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HomeMy WebLinkAboutItem 4.06 Amendments to Personnel System (2) CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: May 13, 1991 SUBJECT: Proposed Amendments to Personnel System Resulting From the Clerical Classification Study (Report Prepared by: Lou Ann Riera-Texeira, Assistant to the City Manager) EXHIBITS: 1. Clerical Classification Study 2 . Resolution Amending Classification Plan 3 . Resolution Amending Salary Plan for Full-Time Employees 4 . Revised 1990-91 Position Allocation Plan RECOMMENDATION: -Accept clerical classification study Adopt Resolutions and Revised Position Allocation Plan FINANCIAL Sufficient funds have been included in the FY 1990-91 IMPACT: budget to cover costs associated with the clerical classification study ($2,700 ) and personnel costs ( $730) . DESCRIPTION: Clerical Classification Study Each year as part of the budget process the City Manager reviews personnel requests submitted by the operating departments. Over the past several years a number of requests regarding reclassification of various clerical positions have been submitted. The City' s Personnel Rules indicate that when the assigned duties of a position have been materially changed by the City so as to necessitate reclassification, that the position be reallocated to a new class (new or already existing) . In order to gauge whether any of the City' s clerical classifications have been materially changed, and if so, to what extent, the City contracted with Shannon Associates to conduct a classification study of the City' s various clerical positions. Shannon Associates is a consulting firm specializing in personnel studies. The study encompasses three classifications (Clerk-Typist/Receptionist, Secretary and Finance Technician) and 13 positions. Briefly, the study, which began in late September of 1990, involves the following tasks: 1. Project Initiation - review of study objectives, process and schedule with management and study participants. ------------------------------------ COPIES TO: �Q ITEM NO. _ + 6 2 . Position Inventory Questionnaires - study participants and management completed a detailed position inventory survey designed to clearly document the assigned duties, responsibilities and qualification standards. Completed questionnaires were reviewed by all participants and analyzed by the consultant. 3 . Preliminary Job Analysis - study participants participated in a detailed analysis of the position inventory questionnaire. 4 : Interviews - consultant conducted one-on-one interviews with management and study participants to clarify and supplement questionnaire data, resolve differences in perceptions concerning the role and responsibility of each position, and to provide an opportunity for employees to participate in the study process. 5 . Develop Classification Plan Structure - based on the results of the previous tasks, the consultant developed the basic framework for the classification plan. The plan includes definition of terms, development of career ladders, and initial allocation of positions to classes. 6. Review Classification Plan Structure - following completion of the above task, the consultant met with management to review the proposed structure for the classification plan. 7 . Prepare Preliminary Draft of Classification Plan - based on the results of the above review process, the consultant finalized the basic classification structure and prepared draft job descriptions. 8 . Review and Revise Preliminary Draft of the Classification Plan with The City - management and study participants participated in a thorough technical review of the Plan. Consultants incorporated comments into Plan. 9. Conduct Employee Review Process - consultant conducted follow-up interviews with study participants to clarify elements of draft Plan and to address employee concerns. 10. Finalize Classification Plan - consultant has prepared a Final Classification Plan (Exhibit 1) which includes recommended classification plan structure, career ladders, allocation of positions and job descriptions. Upon City Council approval, these recommendations will be incorporated into the City' s Personnel System. Revisions to Personnel System As a result of the clerical classification study, the following proposed changes to the City' s Personnel System are being recommended: 1 . New Job Titles - the consultant is proposing changes to the following job titles: a. Current Clerk-Typist/Receptionist be changed to Office Assistant I/II b. Current Finance Technician be changed to Finance Technician I/II C. Current Secretary be changed to Administrative Secretary 2. Addition of two new job classifications - the consultant is proposing the addition of the following two new job classifications: a. Secretary - journey level secretarial position placed between Office Assistant II and Administrative Secretary on the career ladder b. Administrative Aide - a paraprofessional classification 3 . Flexible Staffing - the consultant is" proposing to flexibly staff the positions of Office Assistant and Finance Technician. This will allow more flexibility in hiring at either the entry or journey level. Flexible staffing does not preclude the City from permanently assigning certain positions in the class from either entry or journey level. 