipal parks or other public areas; inspects public parks, parkways, athletic fields and public grounds to determine safety maintenance needs; schedules routine and major work projects according to conditions and expected use of areas; designs and modifies sprinkler systems; determines equipment, material and personnel needs; resolves • work problems; inspects and reviews work performance, methods and progress of park maintenance crews; prepares plans and drawings for the development of new park sites and changes in existing park sites; prepares estimates of time and materials; prepares equipment specifications and approves designs; coordinates construction, work with other departments and private contractors; attends and participates in meetings and conferences with other departmental administrators; private citizens and professional groups to discuss park maintenance programs, facility requirements and improvements and various park maintenance problems; prepares reports, manuals, studies, reviews of park maintenance activities and problems and preliminary budget estimates, • administers and controls the budget; provides technical information and assistance to boards, , commissions and associations;P reviews performance ratings of employees and provides employee counseling; participates in the work of the unit as necessary. QUALIFICATIONS: Knowledge of.methods, materials and equipment used in the operation, construction, installation and maintenance of park, recreational and playground facilities; public relations methods and techniques; use and applications of herbicides, fungicides and pesticides; common plant and tree diseases and pests and their eradication and control ;. the operation of a variety of grounds and park power - driven equipment; methods, materials and equipment used in the trimming and topping of trees; cultivation and fertilization of plants and trees maintained by the City; park and landscape design practices; sprinkler system design and installation practices; principles and techniques of supervision and training; record keeping procedures; budget preparation and administration techniques; safe work practices; and ability to plan, organize, coordinate, direct and evaluate the work of personnel engaged in the operation, maintenance and improvement of City parks, recreational areas,q parkways, medians, trees and related areas and facilities; promote, demonstrate and enforce safe work practices; assist with the preparation of operating and capital improvement budgets and administer and control of expenditures; train and supervise subordinate personnel; research and resolve public complaints; prepare comprehensive reports; adapt Navailable tools, supplies and equipment to specific park and landscape maintenance problems; prepare sprinkler system and park design and improvement plans estimate time, materials and equipment needed to perform • park andiandscape maintenance work; establish and maintain cooperative` relationships with those contacted during the course of work. .: REQUIREMENTS: Any combination of training and experience which would provide the.required knowledge and, abilities is qualifying. A typical way to obtain such knowledge and abilities would be': .Four years of increasingly responsible experience in park operation and maintenance, including two years in ; a supervisory or administrative capacity. Possession of and an Associate of Arts degree in an area closely related to park administration, management and technical operation. Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles is required. All applicants are encouraged to create an online `accountvia the City's website: and apply for the job electronically. If you need a hard, copy application, please see HR APPLICATIONS MUST BE COMPLETED ONLINE AT: ' ; Position' # http: / /www.lynwood.ca,us PARK SUPERINTENDENT. • If you have any questions, please contact: City of Lynwood 11330 Bullis Road Lynwood, CA 90262 310- 603 -0220 x 221 careers Chlynwood.ca.us - w APPLICATION PROCESS: Applications will be screened for completeness and appropriate 'background No postmarks,j • faxes or emails will be accepted. All p properly submitted applications will be reviewed dnly ' those applicants appearing most qualified and meeting the City's particular needs will. be invited - - to continue in the recruitment process. The recruitment process may consist of 'a written ,': examination, practical examination . and /or an oral interview conducted. by a' panel Of experts • Provisions of this bulletin do not constitute nor guarantee "an expressed or' implied, contract for employment and may be revoked or modified without notice. EOE • • • • Job Bulletin CLOSED /PROMOTIONAL `� D , CITY OF LYNWOOD 4 ' G `., a :. a . G mow, invites applications for the position of: t, -1- 4 i - r Director of Finance lPti' I tl SALARY: $105,000.00 - $135,000.00 Annually OPENING DATE: 10/01/12 CLOSING DATE: 10/18/12 06:00 PM DEFINITION: Under administrative direction ofpp the City Manager, this position plans, organizes, and directs all financial planning, budgetingl, accounting, payroll and related functions, including revenue forecasting and impact, financia"I transaction processing, record keeping and reporting, payroll • and billing; oversight of water utility accounting and function; coordinates the production and the administration of the City's operating and capital budget; coordinates the annual financial audit; provides expert professional assistance in areas of expertise; and performs related work as required. Administrative direction is given by the City Manager. Provides general direction and supervision to finance, accounting, budgeting, payroll, water billing and other subordinate staff. Provides general direction to other professional and technical staff on an as- needed or special- project basis. This classification functions by overseeing, leading, directing and managing all activities of the Finance, Administration, Inform Technology and Water Billing Divisions, including the ' budget functions, Successful performance of the work requires knowledge of public policy, municipal functions and activities, including the role of implementing elected City approved financial policies, and the abilitypto develop, oversee and accomplish projects and programs in a variety of areas. The candidate is responsible for accomplishing departmental planning, City- ' . . wide budget, and operational goals and objectives for furthering City financial policies. The Director of Finance is an at- will "position that serves at the discretion of the City Manager and is subject to summary dismissal without any right of notice or hearing, including any so- called Skelly hearing. The City Manager acting jointly with the Council may terminate the employment of the Director of Finance at any time, with or without cause. Salary depends upon qualifications and is currently, under review. . EXAMPLES OF DUTIES: This position