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Home My Public Portal About2021-09-16 - PERSONNEL BOARD AGENDA OY LY'y City of *` ��0 11330 Bullis Road LYNWO OD Lynwood, CA 90262 California (310) 603-0220 PROCEDURES FOR ADDRESSING THE MEMBERS OF THE BOARD IN ORDER TO EXPEDIATE LYNWOOD PERSONNEL BUSINESS, WE ASK THAT ALL PERSONS WISHING TO ADDRESS THE COMMISIONERS PLEASE CALL 310-603- 0220 EXT: 280 OR EMAIL MSALAS a(�LYNWOOD.CA.US NO LATER THAN THREE (3) HOURS PRIOR TO MEETING, AND THE BOARD SECRETARY MARIA SALAS WILL INCLUDE IT AS PART OF THE OFFICIAL RECORD OF THE MEETING. FAILURE TO SUBMIT A REQUEST WILL PROHIBIT THE PUBLIC FROM ADDRESSING THE COMMISIONERS IN THE ABSENCE OF THE UNANIMOUS CONSENT OF THE COMMISSIONERS. PERSONNEL BOARD REGULAR MEETING Thursday, September 16, 2021 — 5:00 P.M. WEB CONFERENCE VIA ZOOM TO PARTICIPATE PLEASE JOIN VIA ZOOM OR BY TELEPHONE: 1-669-900-9128 or 1-253-215-8782 ` Meeting ID: 893 5147 7320 IDO3A-ed Passcode: UKAv2e REtEIVED PERSONNEL BOARD MEMBERS Gary Hardie, Chairperson SEP 1 4 2921 Liliana Delgadillo, Vice-Chairperson CITY OF LYNWOOD Maria Alvarado, Board Member CITY CLERKS OFFICE Deondra Tisdale, Board Member �art� Qutii-orttz Rosemillie Lopez, Board Member AGENDA to � In Compliance with the Americans with Disabilities Act (ADA), if you are a disabled person and need a disability related modification or accommodation to participate in this meeting, please contact the City Clerk's Department at (310) 603-0220, ext. 214. Requests must be made as early as possible, and at least one full business day before the start of the meeting. Staff reports, writing, or other materials related to an item on this Agenda which are distributed to the Personnel Board less than 72 hours before this scheduled meeting shall be available for public inspection in the Human Resources Department located at 11330 Bullis Road, Lynwood, CA 90262, during normal business hours. 1. CALL TO ORDER 2. CERTIFICATION OF AGENDA Personnel Board Agenda September 16,2021 Page 2 of 4 3. ROLL CALL Gary Hardie, Chairperson Liliana Delgadillo, Vice-Chairperson Maria Alvarado, Board Member Deondra Tisdale, Board Member Rosemillie Lopez, Board Member 4. PLEDGE OF ALLEGIANCE 5. INVOCATION 6. APPROVAL OF MINUTES A. Request to Approve Minutes of the June 17, 2021 Regular Personnel Board Meeting. 7. PUBLIC ORAL COMMUNICATIONS (Regarding Agenda Items Only) 8. NON-AGENDA PUBLIC ORAL COMMUNICATION (This time is reserved for members of the public to address the Personnel Board relative to matters that are not on the agenda. No action may be taken on non-agenda items unless authorized by law.) 9. PERSONNEL BOARD ORAL AND WRITTEN COMMUNICATIONS Gary Hardie, Chairperson Liliana Delgadillo, Vice-Chairperson Maria Alvarado, Board Member Deondra Tisdale, Board Member Rosemillie Lopez, Board Member 10. NEW/OLD BUSINESS A. Review and approve job specification/classification 1 . Deputy City Clerk (revised) 11. MANAGER'S REPORT 12. ITEMS TO BE AGENDIZED (This section is set aside to discuss any future agenda items that the Board would like staff to place on a future agenda) 13. ADJOURNMENT Next Regular Meeting scheduled for October 21, 2021 . Personnel Board Agenda September 16,2021 Page 3 of 4 CITY OF LYNWOOD REGULAR MEETING OF THE PERSONNEL BOARD June 17, 2021 The Regular Meeting of the Personnel Board of the City of Lynwood was held on Thursday, May 20, 2021 at 5:05 p.m. through teleconference via Zoom 1(669)900-9128 Meeting ID: 875 7262 422 Meeting Passcode: 2021. The agenda was duly posted as prescribed by the Brown Act. CALL TO ORDER Vice-Chairperson Delgadillo called the meeting to order at 5:03 p.m. Maria Salas, Human Resources Specialist took roll call. Commissioner Attendance: Present — Delgadillo, Tisdale, Lopez Absent — Hardie, Alvarado Staff: Present —Yolanda Delgadillo, Maria Salas Absent — Ernie Hernandez PLEDGE OF ALLEGIANCE Led by Vice-Chairperson Delgadillo. INVOCATION Led by Vice-Chairperson Delgadillo. APPROVAL OF MINUTES Board Member Lopez made the motion and Board Member Tisdale seconded to review the minutes of the May 20, 2021 Special Personnel Board Meeting. Roll call: Vice-Chairperson Delgadillo — Approved Board Member Tisdale - Approved Board Member Lopez - Approved All in Favor. Motion carried. Vote 3/0. PUBLIC ORAL COMMUNICATIONS — Please refer to audio. NON-AGENDA PUBLIC ORAL COMMUNCIATION — Please refer to audio. Personnel Board Agenda September 16,2021 Page 4 of 4 PERSONNEL BOARD ORAL AND WRITTEN COMMUNICATIONS - Please refer to audio. NEW/OLD BUSINESS ITEM A: Public Employee Appeal Hearing Findings Went into closed session from 5:07 p.m. to 5:11 p.m. Item was handled during close session no action to report. MANAGER'S REPORT - Please refer to audio. ITEMS TO BE AGENDIZED - Please refer to audio. ADJOURNMENT Board Member Tisdale made the motion to adjourn and Board Member Lopez seconded. The meeting adjourned at 5:13 p.m. All in favor. Motion carried. Vote 3/0. 