4 . Job Description (Class Specification Format) - the consultant is proposing two minor modifications in the job description format: a. Addition of a section entitled "Supervision Received and Exercised" b. Renaming of the "Knowledge and Abilities" section to "Distinguishing Characteristics" 5 . Allocation of Positions - the consultant is recommending the reclassification of the following two positions: a. One of the Clerk-Typists in the City Manager' s Office be allocated to the new position of Secretary b. The Secretary in the Public Works Department be allocated to the new position of Administrative Aide 6 . Internal Salary Alignments - lastly, based upon the consultant' s analysis, the following internal salary alignments are recommended: a. loo salary differential between entry and journey level classes b. loo salary differential between journey and advanced journey level classes C. loo differential between secretarial and paraprofessional classes Staff has reviewed the clerical study and concurs with the consultant' s recommendations. In order to implement these recommendations, the following revisions to the City' s Personnel System must be made: 1. Amend the Classification Plan to include new job descriptions for Secretary and Administrative Aide and revised job titles and descriptions for the existing Clerk-Typist/Receptionist, Secretary and Finance Technician positions 2 . Amend the Salary Plan for Full-Time Employees to include salary ranges for the positions of Finance Technician I , Office Assistant I, Secretary and Administrative Aide positions 3 . Revise the 1990-91 Position Allocation Plan to include new positions and title changes It is recommended that the City Council accept the Clerical Classification study; adopt the attached Resolutions amending the City' s Classification and Salary Plans; and approve the revisions to the 1990-91 Position Allocation Plan. CLERICAL CLASSIFICATION STUDY CITY OF DUBLIN FINAL Prepared by: Shannon Associates, Inc. 1400 K Street, Suite 311 Sacramento, CA 95814 April 1991 kxh � �` / DATE: April 3, 1991 TO: Rich Ambrose, City Manager Lou Ann Riera-Texeira, Assistant to the City Manager City of Dublin FROM: Jean Sullivan Shannon Associates SUBJECT: Findings and Recommendations Relative to the Classifications of 12 Positions This memo contains our findings and recommendations relative to a classification study of 12 clerical positions. For your review, our findings and recommendations are presented in four sections: Classification Study Overview Classification Conceptual Framework Clerical Classification Plan Classification Specifications CLASSIFICATION STUDY OVERVIEW Recently the city of Dublin retained Shannon Associates to conduct a classification study of 12 positions currently allocated to three clerical classes. These positions are located within the following six departments: City Manager's Office Building Finance Planning Public Works Recreation In conducting this classification study, Shannon Associates, has the following major objectives: To systematically describe in the classification plan, the kinds of work currently performed by clerical employees and the levels of responsibility and difficulty of that work. To revise existing class specifications or draft new class specifications as appropriate. To allocate each position to the appropriate class based on the duties and responsibilities assigned at the time the position was studied. To recommend an internal salary relationship for any newly created classes as a result of the recommended classification plan. To achieve the above objectives, the following tasks have occurred: The project consultant met with all employees included within the scope of the study to discuss the study objectives and procedures. At that time, Position Inventory Questionnaires were distributed to employees-to complete regarding their current position. Upon independent completion of the questionnaire by the employees, supervisory personnel reviewed the questionnaire for accuracy and provided additional comments. The consultant then conducted a preliminary analysis of the information provided by the employee and management. The project consultant then conducted interviews with all positions within the scope of the study and department heads to gain clarification and additional information regarding each