HomeMy Public PortalAboutAgreement_2016-04-18_Michelle CoralEMPLOYMENT AGREEMENT
For the Position Of
EXECUTIVE ASSISTANT TO THE CITY MANAGER
This Employment Agreement ("Agreement") is made and entered into this iB day
of April 2016, by and between the CITY OF TEMPLE CITY ("CITY"), a California charter
city, and MICHELLE CORAL ("CORAL"), an individual, (collectively the "PARTIES") on
the following terms and conditions:
RECITALS
A. CITY desires to employ the services of CORAL as Executive Assistant to
the City Manager of the CITY ("Executive Assistant to the City Manager"), as provided for
by the Temple City Municipal Code, in consideration of and subject to the terms,
conditions, and benefits set forth in this Agreement.
B. CORAL desires to accept employment as Executive Assistant to the City
Manager in consideration of and subject to the terms, conditions, and benefits set forth in
this Agreement.
OPERATIVE PROVISIONS
In consideration of the promises and covenants contained herein, the parties agree
as follows:
Position and Duties.
1.1 Position. CORAL accepts employment with CITY as its Executive Assistant to
the City Manager and shall perform all functions, duties and services set forth in Section
1.4 [Duties] of this Agreement.
1.2Period of Employment / Commencement Date. This Agreement
commences and is effective, provided it has been signed by CORAL and the City
Manager on April 18, 2016 ("Commencement Date") and CORAL shall commence the
performance of her duties as the Executive Assistant to the City Manager as of that date.
1.3At-Will. CORAL acknowledges that in accordance with City Resolution 12-
4878, as it may be amended or supplemented, she is an at -will employee of CITY who
shall serve at the pleasure of the City Manager at all times during the period of her service
hereunder and that her employment may be terminated at any time for any or no reason
with our without cause as provided in Section 5 [Termination] and/or by operation of
applicable State or federal law.
1.3.1 No Property Right. Nothing in this Agreement is intended to,
or does, confer upon CORAL any right to any property interest in continued
employment, or any due process right to a hearing before or after a decision by the
IRV #4813-8973-9568 v
City Manager to terminate her employment, except as is expressly provided in
Section 5 [Termination] of this Agreement and/or by operation of State or federal law.
To the extent they conflict with her at -will status, the terms of CITY's personnel rules,
policies, regulations, procedures, ordinances, and resolutions, including without
limitation, Title 2, Chapter 3 of the City's Municipal Code and Article 17 of the 2015
City Personnel Rules, as they may be amended or supplemented from time to time,
shall not apply to CORAL. Nothing contained in this Agreement shall in any way
prevent, limit or otherwise interfere with the right of CITY to terminate the services of
CORAL as provided in Section 5 [Termination]. Nothing in this Agreement shall
prevent, limit or otherwise interfere with the right of CORAL to resign at any time from
this position with CITY, subject only to the provisions set forth in Section 5
[Termination] of this Agreement.
1.3.2 Application of City Personnel Rules and Personnel Policies.
Except as expressly provided in this Agreement, the City's Personnel Rules and
Regulations, as they may be amended or supplemented from time to time, and the City's
Personnel Policies, as they may be amended or supplemented from time to time, shall
not apply to CORAL.
(a) In addition to the exceptions stated herein, and to the
extent they remain in effect and do not conflict with an express term of this Agreement,
the following provisions of the City's Personnel Rules shall be deemed to apply to CORAL:
Article 1 (Purpose and Applicability); Article 2 (General Provisions); Article 3
(Definitions); Article 4 (Nondiscrimination); Article 11, Section 1.6. and I.D.
(Timekeeping); Article 12 (Compensation); Article 13 (Performance Evaluations);
Article 14 (Records and Reports); Article 15 (Nepotism and Consensual Romantic
Relationships between Employees); Article 16 (Code of Ethics and Conflict of
Interest); Article 19 (Policy Prohibiting Harassment, Discrimination and Retaliation);
Article 24 (Dress Code); Article 25 (Workplace Safety); and Article 26 (Disaster and
Emergency Service Workers).