develops, directs add coordinates the implementation of goals, objectives, policies, procedures and work standards for the Finance Department; prepares and administers, the department's budget; conducts organizational, operational, financial and analytical studies on revenues, expenditures and investments; evaluates alternatives; prepares recommendations and narrative and statistical reports; and implements policy and procedural changes following approval. Coordinates the production of the annual budget for the City; calculates cost distribution, incorporates departmental projected budgets and provides for the production and ' distribution of preliminary and final budget documents; provides for financial forecasting and planning. Assists in the coordination and preparation of the City's annual operating and capital improvement program budgets and oversees budget control activities. Coordinates the City -wide annual audit as well as internal audits of various departments. Makes presentations to the City Council, Finance Committee and other City commissions and committees; represents the City in meetings with members of community, business, professional and governmental organizations. Analyzes, interprets and applies policies and procedures; provides City financial, budget, accounting and audit advice and consultation to management and mid - management employees for various City departments. Monitors changes in Federal and State law, and regulations and technology that may affect Cityl and departmental activities and functions; implements policies and procedures as required. Receives, investigates and responds to residents' service requests. http: // agency :governmentjobs.com /lynwoodca/ job_ bulletin .cfm ?JobID = 521349[10/1/2012 3:36:15 PM] Job Bulletin Plans, • • organizes, 'administers, reviews and evaluates the. work of professional, technical and office support staff, directly or through subordinate levels of supervision'.: Provides for` they selection, training, . "' g, professional development and work evaluation of department. Staff;; discipline as required; provides policy guidance and interpretation to` staff;" Contributes'to' the overall quality of the department's service by developing, reviewing } and implementing policies t ` and procedures to meet legal requirements and City needs. Monitors the adopted budget and prepares periodic budget reviews for submission to the City Council. Prepares and,directsthe preparation of Comprehensive Annual Financial Report, including narrative, financial and, ` statistical data. Oversees, coordinates and provides information required for the annual City, ` - financial audit; responds to and implements auditor's recommendations. Prepares ",or directs the '''' , preparation and reconciliation of journals, ledgers, and other accounting records; prepares or directs the preparation of records and reports for submission to`- various` regulatory and `Other governmental agencies. Through subordinate levels of } supervision, administers„ accounts „,, receivable, accounts payable, "'', p y ,payroll and other financial functions 'of the: City”. Oversees= Finance , internal controls. Prepares and directs the preparation of a variety` of,`.written;correspondence,. reports, procedures, ordinances and other written materials. Maintains . ..and ..'directs the, • maintenance of working and official departmental .files. Provides .'technical advice to ''City ' management, City Council and the Finance Committee in City'financial and accounting matters." Coordinates finance activities With other City departments and -other agencies. Performsother` duties as assigned. QUALIFICATIONS: Knowledge of principles and practices of C . g p p p public agency finance, " : including ;general`: and ..' governmental accounting, auditing and financial reporting functions ; principles and practices of , public agency budget development, administration and accountability; principles and. techniques -.fi of conducting analytical studies, evaluating alternatives and making sound. recorrimendations:; • . applicable laws, codes and regulations; techniques for .effectively , representing : the. City iii, contacts with governmental agencies, community groups' and various business, :professional regulatory and legislative organizations; techniques for dealing effectively- with :the public, vendors, contractors and City staff, in person and over the telephone 'principles, practices` and ' v procedures of public administration in a municipal setting; functions and services of °e municipal . government. Skill in developing and implementing goals, ,objectives,' policies 'procedures, work standards and internal controls for the department 'and assigned -progran ' areas conducting. ,' ;. - complex administrative, operational and, financial studies, evaluating alternatives; making 'sound recommendations and preparing effective narrative and 'statistical 'reports; interpreting, applying and explaining complex laws, codes, regulations and ordinances; ' pla'nning,, organizing;, . administering, coordinating, reviewing,' evaluating and personally .„participating in a., , . comprehensive public agency; financial management • program;' ;overseeing -tlie , planning., =. •-, development and implementation of a City - wide: financial plan; `maintaining accurate financial . records and preparing clear and accurate reports for informational, auditing and operational - uses ; : t administering programs and the work of professional, technical and office support, staff, providing for the selection, motivation, work evaluation, training and professional development of staff; effectively representing the department and the City in meetings with :governn ental.- agencies, contractors, vendors, and various business, professional, regulatory" and legislative. , . organizations; preparing clear and concise reports, correspondence, policies, procedures and ,'' other written materials; making accurate arithmetic, financial and statistical _computations; using, English effectively to communicate in person, over the telephone and in writing;..using tact,. initiative, prudence and independent judgment within general policy and legal guidelines, establishing and maintaining effective working relationships with. those contacted in course'of-' the work. REQUIREMENTS: , - . Any combination of training and experience which would provide the required knowledge, 'skill's, and abilities may be qualifying. A typical way to obtain the required ' would be: ' Possession of Bachelor's Degree from an accredited .four -year college 'or, university 'with major " coursework in business or public administration, public finance, a ccounting, or '' related to the work and five years of managerial or administrative experience; including: , '•., maintaining financial records and preparing statements. Possession ' a Master's- °Degree in a • field noted above is preferred and may be substituted for one- year'of.th'e required experience r ' Designation as -a Certified Public `Accountant is also desirable. Must possess:.and maintain :: ' ` http: // agency .governmentjobs.com / lynwoodca /job_bulletin.cfm ?Job1D= 521349[10/1/2012 3:36:15 PM] : • Job Bulletin valid California class "C" driver's license and have a satisfactory driving record. