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HomeMy WebLinkAboutReso 14-23 Amending The Classification PlanReso. No. 14-23, Item 4.7, Adopted 02/21/2023 Page 1 of 1 RESOLUTION NO. 14 – 23 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 amend job descriptions to the Classification Plan. NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent Resolutions shall be amended to include the Audio-Visual Specialist (Exhibit A) classification. BE IT FURTHER RESOLVED that Resolution No. 30-84 and subsequent Resolutions shall be further amended to retitle the classification of City Clerk/Records Manager to City Clerk, update the job specification (Exhibit B) and delete the exempt, non-management classification of City Clerk. 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 February 21, 2023. PASSED, APPROVED AND ADOPTED this 21st day of February 2023, by the following vote: AYES: Councilmembers Hu, Josey, McCorriston, Qaadri and Mayor Hernandez NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk Exhibit A 1 Date Adopted: February 21, 2023 Date Revised: Title: Audio-Visual (AV) Specialist FLSA: Non-Exempt General Purpose: Under the g eneral direction of the Chief Information Security Officer, the Audio-Visual (AV) Specialist performs various duties relating to the design, installation, maintenance, and repair of AV-related hardware and software, peripheral devices, conferencing systems, and instructional support devices throughout the City. This position is responsible for servicing event needs at City facilities through AV support services in coordination with client needs and best practices. Distinguishing Characteristics: The AV Specialist is an advanced journey-level paraprofessional class performing the full scope of complex hardware and software installation, maintenance, troubleshooting, and user support with minimum supervision. Incumbents in this class may also be assigned project management related duties for the development and maintenance of assigned systems. Positions at this level are expected to perform the full range of duties as assigned, work independently, apply well developed computer and network skills, knowledge, and abilities, and exercise judgment and initiative. Incumbents may provide lead direction to lower-level technical positions, but this is not considered a primary distinguishing characteristic. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. Work is normally reviewed only on completion and for overall results. Supervision Received and Exercised: The position does not have any supervisory duties. It receives general supervision from the Information Services Manager and/or Chief Information Security Officer. Essential Duties and Responsibilities: The following duties are typical 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. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Exhibit A 2 • Become familiar with the operation and maintenance of existing technologies and systems in City facilities, with a particular focus on the Cultural Arts Center, City Council Chambers, Emergency Operations Center, Shannon Community Center, and certain alternative meeting venues. • Assist with design, installation, configuration, maintenance, troubleshooting, and repairs of equipment related and connected to AV systems and components, including control systems, microphones, sound speakers, video screens, projectors, video monitors, recording equipment, wiring and cabling, and sound and mixing boards. • Assist with design, installation, configuration, maintenance, troubleshooting, and repairs of equipment related to the City's Black Box Theater. • Train renters of the City's Black Box Theater on how to operate the lighting and sound system. • Provide setup and support for events and functions such as concerts, sports events, meetings, presentations, and conferences by proactively ensuring technology needs are tested and functioning properly and assisting presenters and participants as needed. • Research hardware and software information, as needed, in the problem resolution process; communicate with vendors and other providers, as needed, when seeking a resolution to a problem; review and provide feedback on troubleshooting procedures; make recommendations for the modernization of equipment, software, and processes as warranted; stay current on technologies and advances in AV systems. • Perform a lead role in selecting, installing, and maintaining new AV and collaboration technologies. • Configure AV equipment hardware and software to established specifications; adjust equipment per specifications or directives as required by users or best practices; ensure appropriate conference system connectivity; deliver quality AV products to customers. • Coordinate and collaborate with external consultants, as needed, to accomplish objectives. • Use service request ticketing system to effectively collect, document, analyze, and report maintenance activities related to problem resolution, and communicate with customers, management, and co -workers. • Operate and administer AV and collaboration technologies to support public meetings, internal meetings, and special events. • Provide exceptional customer service to employees and the public when responding to service requests, calls, emails, and in-person requests for help; ask questions to determine Exhibit A 3 the nature of the problem; assist customers through the problem-solving processes; and conduct follow-up