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HomeMy WebLinkAboutReso 039-91 Classification Plan Amend RESOLUTION NO. 39-91 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE CLASSIFICATION PLAN WHEREAS, in accordance with the Personnel System Rules, the City Council adopted Resolution No. 30-84 and subsequent amendments which comprise the Classfication Plan; and WHEREAS, resulting from the completion of a clerical classification study, two additional job classfications are needed; and WHEREAS, algo~ resulting from the clerical classification changes to existing clerical position titles and job duties are needed; and WHEREAS, the adoption of a job classification is required for all authorized positions. NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent amendments shall be further amended to include new and revised job classifications for the following positions as set forth in Attachment A: Finance Technician I / II Administrative Aide Administrative Secretary Secretary Office Assistant I/II BE IT FURTHER RESOLVED that these documents shall become part of the official Classification Plan for the City of Dublin. PASSED, APPROVED and ADOPTED this 13th day of May, 1991. AYES: Councilmembers Burton, Howard, Jeffery, Moffatt and Mayor Snyder NOES: None AB SENT: None ABSTAIN: None CITY OF DUBLIN FINANCE TECHNICIAN I FINANCE TECHNICIAN II DEFINITION To perform a variety of responsible technical and clerical accounting duties in the preparation, maintenance and processing of accounting records and financial transactions. DISTINGUISHING CHARACTERISTICS Finance Technician I - This is the entry level class in the Finance Technician series. This class is distinguished from the Finance Technician II by the performance of the more routine tasks and duties assigned to positions within this series. Employees at this. level are not expected to perform with the same independence of direction and judgement on matters related to established procedures and guidelines as are positions allocated. to the II level. Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Employees work under immediate supervision while learning job tasks. Finance Technician II - This is the full journey level class within the Finance Technician series. This class is distinguished from the Finance Technician I by the assignment of the full range of duties assigned. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and they are fully aware of the operating procedures and policies within the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the I level. SUPERVISION RECEIVED AND EXERCISED Finance Technician I Receives immediate supervision from the Finance Director, and may receive technical and functional supervision from a Finance Technician II. Finance Technician II Receives general supervision from the Finance Director. May exercise technical and functional supervision over less experienced accounting clerical personnel. City of Dublin Finance Technician I Finance Technician II (Continued) EXAMPLES OF DUTIES - Duties may include, but are not limited to, the following: Perform a variety of technical and clerical accounting duties in the preparation, maintenance and processing of accounting records and financial transactions including accounts payable, accounts receivable, business license, purchasing and payroll functions. Maintain the necessary accounting records to support processed transactions related to area of assignment; prepare documentation of transactions; prepare and make bank deposits. Perform reconciliation of records of assigned function; verify accounting entries in order to determine the accuracy of each account or record. Process, code, enter and verify numerical or financial data related to area of assignment; distribute data to appropriate department upon completion of assigned process. Prepare technical reports and documentation related to area of assignment; compile and prepare reports based on state and federal requirements. Provide technical support to the Finance Director; research and compile technical information related to area of assignment. Respond to questions and concerns from operating departments regarding area of assignment; correct problems in documents as necessary; explain processes and systems to city employees and~ vendors. Compose routine correspondence related to area of assignment. May provide technical and functional supervision over assigned accounting clerical personnel. Perform related duties as assigned. City of Dublin Finance Technician I Finance Technician II (Continued) MINIMUM QUALIFICATIONS Finance Technician I Knowledge of: Modern office practices, methods, procedures and computer equipment. Ability to: Learn methods, practices and terminology used in accounting clerical work. Post and to make mathematical computations rapidly and accurately. Learn pertinent rules, laws and policy regarding accounting methods. Learn computer based accounting system. Type accurately at a speed necessary for successful job performance. Establish and maintain effective working relationships with those contacted in the course of work. Communicate clearly and concisely, both orally and in writing. Experience and Training Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: One year of responsible clerical or office