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to jead printed materials and a computer screen; and hearing and speech to communicate in person, before groups and over the telephone. All applicants are encouraged to create an online account via the City's website and apply for the job electronically. If you need a hard copy application, please see HR. APPLICATIONS MUST BE COMPLETED ONLINE AT: Position #2012 -3 http: / /www.lynwood.ca.us DIRECTOR OF FINANCE DS If you have any questions, please contact: City of Lynwood 11330 Bullis Road Lynwood, CA 90262 310- 603 -0220 x 221 careersalynwood.ca.us APPLICATION PROCESS: Applications will be screened for completeness and appropriate background. No postmarks, faxes or emails will be accepted. All properly submitted applications will be reviewed. Only those applicants appearing most qualified and meeting the City's particular needs will be invited to continue in the recruitment process. The recruitment process may consist of a written examination, practical examination and /or an oral interview conducted by a panel of experts. Provisions of this bulletin do not constitute nor guarantee an expressed or implied contract for employment and may be revoked or modified without notice. EOE ' I http: // agency .governmentjobs.com/ lynwoodca /job_bulletin.cfm ?Job1D= 521349[10/1/2012 3:36:15 PM] • Job Bulletin CLOSED /PROMOTIONAL CITY OF LYNWOOD 01, * - 0 invites applications for the position of: � Street Maintenance It 6g � � Worker SALARY: $2,518.37 - $3)062.76 Monthly $30,220.44 - $36,753.12 Annually OPENING DATE: 10/01/12 CLOSING DATE: 10/18/12 06:00 PM DEFINITION: Under the general supervision of a Lead Worker or Supervisor, to perform a variety of semiskilled and skilled work in City streets and related area maintenance, repair, construction and traffic safety activities; to operate a variety of motorized equipment; and to do related work as required. EXAMPLES OF DUTIES: Breaks, cuts, lays and finishes asphalt and concrete materials in the patching and repair of streets, curbs and sidewalks; removes damaged sidewalks, curbs and gutters using cement saws, jack hammers and hand tools; builds forms, pours and finishes concrete; spreads asphalt screening, oil, gravel, sand and / other surfacing materials; loads and unloads street maintenance materials; operates a variety ofltruck and other street maintenance equipment; drives a truck to haul materials for a variety of jobs; assists in traffic safety, street sign and striping operations; assists with the tri± ming and removal of trees; clears debris from culverts and ditches; picks up refuse and other materials; operates heavier equipment in a learning capacity; performs a variety of semiskilled maintenance work and heavy manual labor; keeps tools and equipment in a clean and safe working condition; controls traffic in the vicinity of work projects; performs a variety of seasonal duties; as assigned, may perform work in a variety of public works sections or divisions. QUALIFICATIONS: Knowledge of basic tools, materials, equipment, techni techniques and general q procedures used in eneral street maintenance and traffic safety work; operation of a variety of motorized and power equipment; basic recordkeeping practices; applicable provisions of the California Motor Vehicle Code; local geography and stre locations; safe work practices; and ability to perform a wide variety of semiskilled and skilled tasks in the construction, maintenance and repair of streets and related areas and in traffic safety activities; use required tools and equipment in a safe and effective manner; operate heavy power driven equipment in a training capacity; operate a variety of motorized equipment; perform heavy manual labor; understand and carry out oral and written directions; read and write at the level required for successful job performance; maintain cooperative working relationships with others; maintain basic records of work performed and equipment used. REQUIREMENTS: One year of experience in street, maintenance or construction work. Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles is required. All applicants are encouraged to create an online account via the City's website and apply to the job electronically. If you need a hard copy application, please see HR. APPLICATIONS MUST BE COMP IETED ONLINE AT: Position # 1 http: // agency. governmentjobs. com /lynwoodca/job_bulletin.cfm ?JoblD= 522595[10/1/2012 3:42:47 PM] Job Bulletin http: / /www.lynwood.ca.us STREET MAINTENANCE WORKER If you have any questions, please contact: DS City of Lynwood 11330 Bullis Road Lynwood, CA 90262 310- 603 -0220 x 221 careers(lynwood.ca.us APPLICATION PROCESS: Applications will be screened for completeness and appropriate background. No postmarks, faxes or emails will be accepted. All properly submitted applications will be reviewed. Only those applicants appearing most qualified and meeting the City's particular needs will be invited to continue in the recruitment process. The recruitment process may consist of a written examination, practical examination and /or an oral interview conducted by a panel of experts. Provisions of this bulletin do not constitute nor guarantee an expressed or implied contract for employment and may be revoked or modified without notice. EOE • http: // agency. govemmentjobs. com /lynwoodca/job_bulletin.cfm ?JobID= 522595[10/1/2012 3:42:47 PM] Job Bulletin CLOSED /PROMOTIONAL • 3 4 .. ..4,0174.„,.,-, !? a• CITY OF LYNWOOD invites applications for the position of: � �� Maintenance Worker SALARY: $2,458.21 - $21,988.74 Monthly. • $29,498.52 - $b5,864.88 Annually OPENING DATE: 10/01/12 CLOSING DATE: 10/18/12 06:00 PM DEFINITION: Under general supervision, performs a variety of semi- skilled manual laboring tasks in the maintenance, repair, upkeep and construction of City streets, parks, landscaped areas, and facilities; operates City vehicles and light trucks; uses and operates manual tools, light moderately heavy and heavy power driven equipment; removes graffiti and cleaning of public right -of -ways, general painting and maintenance restoration; Observes safety rules and regulations; and to do other related work as required. EXAMPLES OF DUTIES: Examples of duties performed in! following divisions may include (but are not limited to): Streets - Performs semi- skilled work in the maintenance, repair, and construction of City streets; grade, scrape, and level surfaces in preparation of road paving; assist in the repair of curbs, gutters, manholes, paving of street and alleys using pneumatic tools, asphalt rakes, and other hand