(b) In addition to the exceptions stated herein, and to the
extent they remain in effect and do not conflict with an express term of this Agreement,
the following Administrative Policies shall apply to CORAL: Policy No. 1.02 (Use of City
Vehicles); Policy No. 1.07 (Acceptance of Gifts); Policy No. 3.00 (Reimbursement of
Expenses); Policy No. 3.01 (Electronic Communications Policy); Policy No. 4.01
(Drug -Free Workplace Policy); Policy No. 4.03 (Policy Against Harassment,
Discrimination, and Retaliation); Policy No. 4.05 (Family Care and Medical Leaves);
Policy No. 4.09 (Performance Evaluations); Policy No. 4.10 (Access to Personnel
Files); Policies 5.00-5.99 (Safety).
(c) CORAL and CITY agree that the City may adopt
additional Personnel Rules or Policies beyond those listed in sub -sections (a) and (b),
above, which may be made expressly applicable to CORAL at the time of adoption, to the
extent they do not conflict with an express term of this Agreement.
IRV #4813-9973-9568 v
1.4 Duties. CORAL shall have the powers, duties and responsibilities set forth in
this Section 4. CORAL shall exercise such powers and perform such duties and
responsibilities at the direction and under the supervision of the City Manager.
1.4.1 CORAL shall serve as the Executive Assistant to the City
Manager and perform the duties set forth in the Job Description attached hereto and
incorporated herein by reference as Attachment "A".
1.4.2 Without additional compensation, CORAL shall provide such
other services as are customary and appropriate to the position of Executive Assistant
to the City Manager, together with such additional services consistent with California law
and the Temple City Charter and Municipal Code that are assigned from time to time by
the City Manager. CORAL shall devote her best efforts and full-time attention to the
performance of these duties.
1.5Hours of Work. CORAL shall devote the time necessary to adequately
perform her duties as Executive Assistant to the City Manager as provided herein. In
addition, CORAL may be placed on an alternate work schedule by the City Manager and
City Manager (i.e., 4/10 or 9/80). CORAL shall be required to have an onsite presence
at City Hall during each day of herwork schedule assigned by the City Manager to provide
adequate availability to the Management Services Department, CITY staff, and members
of the community during normal business hours for City Hall and for the performance of
her duties and of CITY business. The position of Executive Assistant to the City Manager
shall be deemed an exempt position under state and federal wage and hour laws.
CORAL' compensation (whether salary or benefits or other allowances) is not based on
hours worked and CORAL shall not be entitled to any compensation for overtime.
1.6 Regional and Professional Activity. CITY desires CORAL to be reasonably
active in national, statewide, regional and professional organizations that will contribute
to Executive Assistant to the City Manager's professional development and standing and
that will contribute to the advancement of CITY's interests and standing. Toward that
end, CORAL may, upon advance approval from the City Manager and adequate budgeted
funds therefore, undertake such activities as are directly related to her professional
development and that advance the interests and standing of CITY. These activities may
include, without limitation, participation in the California Contract Cities Association,
California League of Cities, or other similar national, statewide, regional or professional
organizations, provided that such activities do not in any way interfere with or adversely
affect her employment as Executive Assistant to the City Manager or the performance of
her duties as provided herein. CITY agrees to reimburse, as provided in Section 1.8
[Reimbursement] of this Agreement, CORAL' reasonable and necessary travel, business
and subsistence expenses for the activities described herein.
1.7Other Activity. In accordance with Government Code Section 1126, during
the period of her employment, CORAL shall not accept, without the express prior written
consent of the City Manager, any other employment or engage, directly or indirectly, in
any other business, commercial, or professional activity (except as permitted under
IRV #4813-8973-9568 v1
Section 1.6 [Regional and Professional Activity]), whether or not to pecuniary advantage,
that is or may be competitive with CITY, that might cause a conflict-of-interest with CITY,
or that otherwise might interfere with the business or operation of CITY or the satisfactory
performance of CORAL' duties as Executive Assistant to the City Manager.
1.8 Reimbursement. CITY shall reimburse CORAL for reasonable and necessary
travel, subsistence and other business expenses incurred by CORAL in the performance
of her duties. All reimbursements shall be subject to and in accordance with California
law and CITY's adopted Employee Reimbursement Policy.
2. Compensation.
2.1 Base Salary
2.1.1 CORAL shall receive an annual base salary of Fifty Two
Thousand Nine Hundred Forty Dollars and Sixteen Cents ($52,940.16) paid
according to the payroll schedule in place for CITY employees paid bi-weekly.