experience. Training: Equivalent to the completion of the twelfth grade. City of Dublin Finance Technician I Finance Technician II (Continued) Finance Technician II In addition to the requirements for the Finance Technician I: Knowledge of: Pertinent rules, laws and policy regarding accounting methods. Ability to: Perform journey level accounting clerical work such as accounts payable, accounts receivable, business license, purchasing or payroll. Compose routine correspondence. Research and compile technical and financial information. Independently use a computer based accounting system. ExDerience and Traininq Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three years of experience performing duties similar to the Finance Technician I with the City of Dublin or two years as a Finance Technician I with the City of Dublin. Training: Equivalent to the completion of the twelfth grade supplemented by college level course work in business, accounting or a related field. CITY OF DUBLIN ADMINISTRATIVE AIDE DEFINITION To provide paraprofessional assistance in the analysis, implementation and monitoring of programs; and to provide highly responsible secretarial assistance to assigned management personnel. SUPERVISION RECEIVED AND EXERCISES Receives direction from management personnel; may receive technical and functional supervision from other administrative, professional or technical personnel. May exercise technical and functional supervision over assigned secretarial and clerical personnel. EXAMPLES OF DUTIES - Duties may include, but are not limited to, the following: Provide paraprofessional and technical assistance in the analysis, implementation, and monitoring of department programs. Assist in the development of new program elements and program modifications as necessary to meet stated goals and objectives. Monitor and coordinate the daily operation of assigned project or program area; perform administrative detail work and maintain appropriate records and statistics. Provide responsible administrative staff assistance including conducting analyses of department activities. Conduct surveys and perform routine research and statistical analyses as requested; prepare related reports. Compile materials and assist in the preparation of reports, manuals and publications. Direct basic office management functions which may technical and functional supervision of others. include Assist in the preparation of a budget; prepare budget recommendations relative to assigned areas of responsibility; research past expenditures and project next year increases. City of Dublin Administrative Aide (Continued) EXAMPLES OF DUTIES Perform highly responsible secretarial duties for assigned management personnel including maintaining calendars, responding to correspondence, typing reports and letters and answering phones. Respond to complaints and requests for information from the public and department staff. Perform related duties as assigned. MINIMUM QUALIFICATIONS Knowledge of: Principles and practices of business letter and basic report writing. Applicable federal, state and local laws regulations. Modern office procedures, practices and computer equipment. Word processing and spreadsheet software. Basic budgetary systems and procedures. Basic statistics and analytic techniques. Ability to: Learn the operation, policy and procedures of assigned department or office. Perform a wide variety of administrative duties on behalf of management personnel with little or minimal supervision. Analyze situations accurately and develop effective courses of action. Set up and format computer spreadsheets. Type accurately at a speed of 50 words per minute. Prepare clear and concise reports. Train and assign work to assigned personnel. City of Dublin Administrative Aide (Continued) Ability to: Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Experience and Training Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Five years of highly responsible secretarial and administrative experience, including two years experience providing support to management personnel. Training: Equivalent to the completion of the twelfth grade supplemented by coursework in business or a related field. CITY OF DUBLIN ADMINISTRATIVE SECRETARY DEFINITION To perform a variety of highly responsible and complex clerical, secretarial and routine administrative duties for a department; and to assign and review the work of assigned clerical personnel. SUPERVISION RECEIVED AND EXERCISED Receives direction from assigned management personnel. May exercise technical and functional supervision over assigned clerical personnel. EXAMPLES OF DUTIES - Duties may include, but are not limited to, the following: Perform a wide variety of complex, responsible, and confidential secretarial and routine administrative duties for management personnel. Perform routine administrative projects for management personnel; research and compile background data; maintain records and files regarding department administrative activities. Screen calls, visitors and mail; respond to moderately complex requests for information. Interpret and explain routine city and department policies, rules, and regulations in response to inquiries; refer inquiries as appropriate. Independently respond to letters and general