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HomeMy WebLinkAbout4.04 Classif & Salary PlanCITY CLERK FILE # 700-20 AGENDA STATEMENT CITY COUNCIL MEETING DATE: June 19, 2001 SUBJECT: Revisions to the Personnel System Report Prepared by: Julie Carter, Assistant to the City. Manager ATTACHMENTS: 1. Resolution Amending the Classification Plan 2. Resolution Amending the Salary Plan RECOMMENDATION: Cg4 FINANCIAL STATEMENT: Adopt Resolutions. Funding will be included in the Fiscal Year 2001-2002 budget to cover the costs associated with salary changeS. DESCRIPTION: The City's personnel system is governed by several documents. Each document addresses a specific set of issues. The Staff report identifies proposed changes to the City's current personnel system. As discussed below, these proposed adjustments are based on several factors, including a Classification Study conducted by an outside consultant, a comprehensive salary survey of other agencies and discussions with City employees. CLASSIFICATION PLAN AMENDMENT 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 job descriptions make up the City's Classification Plan. During Fiscal Year 1999-2000 the City Manager received several requests for reclassi~cation from several different City Departments. The majority of the requ. ests were for administrative support reclassifications. Given the recent growth of the City and the number of requests received, the City Manager requested that the Personnel Officer revise a 1990 Clerical ClaSsification Study conducted by Jean Sullivan of Shannon and Associates. Jean Sullivan. was hired to review seven City classifications with the following major objectives: 'To systematically describe in the classification plan the kinds of work currently performed by administrative support employees and the levels of responsibility and difficulty of that work To develop a classification structure that reflects the City's overall classification and compensation strategy and includes the clear definition of terms and the development of career ladders. COPIES TO: ITEM NO. · To draft new or revised class specifications, as necessary. · To allocate each position to the appropriate class based on the duties and responsibilities assigned at the time the position was studied. · To allow for a review process which permitted each employee to review the draft classification recommendations and to submit concerns directly to the .consultant. Ms. Sullivan began her process in mid-July 2000; the following tasks were completed at the close of the study on March 2001: · Completed distribution of Position Inventory Questionnaires (PIQ) regarding current duties of positions involved in study. · Completed preliminary analysis of the information obtained through the PIQ and the supervisor portion of the PIQ. · Completed field interviews with all employees involved in study, in addition to interviews with supervisory and management staff. Completed analysis of questionnaires and interviews and developed a conceptual classification plan that groups classifications into series and levels which are similar in the kind of work performed. The City Manager and management staff then reviewed these class concepts. Completed final draft of new or revised class specifications for each class recommended to be changed in the Classification Plan. City Staff then reviewed the drafts and the employees had an opportunity to review the class specifications for their recommended classification. Upon completion of the consultants review process, the City's Personnel Office met with each employee to discuss any issues that remained. There were no written appeals filed regarding the final recommendations for changes to the Classification Plan. The Personnel Office then took the classifications (revised and new) to market for salary comparison. The proposed changes are based on the need to update the adopted classification to reflect current duties, correct placement with the Classification Plan and physical standards pursuant to American with Disabilities Act (ADA). The revised job descriptions are attached to the resolution (Attachment 1) as Exhibits A through H. The effective date of the classification study is'July 1, 2001. Staff recommends that the City Council adopt the attached resolution amending the Classification Plan. SALARY PLAN AMENDMENT Included in the City's personnel system are resolutions that address salary ranges for part-time and full- time personnel. The attached Resolution is a proposed amendment to the City Salary Plan for full-time personnel (Attachment 2) and contains proposed salary ranges for full-time regular employees who were part of a recent classification study. The salary ranges provide a minimum and maximum salary to be paid for each position. The proposed salary ranges are based on market conditions determined by a Attachment 1 RESOLUTION NO. XX- 01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY 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, it is necessary to periodically add and/or modify job descriptions in the Classification Plan. WHEREAS, the City recently complete a comprehensive classification study which recommended new classifications and modifications to existing classifications. NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and Subsequent resolutions shall be further amended to include the following new and revised job descriptions: Administrative Aide Secretary to the City Manager/Deputy City Clerk Administrative Technician Secretary Senior Office Assistant Office Assistant I/II Senior Finance Technician Finance Technician I/II (Exhibits A through H). BE IT FURTHER RESOLVED that this document shall become a part of the official Classification Plan for the City of Dublin; and that the changes contained herein shall be effective July 1, 2001. PASSED, APPROVED AND ADOPTED this 19th day of June, 2001. AYES: NOES: ABSENT: ABSTAIN: ATTEST: City Clerk Mayor ATTACHMENT 1 EXHIBIT A Date Adopted: Date Revised: 5-13-1991 6-19-2001 Title: FLSA: Administrative Aide Non-Exempt General Purpose: 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 Exercised: Receives direction from management personnel. Exercises direct supervision over assigned secretarial and clerical personnel. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. 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 that includes direct supervision of others. EXHIBIT A Assist in the preparation of a budget; prepare budget recommendations relative to assigned areas of responsibility; research past expenditures and project next year increases. 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. Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service, Perform related duties as assigned. Minimum Qualifications: Knowledlle of: Basic statistics and analytic techniques. 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, Ability to: Learn the operation, policy and procedures of assigned department or office. Perform a wide variety of administrative duties on behalxr of management personnel with little or minimal supervision; Analyze situations accurately and develop effective courses of action. Set up and format computer spreadsheets. Type at a speed necessary for successful job performance. Prepare clear and concise reports. Train and assign work to assigned personnel. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. EXHIBIT A Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class° Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; remember personnel rules~ legal and code requirements; and explain and interpret codes, policies and procedures; interact with City management, other governmental officials,' contractors, vendors, employees and the public. Training and Experience: 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: Education: Experience: Equivalent to the completion of the twelt~h grade supplemented by coursework in business or a related field. Five years of highly responsible secretarial and administrative experience, including two years experience providing support to management personnel. Licenses; Certificates; Special Requirements: Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for Personal Liability, EXHIBIT Date Adopted: 3 -26-1984 Date Revised: 6-19-2001 Title: Secretary to the City Manager/Deputy City Clerk FLSA: Non-Exempt General Purpose: To serve as the City Manager's Secretary and Deputy City Clerk, to perform difficult and at times confidential secretarial duties for both the City Manager and the City Council. The work involves extensive public contact and relieving the City Manager of routine administrative details. Distinguishing Characteristics: This is a single position classification. It is distinguished from other administrative support classes in that the position provides highly sensitive support to the City Manager and City Clerk. Supervision Received and Exercised: Receives direction from the City Manager and/or City Clerk. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Perform a wide variety of executive secretarial and administrative duties as required by daily operations in the City Manager's office. Represent the City to the public, businesses, Council members and other agencies at the request of the City Manager. Coordinate office activities and schedules; develop and recommend office procedures and systems; ensure smooth office operations. Review and summarize miscellaneous reports and documents; prepare background documents as necessary. Research and analyze routine administrative projects for the City Manager and City Council; prepare first draft reports on routine administrative matters. Receive and distribute incoming mail; review and evaluate mail to identify those items requiring priority attention of the City Manager. Sz rd EXHIBIT Provide follow up to assignments given management staff by the City Manager; provide status reports to the City Manager. Receive telephone calls including complaints, and provide assistance to callers using judgment as to calls requiring priority attention. Independently respond to letters and general correspondence of a routine nature. Make travel arrangements for the City Manager and City Clerk; maintain appointment schedules and calendars; arrange meetings and conferences. Provide secretarial/clerical support for assigned task forces, commissions, and boards. Attend evening City Council meetings and takes minutes. Take and transcribes oral dictation or transcribes from dictating equipment, letters, speeches, agendas and reports relating to a wide variety of municipal matters. Maintains City records and files. Assist in conduct of municipal elections. Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service. Performs related work as requested. Minimum Qualifications: Knowledge of: Modern office practices, procedures and computer equipment and software. . Business English, punctuation, spelling and arithmetic. Abili~. to: Learn, understand and interpret rules, regulations, laws and ordinances affecting the operation of the City. Learn, understand and interpret the Brown Act and Public Records Act. 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. Type at least 60 words per minute. EXHIBIT B Training and Experience: 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: Education: Equivalent to the completion of the twelf~[q grade. Experience: Five years experience performing increasingly responsible secretarial work, preferably including experience in an executive or administrative office. Physical Standards: The physical s~andards described are representative of those that must be met by employees to successfully perform the essential functions of this class° Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms, Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; observe performance and evaluate staff; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; interact with City management, other governmental officials, contractors, vendors, employees and the public. Licenses; Certificates; Special Requirements: Possession of a valid California Class C driver's license and Certificate of Automobile insurance for Personal Liability° EXHIBIT C Date Adopted: Date Revised: 5-13-1991 6-19-2001 Title: Administrative Technician FLSA: Non-Exempt General Purpose: To provide responsible technical assistance by coordinating, monitoring and reporting on various departmental activities of a routine and recurring nature; to perform administrative and technical work of assigned program area; to perform a variety of highly responsible and complex clerical, and secretarial 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 direct supervision over assigned clerical personnel. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. 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. Develop, coordinate, and implement program activities of a technical area of assignment related to department activities; prepare technical documents related to program activities. Respond to requests for documentation related to assigned area of responsibility; explain and interpret assignment area policies and procedures to internal or external customers. Perform technical duties related to area of assignment including interpreting, analyzing, and determining compliance or acceptance of information and materials; prepare reports to document results of duties performed. Assist professional staff in performing and conducting studies, special projects, administrative and technical functions; perform data collection and analysis; prepare draft reports and technical documents. EXHIBIT C Establish and maintain systems related to assigned technical areas of responsibility; monitor area activities and report progress as required.. Review and verify documents related to department activities including budgets, grants, claims, public information, legislation, classification, recruitment and selection, employee benefits, personnel actions, and/or other related 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. 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; conduct performance evaluations on assigned clerical personnel: Recommend organization or procedural changes affecting clerical activities° Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service. Perform related duties as' assigned. Minimum Qualifications: Knowledl~e of: Research methods and techniques. Computer software, including word processing, database, spreadsheet and accounting applications. English usage, spelling, punctuation and grammar; and arithmetic, basic mathematical calculations and statistics and statistical methods. Modern office methods, procedures, and computer equipment.' Business letter writing. Pertinent City government organization, functions, policies, rules and regulations. EXHIBIT C Principles and practices of assigning and reviewing the work of others, Abili.ty to: Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities. Perform independent research in carrying out administrative and technical duties. Collect, compile, analyze and present a variety of data in a meaningful way. Communicate clearly and concisely, both orally and in writing. Compose routine reports, general correspondence and letters. Interpret and apply administrative and departmental policies, laws, and rules: Operate and use modem office equipment including computer sot~ware 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 at a speed necessary for successful job performance. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms° Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; interact with City management, other governmental officials, contractors, vendors, employees and the public. Training and Experience: 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: EXHIBIT C Education: Experience: Equivalent to the completion of the twelfth grade. Five years of increasingly responsible secretarial and/or clerical experience involving frequent public contact and data research and presentation. Licenses; Certificates; Special Requirements: Possession of a valid Califomia Class C driver's license and Certificate of Automobile Insurance for Personal Liability, EXHIBIT D Date Adopted: Date Revised: 5-13-1991 6-19-2001 Title: Secretary FLSA: Non-Exempt General Purpose: 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 or supervisory personnel. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. 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 related to areas of assignment; proofread for accuracy, correct form, content and proper English usage. Collect information from a variety of documents pertinent to assigned division or program; compile data for reports. EXHIBIT D Maintain and monitor records and files; 'follow up on due dates; perform other monitoring functions to ensure timely completion work. Make travel arraignments as requested. Take and prepare meeting minutes as necessary. Perform clerical duties such as copying, document imaging, distributing mail, and filing. Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service. Perform related duties as assigned. Minimum Qualifications: 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, Transcription may be required by the position. Abili~. 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. Compile information and maintain records. Establish and maintain effective working relationships with those contacted in the course of work. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EXHIBIT D An employee is regularly required to: sit at a desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; .and interact with City management, other governmental officials, contractors, vendors, employees and the public. ,Training and Experience: 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: Education: Equivalent to the completion of the twelfth grade. Exi~erience: Three years of responsible clerical experience or two years experience as an Office Assistant II in the City of Dublin. Licenses; Certificates; Special Requirements: Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for Personal Liability° EXHIBIT E Date Adopted: 6-19-2001 Title: Senior Office Assistant FLSA: Non-Exempt General Purpose: To perform a wide variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department. Distinguishing Characteristics: This class is the advanced journey level class of the Office Assistant series and is distinguished from the II level by the degree of independence and specialized knowledge exercised in the performance of job duties. Incumbents at this level may assume overall clerical responsibility for an assigned program area involving maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program, or they may be involved in providing lead support to positions within the Office Assistant I/II class. Supervision Received and Exercised: Receives general supervision from management or supervisory personnel. May exercise technical and functional supervision over assigned clerical positions. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Perform a x)ariety of complex, specialized and responsible clerical duties in support of important functions or programs within a department. Assume overall clerical responsibility for an assigned program area that involve maintaining appropriate records, preparing necessary reports, and serving as an overall information source for the program as assigned. Provide lead support, as assigned, to positions within the Office Assistant series including assigning and reviewing work, and responding to questions and situations about which less experienced staff have not been exposed. Provide office management support to an independent office, as assigned, involving the performance of a broad range of administrative tasks including ensuring that work ishandled on a EXHIBIT E priority basis and completed in a timely manner, and handling routine purchasing and budget duties. Respond to complaints and requests for information on regulations, procedures and policies relating to responsibilities assigned. Type a variety of written material from rough draft, dictaphone or verbal instructions using word · processing equipment as assigned. Act as a receptionist; screen calls and visitors, and refer inquiries as appropriate; respond to complaints and requests for information based upon departmental policies and procedures. Compile information from a variety of sources as requested. Maintain financial, statistical and/or operational reports and records as applicable° Compose routine correspondence independently. Perform general clerical duties including filing, document imaging, checking and recording information on records, and processing routine requests for information~ Participate in the preparation of assigned budget. Build and maintain positive working relationships with co-workers, other city employees and the public using principles of good customer service. Performed related duties as assigned° Minimum Qualifications: Knowledge of: Filing and record keeping systems. English usage, spelling, grammar~ and punctuation. Modern office procedures, methods and computer equipment. Ability to: Perform a variety of complex, specialized and responsible clerical duties in support of specific functions or programs within a department. Understand the organization and operations of the city and of outside agencies as necessary to assume assigned responsibilities. Work independently with limited supervision and exercise initiative and sound judgment. Apply operating rules and procedures of assigned department. EXHIBIT E Work cooperatively with other departments; outside agencies, and the public. Interpret and apply departmental policies, procedures, and rules. Establish and maintain financial records; perform mathematical computations. Operate a variety of off~ce equipment such as a calculator, computer and keyboard. Type at a speed necessary for successful job performance. Compile and maintain complex and extensive records and files. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Training and Experience: 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: Education: Equivalent to the completion of the twelfth grade. Experience: Three years of increasingly responsible clerical experience Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person~ in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; Operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; observe performance and evaluate staff; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; interact with City management, other governmental officials, contractors, vendors, employees and the public. Licenses; Certificates; Special Requirements: Possession of a valid California Class C driver's license and Certificate of Automobile Insurance for Personal Liability. EXHIBIT F Date Adopted: Date Revised: 5-13-1991 6-19-2001 Title: Office Assistant I Office Assistant II FLSA: Non-Exempt General Purpose: 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 H - 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 flexibly staffed and are normally filled by advancement from the I level. This class is distinguished from the' Senior Office Assistant in that the latter performs advanced joumey level work requiring a higher level of independence and specialized knowledge. Supervision Received and Exercised: Office Assistant I Receives immediate supervision from management or supervisory positions, and may receive functional and technical from higher-level clerical, secretarial or technical personnel. Office Assistant H Receives general supervision from management or supervisory positions, and may receive functional and technical supervision from higher-level clerical, secretarial or technical personnel. EXHIBIT F Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. 