tools; remove and replace road surface material and debris; load, transport, and unload stones, gravel, dirt, supplies, and equipments as required; install; repair, and clean storm drains, catch basins, and culverts; break up concrete or asphalt, build and set forms, and mix and pour cement for curbs, gutters, drains, culverts, sidewalks, and sidewalk ramps; fill, patch, and resurface holes, cracks, and service laterals; place traffic control and warning signs; serve as a flagman; set up lanterns and barricades; assists in loading and unloading trucks and moving and setting up furniturejor equipment as needed for special events; operate tools, heavy equipment such as loader, backhoe, and skip loader; assist in the removal of fallen trees, stumps, fallen limbs, and related debris resulting from storm damage and general conditions; cleans public right -of -ways, and alleys; may maintain basic records of work performed and materials used. • ' Parks - Performs a full rangel, of turf maintenance duties; water, mow, weed, trim, aerate, renovate and fertilize; maintain shrubs, flower beds, plants, landscape areas, trees, and controls weeds; trim and prune bushes, trees, shrubs to provide clearance of sidewalks and signs, as well as to ensure the continued health of the bush, tree, flowers or shrub; maintenance and installation of the irrigation system; change and adjust heads; maintain controller; operate ground maintenance vehicles and equipment such as dump trucks, mowers, edger's, blowers, tractors, loaders and hand tools; perform maintenance on athletic fields; maintain playground equipment, picnic tables, public restrooms and other related park equipment and facilities; assist in pest control measures; measure, mix, and apply chemicals to trees, shrubs, grass and flowers to control weeds, insects, and plant diseases; rake leaves and clear debris from walks, fields, and other facilities; pick up trash; assist in the set -up and removal of equipment needed for special events; assist in the removal of fallen trees, stumps, fallen limbs, and related debris resulting from storm damage and general conditions; identifies maintenance needs and safety hazards; report needs to appropriate staff; may maintain basic records of .work performed and materials used. Graffiti - Removes graffiti from City facilities, streets, parks, alleys and other areas; paints, http: / /agency.governmentjobs. coin /lynwoodca/ job_ bulletin.cfm ?JobID = 522020[10/1/2012 3:41:15 PM] ' x '" Job Bulletin ,' sandblasts, washes and restores affected areas; able to determine equipment and materials to be used including appropriate colors of paint and replacement materials; operate,of'a- variety of hand and power equipment such as spray painting machines, brushes and rollers 'monitors and follows up on complaints received from citizens through the City's Service Request.and removes • graffiti in a timely manner; cleans equipment and machinery used, to ;remove: graffiti; assist in cleaning of public right -of -ways, clearing and cleaning refuse /trash from municipal - streets, alleys, gutters, sidewalks, and median strips; identifies safety hazards; report to appropriate staff; maintains basic records of work performed and materials 'used; promotes 'graffiti.. abatement and City beautification efforts. QUALIFICATIONS: Knowledge of general tools, materials, methods, practices, and equipment used in eneral maintenance, repair and construction work; standard safe work,. and driving principles and practices; proper use and maintenance of tools and equipment; and ability to perform. With accuracy and speed as required; interpret and apply safety 'policies, procedures: required by applicable laws, codes, and regulations; perform minor repairs and adjustments to equipment, and tools; safely use tools and equipment; understand and' follow" oral and `written directions; establish and maintain cooperative working relationships; read and write at.the. level- required for. successful job performance. REQUIREMENTS: One year of prior experience performing heavy laboring tasks, is ; desirable. Possession of. an . appropriate California driver's license issued by the State "Department- of ;Motor,Vehicles is;' required. Must be able to sit, stand,, walk, kneel, crouch, stoop, squat, twist,'climb,rrtpush, pull; - and regularly lift up to 50 lbs.; seldom to occasionally lift u,p" to 95 lbs.', - .have- ability to withstand exposure to heat, noise, outdoors, vibration, chemicals, mechanical .hazards, and exposure to repetitive motion, moving traffic, and areas under construction, ability to travel` to• different sites and locations; availability for irregular work schedule, shift -work, on call,. stand .• • by, and emergency call. All applicants are encouraged to create an online account,via the City's website and apply for the job electronically. If you need a hard copy application;; please see HR. APPLICATIONS MUST BE COMPLETED -ONLINE AT Position #. . http : / /www.Iynwood.ca.us MAINTENANCE WORKER DS If you have any y questions, please contact: . . City of. Lynwood 11330 Bullis Road Lynwood, CA 90262 310- 603 -0220 x 221 . careers(@lynwood.ca.us APPLICATION PROCESS: Applications will be screened for completeness and appropriate 'background. 'No', postmarks, faxes or emails will be accepted. All properly submitted applications will' be reviewed Only those applicants appearing most qualified and meeting the City's particular needs •wilt to continue in the recruitment process. The recruitment process may consist rof a written` examination, practical examination and /or an oral interview conducted by a 'panel of experts Provisions of this bulletin do not constitute nor guarantee an expressed' or - implied contract for employment and may be revoked or modified without notice. EOE • http : // agency. governmentjobs. com/ lynwoodca /job_bulletin,cfm ?JoblD =522020[10/1/2012 3:41:15 PM] i • Job. Bulletin CLOSED /PROMOTIONAL • z O - 0 CITY OF LYNWOOD )tri W invites applications for the position of: ater Service Worker II SALARY: $3,062.76 - $3,721.25 Monthly $36,753.12 - $44,655.00 Annually • OPENING DATE: 10/01/12 CLOSING DATE: 10/18/12 06:00 PM DEFINITION: Under the general supervision of a Lead Worker or Supervisor, to install, maintain and repair water services, valves, mains, hydrants and meters; to operate power- driven equipment used in water service work; to perform a variety of related maintenance trades work; and to do related work as required. This is the second working level classification in the Water Service Worker series. Positions allocated to the classification perform the full range of Water Service duties, but typically work under closerpsupervision with less independence than positions allocated to the higher level classification of Senior Water Service Worker. • EXAMPLES OF DUTIES: Installs, maintains and repairs water services, mains, pumps, meters and valves; repairs valves and insures that they