position. Based on the information obtained through the questionnaires and interviews,the consultant analyzed and developed a classification strategy that group classes into series and levels within series which were similar in kind and level. The classification strategy was reviewed by executive staff and revisions were made as appropriate. Class specifications were then drafted for each class recommended in the classification plan. At that point, management staff reviewed the classification plan and the class specifications and we then revised the plan as appropriate. Following the management review, the employees were provided with a copy of the class specification for their recommended class for review and comment. The consultant then conducted follow-up interviews where necessary and incorporated employee comments into the classification plan. CONCEPTUAL FRAMEWORK This section of the memo presents a final conceptual framework for the classification plan. The classification analysis as applied to clerical positions within the city of Dublin used sound principles of job evaluation and job analyses. The approach utilized classes that reflect distinct differences in levels and types of work as determined through the use of established allocation factors and class concepts. The classifications emerging from the analysis represent a carefully designed classification structure tailored to the particular needs of the city of Dublin. The city of Dublin is a small but changing organization that needs classes that provide flexibility. Within these job classes are positions that require a full range of knowledge, skills, and abilities to successfully accomplish a wide array of administrative, secretarial and clerical assignments. The class concepts as outlined in the following pages accommodate 2 these diverse needs and requirements in a manner that encourages the highest degree of management flexibility possible. At the same time, these class concepts reflect organizational consistency within job series. Finally, the proposed classifications emphasize the duties performed and responsibility exercised as documented through the job analysis process. This section elaborates upon these and other classification concepts used to build the proposed classification plan. The concepts addressed include the following: Class Series Flexible Staffing Class Specification Format Definitions of Levels of Supervision Allocation Factors CLASS SERIES A class series is a set of two or more classes that are similar with respect to the duties performed but different in terms of the nature and level of responsibilities assumed. Within a class series it is possible to distinguish general categories or levels based upon factors such as the scope of responsibility assumed, the training and experience required to perform assigned duties, and the nature of supervision received and exercised. Also, common titling designations are generally used to clearly define the applicable class level. The following subsections indicate for each of the defined class levels in the clerical, secretarial, and technical class series the titling distinctions, scope of duties assumed, the general experience and training required and the nature of supervision received and exercised which typically reflect each level. ENTRY LEVEL—'I'CLASSES--Entry level or trainee classes provide on-the-job training to employees with limited related work experience. Assignments are generally limited in scope and are performed within a procedural framework established by higher level employees. As experience is acquired, the employee performs with less immediate supervision. JOURNEY LEVEL—"I[ OR NO DESIGNATION' CLASSES--Journey level classes recognize positions that require the incumbent to work under general supervision and within a framework of established procedures. Incumbents are expected to perform the full range of duties with only occasional instruction or assistance. Positions at this level frequently work outside the immediate proximity of a supervisor. A journey level position is fully trained in the scope of duties associated with this level and work is normally reviewed only on completion and for overall results. ADVANCED JOURNEY LEVEL—'ADMINISTRATIVE'CLASSES--Advanced journey level classes recognize positions that perform a full range of duties, possess technical or functional expertise, and are assigned specialized duties. They typically are assigned significant responsibilities above the journey level which requires specialized knowledge, abilities, skills, and experience, and often exercise independent judgement in the performance of their duties. Advanced journey positions may exercise technical or functional supervision over lower level positions. Within each class series or job family, there may exist a classification at every level