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HomeMy Public PortalAboutA 2012-11-15 - PERSONNEL BOARD REGULAR MEETING OF THE PERSONNEL BOARD THURSDAY, NOVEMBER 15, 2012 5:00 PM I. CALL TO ORDER ° � II. ROLL CALL f A\ j ?DSk4 Hilario Esparza, Chairperson RECEIVED Barbara Battle, Vice -Chair Robert Robinson NOV 0 8 2012 Jacqueline Espinoza Paulette Bradley CITY OF LYNWOOD CITY CLERKS OFFICE III. PLEDGE OF ALLEGIANCE Led by 04 \4 IV. APPROVAL OF MINUTES Regular meeting of October 18, 2012 Motion Second Vote V. PUBLIC ORALS VI. INFORMATIONAL ITEMS VII. NEW /OLD 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 — December 20, 2012 Motion Second Vote Time - 1 - CITY OF LYNWOOD REGULAR MEETING OF THE PERSONNEL BOARD OCTOBER18, 2012 The regular meeting of the Personnel Board of the City of Lynwood was held on Thursday, October 18, 2012 at 5:00 p.m. in the Council Chambers of City Hall, 11330 Bullis Road, Lynwood, California. The agenda was duly posted as prescribed by the Brown Act. CALL TO ORDER The meeting was called to order at 5:06 p.m. by Vice - Chairperson Battle. Roll call was taken by Yolanda Delgadillo, Personnel Analyst. Commissioner Attendance: Present — Battle; Robinson; Espinoza; and Bradley Absent — Esparza Staff Present: Yolanda Delgadillo, Personnel Analyst Guest: Brenda Diederichs, Personnel Board Legal advisor PLEDGE OF ALLEGIANCE Led by Commissioner Robinson. APPROVAL OF MINUTES The motion was made by Commissioner Robinson and seconded by Commissioner Bradley to approve the minutes of the regular meeting of July 19, 2012. All in favor. Motion carried. PUBLIC ORALS City Clerk Maria Quinonez, approached the podium to speak on the item of the reclassification for the City Clerk's Office. She then distributed a letter and read it aloud to the Board (attached). In conclusion, she respectfully requested that the Board approve the reclassification of the current Office Assistant II to a more appropriate class. She also noted that the City Clerk's staff conducted a compensation and title survey with surrounding cities. The results of the titles were Records Coordinator, Record Technician or Record Imaging Technician. She then stated that in order to attract a qualified candidate the range will need to be adjusted and she appreciates the consideration of the Board. Commissioner Bradley asked if the City Pilot Program is in conjunction with this argument. -2- Deputy City Clerk, Kristina Santana responded that the Pilot Program does not have anything to do with the reclassification. The reclassification is specifically for the City Clerk's Office and they are only requesting a reclassification of the position not an increase in salary. Commissioner Bradley asked if there is an assumption that in the future there will be a salary increase. Deputy City Clerk, Santana responded that at the present time the salary would stay the same which will be a net savings to the City since the new person will have to pay the full 8% EPMC instead of the 2% which is what the current employees are paying. She then stated that other surrounding cities have successfully reclassified their positions and would like for the City of Lynwood to do the same. Brenda Diederichs, Personnel Board Legal Advisor clarified that a new person would start at the beginning of the salary range and would work their way up to the top of the range. The annual rate would be at $30,000 and would eventually move up to a new range. INFORMATIONAL ITEMS Vice - Chairperson Battle noted that the Board received the information about the closed promotional opportunities for the position of Director of Finance, Maintenance Worker, Park Superintendent, Parking Control Officer (P/T), Street Maintenance Worker, Water Service Worker II. All in favor. Motion carried. NEW BUSINESS Vice - Chairperson Battle requested that Minutes Clerk Yolanda Delgadillo read aloud for the record the background section of the Agenda Report on the Reclassification request for the City Clerk. She then opened the item for discussion and comments from the Personnel Board members. Commissioner Robinson requested that the discussion be among the Board members and would like for the item to be a closed session item. Vice - Chairperson Battle responded that it cannot be taken to a closed session because the item was posted and presented to the Board as an open item. Therefore the discussion would have to be open. Commissioner Robinson stated that from his point of view the reclassification would be going beyond the hiring freeze and right now he has a problem with the salary increase. Commissioner Espinoza would like to know what would be the budget impact. Vice - Chairperson Battle stated that she has several questions but the HR Director was not present to answer them. Legal Advisor Brenda Diederichs indicated the foundation of the report speaks for itself (attached). She first informed the Board that before becoming an attorney, she used to handle class and compensation. - 3 - Therefore she has years of experience in the field. She then stated that it's common for departments to ask for a reclassification for their employees, although some employees are covered by an association or union and will then be entitled to the seniority structure, and bumping rights. At the present time, this is neither an appeal nor a hearing and the Board would only be making a recommendation if the Board agrees or not with the Human Resources report. It will then be presented to the City Council. The City Council would make the final determination and the union would need to negotiate a title change and salary increase if necessary. The Board also had an opportunity to hear the thoughts of the