with customers to ensure the issue has been resolved. • Work cooperatively with City departments to ensure a comfortable and cohesive meeting experience for participants, both in person and online. • Assist with Request for Proposals (RFP) processes regarding AV and hybrid meeting projects. • Assist presenters with displaying and navigating materials such as PowerPoint slides, PDFs, spreadsheets, Word documents, YouTube videos, and other media within a Zoom or Teams environment. • Work with other IT staff across a broad range of technology needs, both within and outside the AV domain. • Perform related duties as assigned. Minimum Qualifications: Knowledge of: • Current information equipment and technologies, including but not limited to AV technology, lighting, projection and presentation systems, conferencing systems, Microsoft Office applications, and Google Apps. • AV industry standards and developing technologies and practices. • Collaboration technologies, including but not limited to Zoom and Microsoft Teams. • Troubleshooting techniques and methods. • Computer hardware, software, cabling and cable testing, terminations, and networking basics. • Modern office procedures, methods, and computer equipment. • English usage, spelling, grammar, and punctuation. Ability to: • Communicate clearly and concisely, both verbally and in writing, and relate to others in a professional, helpful manner. • Provide excellent customer service and maintain composure when facing difficult situations. Exhibit A 4 • Organize, prioritize, and follow multiple projects and tasks to completion with attention to detail. • Work independently while contributing to a team environment. • Identify, troubleshoot, and resolve problems using independent judgment and under pressure. • Maintain strict confidentiality related to sensitive information. • Employ good technical acumen and a good eye and ear for sound and image quality. • Establish and maintain effective working relationships with those contacted internally and externally in the course of work. • Work the position's allocated hours, which will require frequent night and weekend obligations. Physical Standards: The physical standards described are representative of those that employees must meet to perform the essential functions of this class successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Work is primarily performed in an office setting with appropriate climate control. Some projects and tasks will require working outside in varying weather and environmental conditions. Employees will be required to be on location for the setup and support of events and City- sponsored functions, including on evenings and weekends. An employee in this class must be able to exert up to 80 pounds of force occasionally and/or up to 20 pounds of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. This position involves sitting occasionally; walking and standing are required regularly, and incumbents may be required to kneel, crouch/squat, crawl, climb, stoop, turn/twist, balance, reach, climb scaffolding, or work in confined spaces while working on computer equipment, peripherals, and ancillary equipment. The employee must perform simple grasping and fine manipulation, use a telephone to communicate verbally, use keyboards to communicate in writing; discern wire colors and see small text and numbers on wiring and circuitry, and routinely move equipment weighing up to 50 pounds. While performing duties, the employee is regularly required to use various hand tools and testing equipment in the repair, adjustment, and problem identification of computers and related equipment, read and interpret complex data and documents, analyze and solve problems, and interact with City management, other governmental officials, contractors, vendors, employees, and the public. Training and Experience: Exhibit A 5 Any combination equivalent to education and experience will likely provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be: Education: An Associate of Arts degree in video technology, projection, and presentation systems, or a related field from an accredited college or university. Experience: Three (3) years of increasingly responsible experience in professional AV repair and related experience. Training: Any relevant training, such as academic courses and certificate programs relevant to this job classification. Licenses; Certificates; Special Requirements: Possession of a valid California Class C Driver's License and Certificate of Automobile Insurance for Personal Liability. Exhibit B Date Adopted: March 12, 1990 Date Revised: April 5, 2005, May 3, 2011, February 21, 2023 Title: City Clerk/Records Manager FLSA: At-Will/Exempt/Designated Management General Purpose: To The City Clerk serves as City Clerk pupursuant to the Dublin Municipal Code/Records Manager, into organizinge, planning, and directing all activities of the City Clerk’s Office. The work involves administering and maintaining a complete and accurate legal/historical record of City Council proceedings;; directing the citywide Records Management Program and Agenda Management process;; conducting municipal elections; ; managinge the City’s compliance with the Political Reform Act, Brown Act, Public Records Act, and Conflict of Interest Codes;; managinge support functions of the City Manager and City Clerk’s Office; managinge high-level administrative, secretarial and clerical support to the Mayor, City