are working properly; lays pipe and drills and taps water mains; makes turn on and turn offs to water services; locates and marks sewer and water lines for contractors and City crews; investigates lea and reports major malfunctions; advises consumers of leaks and suggest methods to resolve the problem; digs and backfills trenches; makes fittings and connections; may read and rotate meters; cleans mains and flushes the water system; may operate equipment such as tractors, trucks, rollers, back hoe, loaders, air compressors, jack hammers and a variety of power and hand tools; may perform a variety of related welding, carpentry, pipefitting, valve repair and cement work; may assist in meter shop operations; installs, repairs, maintains, paints and insures the proper flow of fire hydrants; cuts and replaces concrete and asphalt; locates, taps and installs new customer services; locates and repairs leaks and breaks; reads and interprepts basic drawings, diagrams and blueprints; as assigned, may perform work in a variety of public works sections or divisions. QUALIFICATIONS: Knowledge of general water distribution facilities, including mains, meters, hydrants and valves; basic pipe laying, fitting and concrete work; basic tools and equipment used in the installation, maintenance and repair of w mains, services, meters, hydrants and valves; safety precautions and procedures used in water service work; and ability to repair, install and • maintain water mains, services, hydrants, meters and valves; operate power- driven equipment used in water service work; repair, install and remove water meters; read water meters and make turn on and turn offs; interpret plans, drawings and specifications; read and write at the level required for successful job performance. REQUIREMENTS: Two years of experience in the installation, repair and maintenance of water services, mains, meters, valves or related equipment. Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles. Grade 1 Water Distribution Operator Certificate issued by the State H Department. All applicants are encouraged to create an online account via the City's ' and apply to the job electronically. If you need a hard copy application, please 'see HR. http: // agency .governmentjobs.com/ lynwoodca /job_bulletin.cfm?Job1D= 522758[10/1/2012 3:38:12 PM] Job Bulletin APPLICATIONS MUST BE COMPLETED ONLINE AT: • Position #2012 ^._ http: / /www.lynwood.ca.us WATER SERVICE WORKER IL DS' If you have any questions, please contact: City of Lynwood 11330 Bullis Road Lynwood, CA 90262 310- 603 -0220 x 221 careers(allynwood. ca. us APPLICATION PROCESS: Applications will be screened for completeness and appropriate background. No postmarks, faxes or emails will be accepted. All properly submitted applications, -will be reviewed.-:''Only those applicants appearing most qualified and meeting the City's particular needs will 'be, invited- to continue in the recruitment process. The recruitment process may consist of °a written examination, o by p of experts Provisions of this cbullet examination do not f constitute nor gu guarantee an expressed or mplied Icontr`act for employment and may be revoked or modified without notice. EOE http : // agency .governmentjobs.com /lynwoodca/job_bulletin.cfim? JobID = 522758[10/1/2012 3:38 :12 PM] it Job Bulletin CLOSED /PROMOTIONAL m at, CITY OF LYNWOOD 4 s ii : invites applications for the position of: Part Time rremporary a t Parkin Control Officer SALARY: $19.56 - $23.79 Hourly • OPENING DATE: 10/01/12 CLOSING DATE: 10/18/12 06:00 PM DEFINITION: The City of Lynwood currently has vacancies for two, temporary part -time Parking Control Officers. Selected candidates may be required to work days, nights, or weekend shifts. Under general supervision, this position patrols various areas of the City, enforces parking regulations and issues citations; arranges for the removal of abandoned vehicles from City streets; maintains a variety of records; and performs other job - related work as required. EXAMPLES OF DUTIES: Patrols the City in a motor vehicle or on foot, enforces parking regulations and issues citations as appropriate including (but not limited to) parking on lawns, in restricted time zones, in handicapped stalls without appropriate permit, blocking driveways, double parking, during street sweeping hours; answers questions and provides information concerning parking regulations; • responds to citizen complaints concerning public nuisance or abandoned vehicles; identifies registered or legal owners for necessary follow -up actions; notes and reports problems with parking meters; maintains activity and citation logs; identifies and assists in the removal of abandoned vehicles on City streets; operates a computer terminal to prepare and maintain records, files and reports; appears in court and presents evidence for disputed citations; responds to requests for assistance with traffic control problems; keeps vehicles supplied for • work shift; performs routine maintenance on parking control vehicles; notifies other City staff of major repairs which are required! QUALIFICATIONS: Knowledge of basic laws, rules, ordinances, and regulations governing parking enforcement functions; basic vehicle maintenance and upkeep; office methods and procedures, including maintenance of -files and records; techniques and practices of effective public relations; and ability to read, interpret, apply, explain, and enforce parking regulations, laws, and ordinances; - safely operate a motor vehicle; operate a two -way radio; work without direct supervision; perform basic vehicle maintenance and upkeep; operate a computer terminal to input and retrieve data; read and write at ithe level required for successful job performance; write or print • ' legibly; understand and carry out written and oral instructions; memorize details and incidents accurately; maintain good public relations with people contacted during work assignments; establish and maintain cooperative working relationships. Possession of a P.O.S.T. certificate for PC 832. REQUIREMENTS: . One year of responsible work experience in a position requiring extensive public contact. This • experience should demonstrate the ability to deal with a variety of persons often in stressful situations. Previous experience in parking control is highly desirable. Possession of the category of California Driver's license required by the State Department of Motor Vehicles to perform the essential duties of the position. Continued maintenance of a valid driver's license and compliance with established vehicle operation standards are a condition of continuing • employment. Availability to .work days, nights or weekends. All applicants are encouraged to create an online account via the City's website and apply to the position electronically. If you need a h ard copy application, please see HR. http: // agency governmentjobs .com /lynwoodca/job_ bulletin. cfm? JobID = 527747[ 