2.1.2 Any and all adjustments to CORAL's base salary compensation
will be obtained through negotiation with the City Manager and are not governed by
CITY's Personnel Rules or Policies.
2.1.3 The City Manager shall have discretion in determining the
amount and timing of any increases to CORAL's base salary, including, but not limited
to, whether and to what extent such increases will be retroactive in effect.
2.2Evaluation. In accordance with City policy, the City Manager will review and
evaluate the performance of CORAL as Executive Assistant to the City Manager. The
purpose of the review shall be to provide CORAL with feedback on her performance,
desired areas of improvement, and progress in meeting, achieving, or exceeding City
Council and City Manager defined goals, objectives, priorities, activities, and programs
(collectively Management Services Department Work Program). During CORAL's first
year of employment, CORAL shall meet with the City Manager to establish Goals for the
following year. Failure by City Manager to provide a timely or any performance evaluation
shall not limit City Manager's ability to terminate this Agreement pursuant to Section 5
[Termination].
2.3Deferred Compensation. During the period of employment, CORAL shall be
entitled to participate in CITY's deferred compensation programs at CORAL's own
expense, provided CITY continues to maintain these plans for CITY employees.
2.4 Benefits.
2.4.1 Health Insurance. CITY agrees to make available to CORAL the
same health, dental and vision insurance coverage on the same terms as CITY makes
available to CITY employees. As regards to health insurance during CORAL'
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employment, the CITY shall pay one hundred percent (100%) of the premium for the
CalPERS HMO or PPO plan (or equivalent plan provided by City) for CORAL and her
dependents at 50%. The terms and conditions of CORAL' eligibility for any post-
retirement health insurance coverage shall be subject to the same terms and conditions
as other CITY employees.
2.4.2 Life Insurance. CITY agrees that during the period of employment it
will provide CORAL with, and pay the annual premiums for, a term life insurance policy in
an amount equal to Fifty Thousand Dollars and No Cents ($50,000.00).
2.4.3 Disability Insurance. CITY agrees that during the period of
employment it will pay one hundred percent (100%) of the premium payments applicable
to, and to otherwise permit CORAL to participate in, CITY's short-term and long-term
disability insurance programs, which currently require an eight (8) day waiting period
following illness/injury before qualifying for short-term disability which lasts for up to six (6)
months, with coverage thereafter converting to long-term disability.
2.5Jury Duty. The Executive Assistant to the City Manager will receive full pay
and benefits while responding to a jury summons or serving on a jury, up to a maximum
of fourteen (14) business days. Any compensation for such jury duty (except travel pay)
shall be remitted to CITY.
2.6 Business Related Equipment. CITY may provide CORAL with a cell phone,
or such personal data device as is currently in use within CITY (e.g. BlackBerry, PDA
(Phone" or similar CITY approved device) or be provided with an allowance as approved
by the City Manager.
3. Vacation and Other Leave.
3.1 Vacation Leave. CORAL shall be eligible to accrue vacation leave at a total
of 120 hours per year of employment. The payroll period rate of vacation leave shall
accrue at a rate of 4.62 hours per payroll period. The maximum amount of vacation leave
that CORAL may have at any time shall equal 240 hours. If CORAL earned but unused
vacation leave reaches 240 hours, CORAL will stop accruing vacation leave unless and
until the accrued vacation leave falls below 240 hours or the City Manager authorizes
CORAL to exceed these limits due to extenuating circumstances. Vacation leave will not
be earned during the period in which CORAL's benefits are at such maximum amount
CORAL shall be paid the value of any earned and unused vacation leave at the time of
separation of employment for any reason.
3.2 Holidays. Paid holidays shall be in accordance with CITY's current practices
and are subject to change. Paid holidays will be those deemed authorized by CITY. The
CITY currently provides twelve (12) days paid holidays, including two (2) days floating
paid holidays.
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3.3Administrative Leave. In addition to the paid leave described in 3.1 above,
CORAL shall be entitled to twenty four (24) hours of administrative leave on July 1 of
each fiscal year in consideration of being required to after hour events. Provided,
however, that the maximum amount of administrative leave that CORAL may have at any
time shall equal twenty four (24) hours. If CORAL's earned but unused administrative
leave reaches twenty four (24) hours, CORAL will stop accruing administrative leave
unless and until the accrued administrative leave falls below twenty four (24) hours.
