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HomeMy WebLinkAboutItem 4.02 CityMgrsAsstJobSpec .' CITY CLERK File # D[1][Q][(2]-[3J[QJ . AGENDA STATEMENT CITY COUNCIL MEETING DATE: July 21, 1998 SUBJECT: Updated Job Specification - Assistant to City Manager Position Report Prepared by: Paul Rankin, Assistant City Manager EXHIBITS ATTACHED: Resolutio~ Amending the Classification Plan RECOMMENDATION: A ~ Adopt Resolution FINANCIAL STATEMENT: No fmancial impact DESCRIPTION: Pursuant to the City's Personnel System Rules, a job description must be adopted for each classification in the organization. The job description typically includes key elements, knowledge, skills, abilities and requirements of the position. The current job description for the Assistant to the City Manager position was adopted in 1985. Due to a vacancy and the need for a recruitment, staff proposes changes to the job description for the position of Assistant to the City . Manager. The proposed changes are based on the need to update the adopted classification to reflect current duties in the Administrative Services Department. The proposed format as shown in Exhibit I is consistent with periodic changes made to the City Classification Plan. Staff recommends that the City Council adopt the attached resolution amending the Classification Plan. .------------------------C()iI};ST()~--------------:::~-~~----~~~ HI cc-forms/agdastm t.doc RESOLUTION NO. - 98 . A RESOLUTION OF THE CITY COUNCIL OF THE CTIY OF DUBLIN ********* AMENDING THE CLASSIFICATION PLAN WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted Resolution No. 30-84 and subsequent resolutions which comprise the Classification Plan; and WHEREAS, Resolution No. 98-85 originally established the Assistant to the City Manager classification; and WHEREAS, it is necessary to periodically update existing job descriptions to insure that the qualifications required are appropriate to the classification. NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent resolutions shall be further amended to include an update to the job description for the position of Assistant to the City Manager (Exhibit A). BE IT FURTHER RESOLVED that this document shall become a part of the official Classifica- . tion Plan for the City of Dublin; and shall supersede any previous job description for the Assistant to the City Manager position. PASSED, APPROVED AND ADOPTED this 21st day of July, 1998. AYES: NOES: ABSENT: ABSTAIN: , " Mayor ATTEST: City Clerk H1cc-forms/reso.doc . " CITY OF DUBLIN ASSISTANT TO THE CITY MANAGER CANDIDATE QUALIFICATIONS . The following key elements describe the basic duties and responsibilities of the position, but are not all inclusive. , Key Elements 1. Plans and coordinates operations and activities of assigned program areas (Le., personnel, risk management, contract administration, Customer Service Program, disaster preparedness, waste management, Cable TV, public information and legislative analysis). May be assigned program areas of information systems and data processing. 2. Provides technical advice; conducts research and analysis and makes recommendations on a variety of issues, both independently and as assigned. 3. Develops, directs, and implements the goals, objectives, policies, procedures and work standards for assigned work unit. 4. Administers the City's various personnel programs and plans (Le., wage and salary, benefits and compensation, performance reviews, job classifications, Personnel System Rules) in an accurate and timely manner. 5. Administers the City's liability, disability, and worker compensation programs. . 6. Coordinates overall Customer Service Program. 7. Supervises professional and support staff. May also supervise temporary employees and/or contractors as assigned. 8. Selects, trains, and evaluates personnel; provides for staff training and development; responsible for the morale and productivity of the Division. 9. Negotiates and prepares required contracts; administers and evaluates contract services which may include: Cable television franchise, waste management franchise, crossing guards, animal control, and other services. 10. Prepares and presents clear and concise written and oral reports. 11. Prepares agenda items for City Council and other committees and commissions involving assigned activities. Makes presentations to the City Council as needed. 12. Serves as City Manager's liaison on specific projects, programs, or functional areas within the organization. May represent the City at meetings of other agencies and groups. 13. Attends and makes well-organized presentations to employees and the public at various meetings. Attends meetings and conferences which may be held off-site during the day and in the evening. . 14. Communicates effectively with internal and external customers. Provides assistance to employees and the public by telephone and in person. " 15. Demonstrates strong interpersonal skills. Exhibits a commitment to customer service and interactive team participation. .16. Prepares and administers the budget for assigned areas of responsibility. May be required to prepare Capital Improvement Program budgets for related activities. 17. Performs other related duties as assigned. Required 1. Bachelor's degree from an accredited college or university, majoring in Public or Business Administration or in a related field. 2. A minimum of four years of full-time professional experience in administrative staff work in a municipal government. (A Master's degree in Public or Business Administration or in a related field may be substituted for one year of the required experience.) 3. Knowledge of principles and practices of a municipal government including federal, state, and local laws pertaining to assigned areas of responsibility. 4. Ability to communicate effectively in writing and orally. 5. High degree of analytical ability. 6. High level of interpersonal skills to work effectively with internal and external customers. 7. Valid California Class C driver's license to be secured and maintained as a condition of continued employment. . Preferred 1. Master's degree in Public or Business Administration or in a related field. (A Master's degree in Public or Business Administration or related field may be substituted for one year of the required experience.) 