10/1/2012 4:04:38 PM] 'Job Bulletin APPLICATIONS MUST BE COMPLETED ONLINE AT: Po sition # http: / /www.Iynwood.ca.us TEMPORARY •PART TIME • • you any questions, please PARKING CONTROL "OFFICER If ou have an , p e contact: pS City of Lynwood 11330 Bullis Road Lynwood, CA 90262 ' 310- 603 -0220 x 221 careersC lynwood,ca.u5 APPLICATION PROCESS: Applications will be screened for completeness and appropriate background. No" postmarks,,, faxes or emails will be accepted. All properly submitted applications .will, be .reviewed. "O'nly those applicants appearing most qualified and meeting the City's particular needs Will % be invited to continue in the recruitment process. The recruitment process may 'consist of'a written examination, practical examination and /or an oral interview 'conducted by. a panel of experts Provisions of this bulletin do not constitute nor guarantee an expressed or implied, contract for employment and may be revoked or modified without notice. EOE • • Yo i http: // agency. govemmentjobs- com/lynwoodca/job bulletin- cfm ?JobID= 527747[10/1/2012 4:04:38 PM] -, PERSONNEL BOARD it) AGENDA REPORT DATE: October 18, 2012 TO: Personnel Board Chair and Members of the Board FROM:. A.J. Lopez III, Director of Human Resources „.8 SUBJECT: Office Assistant 11 Position - City Clerk's Office Recommendation Staff respectfully requests the Personnel Board maintain the City Clerk's Office Assistant II position "as is" currently written. Background Personnel Rule IV, Section 4, Reclassification states, "Positions, the duties of which have changed materially so as to necessitate reclassification, shall be allocated by the Personnel Officer to a more appropriate class, whether new or already created, in the same manner as originally classified and allocated. Reclassification shall not be used for the purpose of avoiding restrictions surrounding demotions and promotions." Further, reclassifications are not to be used to avoid the seniority impacts of "bumping" due to non- disciplinary economic layoffs. This includes any changes to position title only as an attempt to avoid layoff in a particular job classification. Discussion and Analysis At the request of the City Clerk, the HR Department performed a reclassification study on the Office Assistant 11 position. The Human Resources Department concluded the study and identified that the current classification is appropriate as is currently written. In summary, responding to Public Records Act requests falls within the duties of the Office Assistant II classification. Moreover, the City Clerk's Office coordinates the response. Meanwhile, operating departments such as Human Resources, Finance and Administration, etc. are preparing the actual responses. Therefore, the analytical skills required to perform PRA- related duties are in the operating departments and are not expected in the OA I I position of the City Clerk's Office. In addition, the City Clerk's Office has two other full -time positions: Deputy City Clerk and Executive Assistant to the City Clerk. Although the City Clerk is not an ;:executive and only works in an elected capacity part - time, the combination'' of those - two positions:' along with the Office Assistant 11 and a reasonable temporary part-time staffing budget, staffing in the City Clerk's Office'.a g ' y appears to be appropriate' Further, although a couple Business License staff members and one Code Enforcement Officer did recently, loin, part of a pilot program, and will later be reviewed b the P p� P g y the Clerk's Office, that action is City Council in a few months. Therefore, HR staff cannot make-permanent, decisions based upon temporary needs. In general, the OA II is responsible for • Performing a wide variety of typing, data entry, public contact and general, clerical duties with only occasional instruction or assistance; • Setting up and maintaining a variety of files; • Preparing, reviewing, sorting and filing documents and records according to 4 predetermined classifications; • Indexing and cross - filing ordinances, resolutions and agreements; • Performing a variety of specialized clerical duties related to the functions of the office or department to which assigned. As part of the study, HR conducted an interview with both the-supervisor and the former employee (Note: No longer with the organization), and completed a Position. Description. Questionnaire. The questionnaire provided additional detail on what, specific duties- the incumbent was performing. The study concluded the incumbent performed the following duties: • 30% of time was spent coordinating public records act requests with departments: • 20% time was spent scanning and organizing records • 10% of time was spent formatting and printing documents.` • Remaining time was spent on Council requests, public contact - and other office and clerical duties The employee(s) may have been dissatisfied with the compensation assigned with the' classified duties. However, pay is to be mutually negotiated by the City and the; 4. Lynwood Employees' Association (LEA) and approved by the 'City Council. For I" example, in the last year or two the City Clerk also proposed a pay increase -for the Deputy City Clerk but that was not approved by the City Council. Regarding compensation and budget, the Clerk's Office is staffed by: • Part-time City Clerk at an annual stipend of $12,000 ($1,000 per month) • Full -time Office Assistant II at an annual salary of $30,220, per year • Full -time Deputy City Clerk $45,526.92 per year • Full -time Executive Assistant to the City Clerk $55,647:84 per'year • Plus, a part-time staffing budget of $14,300 per year, which is used to hire OA 11 level temporary staff throughout the year. Therefore, the OA II position classification is appropriate classified especially with the other higher classified personnel in the Clerk's Office. Fiscal Impact The OA II position remains in the FY 13 adopted budget. Therefore, there are no additional impacts with the current recommendation to leave as is. To date, the City Clerk has no't requested to recruit to permanently fill the full -time OA II position. Should that be requested, HR staff will need to first open this position as a closed /promotional opportunity to regular employees. Attachments: Office Assistant II Classification Deputy City Clerk Classificatio Executive Assistant to the City Clerk 1 CITY OF LYNWOOD • OFFICE ASSISTANT OFFICE ASSISTANT II DEFINITION This series specification describes two Office Assistant classes which have responsibility for performing a wide variety of typing, data entry, general clerical and public contact work; and to do related work as required. DISTINGUISHING CHARACTERISTICS Office Assistant I is the entrance level for clerical employees required to have basic skills but no previous clerical experience. Employees in this class normally work under the close and continuous supervision of a Secretary, Office Supervisor or