City Clerk and noted that the Human Resources staff conducted a study and did not find sufficient reason for the position to be reclassified to a unique title nor for a salary upgrade. Commissioner Bradley stated that the City Clerk indicated something that really affected her as part of the culture in city management, people with experience leave because of the salary packages. As far as the salary upgrade, that is not for the Personnel Board to determine. It is up to the City Council and the union to determine. She also commented on the bumping rights and longevity. Vice - Chairperson Battle stated that she received the agenda late and did not have enough time to review. Therefore she would like more time to digest the information presented by staff and the hand out by the City Clerk. She feels that there are unanswered questions about the process. As a result, she made a recommendation to leave as is and stated that personally she is not ready to accept or reject the recommendation. Commissioner Robinson felt the same way. He is not ready to act at this point. Vice - Chairperson Battle asked the Board what is the pleasure of the Board. Commissioner Bradley responded that the Board is split because she interpreted the recommendation from staff as being told to leave as is. As a result, she was ready to make a vote today but after listening to the information from the City Clerk she is not comfortable to make a vote. She feels that the Board was not informed of the whole process and would like to know why the first paragraph of the report is telling them to leave it as it is. Mrs. Diederichs explained that the format of the report is the general structure for preparing agenda items. Commissioner Bradley stated that she would like more details because she is not going to be a rubber stamp. Vice - Chairperson Battle stated that the item was presented to the Board as a discussion item only not an item to make a recommendation. The way it was set up on the agenda, it appeared to be an action item. It was presented to the Board as a report to read only. When the report was read, it was then that it asked for the Board's recommendation. A brief discussion took place and concluded that the Board would like more information on the study, a status update and would like to hear from both sides. -4- City Clerk Quinonez stated that she had an opportunity to discuss the reclassification with the director prior to this meeting. At that point, she was told that a recommendation would be going before the Board and a determination would be made. That is the impression that she got during the meeting with the director. Commissioner Bradley made the motion to bring back the item after Mr. Lopez reviews the information that the Board received today. Commissioner Robinson seconded. All in favor. Motion carried. COMMISSIONER & STAFF ORALS Commissioner Robinson inquired about the update that Mr. Lopez was supposed to provide the Board on the construction project on Atlantic and Carlin and requested the item to be agendized for the upcoming meeting. Commissioner Bradley inquired about the Annex Project update and would also like the item to be agendized for next month's meeting. Vice - Chairperson Battle stated that Mr. Lopez was not present because he was scheduled for a minor surgery and wanted him to know that he is in her prayers and thoughts and hopes that everything goes well with him. ITEMS TO BE AGENDIZED Update on the construction project on Atlantic and Carlin. Update on the Annex Project. Note: Staff to confirm if these matters are within the scope of the Personnel Board. ADJOURNMENT Commissioner Robinson made the motion to adjourn and Commissioner Espinoza seconded. The meeting adjourned at 5:53 p.m. All in favor. Motion carried. - 5 - PERSONNEL BOARD AGENDA REPORT DATE: October 18, 2012 TO: Personnel Board Chair and Members of the Board FROM: A.J. Lopez III, Director of Human Resources P 1 SUBJECT: Office Assistant II 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 II 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 II 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 appears to be appropriate. Further, although - a couple Business License staff members and one Code Enforcement Officer did recently join the Clerk's Office, that action is part of a pilot program, and will later be reviewed by the 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 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 Lynwood Employees' Association (LEA) and approved by the City Council. For 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 H level temporary staff throughout the year. Therefore, the OA 11 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 not 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 Classification Executive Assistant to the City Clerk CITY OF LYNWOOD OFFICE ASSISTANT I 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 Department Manager performing a group of relatively repetitive or closely related duties according to established procedures. While a variety of tasks may be assigned, 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 knowledge increase 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 reassignment 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. OFFICE ASSISTAILT I APJD 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 I1 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 ability to choose among alternatives in solving problems. An Office Assistant II 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 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 photocopiers; indexes and cross -files ordinances, resolutions and agreements; distributes