or only at selected levels. The levels within a class series reflect the organization and should be tailored to that organization's needs and priorities. For instance, there are areas where it is to the city's advantage to fill positions at a full journey level. There is no need for functions to be performed at the entry level. Therefore, there would be no entry 3 level classification in that particular class series. Furthermore it is important to note that while two given class series may both contain, for example, a journey level classification, the two journey level classes will likely be treated differently for compensation purposes. FLEXIBLE STAFFING Associated with the above described class series is the practice of flexible staffing. The city may choose to flexibly staff positions within a class series containing an entry and a journey level position. Flexible staffing gives the city the flexibility to hire employees at the entry level or the journey level depending upon applicant qualifications and staffing needs. Positions budgeted at the journey level and encompassing full journey level work would normally be filled at the entry level when they become vacant, unless the needs of the city require that the position be filled at the journey level. The distinction between the entry level and the journey level is based upon the degree of responsibility to which an incumbent is expected to perform rather than on the types of duties assigned. After gaining the experience and knowledge to perform the full range or journey level tasks and fulfilling any special requirements for the journey level,the employee could reasonably expect to progress to the journey level based upon the judgment of management. It is emphasized that flexible staffing does not preclude the city from identifying certain positions in the class that contain primarily routine and repetitive tasks and assigning those positions to the entry level permanently. In these cases, the employee at the entry level could not reasonably expect to advance to the journey level while in the assigned position. Advancement to the advanced journey level would be achieved through competitive selection rather than the more routine promotion from the entry to the journey level under the flexible staffing concept. However, should the city choose not to flexibly staff a given class series, appointment to the journey level would also be done through the traditional competitive selection method. The following classes are recommended for flexible staffing: Finance Technician 1/11 Office Assistant 1/II CLASS SPECIFICATIONS FORMAT The class specifications for the proposed job classes as outlined in this report are descriptive and explanatory in defining classes. Each class specification may contain all or part of the following information: Class Title - The class title is a brief and descriptive designation of the type of work performed. The class title on payrolls, budgets, personnel reports and other official forms and reports dealing with positions or personnel will provide a common reference to the position. It should be understood that the class title is selected to serve this purpose and is not to be construed as limiting the use of working titles. Definition-This section is a general description of the work and includes a brief, concise definition of the primary responsibilities assigned to positions in the class. Distinguishing Characteristics - This section, when used, describes the level of work in relation to higher or lower classes in the same series. 4 Supervision Received and Exercised-This section describes the level of supervision received and exercised by positions in the class. For a definition of the terms used to denote levels of supervision, see the next part of this section. Examples of Duties - This section is intended to enable the reader to obtain a more complete concept of the actual work performed in positions allocated to this class. It lists typical tasks which are common to positions of the class. These examples show, further, the range of duties performed by employees in the class. The list is descriptive, but not limiting. It is not intended to describe all the work performed in all positions allocated to the class. This section merely serves to illustrate the more typical portions of the work. The statement "Performs related duties as required"is included in all class specifications to provide flexibility to management in assigning duties. Minimum Qualifications - This section lists those knowledge and abilities that the duties of the class require and that applicants for positions in the class at a minimum must possess to be qualified. Also included are the desirable levels of experience and education and/or training most likely to produce the desired knowledge and abilities. It should be