2. Ability to use a personal computer and related applications (MS Word, Excel). General Purpose: The Assistant to the City Manager serves under general supervision, performing a wide variety of administrative and confidential assignments which contribute to effective City-wide management. The Assistant to the City Manager is the Division head of Central Services which includes personnel, information systems, public information, legislative analysis, and other special assignments. The position provides responsible professional, administrative and technical staff assistance to the City Manager and Assistant City Manager/Administrative Services Director. The Assistant to the City Manager is expected to exercise considerable judgment and initiative when required Supervision Received and Exercised: Receives direction from the City Manager and/or Assistant City Manager/Administrative Services Director. May exercise full supervision over assigned professional and support staff including a Computer Systems Specialist, a part-time Management Assistant, and a part-time Office Assistant II. May supervise temporary employees and/or contractors as assigned. Major Duties and Responsibilities: Duties may include but are not limited to the following: .1. Plans, directs, organizes, and reviews various projects and programs (Le., personnel, risk management, contract administration, Customer Service Program, disaster preparedness, waste management, Cable TV, public information including City newsletter, and legislative analysis). May be assigned program areas of information systems and data processing. .. 2. Provides technical advice; conducts research and analysis and makes recommendations on a variety of issues, both independently and as assigned. . 3. Develops, directs, and implements the goals, objectives, policies, procedures and work standards for assigned work unit. 4. Administers the City's various personnel programs and plans (Le., wage and salary, benefits and compensation, performance reviews, job classifications, Personnel System Rules) in an accurate and timely manner. The Assistant to the City Manager. a. Administers the City's recruitment and selection process to ensure successful hiring results. b. Conducts reference checks and employment verifications in a legal and responsible manner. c. Conducts timely orientations for new employees and exit interviews for terminating employees. d. Reviews employee payroll and benefit changes prior to implementation. e. Conducts accurate and timely classification studies as needed. f. Conducts accurate and timely salary and benefit compensation surveys as necessary. g. Plans and administers employee training programs to promote the professional development of City employees. h. Establishes and maintains legal and private personnel records. 5. Administers the City's liability, disability, and worker compensation programs. Processes associated claims in an accurate manner. 6. Coordinates overall Customer Service Program (Le., employee recognition, customer feedback cards, employee training and special events). 7. Supervises professional and support staff. contractors as assigned. May also supervise temporary employees and/or . 8. Selects, trains, and evaluates personnel; provides for staff training and development; responsible for the morale and productivity of the Division. 9. Negotiates and prepares required contracts; administers and evaluates contract services which may include: Cable television franchise, waste management franchise, crossing guards, animal control, and other services. 10. Prepares and presents clear and concise written and oral reports. 11. Prepares agenda items for City Council and other committees and commissions involving assigned activities. Makes presentations to the City Council as needed. 12. Serves as City Manager's liaison on specific projects, programs, or functional areas within the organization. May represent the City at meetings of other agencies and groups. 13. Attends and makes well-organized presentations to employees and the public at various meetings. Attends meetings and conferences which may be held off-site during the day and in the evening. 14. Communicates effectively with internal and external customers. Provides assistance to employees and the public by telephone and in person. . 15. Demonstrates strong interpersonal skills. Exhibits a commitment to customer service and interactive team participation. 16. . Prepares and administers the budget for assigned areas of responsibility. May be required to prepare Capital Improvement Program budgets for related activities. 17. Performs other related duties as assigned. Knowledge, Skills and Abilities: The position requires knowledge of the following: scope and function of municipal government; principles and practices associated with public administration including personnel, risk management, finance and budgeting, contract administration, Customer Service Program, disaster preparedness, waste management, public information and legislative analysis; research techniques, sources and availability of information, and methods of report preparation and presentation; principles of effective public relations and communications with internal and external customers; knowledge of local, state and federal laws, policies, regulations and resources associated with assigned program areas. This position requires the ability to: plan, organize, direct, review and evaluate varied administrative and confidential activities; select, train and motivate assigned staff and contract professionals; develop, implement and interpret policies, procedures, goals, objectives and work standards; analyze complex problems, evaluate alternatives and make creative recommendations; exercise sound, independent judgment within general policy guidelines; establish and maintain effective relationships with those contacted in the course of work; demonstrate strong interpersonal skills; represent the City effectively in meetings with others and act as the City Manager's liaison on specific projects, programs, or functional areas within the organization as directed; prepare clear and concise written reports, correspondence and related written materials. .Education and Training: A Bachelor's degree from an accredited college or university, majoring in Public or Business Administration or in a closely related field plus a minimum of four years of full-time professional experience in administrative staff work in a municipal government. A Master's degree in Public or Business Administration is preferred. (A Master's degree in Public or Business Administration or related field may be substituted for one year of the required experience.) Computer skills are also desirable. License and Certification: Possession of a valid California Class C driver's license to be secured and maintained as a condition of employment. g:\persnel\cityrecr~obspecs\asstcity .