CORAL shall be paid the value of any earned and unused administrative leave at the time
of separation of employment for any reason. Unused administrative leave shall not be
converted into vacation leave or sick leave.
3.4 Sick Leave. Sick Leave. In addition to the paid leave described in Section
3.1 of the Agreement, CORAL shall accrue sick leave at a rate of eight (8) hours per
month for a maximum accrual of 96 hours in a fiscal year. CORAL will carry over up to 80
hours of accrued and unused sick time into each new fiscal year. No compensation shall
be provided for granted and unused sick leave and such granted and unused sick leave
shall not be paid out to CORAL at the time of separation from employment. Unused sick
leave shall not be converted into vacation leave or administrative leave.
4. Retirement
CORAL shall be enrolled in the State of California's Public Employees Retirement
System ("CalPERS") in accordance with State law 2% @ 62 plan.
The CITY shall pay the full employer contribution and CORAL shall pay the full employee
contribution which is six and one-half percent (6.5%) per City Council Resolution No. 11-
4782. CORAL shall be entitled to participate in the 1959 Survivor Benefit Plan.
5. Termination.
5.1 By City Not for Cause. Except as is provided in Section 5.1.1 below, CITY
may terminate CORAL for any reason, and at any time, with orwithout cause, by providing
CORAL thirty (30) days prior written notice thereof together with the applicable
.,severance payment" provided for below. In lieu of providing thirty (30) days prior written
notice of termination, City Manager may place CORAL on paid leave status during the
thirty (30) day notice period or any portion thereof. City Manager may dismiss CORAL
notwithstanding anything to the contrary contained in or arising from any Personnel
Policies or past CITY practices relating to the employment, discipline, or termination of its
employees. In the first year of CORAL's employment the calculation of the "severance
payment" shall equal one (1) months base salary, less applicable deductions, plus
applicable accrued vacation as provided herein together with any extension of benefits
required under California law. Thereafter, on the anniversary of the Commencement
Date, the calculation of the "severance payment" shall increase by the equivalent of one
(1) month of base salary for each subsequent year of employment up to a maximum of
the equivalent of three (3) months of base salary. The maximum cash settlement CORAL
may receive for termination of this Agreement shall not exceed the equivalent of three (3)
IRV #4813-8973-9568 v 1
months of base salary. This provision is intended to comply with Government Code
Sections 53260 and 53261.
5.2 By Employee. CORAL may terminate her employment for any reason, and at
any time, with or without cause, by providing City Manager with thirty (30) days advance
written notice. City Manager shall have the option, in its complete discretion, to make
CORAL's termination effective at any time prior to the end of such period, provided CITY
pays CORAL all compensation due and owing her through the last day actually worked,
plus an amount equal to the base salary CORAL would have earned through the balance
of the thirty (30) day notice period.
5.313y City for Cause. City Manager may immediately terminate this Agreement
at any time by providing CORAL written notice of her termination for cause. No severance
shall be paid in the event CORAL's employment is terminated for cause, except that CITY
shall pay CORAL for her accrued and unused vacation, as provided for in this Agreement.
For purposes of this Agreement, cause for termination shall include, but not be limited to,
the following: theft or attempted theft; material dishonesty; willful or persistent material
breach of duties; engaging in unlawful discrimination or harassment of employees or any
third party while on CITY premises or time; conviction of a felony; engaging in conduct
tending to bring embarrassment or disrepute to CITY and unauthorized absences.
CORAL expressly waives any rights provided for Administrative Personnel under CITY's
Personnel Policies, any rights provided for the Executive Assistant to the City Manager
under the Temple City Municipal Code or under State or Federal law to any form of pre
or post -termination hearing, appeal, or other administrative process pertaining to
termination, except when CORAL has a California or federal constitutional right to a name
clearing hearing.
5ATermination Obligations. CORAL agrees that all property, including, without
limitation, all equipment, tangible Proprietary Information (as defined below), documents,
records, notes, contracts, and computer-generated materials furnished to or prepared by
him incident to her employment belongs to CITY and shall be returned promptly to CITY
upon termination of CORAL' employment. CORAL' obligations under this subsection
shall survive the termination of her employment and the expiration of this Agreement.
