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Home My Public Portal About19-137 - Adopting a Revised Job Classification Specification for Executive AssistantRESOLUTION NO. 19-137 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, AMENDING THE CLASSIFICATION PLAN, RESOLUTION NO. 77-111, BY ADOPTING A REVISED JOB CLASSIFICATION SPECIFICATION FOR EXECUTIVE ASSISTANT WHEREAS, the Meyers-Milias-Brown Act (the MMBA) (Government Code § 3500 et seq.) imposes on public employers and recognized employee organizations a "mutual obligation" to meet and confer regarding wages, hours, and other terms and conditions of employment, and thereby freely exchange information, opinions, and proposals to reach an agreement on matters within the scope of representation; and WHEREAS, the Director of Human Resources and Risk Management is authorized and directed under provisions of Sections 2797.1 and 2797.3 of the Carson Municipal Code to prepare and recommend position classification and compensation plans, after consultation with the affected Directors, which becomes effective upon approval by the City Council; and WHEREAS, Rule III of the City of Carson Personnel Rules provides that modification to the classification plan, embodied in Resolution No. 77-111, shall be made only after the Director of Human Resources and Risk Management consults with the affected Directors and affected recognized employee organizations; and WHEREAS, the City of Carson desires to update the existing classification specification of EXECUTIVE ASSISTANT to provide a current and accurate description of the various duties performed by said position; and WHEREAS, the Director of human Resources and Risk Management has consulted with the affected parties, and has met and conferred with the representatives of the affected recognized employee organizations pursuant to its obligations under the MMBA, concerning the revised classification specification for the EXECUTIVE ASSISTANT. NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF CARSON, CALIFORNIA, HEREBY FINDS, DETERMINES AND RESOLVES AS FOLLOWS: Section 1. The above recitals are true and correct, Section 2. The revised classification specification for EXECUTIVE ASSISTANT, attached hereto as Exhibit A, assigned to the American Federation of State, County and Municipal Employees (AFSCME), Local 1017, is hereby adopted. Section 3. The City Clerk shall certify to the adoption of this resolution and deem it effective as of July 2, 2019, the same shall be in force and effect. PASSED, APPROVED and ADOPTED this 2"dday of July, 2019. [Signatures on Following Page] RESOLUTION NO. 19-137 Page 1 of 5 APPROVED AS TO FORM: CITY OF CARSON: A' R rt Rabies, Mayor STATE OF CALIFORNIA } COUNTY OF LOS ANGELES CITY OF CARSON } ATTEST: La ')--L Donesia Gause-Aldana, MMC, City Clerk I, Donesia Gause-Aldana, City Clerk of the City of Carson, California, hereby attest to and certify that the foregoing resolution, being Resolution No. 19-137, adopted by the City of Carson City Council at its meeting held on July 2, 2019, by the following vote: AYES: COUNCIL MEMBERS: Hicks, Davis—Holmes, Dear NOES: COUNCIL MEMBERS: None ABSTAIN: COUNCIL MEMBERS: None ABSENT: COUNCIL MEMBERS: Robles, Hi lion f ;t esia GauseLAldan';!, MMC, City Clerk RESOLUTION NO. 19-137 Page 2 of 5 CITY OF CARSON Executive Assistant City Council Reso. No: 19-137 Bargaining Unit: AFSCME Local 1017 FLSA: Non -Exempt EXECUTIVE ASSISTANT Job Summary: Performs highly responsible, complex and confidential administrative and clerical work for the City Council CmbiCity oversees the operations of or City Manager's prsclercastafand performs related duties as required. Essential Duties and Responsibilities (These functions are representative and may not be present in all positions in the class. Management reserves the right to add, modify, change or rescind related duties and work assignments.) 1. Supports City Council Members, City Manager and/or Assistant City Manager with administrative and clerical duties. 2. Supervises and evaluates the work of clerical staff; coordinates, assigns and reviews work to assure timely and efficient completion. 3. Screens phone calls, visitors and correspondence; evaluates and responds to requests, complaints/concerns; forwards requests, complaints/concerns to appropriate staff for attention, follows up to ensure prompt response or action. 4. Provides information in accordance with established procedures and policies; helps develop appropriate office procedures and policies. 5. Performs secretarial duties for the City Council Members, City Manager and/or Assistant City Manager including, but not limited to, independently drafting and typing a variety of correspondence, including material of a confidential nature; maintaining a variety of confidential information, complex files and records. 