stressed that this section does not in any way refer to the qualifications of present employees. The experience and education standards may be useful in the development of recruitment and selection approaches, but are intended as guidelines only, and should not be construed as minimum requirements. The provided experience and education statements are written as a middle ground to evaluate candidate qualification. Therefore, the statement above the experience and education guidelines reads "Any combination of experience and education or training", rather than an absolute requirement. License or Certificates - In certain classifications, legal or special provisions require possession of a specific license or certification issued by a Board of Licensure as a condition of employment or continued employment. These requirements will appear on the class specification under the section entitled License or Certificate. 5 CLASSIFICATION SPECIFICATION FORMAT CITY OF DUBLIN CLASS TITLE DEFINITION DISTINGUISHING CHARACTERISTICS (for class series) SUPERVISION RECEIVED AND EXERCISED EXAMPLES OF DUTIES - Duties may include, but are not limited to, the following: MINIMUM QUALIFICATIONS Knowledge of: Ability to: 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 required knowledge and abilities would be: Experience: Training: License or Certificate 6 The following terms will be used to denote the levels of supervision received and exercised by positions in the various classes of work: DIRECT SUPERVISION--The basic characteristics of direct supervision are the assignment of tasks; the observance, review, and evaluation of performance; the administration of line personnel functions (e.g., selection, discipline, grievances, privileges); and responsibility for the worker, as well as the work. The gradations of direct supervision are described below in terms of supervision received by employees. IMMEDIATE SUPERVISION--The employee works in the presence of his/her supervisor or in a situation....of close control and easy reference. Work assignments are given with explicit instructions or are so routinized that few, if any, deviations from established practice are made without checking with the supervisor. This type of supervision generally is exercised over the entry level in a series. GENERAL SUPERVISION--Assigned duties require the exercise of judgment or choice among possible actions, sometimes without clear precedents and with concern for the consequences of the action. The employee may or may not work in proximity to his/her supervisor. This type of supervision typically pertains to the journey levels in a series. DIRECTION--The employee receives general instructions regarding the scope of and approach to projects or assignments, but procedures and techniques are left to the discretion of the employee. This category is usually applied to advanced journey level positions in which employees are expected to operate with a reasonable degree of independence. INDIRECT SUPERVISION--Indirect supervision is characterized by some form of authority over the work of employees not under direct supervision. In other words, the "Supervisor" is responsible for the work but not for the worker. The descriptions above were written in relation to the employee under direct supervision; the following describes persons with responsibility for exercising indirect supervision: TECHNICAL SUPERVISION--The"Supervisor"is responsible for prescribing procedures, methods, materials, and formats as a technical expert in a specialty. He/she may produce or approve specifications, guides, lists, or directions. He/she may give direction to employees, but usually on "how" and "why", and does not assign tasks or observe and evaluate performance. "Technical supervision" is related to an occupational specialty or function--not to specified employees. FUNCTIONAL SUPERVISION--The "Supervisor" is responsible for a project or recurrent activities which involve tasks performed by persons over whom he/she has authority to give direction in regard to that project, even though they are under the direct supervision of someone else. "Functional supervision" may include "technical supervision", but goes beyond it in that the supervisor schedules and assigns tasks, monitors progress, reviews results, evaluates the employee regarding area of assignment, and is the person responsible for the completed work product. 