DepartmentiManager performing a group of relatively repetitive or closely related duties according to established procedures. While .a variety of tasks may be assigned, 1 each step usually fits a pattern which has been established and explained before work is started. Generally, work is observed . and reviewed both during its performance and upon completion, and changes in • both during its performance and upon completion, and changes in procedure or exceptions to rules are explained in detail as they arise. Office Assistant I are normally considered to be on a training status, and as assigned responsibilities and breadth of knowledgeincrease with experience, may reasonably expect their positions to be reassigned to the next higher class of Office Assistant II. Under this training concept, positions assigned to the class of Office Assistant II which become vacant may reasonably be filled at the Office Assistant I level, with the understanding that future ireassignment to the Office Assistant II class in most cases is to be expected. However, positions which continue to be assigned only basic, routine and repetitive tasks may remain allocated to the class of. Office Assistant I indefinitely. The class of Office, Assistant I will typically be utilized as a recruiting and training class for a number of different occupational areas and positions I this classification may be found in a wide range of City offices and departments. Designated positions will require that the incumbent possess adequate typing skills to perform successfully on the job. - i • OFFICE ASSISTANT I AND II PAGE 2 Office Assistant II is the class which is normally filled by advancement from the lower class of Office Assistant 1, or when filled from the outside; requires prior clerical experience. Office Assistant II positions work under the general supervision of a Secretary, Office Supervisor or Department Manager and,within a framework of established procedures, are expected to. perform "a wide variety .of typing, data entry, public contact and general clerical duties with only occasional instruction or assistance. Adequate performance at , this level requires `• a knowledge of departmental or office procedures and precedents, and the abilityx to choose among alternatives in solving problems An Office Assistant I I is . • expected to work productively in the absence of a supervisor. Employee in this • class may often have contact with the public, answering a variety of procedural questions or giving out information from established records:; Work is ,normally • reviewed only on completion and for overall results. • EXAMPLES OF DUTIES Performs a wide variety of office assistance, support and general clerical work including typing, filing, proofreading, checking, recording information, answering the telephone and assisting the public in person; types,agenda, forms, lists, memoranda, public notices, staff reports, correspondence, minutes and purchase orders from draft, copy notes or transcribing machine recordings; `sets up and maintains a variety of files; collects, sorts, dates and distributes mail, serves as receptionist, greets the public and provides information on routine questions and directs complex technical questions. or unusual 'requests to appropriate staff members; takes and relays messages; prepares:. and reviews l documents; sorts and files documents and records according to predetermined classifications; assists in ordering and maintaining adequate office supplies, operates a variety of office appliances and equipment- including typewriter, adding and calculating machines, microfilm equipment and duplicating and distributes picks up a variety of materials; receives, and agreements, istributes and .. . °, photocopiers; indexes and cross -files ordinances, resolutions p` p y ives, prepares receipts, records and deposits funds; processes repair order forms, may assist in training • and supervising other clerical and part-time personnel,. maintains • personnel forms, records and files; posts to and maintains time - ,cards; assists •in preparations for municipal elections; performs a variety of specialized- clerical duties related to the functions of the office or department to which assigned; may operate a computer terminal to input and retrieve data; arranges and coordinates the reproduction of department materials; lists, abstracts or summarizes data; performs arithmetical calculations; prepares simple statistical reports: , OFFICE ASSISTANT ( AND (I PAGE 3 DESIRABLE QUALIFICATIONS Knowledge of: Office Assistant English usage, spelling, grammar and punctuation; Arithmetic, filing and recordkeeping procedures; Receptionist and telephone techniques; Standard office machines and equipment; Office Assistant II The above, plus; Basic programs and services of the office or department to which assigned; and Ability to: Office Assistant Perform routine office support, assistance and clerical work; Learn to operate a variety of office equipment and a computer terminal; Learn office methods, rules and policies; Understand and carry out oral and written directions; Type at a speed of not less than 40 words per minute from clear copy; Work 'cooperatively with others and meet the public with courtesy and tact; Read and write at the level required for successful job performance. Office Assistant II Perform office support, assistance and clerical work of average difficulty, including compiling data for reports; Make arithmetical calculations; Operate a variety of office equipment; Underistand and carry out oral and written directions; Type at a speed of not less than 50 words per minute from clear copy; - i OFFICE ASSISTANT I AND 11 PAGE 4 Operate a computer terminal to input and retrieve data; Establish and maintain cooperative working relationships with others and meet the public with courtesy and tact; Read and write at the level required for successful job performance. 