5.5Benefits Upon Termination. All benefits to which CORAL is entitled under
this Agreement shall cease upon CORAL' termination in accordance with this Section 5,
unless expressly continued either under this Agreement, under any specific written policy
or benefit plan applicable to CORAL, or unless otherwise required by law.
6. Proprietary Information.
"Proprietary Information" is all information and any idea pertaining in any manner
to the business of CITY (or any CITY affiliate), its employees, clients, consultants, or
business associates, which was produced by any employee of CITY in the course of her
employment or otherwise produced or acquired by or on behalf of CITY. Proprietary
Information shall include, without limitation, trade secrets, product ideas, inventions,
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processes, formulae, data, know-how, software and other computer programs,
copyrightable material, marketing plans, strategies, sales, financial reports, forecasts,
and customer lists. All Proprietary Information not generally known outside of CITY's
organization, and all Proprietary Information so known only through improper means,
shall be deemed "Confidential Information." During her employment by CITY, CORAL
shall use Proprietary Information, and shall disclose Confidential Information, only for the
benefit of CITY and as is or may be necessary to perform her job responsibilities under
this Agreement. Following termination, CORAL shall not use any Proprietary Information
and shall not disclose any Confidential Information, except with the express written
consent of CITY. CORAL's obligations under this Section shall survive the termination of
her employment and the expiration of this Agreement.
Conflict Of Interest.
CORAL represents and warrants
represents that she will not acquire any
which would conflict in any manner o
services under this Agreement.
8. General Provisions.
to CITY that he presently has no interest, and
interest, direct or indirect, financial or otherwise,
r interfere in any way with performance of her
8.1 Notices. All notices, requests, demands and other communications under this
Agreement shall be in writing and shall be effective upon delivery by hand or three (3)
business days after deposit in the United States mail, postage prepaid, certified or
registered, and addressed to CITY at the address below, and or at the last known address
maintained in CORAL' personnel file. CORAL agrees to notify CITY in writing of any
change in her address during her employment with CITY. Notice of change of address
shall be effective only when accomplished in accordance with this Section.
City's Notice Address:
City of Temple City
9701 Las Tunas Drive
Temple City, CA 917803
Attn: City Manager
Executive Assistant to the City Manager:
Michelle Coral
[Deliver to last updated address in personnel file]
8.2 Indemnification. Subject to, in accordance with, and to the extent provided by
the California Tort Claims Act [Government Code Section 810 et seq.] CITY will
indemnify, defend, and hold CORAL harmless from and against any action, demand, suit,
monetary judgment or other legal or administrative proceeding, and any liability, injury,
H eassxaFfrrn
loss or other damages, arising out of any act or omission occurring during CORAL' tenure
as Executive Assistant to the City Manager.
8.31ntegration. This Agreement is intended to be the final, complete, and
exclusive statement of the terms of CORAL' employment by CITY. This Agreement
supersedes all other prior and contemporaneous agreements and statements, whether
written or oral, express or implied, pertaining in any manner to the employment of CORAL,
and it may not be contradicted by evidence of any prior or contemporaneous statements
or agreements. To the extent that the practices, policies, or procedures of CITY, now or
in the future, apply to CORAL and are inconsistent with the terms of this Agreement, the
provisions of this Agreement shall control.
8AAmendments. This Agreement may not be amended except in a written
document signed by CORAL and the City Manager
8.5 Waiver. Failure to exercise any right under this Agreement shall not constitute
a waiver of such right.
8.6Assignment. CORAL shall not assign any rights or obligations under this
Agreement. CITY may, upon prior written notice to CORAL, assign its rights and
obligations hereunder.
8.7Severability. If a court or arbitrator holds any provision of this Agreement to
be invalid, unenforceable, or void, the remainder of this Agreement shall remain in full
force and effect.
8.8Attorneys' Fees. In any legal action, arbitration, or other proceeding brought
to enforce or interpret the terms of this Agreement, the prevailing party shall be entitled
to recover reasonable attorneys' fees and costs.
8.9Governing Law. This Agreement shall be governed by and construed in
accordance with the laws of the State of California, with venue proper only in Los Angeles
County, State of California.