7 ALLOCATION FACTORS Allocation factors are job requirements which can be compared in order to measure the similarities and differences among positions. The most important of these factors are: Scope and complexity Responsibility for decisions Supervision exercised and received Contacts required by the job Knowledge and skills required These allocation factors are carefully and consistently applied during the analysis of each position included in the scope of the study. They are then compared with the same elements in positions which involve similar kinds of work. Not all factors will be pertinent to all positions and each factor is analyzed in accordance with the importance of that particular factor to the kind of job under study. Consideration of these allocation factors leads to the identification of various classes. More specifically, positions are typically divided first into groups which involve the same kind of work and then subdivided into classes based on levels of responsibility within each group. Positions are classified according to the nature and kind of duties assigned to the position. The addition of more duties of the same kind to a position does riot justify a higher classification. Problems of excessive workload are properly solved by redistributing work or adding employees, not by reclassifying existing positions. 8 CLASSIFICATION PLAN This section presents the preliminary classification plan for your review. It includes recommended changes to current classes, possible career ladders and the allocation of positions to recommended classes. CLASSIFICATION RECOMMENDATIONS Below is a summary of the recommended changes to the classification plan. The following provides the current class title, the recommended class title and the type of change we are recommending. CURRENT CLASS RECOMMENDED CLASS TYPE ACCOUNTING SUPPORT Finance Technician Finance Technician 1/11 Flex Staff OFFICE SUPPORT --- Administrative Aide New Class Secretary Administrative Secretary Title Change --- Secretary New Class Clerk Typist/Receptionist Office Assistant 1/11 Title Change, Flex-staff CAREER LADDERS One of the principal objectives of a classification study is to identify career ladders. Career ladders improve the ability of the city to manage its human resources and permit the upward mobility of employees. As a result of this study, a career ladder has been identified and is depicted graphically in this section. The career ladders presented in this section introduce the proposed classification plan. In showing career ladders, job classes are grouped into job"families" and are not listed on an individual department or division basis. Also, classes being recommended for flexible staffing are depicted in a box. Career ladders are portrayed for the following job families: Accounting Support Office Support 9 CITY OF DUBLIN ACCOUNTING SUPPORT FINANCE TECHNICIAN II FINANCE TECHNICIAN I 10 CITY OF DUBLIN OFFICE SUPPORT ADMINISTRATIVE AIDE ADMINISTRATIVE SECRETARY FSECRETARY 7] OFFICE ASSISTANT II OFFICE ASSISTANT I 11 ALLOCATION OF POSITIONS TO CLASSES Each position included in the scope of the study has been allocated to an appropriate class within the recommended classification plan. On the following pages is a listing by department of each position included in the study, its current allocation and its proposed allocation. It should be noted that changes in titles do not necessarily represent a major change in duties or responsibilities. In the same vein, the retention of a job title currently in use does not always indicate that the job specification for that class will remained unchanged. The proposed classification plan for clerical positions includes the following classes: ACCOUNTING SUPPORT Finance Technician 1/11 OFFICE SUPPORT Administrative Aide Administrative Secretary Secretary Office Assistant 1/11 12 RESOLUTION NO. - 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 Classification Plan; and WHEREAS, resulting from the completion of a clerical classification study, two additional job classifications are needed; and WHEREAS, also 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: NOES: ABSENT: ABSTAIN: Mayor City Clerk 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 . 15 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. 16 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. 17 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. 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: 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. 18 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 include technical and functional supervision of others. Assist in the preparation of a budget; prepare budget recommendations relative to assigned areas of responsibility; research past expenditures and project next year increases. 19 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 . 20 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. 21 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 related to ordering supplies, equipment and services. May maintain time card records; may maintain personnel files and records for management personnel . 22 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 Knowledge 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. 