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: Office Assistant No experience required. Office Assistant II Either One year of experience as an Office Assistant 1 in, the City of Lynwood: Or One year of experience performing general clerical and office assistance work. CITY OF LYNWOOD DEPUTY CITY CLERK DEFINITION Under the general; supervision of the City Clerk, to assist in the maintenance of official city'documents and records and the conduct of municipal elections; to perform a variety of specialized clerical duties; as directed, to perform the official duties of the City Clerk; and to do related work as required. EXAMPLES OF DUTIES Assists the City Clerk in planning, coordinating and supervising the office's activities; participates in maintaining City Council and Commission records and minutes; edits and types minutes of Council, Commission and Redevelopment agency meetings; maintai fs records and files related to all City resolutions and ordinances; processes and maintains records for all city contracts; processes legal notices to newspapers; completes, distributes and files ordinances and maintains and updates the Municipal Code; types a wide variety of correspondence; sets up and maintains records of appointments to City boards, commissions and committees; check deeds, agreements, claims, lawsuits, certificates and other documents for completeness and conformance with applicable codes and laws; assists with the maintenance and updating of general City records; provides information on actions and resolutions to others; maintains records on expiration dates of agreements; assists with the conduct of municipal elections; may attend meetings and take and transcribe dictation; provides general information to office visitors and telephone callers; distributes and files ordinances and resolution; provides work direction to other offices; certifies and mails proper staff notification of hearings and actions; serves as City Clerk in the Clerk's absence. DESIRABLE QUALIFICATION Knowledge of: Legal requirements, procedures and policies of the office of the City Clerk; General l unicipal and departmental organization and administration; Legal documents and contracts; Modern principles and practices of office management, recordkeeping and central filing systems; Election codes and administration, including conflict of interest requirements; DEPUTY CITY CLERK PAGE2 and Laws and procedures affecting public access to information; Principles of work direction and office organization: Ability to: Interpret, explain and work in accordance with a wide variety of codes, laws and ordinances; Maintain effective centralized recordkeeping and filing systems; Assist with administering municipal elections; Insure the proper notification and public dissemination of information concerning official City actions; Assist in coordinating the work of office staff; Initiate correspondence and carry out procedural assignments independently; Take dictation at a rate of 80 works per minute and transcribe it accurately; Type at a rate of 60 words per minute from clear copy; Effectively represent the City Clerk's functions and City policies with individuals, organizations, representative of the media, legal officials and representatives of other governmental organizations; Perform a variety of secretarial and technical clerical duties; 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: Three years of increasingly responsible work experience in office assistance and recordkeeping, preferably including experience in working with the functions and operations of a City or County Clerk's office. Work experience involving extensive public contact is desirable. EDUCATION Completion of college level courses in secretarial and office practice is desirable. CITY OF LYNWOOD EXECUTIVE ASSISTANT TO THE CITY CLERK DEFINITION Under general direction to perform and carry out a variety of analytical and administrative duties for the City Clerk; to relieve the City Clerk of administrative and clerical details; and to do other related work as required. DISTINGUISHING CHARACTERISTICS The position is distinguished from other classes by the confidential and sensitive nature of duties,Jand administrative assignments related to working in the City Clerk's office. This position required a considerable degree of initiative and mature judgement. The incumbent must possess the experience and diplomacy necessary to interact with the public. Duties are performed under minimal supervision and require a comprehensive knowledge of City Policies and Procedures. EXAMPLES OF DUTIES Acts as a confidential administrative assistant to the City Clerk and relieves him /her of a variety of administrative and clerical details; analyzes and reviews the operations and administrative procedures of department; develops and implements revised procedures and corrective actions; reviews, evaluates and recommends changes for administrative processes, work flow, records and other documents, and achievement of stated departmental objectives; may • supervise subordinate staff; attends meetings, takes and transcribes dictation for letters, reports and memoranda; prepares a variety of materials including correspondence, reports, resolutions and ordinances; gathers information and composes correspondence in reply to various requests, inquiries and questionnaires; acts as liaison between City Clerk and various interest groups; processes conference registrations and reservations; maintains office and confidential records, departmental financial records, assist in departmental annual budget process; collects, processes, evaluates, and interprets data for statistical analysis to support research and development purposes; coordinates data collection with othei units; answers the telephone and interviews callers, exercising considerable independent judgement in providing information and referring to appropriate 'parties; maintains executive appointment schedule, prepares agenda materials for City Council or board meetings; operates a variety of office equipment and maintains office supplies at necessary levels. EXECUTIVE ASSISTANT TO THE CITY CLERK PAGE 2 DESIRABLE QUALIFICATIONS Knowledge of: City policies, rules and regulations; Principles and practices of administration, organization and their application in solving a variety of operational and administrative problems; Modern office methods, procedures and equipment; Account and statistical recordkeeping; Correct English usage, spelling, grammar and punctuation; Personal computer (i.e. word, excel, power point, desktop. publishing and Internet research); Current principals and priorities used in the planning of services; and 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; Evaluate the effectiveness of administrative functions and implement changes to provide for more effective and efficient operations; Compose correspondence independently; Perform responsible and difficult office assistance work with speed and accuracy; Perform financial and statistical record keeping on a regular basis; Prepare and maintain a variety of records and reports; Ability to transcribe information 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; Operate computer using current Microsoft Office programs; Establish and maintain cooperative working relationships; Express ideas effectively, both orally and in writing. EXECUTIVE ASSISTANT TO THE CITY CLERK PAGE 3 and . TRAINING AND EXPERIENCE Any combination of training and experience which would provide the required knowledge and abilities. A typical way to obtain such knowledge and abilities would be: Five years of increasingly responsible experience in office practices involving frequent public F l ontact, administrative support, technical experience involving research and analysis, budget preparation and other ancillary support services. EDUCATION Completion of college level courses in office information systems and office practices is desirable. Iqµ I j I