6. Maintains calendar,; schedules and arranges appointments, meetings and special events; makes travel and/or hotel arrangements, organizes expense reports as required for City Council Members, City Manager and/or Assistant City Manager. 7. Conducts research, gathers materials and compiles information for reports; prepares reports of such research for the City Council Members, City Manager and/or Assistant City Manager as assigned_ 8. Makes catering service arrangements for City Council and/or staff meetings. 9. Tracks assignments; assists with the preparation and distribution of staff reports or agenda packets for City Council meetings. 10. Prepares non-complex, proofs and enters, Staff reports in Legistar and processes requisitions in the Tyler Munis System. 11. Processes timesheets and surveys as required. 12. Handles follow-up on public record requests; organizes and prioritizes incoming material 13. Staffs Commissions including taking meeting minutes. 14. Updates and maintains the Clerical Handbook as required. 15. Must maintain highest level of confidentiality. 16. Performs related duties as required. Qualification Guidelines A typical way to obtain the requisite qualifications to perform the duties of this class is as follows.. RESOLUTION NO. 19-137 (Exhibit A) Page 3 of 5 CITY OF CARSON City Council Reso. No: 19-137 Executive Assistant Bargaining Unit: AFSCME Local 1017 FLSA: Non -Exempt Education and/or Experience: Bachelor's degree and experience in a municipality preferred or minimum of two (2) years of college including Executive Assistant experience and/or five (5) years of full-time, paid secretarial experience; two (2) years of Executive and/or administrative office experience supporting a top executive and/or executive leader preferred. Experience and/or education may be substituted on a year for year basis_ Knowledue of: • Applicable laws, codes, regulations, policies and procedures and MOU's. • Modem office practices, procedures and equipment. • Record-keeping techniques. • Personal computer software and hardware. • Telephone techniques and etiquette; customer service principles. • City organization, operations, policies and objectives. • Correct English usage, grammar, spelling, punctuation and vocabulary; proofreading techniques. • Principles and practices of training and providing supervision. • Basic budgeting practices and procedures. • Letter and report writing. • Financial concepts/functions. Skill and/or Ability to: Strong attention to detail and excellent follow-up skills. • Professionalism, consistency and self -initiative required. Monitor and track vendor contract execution. • Independently compose letters, memos, or other material. • Take notes quickly and accurately. • Multi -task and deal with constant interruptions. Analyze situations accurately and adopt an effective course of action. Maintain a professional and consistent disposition at all times. • Transcribe dictation accurately at an acceptable rate of speed. • Proofread and edit a variety of documents and reports. • Establish and maintain an accurate filing system. • Apply and explain applicable laws, codes, rules, regulations, policies and/or procedures. • Research, compile, and organize material and summarize in report -form. • Add, subtract, multiply and divide quickly and accurately. • Operate a variety of office machines and equipment including personal computer and related software. Understand and follow oral and written directions. • Maintain confidentiality; exercise judgment and discretion. • Supervise, train and provide work direction to office clerical support. • Effectively communicate both orally and in writing. • Establish and maintain cooperative and effective working relationships with others. • Establish and maintain a variety of complex and confidential files and records. • Organize and prioritize work assignments. • Be apolitical while providing excellent customer service. RESOLUTION NO. 19-137 (Exhibit A) Page 4of5 CITY OF CARSON Executive Assistant City Council Reso. No: 19-137 Bargaining Unit: AFSCME Local 1017 FLSA: Non -Exempt License and Certificate: Possession of a valid California Class C driver's license. Employees in this classification will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record. Physical Requirements and Working Conditions: Employee accommodations for physical or mental disabilities will be considered on a case-by- case basis. Positions in this class normally: • Require talking, hearing, and vision (which may be corrected) to read small print. • Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects. • Perform work which is primarily sedentary and repetitive. • Is subject to inside environmental conditions. • May be required to attend periodic evening meetings and/or to travel within and out of city boundaries to attend meetings. C,%?AW ocaUc6Sp..%Ey@.We AMOMI.d.(1k* RE50LUTION NO. 19-137 (Exhibit A) Page 5 of 5