23 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 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 increasingly responsible secretarial and clerical experience involving frequent public contact or three years experience as a Secretary in the City of Dublin. 24 City of Dublin Administrative Secretary (Continued) Training- Equivalent to the completion of the twelfth grade. 25 CITY OF DUBLIN SECRETARY DEFINITION To perform a wide variety of responsible secretarial and clerical duties for an assigned program or division. SUPERV-ISION 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 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. 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. 26 City of Dublin Secretary (Continued) EXAMPLES OF DUTIES May take and prepare meeting minutes 'as necessary. 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. 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: 27 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. 28 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 flexibly staffed 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 . 29 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. 30 City of Dublin Office Assistant I Office Assistant II (Continued) MINIMUM QUALIFICATIONS Office Assistant I Knowledge 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 to the completion of the twelfth grade. 31 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. 32 RESOLUTION NO. - 91 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN ESTABLISHING A SALARY PLAN FOR FULL-TIME PERSONNEL IN ACCORDANCE WITH THE PERSONNEL RULES WHEREAS, the City Council has adopted a Salary & Benefit Plan pursuant to the Personnel System Rules; and WHEREAS, the City Council has adopted Resolution No. 23-91 which establishes a Salary Plan for full-time personnel in accordance with the Personnel Rules; and NOW, THEREFORE, BE IT RESOLVED that the following salary provisions shall be established in accordance with the City of Dublin Personnel System Rules. BE IT FURTHER RESOLVED that any previous enacted salary provisions contained in Resolution No. 23-91 shall be superseded by this Resolution. ARTICLE I: SALARY PROVISIONS SECTION A: REGULAR EMPLOYEES EXEMPT FROM FAIR LABOR STANDARDS ACT (FLSA) OVERTIME PROVISIONS Employees covered under this Section shall be paid a monthly salary within the following ranges with the exclusion of any Performance Pay Adjustment granted in accordance with the Personnel Rules. In the event of a part- time appointment, the employee shall be compensated on an hourly basis. Monthly Monthly Hourly Hourly Minimum Maximum Minimum Maximum Administrative Assistant $2 , 944 $3, 680 $16. 98 $21. 23 Administrative Services/Finance $4,462 $5, 578 $25. 74 $32 . 18 Director Assistant City Manager $4, 763 $5,954 $27 .47 $34 . 35 Assistant to the City Manager $3, 644 $4 , 555 $21. 02 $26. 27 Associate Planner $3 , 139 $3, 924 $18 . 10 $22 . 63 City Clerk $3 , 210 $4, 013 $18. 51 $23 . 15 Planning Director $4, 430 $5, 538 $25. 55 $31.95 Public Works Director/City $5, 091 $6, 364 $29 . 37 $36.71 Engineer Recreation Director $4 , 262 $5, 327 $24 . 58 $30. 73 Recreation Supervisor $2 , 780 $3 ,475 $16. 03 $20. 04 Secretary to the City Manager/ $2, 750 $3 ,438 $15. 86 $19 . 83 Deputy City Clerk Senior Civil Engineer $4 , 214 $5, 268 $24 . 31 $30. 39 Senior Planner $3 , 631 $4, 539 $20.94 $26. 18 C L Y SECTION B: REGULAR EMPLOYEES COVERED BY OVERTIME PROVISIONS OF FLSA. Employees covered under this Section shall be paid hourly wages within the following ranges with the exclusion of any Performance Pay Adjustment granted in accordance with the Personnel Rules. The monthly salaries are shown for informational purposes only. Monthly Monthly Hourly Hourly Minimum Maximum. Minimum Maximum dm Sri:.> » »><:«:«:<:>:::>::::>: <::> :>::::: ::> : „ »...: ; ::.<: >: ::::>:: :> <:>:«::><:::» <» :::.:::::><::>::: :.:...:.....z... ra reba 2: ?8.. :.;:. .. 2 855::::::::::::::.: .1.B:...:17.;:.;:.;:.;:.;:.;::.;.. .: :.::...............:....................................................... . .:::::::::.:............................................. . $.................................. dmin :stra..,,�v ..........................................::.::.:.:.:::::::::::.::::::::::.: .:...:...,................ .2. ..5.12...........::::.. .3.. .i .I::::::::....... .l. .. . .::....:. , : : .: ::>:::.;::;:::.;::>;::> Assistant Planner $2 , 690 $3, 362 $15. 51 $19 . 39 Community: Safety Assistant $2, 690 $3,362 $15. 51 $19 . 39 " ?....................... ....3z11 . #.:: ::::.::.:::::.::::.::::.:::::.::::::::::::::::.:::::::.. . . .0.7.6.::::::::.::::.. :2:.:.5.x.5::::::::::.::.: n�c,a.an I� .........:;;::.;;:.;;;>:;::>;. .::.: ::::: 5 t1 ...Z.. :::>::>::>:;::,;.. .;;;: :.;: li 6 8 €.......... 