correspondence not requiring the attention of management personnel. Coordinate and make travel arrangements; maintain appointment schedules and calendars; arrange meetings and conferences. Perform accounting functions equipment and services. related to .. ordering supplies, May maintain time card records; may maintain personnel files and records for management personnel. City of Dublin Administrative Secretary (Continued) EXAMPLES OF DUTIES Order and purchase supplies for the department. Perform clerical duties related to department activities such as typing reports and correspondence, filing documents, issuing permits and licenses, reviewing routine documents related to department functions, and tracking and monitoring specific project or programs. Research and compile data for special projects and various reports. Initiate and maintain a variety of files and records. Assist in the support of a board or commission including preparing the agenda, assembling background materials, attending meetings, and typing minutes of meetings as assigned. Plan, assign and review the work of assigned clerical personnel; may conduct performance evaluations on assigned clerical personnel. Recommend organization or procedural changes affecting clerical activities. Perform related duties as assigned. MINIMUM QUALIFICATIONS Knowledqe of: English usage, spelling, grammar, and punctuation. Modern office methods, procedures, and computer equipment. Word processing software. Business letter writing. Pertinent city government organization, functions, policies, rules and regulations. Principles and practices of assigning and reviewing the work of others. Shorthand and/or transcription may be required by the position. City of Dublin Administrative Secretary (Continued) Ability to: Understand the organization and operation of the city and of outside agencies as necessary to assume assigned responsibilities. Communicate clearly and concisely, both orally and in writing. Compose general correspondence and letters. Learn computer spreadsheet software. Interpret and apply administrative and departmental policies, laws, and rules. Operate and use modern office equipment including word processing equipment as assigned. Analyze situations carefully and adopt effective courses of action. Plan, organize and schedule priorities in the office. Compile and maintain complex and extensive records and prepare reports. Establish and maintain effective working relationships with those contacted in the course of work. Train and assign work to clerical personnel. Type accurately at a speed of 50 words per minute. Take shorthand at a speed necessary for successful job performance as required by the position. Experience and Traininq Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Five years of increasingly responsible secretarial and clerical experience involving frequent public contact or three years experience as a Secretary in the City of Dublin. City of Dublin Administrative Secretary (Continued) Training: Equivalent to the completion of the twelfth grade. CITY OF DUBLIN SECRETARY DEFINITION To perform a wide variety of responsible secretarial and clerical duties for an assigned program or division. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from management personnel, and may receive technical and functional supervision from a higher level secretarial position. EXAMPLES OF DUTIES - Duties may include, but are not limited to, the following: Respond to public inquiries, both on the telephone and in person, and refer to appropriate staff member for more specific information as appropriate; exhibit familiarity with functions of the city. Assist in preparing procedures, operating manuals, written material, agendas, budgets, forms, charts and/or other documents for internal or external distribution; copy and assemble documents for distribution. Act as information source to inquiries not requiring the supervisor's attention and otherwise assist in representing the city on the telephone and in person; explain routine department policies, procedures and rules. Type letters, reports, memoranda and other documents relating to the division or program which may include contracts, proposals, agendas, technical documents, statistical and/or special forms, budgets, and charts. Compose routine correspondence and memoranda; proofread accuracy, correct form, content and proper English usage. for Collect information from a variety of documents pertinent to .assigned division or program; compile data for reports. Maintain and monitor records and files; follow up on due dates; perform other monitoring functions to ensure timely completion of work. Perform clerical duties such as copying, distributing mail, and filing. City of Dublin Secretary (Continued) EXAMPLES OF DUTIES May take and prepare meeting minutes as necessary. Perform related duties as assigned. MINIMUM OUALIFICATIONS Knowledge of: English usage, spelling, grammar and punctuation. Modern office methods, practices, procedures and computer equipment. Business letter writing. Word processing software. Basic record keeping principles and procedures. Shorthand and/or transcription may be required by the position. Ability to: Perform assigned secretarial duties with speed and accuracy. Understand and explain division or program