8.10 Interpretation. This Agreement shall be construed as a whole, according
to its fair meaning, and not in favor of or against any party. By way of example and not
in limitation, this Agreement shall not be construed in favor of the party receiving a benefit
nor against the party responsible for any particular language in this Agreement. Captions
are used for reference purposes only and should be ignored in the interpretation of the
Agreement. This Agreement may be altered, amended or modified only by an instrument
in writing, executed by the parties to this Agreement and by no other means. Each party
waives their future right to claim, contest or assert that this Agreement was modified,
cancelled superseded or changed by any oral agreement, course of conduct, waiver or
estoppel.
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IRV 44813-8973-9568 vI
8.11 Acknowledgment. CORAL acknowledges that she has had the opportunity to
consult legal counsel in regard to this Agreement, that she has read and understands this
Agreement, that she is fully aware of its legal effect, and that she has entered into it freely and
voluntarily and based on her own judgment and not on any representations or promises other than
those contained in this Agreement.
IN WITNESS WHEREOF, CITY has caused this Agreement to be signed and executed
on its behalf by its City Manager and duly attested to by its City Clerk, and CORAL has signed
and executed this Agreement, as of the date first indicated above.
MICHELLE CORAL
Executive Assistant to the City Manager
ATTEST
Peggy :u ty Clerk
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CITY OF PLE CITY
Bryan Cook
City Manager
APPROVED AS TO FORM
K�!
Eric S. a' , CiAAtto
ATTACHMENT"A"
JOB DESCRIPTION
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IRV #4813-8973-9568 v
TEMPLE CITY CLASS
SPECIFICATIONS
EXECUTIVE ASSISTANT
TO THE
CITY MANAGER
(Full -Time)
DEFINITION:
Under general supervision, performs a full range of varied complex, highly
responsible, and confidential office administrative, secretarial, advanced
clerical, and routine programmatic support functions of a general or
specialized nature in support of the City Manager's Office with only occasional
instruction or assistance; exercising judgment and initiative, relieves assigned
staff of clearly defined and delegated administrative or technical detail; and
assists the City Manager with special programs, projects, and research.
Performs a wide variety of varied, complex, sensitive, highly responsible, and
confidential office administrative, secretarial, advanced clerical, and routine
programmatic support functions in support of assigned programs, division, and/or
department with only occasional instruction or assistance; relieves supervisor of
administrative work including investigating and answering complaints and providing
assistance in resolving operational and administrative problems; plans and
organizes work activities; recommends improvements in work flow, procedures,
and use of equipment and forms; implements improvements as approved;
develops and revises office forms and report formats as required; organizes and
maintains filing systems; serves as liaison between assigned office and the general
public, City staff, and outside groups and agencies; provides general and
specialized information and assistance regarding assigned function that may
require the use of judgment, tact, and sensitivity and the interpretation of policies,
rules, and procedures as appropriate; explains programs, policies, and activities
related to specific program area of assignment; receives and screens office and
telephone callers; calendars appointments; responds to complaints and requests
for information relating to assigned responsibilities; refers callers and/or complaints
to appropriate City staff for further assistance as needed and/or takes or
recommends actions to resolve the complaint; receives and screens
communications to the City Manager including office visitors, telephone calls, e-
mail messages, and mail; provides assistance using independent judgment to
determine those requiring priority attention; answers inquiries and provides the
general public and a wide variety of public and private agencies with information
and assistance including technical and comprehensive details of City services,
policies, contracts, and procedures; drafts and/or types, word processes, formats,
edits, revises, and prints a variety of documents and forms including reports,
correspondence, memoranda, agenda items and reports, agreements, ordinances,
resolutions, technical and statistical charts and tables, and other specialized and
technical materials from rough drafts, dictation, modified standard formats, and
brief verbal instructions; proofreads, verifies, and reviews materials, applications,
records, and reports for accuracy, completeness, and conformance with
established standards, regulations, policies, and procedures; ensures materials,
reports, and packets for signature are accurate and complete; develops, revises,
and maintains standardized and master documents; composes correspondence,
reports and informational materials; assists in designing and producing technical
information handouts; copies, disseminates, and posts documents and information
as appropriate; participates in the collection, compilation, and analysis of
information from various sources on a variety of specialized topics related to
assigned programs; participates in the preparation of reports that present and
interpret data, identify alternatives, and make and justify recommendations;
maintains accurate and up-to-date offices files, records, and logs for assigned
areas; develops, prepares, and monitors various logs, accounts, and files for