9...7 ..::.:..::...................................................:.:::.::.::::.:::::...::....::::...:::...:::.:.................:.::............:.:::.:..:.:....:... ............:.::.................. .......:.:.....:.:..:..::..::..:. ....................................................................:.:.. ffceasss:ta ««:::<:>: :; ::<:> <> «:<:»<:>:€: ::::::> > <»> > >``>'>`>>: :`<"»> > > > .::::.:::.:::::::::.................... .1. .8.5.3:..: ::::.: :2:.:.3.15............... . ............................. .............................................:.:::::::.::::::::::: : ::::.::.:. ..::.r.::.::.:::::.;:.;:.:;::;.;:.;;;; 1 � r:.;::.;:.;:.;:.;:<;.: Public Works Inspector $2 , 910 $3, 637 $16.78 $20.98 Recreation>-Coordinator;:.;:::.,::::::::,:::::..::.::::.:::::.:::::::::$2, 3:14::.:::::::.:::$.2.,.8.9.2................$13.....35..... $16. 68 . .::..................X...................................:.:.::.::.:::::::::::::::::::::::.:..: .2.< 0.?6.........:...... .2.:.:5:9.5.:::::::.::.... , ..:..: :. PASSED, APPROVED AND ADOPTED this 13th day of May, 1991. AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk 1990-91 POSITION ALLOCATION --AN r Proposed Amendment: May 13, 1 PROPOSED 1989-90 PROPOSED 1989-90 1990-91 ALLOCATED 1990-91 ALLOCATED CHANGE TO TOTAL CITY ADD'L CITY CONTRACT CONTRACT 1990-91 DEPARTMENT CLASSIFICATION POSITIONS POSITIONS POSITIONS POSITIONS ALLOCATION City Manager City Manager 1 1 Assistant City Mgr 1 1 Asst to the City Mgr 1 1 Administrative Assistant 1 (1) 0 City Clerk 1 1 Secretary 1 1 Clerk Typist/Receptionist 1 (1) 0 * Office Assistant II (Half-Time) 1 _ 1 Sub-Total 6 0 6 Legal Services City Attorney 1 1 - (Meyers, Nave, Assistant City Attorney 1 1 Riback & ,West) Sub-Total 2 2 Administrative Admin Svcs/Finance Dr 1 1 Services * Finance Technician II 1 1 2 " * Finance Tech II(Part-Time) 1 _ 1 Sub-Total 3 1 4 Police Services Captain 1 1 Lieutenant 1 1 (Alameda County Patrol Sergeant 5 5 Sheriff's Dept) Detective Sergeant 4 4 Patrol Officer 15 15 Traffic Officer 2 2 Specialist Clerk 3 (1) 2 Secretary 1 1 Crime Prevention Asst (Part-Time) 1 (1) 0 Community Safety Asst .5 _ _ .5 Sub-Total 1 .5 30 0 31.5 Disaster Community Safety Asst .5 .5 Preparedness Sub-Total .5 .5 Public Works/ Public Works Director/ Administrative City Engineer 1 1 Administrative Aide 1 1 Secretary 1 (1) 0 Clerk-Typist/Receptionist (Half-Time) 1 (1) 0 * Office Assistant II (Full Time) 1 1 Maintenance Supervisor (MCE) _ _ 1 1 Sub-Total 3 0 1 4 Public Works Foreman/Crew Leader 1 1 (MCE Corp) Laborer/Maintenance Worker 7 7 Maintenance Supervisor (Building Maint) _ 1 1 Sub-Total 8 1 9 Park Maintenance Foreman/Crew Leader 1 1 (MCE Corp) Laborer/Maintenance Worker 5 1 6 Sub-Total 6 1 7 PROPOSED 1989-90 PROPOSED 1989-90 1990-91 ALLOCATED 1990-91 ALLOCATED CHANGE TO TOTAL CITY ADD'L CITY CONTRACT CONTRACT 1990-91 DEPARTMENT CLASSIFICATION POSITIONS POSITIONS POSITIONS POSITIONS ALLOCATION Recreation Recreation Director 1 1 Recreation Supervisor 1 1 Recreation Coordinator/ 3/4 Time-Senior Program 1 1 Recreation Coordinator/ 2/3 Sports Program 1 1 • Administrative Secretary 1 1 • Office Assistant II 1 1 Recreation Coordinator 1 1 Sub-Total 7 7 Planning Planning Director 1 1 Senior Planner 2 2 Associate Planner 2 2 Assistant Planner/Zoning Investigator 1 1 • Administrative Secretary 1 1 • Office Assistant II 2 2 Contract Planner(Full Time) 1 1 Contract Planner (Part- time) _ _ 1 1 Sub-Total 9 1 1 11 Building & Safety Chief Building Official 1 1 (laugher & Building Inspector 2 2 Associates) * Administrative Secretary 1 _ 1 Sub-Total 1 3 4 Engineering Public Works Inspector 1 1 2 (Santina & Assistant City Engineer _ 1 1 1 Thompson,Inc) Sub-Total 1 1 2 (1) 3 Econ Development Downtown Coordinator (P.T. ) 1 1 Sub-Total 1 TOTAL 31 2 53 4 90 ACTUAL 1989-90 RECOMMENDED 1990-91 ACTUAL 1989-90 RECOMMENDED 1990-91 CITY POSITIONS CITY POSITIONS CONTRACT POSITIONS CONTRACT POSITIONS 31 33 53 57 NOTE: With the exception of Legal Services, all of the designated personnel perform duties directly from City facilities. This listing does not account for the temporary part-time Recreation Staff which varies between 30-35 additional employees, or for the Interns used in the Building, Engineering, and Planning Departments. Santina & Thompson (Engineering) , MCE Corporation (Public Works) , and Police Services have additional employees who perform work under contract to the City of Dublin at off-site locations. The City of Dublin provides personnel, labor relations, workers' compensation, and administrative support for the Dougherty Regional Fire Authority. The Authority has 53 employees who are not included above since this represents a separate entity. *Note: Office Assistant II positions were previously Clerk Typist/Receptionists; Administrative Secretary positions were previously Secretaries; and Finance Technician II positions were previously Finance Technicians.