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 dam; prepare routine statistical reports. Operate standard office equipment including word processing. Receive, sort and distribute incoming and outgoing mail; send facsimile requests. Build and maintain positive working relationships with co~workers, other City employees, and the public using principles of good customer service. Perform related duties as assigned. Minimum Qualifications: Office Assistant I Knowledge of: English usage, spelling, grammar, and punctuation, EXHIBIT F 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 related to area of assignment or department operations. 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: Education: Equivalent to the completion of the twelfth grade. Exl~erience: Some clerical experience is desirable, 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 and document imaging equipment and software. Laws, rules and regulations related to area of assignment, Abili.ty to: Independently perform duties in areas of assignment. Type accurately at a speed of 45 words per minute. Use word processing and spreadsheet software. EXHIBIT F Training and Experience:. 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: Education: Experience: Equivalent to the completion of the twelfth grade. Two years of experience performing duties similar to an Office Assistant I for the City of Dublin. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; know laws, regulations and codes; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; and interact with City management, other governmental officials, contractors, vendors, employees and the public. Licenses; Certificates; Special Requirements: Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for Personal Liability, EXHIBIT G Date Adopted: 6-19-2001 Title: Senior Finance Technician FLSA: Non-Exempt General Purpose: To perform a variety of responsible technical and specialized accounting duties in the preparation, maintenance and processing of accounting records and financial transactions° Distinguishing Characteristics: This is the advanced joumey level class in the Finance Technician series. Positions at this level are distinguished from other classes within the series by the level of responsibility assumed, complexity of duties assigned, independence of action taken, by the amount of time spent performing the duties, and by the nature of the public contact made. Employees perform the most difficult and responsible types of duties assigned to classes within this series including payroll, and project accounting. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility° Supervision Received and Exercised: Receives direction from the Finance Manager. Exercise technical and functional supervision over less experienced accounting clerical personnel. Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class. Prepare and maintain the payroll function; maintain records for employee deductions and prepare deductions; prepare reports and payments to various taxing and financial organizations; interpret and implement guidelines provided by other agencies related to payroll and deductions. Prepare and maintain statements for private development accounts; review, audit, and verify allocated staff time; process refund claims; ensure fees and charges are complete prior to final inspection. Assist in the preparation of the budget; prepare background data of past expenditures and compile data for projecting estimates; assist in the preparation of the Comprehensive Annual Financial Report. EXHIBIT G Prepare and reconcile daily cash balances; maintain daily cash flow record. 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, and purchasing 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. Analyze and reconcile a variety of journals, accounts, reports and records; prepare journal entries and general ledger reconciliation; perform month end and year-end closing of accounting records. 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. Prepare and maintain computerized financial spreadsheets on a personal computer for ledgers, trusts and statistical records; prepare reports from spreadsheets summarizing information and financial records. Classify receipts and expenditures and record them to the appropriate accounts, funds, trusts, etc.; reconcile ledgers and accounts. Balance financial information system controls; balance and post cash receipts, payments and registers; and balance various other statistical and financial transactions with source documents . and controls. Provide technical support to the Finance Manager; 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 correspondence related to area of assignment. Provide technical and functional supervision over assigned accounting clerical personnel. Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service. Perform related duties as assigned. Minimum Qualifications: Knowledlle of.' EXHIBIT G Principles and procedures of accounting and finance, and their application to governmental financial transactions. Principles and practices of payroll. Principles and practices of project accounting. Pertinent rules, laws and policy regarding accounting methods. Modern office practices, methods, procedures and computer equipment. Abili~. to: Perform advanced journey level accounting clerical work related to payroll and project accounting. Compose routine correspondence. Research and compile technical and financial information. Independently use a 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. Training and Experience 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: Education: Equivalent to the completion of the twelfth grade supplemented by college level course work in business, accounting or a related field. Experience: Four years of accounting clerical experience including payroll support similar to the Finance Technician II with the City of Dublin. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various EXHIBIT G meetings and workshops, While performing duties, the employee is regularly required to use written and oral communication skills; analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; and interact with City management, other governmental officials, contractors, vendors, employees and the public, Licenses; Certificates; Special Requirements: Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for Personal Liability. c7~ t~~D EXHIBIT H Date Adopted: Date Revised: 5-13-1991 6-19-2001 Title: Finance Technician I Finance Technician II FLSA: Non-Exempt General Purpose: 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 perfonnance 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 judgment on matters related to established procedures and guidelines as are positions allocated to the 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. This class is distinguished from the Senior Finance Technician in that the latter is responsible for more complex and specialized finance functions such as payroll and project accounting. Supervision Received and Exercised: Finance Technician I Receives immediate supervision from the Finance Manager, and may receive technical and functional supervision from a higher level Finance Technician position. Finance Technician H Receives general supervision from the Finance Manager. t~~ ~rff JD EXHIBIT H May exercise technical and functional personnel. supervision over Jess experienced accounting clerical Essential Duties and Responsibilities: The following duties are normal for this classification. The omission of specific statements of duties does not exclude them from the position if the work is similar, 'related or a logical assignment to this class. 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, fixed assets, and purchasing 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. Analyze and reconcile a variety of journals, accounts, reports and records; prepare joumal entries and general ledger reconciliation. 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. Prepare and maintain computerized financial .spreadsheets on a personal computer for ledgers, trusts and statistical records; prepare reports from spreadsheets summarizing information and financial records. Classify receipts and expenditures and record them to the appropriate accounts, funds, trusts, etc.; reconcile ledgers and accounts. Balance financial information system controls; balance and post cash receipts, payments and registers; and balance various other statistical and financial transactions with source documents and controls. Provide technical support to the Finance Manager; 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; may perform back up to the payroll function as needed. EXHIBIT H Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service. Perform related duties as assigned. 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. Trainin~ and Experience 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: Education: Equivalent to the completion of the twelfth grad Experience: One year of responsible clerical or office experience. Finance Technician II In addition to the requirements for the Finance Technician I: Knowledlle of: Periinent rules, laws and policy regarding accounting methods. Ability to: Perform journey level accounting clerical work such as accounts payable, accounts receivable, business license, or purchasing. Compose routine correspondence. EXHIBIT H Research and compile technical and financial information. Independently use a computer based accounting system. Training and Experience 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: Education: Equivalent to the completion of the twelfth grade supplemented by college level course work in business, accounting or a related field. 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. Physical Standards: The physical standards described are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate standard office equipment; and reach with hands and arms. Intermittently, twist to reach equipment surrounding desk; walk to observe department activities; bend and squat to perform file searches; perform simple grasping and fine manipulation; use telephone and write or use a keyboard to communicate through written means; operate an automobile to attend various meetings and workshops. While performing duties, the employee is regularly required to use written and oral communication skills; analyze budget and technical reports; interpret and evaluate staff reports; know laws, regulations and codes; remember personnel rules, legal and code requirements; explain and interpret codes, policies and procedures; and interact with City management, other governmental officials, contractors, vendors, employees and the public. Licenses; Certificates; Special Requirements.* Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for Personal Liability° Attachment 2 RESOLUTION NO. XX- 01 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN AMENDING THE SALARY PLAN WHEREAS, in accordance with the City' s Personnel System Rules, the City Council adopted Resolution No. 64-97 and subsequent resolutions which comprise the Salary Plan. NOW, THEREFORE, BE IT RESOLVED that the following positions shall be covered under Article I, Section B of the Salary Plan: ; and Administrative Aide Secretary to the City Manager/Deputy City Clerk Administrative Technician Secretary Senior Office Assistant Office Assistant I/II Senior Finance Technician Finance Technician I/II BE IT FURTHER RESOLVED that said positions shall be paid an hourly rate within the following monthly salary range with the exclusion of any Performance Pay Adjustment granted in accordance with the adopted Personnel Rules: ; and for the Administrative Aide: Secretary to the City Manager/Deputy City Clerk: Administrative Technician: Secretary: Senior 'Office Assistant: Office Assistant I/II: Senior Finance Technician: Finance Technician I/II: $3,674 $3,674 $3,341 $2,905 $2,905 $2,377 $2,641 $3,5O5 $2,839 $3,154 -$4,593 -$4,593 -$4,176 -$3,631 -$3,631 -$2,971 -$3,301 -$4,381 -$3,549 -$3,943 BE IT FURTHER RESOLVED that this document shall become a part of the official Salary Plan City of Dublin; and that the changes contained herein shall be effective July 1,2001. PASSED, APPROVED AND ADOPTED this 19th day of June, 2001. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: city Clerk ATTACHMENT 2