and picks up a variety of materials; receives, 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 I AND II PAGE 3 DESIRABLE QUALIFICATIONS Knowledge of: Office Assistant I 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 I 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; Understand and carry out oral and written directions; Type at a speed of not less than 50 words per minute from clear copy; OFFICE ASSISTANT I AND II PAGE 41 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 I No experience required. Office Assistant II Either One year of experience as an Office Assistant I 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; maintains 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 municipal 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; D E P UTV ('ITV CLERK PAGE 2 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, and 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 other 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 (Le. 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 contact, 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. City of .40 ,. LYNWOOD Incorporated 1921 �w 11330 Bull's Road, Lynwood, CA 90262 (310) 603 -0220 x 214 OFFICE OF THE CITY CLERK October 18, 2012 Personnel Board City of Lynwood Honorable Personnel Board Members, Thank you for giving me the opportunity to speak before you regarding my request to reclassify the Office Assistant II position in my office. Please be assured that I am not making this request without due consideration nor am merely concerned with salary. In fact, although I have requested that the position be reclassified, I understand the City's current fiscal condition and have not requested an increase to the salary. It is only after extensive deliberation and research that I decided to submit a request for reclassification back in July of this year. My objective in attempting to reclassify this position is twofold. First, it is absolutely necessary to the success of the City Clerk's Office to maintain the desperately needed expertise and continuity provided by trained staff. The City Clerk's Office is responsible for administering democratic processes such as elections, access to city records, and all legislative actions ensuring transparency to the public. We act as compliance officers for federal, state, and local statutes including the Political Reform Act, the Brown Act, and the Public Records Act. Therefore, staff must not only be knowledgeable about the City's legislative and political history but they must also be knowledgeable about federal, state and local statutes. In the five years that 1 have been City Clerk, there have been four different people holding the position of Office Assistant II. Not only does this constant transition make it extremely difficult to make any progress but it is essentially wasting City resources used for training and development. Secondly, my attempt to reclassify this position is aimed at recognizing the actual knowledge skills and abilities needed to perform the job. This position goes beyond even complex clerical functions, as described on page two of your staff report. Staff in this position must possess specialized knowledge specific to the City Clerk profession, 1 they must possess skills in customer service, and electronic document management, they must possess the ability to maintain strict confidentiality, to adapt to changing priorities, to analyze requests to procure the fastest and most accurate responses, and to be a creative problem solver. This position is critical to the success of the City Clerk's Office, and it deserves to be recognized for the work it actually performs above and beyond the Office Assist II position description. Lastly, I have prepared the following responses to the Discussion and Analysis section of your staff report, which I believe is wildly misleading. The staff report states that while the OAII is in charge of administering the Public Records Act, he /she does not exercise any analytical skills and instead, the departments filling the records requests exercise these skills. This could not be further from the truth. The Public Records Act Administrator must be both knowledgeable about City records and how and where they are stored, but also about the Public Records Act regulations that allows disclosure for some but not all records. The administrator works with the public to ensure that records requests are specific and allowable. Then he /she works with City staff to procure the records. Additionally, many PRA requests are filled by the administrator himself. This office receives close to 300 Public Records Act requests per year. The administrator must know exactly where each requested record is housed and who he /she must contact to procure those records. Then, after proper coordination which includes detailed tracking and logging, records are received from various City staff and it is the responsibility of the administrator to review the records for completeness and accuracy as well as for CPRA exemptions which must be redacted. The last person to hold the OAII position in my office was so highly trained and knowledgeable that we were able to save thousands of dollars in attorney fees previously spent on reviewing PRA responsive documents. Furthermore the staff report states that the other two full time positions and the part time position in my office combined with an OAII level position are sufficient to carry out the business of the City Clerk's Office. To clarify, the part time position was funded by the City Council specifically to handle the records clean up backlog created by the lack of trained City Clerk staff