policies and procedures. Communicate clearly and concisely, both orally and in writing. Type accurately at a speed of 50 words per minute. Take shorthand at a speed necessary for successful job performance as required by the position. Compile information and maintain records. Establish and maintain effective working relationships with those contacted in the course of work. Experience and Training Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: City of Dublin Secretary (Continued) Experience: Three years of responsible clerical experience or two years experience as an Office Assistant II in the City of Dublin. Training: Equivalent to the completion of the twelfth grade. CITY OF DUBLIN OFFICE ASSISTANT I OFFICE ASSISTANT II DEFINITION To perform a wide variety of general clerical duties related to the function and department assigned. DISTINGUISHING CHARACTERISTICS Office Assistant I - This is the entry level class in the Office Assistant series. Positions in this class typically have little or no directly related work experience and work under immediate supervision while learning job tasks. The Office Assistant I class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned. Office Assistant II - This is the full journey level class in the Office Assistant series and is distinguished from the I level by the ability to perform the full range of duties assigned with only occasional instruction or assistance as unusual or unique situations arise. Positions in this class are flexiblystaffed and are normally filled by advancement from the I level. SUPERVISION RECEIVED AND EXERCISED Office Assistant I Receives immediate supervision from management or supervisory positions, and may receive functional and technical supervision from secretarial personnel. Office Assistant II Receives general supervision from management or supervisory positions, and may receive functional and technical supervision from secretarial personnel. City of Dublin Office Assistant I Office Assistant II (Continued) EXAMPLES OF DUTIES - Duties may include, but are not limited to, the following: Perform general clerical duties related to assigned functional area and department. Type, proofread and process a variety of documents including general correspondence, agendas, memos, and statistical charts from rough draft, dictaphone recordings or verbal instruction. Act as a receptionist; answer the telephone and wait on the general public, providing information on department and assigned program policies and procedures; refer inquiries as appropriate. Assist in the enrollment of participants in an assigned program; register participants in city sponsored programs. Issue, receive, type and process various applications, permits and other forms. Process bills for fees; record payments and send delinquent notices when necessary; balance cash register and prepare bank deposits. Process permits and licenses; collect and process fees and charges. Schedule inspections and appointments as assigned; dispatch maintenance staff as necessary. Perform a wide variety of routine clerical work including filing, tallying, checking and recording information on records. Sort and file documents and records, maintaining alphabetical, index, and cross-reference files. Maintain a variety of statistical records; check and tabulate statistical data; prepare routine statistical reports. Operate standard office equipment including word processing equipment. Receive, sort and distribute incoming and outgoing mail; send facsimile requests. Perform related duties as assigned. City of Dublin Office Assistant I Office Assistant II (Continued) MINIMUM OUALIFICATIONS Office Assistant I Knowledqe of: English usage, spelling, grammar, and punctuation. Office methods and equipment including filing systems. Ability to: Learn the organization, procedures and operating details of the city department to which assigned. Learn how to use word processing equipment. Perform routine clerical work including maintenance of appropriate records and preparation of general reports. Verify and check files and data. Understand and carry out both oral and written directions. Perform simple mathematical calculations. Establish and maintain effective working relationships with those contacted in the course of work. Operate a variety of office equipment such as a calculator and typewriter. Type accurately at a speed of 40 words per minute. Experience and Training Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Some clerical experience is desirable. Training: Equivalent tothe completion of the twelfth grade. City of Dublin Office Assistant I Office Assistant II (Continued) Office Assistant II In addition to the requirements for Office Assistant I: Knowledge of: Organization, procedures and operating details of the city department to which assigned. Word processing equipment and software. Ability to: Independently perform duties in areas of assignment. Type accurately at 'a speed of 45 words per minute. Use word processing equipment. Experience and Training Any combination of experience and training would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Two years of experience performing duties similar to an Office Assistant I for the City of Dublin. Training: Equivalent to the completion of the twelfth grade.