4 LYNMOOD flaCITY OF LYNWOOD DEPUTY CITY CLERK DEFINITION Under-the direction and the-general supervision of the City Manager and elected City Clerk, performs a variety of highly responsible and complex administrative tasks for the City Clerk's Office including the preparation and organization of agendas for the City Council, various City Commissions, Agencies, Boards and Committees; dictation and preparation of minutes from City Council, various City Commission, Agency, Board and Committee meetings; legal filings required by the Fair Political Practices Commission, election agencies, etc., monitors and ensures compliance with the Brown Act, documents the legislative history of official City actions; acts in an official capacity on behalf of the City Clerk in his/her absence; manages the official records of the City in compliance with the Public Records Act and the City's adopted records retention schedule; to assists in the maintenance of official city documents and records and the conduct of municipal elections; to-performs a variety of specialized clerical duties; acts in official capacity on behalf of the City Clerk in his/her absence; as directed, to perform the official duties of the City Clerk; performs other duties as required. SUPERVISION RECEIVED/EXERCISED Receives general direction from the City Manager and the elected City Clerk.- - f Formatted:Justified Exercises direct supervision over assigned administrative staff. Prepares, reviews and evaluates employees'lob performance and administer disciplinary action when appropriate. {Formatted:Justified The duties and responsibilities listed below are intended to provide a representative list of the various types of work that may be performed. Specifications are not intended to reflect all duties performed within the job class,and incumbents may expect to perform other related duties. ESSENTIAL DUTIES AND RESPONSIBLITIES Essential duties include, but are not limited to,the following: Assists the City Clerk in planning, coordinating and supervising the office's activities; assists with preparation and distribution of City Council, various City Commission and Board agendas; attends City Council meetings, takes and prepares minutes and correspondence; maintains a comprehensive indexing and filing system for City Council actions and directives, such as resolutions and ordinances. me, ,Maintains official records and files related to all City resolutions and ordinances; prepares, processes, distributes and posts public notices, bulletins and contracts following applicable procedures; prepares ordinances and resolutions. pProcesses 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, -aAssists 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 transcribes 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; coordinates mandatory Ethics and Harassment training for elected and appointed City Officials; serves as City Clerk in the Clerk's absence. QUALIFICATION Knowledge of: Correct usage of English,grammar, spelling and punctuation; 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; Laws and procedures affecting public access to information; Principles of work direction and office organization Principles and practices of management and supervision; Principles and practices of municipal budget preparation and a administration And Ability to: Perform varied and difficult office and clerical work requiring independent iudgment, Maintains confidentiality; 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` Formatted:Indent:Left: 1.5" relationships with co-workers, private agencies, City Council, Commissioners, Board Members,community groups and the general public..- TRAINING AND EXPERIENCE EXPERIENCE: Three years of' progressive secretarial or administrative level work in a municipal government agency, preferably experience-i -effse •- . .e• -•. _. _• _ -within a City or County Clerk's office. Work experience involving extensive public contact is desirable. EDUCATION: Bachelor's Degree in Business Administration or Public Administration or related field is desirable. Must obtain Certified Municipal Clerk certification (CMC) within first year of employment. - • -- ' - - -- - - - SPECIAL REQUIREMENTS Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles. A typing test may be required prior to appointment. PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS The physical demands described below are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions on a case-by-case basis. Position requires prolonged sitting, standing, walking, reaching, twisting, and turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence, statistical data and using a computer. Acute hearing is required when providing phone and personal service. The need to lift, drag and push files, paper, and documents weighing up to 25 pounds is also required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. This job specification should not be interpreted as all-inclusive. It is intended to identify essential functions and requirements of the job. Not all incumbents may perform all duties at all times. However, incumbents must be able to perform essential duties, with or without accommodation for disability at any time while holding this position. Effective Date: 2 21 1-08/23/2021