in the past. The part timer does not engage in any OA II duties and is solely used for record retention and destruction. Moreover, the Deputy City Clerk, the Executive Assistant and the Office Assistant II are all cross trained to perform each others' duties so that there is never a gap in service for staff or for the public but each position holds a full and distinct list of responsibilities. Lastly, the report is correct to note that I have previously requested a pay increase for the Deputy City Clerk. There are numerous reasons for this request. As a part time City Clerk, I completely depend on my Deputy to carry out my mission and to administer the 2 day to day responsibilities of the office in a professional and efficient manner. My Deputy is highly educated as well as highly trained and has earned the Certified Municipal Clerk status. Her impressive accomplishments and huge responsibilities are two of the reasons why she deserves a pay increase. But I was sure to do my research before I submitted my request. An official salary survey obtained through the International Institute of Municipal Clerks and an informal survey of surrounding cities prove that my Deputy position is embarrassingly underpaid. Though the Deputy is in charge of the office and acts in my capacity in my absence, there are four other employees under my charge that earn a significantly higher salary. I believe that all of these reasons combined are more than enough to warrant an increase, however I have suspended my efforts to complete this equity increase because I understand the severe fiscal hardship that the City is under. My main goal is always to improve, to move forward and to help the City provide the best service to residents. I truly believe that the best way to do that is to hire and cultivate quality employees that are qualified to carry out the mission of the City. Therefore I respectfully ask that you approve the reclassification of the Office Assistant II position. I am available for any questions you may have. Respectfully yours, Maria Quinonez City Clerk Enclosed: City Clerk's Office — Office Assistant II List of Duties 3 CITY CLERK'S OFFICE - OFFICE ASSISTANT II DUTIES • 1 Administer Requests for Public Records Accept/clarify requests from the public, coordinate with various departments to gather requested documents, research records, use judgment/training to forward certain requests to City Attorney, maintain time line for all requests, mail legally mandated correspondence, provide records to public and charge for copies. File hard and electronic completed record requests and prepare for destruction according to retention schedule. 2 Staff and Council Requests (Records search) Accept direct requests from staff and Council as well as accept assignments from supervisor regarding routine as well as complex record searches. Use in depth knowledge of Laserfiche to research staff /council requests. 3 Records Management Scan all city records into Laserfiche, conduct quality control checks on previously scanned records, maintain organized hard and electronic records, stay up to date with Laserfiche and records management training. Maintain logs and indices for various records. Prepare records for destruction. 4 Format and Print Resolutions, Ordinances, Minutes Receive resolutions and ordinances from various departments and format into specific resolution /ordinance form, edit for errors /grammar and for changes as directed by Council. Print onto special bond paper and circulate for necessary signatures. Scan, emboss and file, then update resolution /ordinance index. 5 Maintain Agreement Index Route agreements for signatures, then scan, log and file. 6 Answer Phone /Greet Customers Be the first line of service for all guests in City Clerk's Office. Be prepared to answer a wide variety of questions. 7 Summarize ordinances for publishing Read and summarize proposed ordinances into one paragraph for publishing. 8 Bids&RFPs Schedule bids and RFPs on city clerk calendar, reserve council chambers, receive, date & time stamp and log entries, create bid binders, file binders, and prepare for destruction. 9 Create "How to" Documents For each process /program in the Office including PRA process, proclamation process, scanning process, Eden, etc. Update as needed. 10 Train & Supervise New Employees and Volunteers 11 Accept FPPC forms Prima facie review. 12 Accept Legal Documents Accept subpoenas, summons and claims. Scan, file and email to HR and City Attorney. 13 Insert LMC supplements to existing LMC 14 Edit, Format, Print, Prepare & file Proclamations 1 15 Post Agendas in Hallway & Kiosk Council and Commission agendas. 16 Set Up for Council Meetings - Copies of Short Agendas - Set up nameplates, microphones & gavel in chambers - File Original Agendas 17 Log Documents In /Out Resolutions Minutes, Agreements, PRA's 18 Maintain City Clerk Outlook Calendar Keep up to date with all events. 19 Update public workstation Update Commission vacancies, FPPC deadlines, announcements. Use the workstation to train constituents how to use MyDocSpot. 20 Prepare certifications Research and locate records, prepare certification page and emboss City Clerk's signature. 21 Prepare Notices of Completion Research and locate records. Prepare Notice of Completion documents for City Clerk's sjnature 22 Update Counter and Wall Materials 23 Keep Inventory of Office Supplies Keep storage cabinet organized. Reorder supplies when necessary. 25 Create "How to" documents - Eden - PRA - Proclamations - Laserfiche 26 Log Deliveries & Coordinate Department Pick Up 27 Pick Up & Distribute Incoming Mail 28 Event Support Help with biennial Ethics Training Workshop 2