current and accurate information including manual and computer logs other
specialized or technical documents processed; maintains and processes payroll
records; compiles, prepares, and enters data into a computer from various sources
including accounting, statistical, and related documents; creates and maintains
computer based tracking information and reports including assigned databases,
records, and lists; creates standard statistical spreadsheets; inputs corrections and
updates; assists in the compilation of reports; utilizes various computer
applications and software packages; develops, enters data, maintains, and
generates reports from a database or network system; creates and administers
mailing lists; designs, maintains, and utilizes data to develop reports using
spreadsheet software; creates, formats, and revises charts, graphs, flowcharts,
worksheets, booklets, brochures, and forms using word processing software;
assists in assembling and preparing the annual budget for assigned area; monitors
expenditures against budget; prepares purchase requisitions and requests for
payment; attends to a variety of office administrative details such as ordering
supplies, arranging for equipment repair, transmitting information, and keeping
reference materials up to date; organizes and maintains office and specialized files
in accordance with the City's records management program; maintains calendar of
activities, meetings, and various events for assigned staff; coordinates activities
and meetings with other City departments, the public, and outside agencies;
coordinates and arranges special events as assigned; schedules meetings;
coordinates arrangements and sets up meeting rooms; notifies participants;
prepares and/or assembles meeting materials; coordinates, makes, processes,
and confirms staff travel arrangements; arranges for transportation and
accommodations for travel, checks and processes expense claims; prepares
special reports and performs special projects that may require researching,
gathering, and organizing information from a variety of sources; assists the City
Manager with special projects as assigned; researches information as requested.
DESIRABLE QUALIFICATIONS:
Knowledge of: Organization, procedures and operating details of the City
Manager's offices; functions of public agencies including the role of an elected City
Council and appointed boards and commissions; organization, operation, and
services of the City and of outside agencies as necessary to assume assigned
responsibilities; office procedures, methods, and equipment including computers
and applicable software applications such as word processing, spreadsheets, and
databases; principles and practices of office administration; principles and
practices of fiscal, statistical, and administrative research and report preparation;
principles and practices of sound business communication; principles of business
letter writing and report preparation; basic principles and practices of budget
preparation and administration; records management principles and procedures
including record keeping and filing principles and practices; methods and
techniques of proper phone etiquette; mathematical principles; English usage,
spelling, grammar, and punctuation; customer service and public relations methods
and techniques.
Ability to: independently perform a variety of complex, sensitive, highly responsible,
and confidential office administrative, secretarial, advanced clerical, and routine
programmatic support functions of a general or specialized nature in support of the
City Manager's Office; understand the organization and operation of the City and of
outside agencies as necessary to assume assigned responsibilities; understand,
interpret, and apply general and specific administrative and departmental policies
and procedures; interpret and apply applicable federal, state, and local laws,
codes, and regulations; operate office equipment including computers and
supporting word processing, spreadsheet, and database applications; learn and
effectively utilize various software applications; learn and apply new information
and skills; type or enter data at a speed necessary for successful job performance;
participate in researching, compiling, analyzing, and interpreting data; prepare
clear, accurate, and concise reports; understand, organize, index, and reference a
wide variety of administrative information and records; independently prepare
correspondence and memoranda; perform mathematical calculations; work under
steady pressure with frequent interruptions and a high degree of public contact by
phone or in person; plan and organize work to meet changing priorities and
deadlines; understand and carry out oral and written directions; respond tactfully,
clearly, concisely, and appropriately to inquiries from the public, press, or other
agencies on sensitive issues in area of responsibility; exercise good judgment and
maintain confidentiality in maintaining critical and sensitive information, records,
and reports; utilize public relations techniques in responding to inquiries and
complaints; communicate clearly and concisely, both orally and in writing; establish
and maintain effective professional working relationships with those contacted in
the course of work.
Education and Experience: Education equivalent to the completion of high school,
supplemented by business or college courses, and five years of responsible
administrative, clerical, or secretarial experience. Local government or customer
service experience is desirable.
OTHER QUALIFICATIONS:
Possession of a valid Class C motor vehicle operator's license from the State of
California.
Ability to sit for up to two hours at a time.
Ability to see.
Ability to get from one location to another in the course of doing business.