Council, and City Manager; and providinge prompt and courteous service to requests from the public and the press for citizen, press and public requests for assistance and information. Distinguishing Characteristics: The City Clerk/Records Manager is a single-position class, which exercises full management responsibility for all functions and operations of the City Clerk’s Office including the citywide records assessment, management, and retention program, as well as, production and publication of agendas and minutes for the City Council and related public meetings. Incumbents in this classification have a broad range of independence within policy and procedural limitations and work under minimal supervision, providing highly responsible and complex staff assistance to the City Manager. While the general parameters of the job are defined, the employee is expected to select and put into effect work procedures and practices which will lead to the effective and efficient accomplishment of Department/Division goals. Recommendations on the improvement of Division activities are expected. The City Clerk/Records Manager is a an At-Will position that is exempt from the overtime provisions of the Fair Labor Standards Act (FLSA), exempt from the City’s Personnel System Rules and is a Designated Management position. The City Clerk/Records Manager is responsible for the enforcement of laws and regulations pertaining to elections and campaign financing, public records, meeting notices, and the conflict of interestconflict-of-interest code. Supervision Received/Exercised: Exhibit B The City Clerk rReceives administrative direction from the City Manager or designee, and ex. Exercises direct supervision over assigned supervisory, professional, technical, and clerical personnel. Essential Duties and Responsibilities: The following duties are typicalnormal 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. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Develop and implement divisional goals, objectives, policies and procedures. Assume full management responsibility for all City Clerk’s Office services and activities; recommend and administer policies and procedures. Plan, organize, and direct the City Clerk’s Office Division activities including performance of statutory duties and the preparation, posting and maintenance of agendas, minutes, and records for the City Council as proscribed by statutes; conducts municipal elections and ensures compliance with conflict of interest laws and FPPC regulations; coordinates civic activities with other City officials, departments, outside agencies, organizations, and the public; provides responsible and complex staff support to the City Council and City Manager. Prepare City Council Agendas including coordinating and reviewing agenda material, finalizing agendas, and overseeing distribution of the packets. Perform follow-up activities resulting from City Council meetings, including preparing and distributing minutes, ensuring that resolutions and ordinances are in proper format and notarizedsigned, tracking committee and commission actions, and preparing related letters of acceptance or rejection. Serve as the City's Election Official, coordinating all aspects of the City's General and Special Elections and interfacing closely with Alameda County Elections Department; educate the public regarding voting regulations and election procedures. Manage the development and implementation of City Clerk’s Office goals, objectives, policies, and priorities for each assigned service area; establish, within City policy, appropriate service and staffing levels; allocate resources accordingly. Direct, oversee and participate in the development of the City Clerk’s Division work plan; assign work activities, projects and programs; monitor work flow; review and evaluate work products, methods and procedures. Exhibit B Direct, oversee, and participate in the preparation and legal posting of City Council Agendas and ancillary reports and exhibits; act as the including administrationadministrator of the Aagenda Mmanagement process and related Ssoftware Process. Direct, oversee, and participate in the preparation and legal posting of official Minutes in an accurate and timely manner and communicate official City Council actions to appropriate/interested parties. Direct, oversee, and ensure that City documents are properly executed and comply with applicable local/state/federal regulations. Review, notarize, and prepare specific City- related documents for recordation (deeds, easements, development agreements, certificates of project completion, etc.); aAttest Mayor’s and/or City Manager’s signature on legal City documents. Maintain custody of official City records, documents, and City Seal. Receive subpoenas for records and lawsuits filed on the City. Respond in a timely manner to requests for public information, ensuring compliance with the Public Records Act. Ensure the City’s compliance with provisions of the Brown Act. Perform duties of Elections Official;, perform duties of Filing Officer duties as required by the Political Reform Act for campaign disclosure statements for candidates and officeholders; aAdminister Oath Ofof Office to newly elected/appointed officials; aAdminister provisions of the City’s Conflict of Interest Code. Direct, oversee, and coordinate the appointments to City cCommissions, cCommittees, and tTask fForces. Direct, oversee, administer, and foresee trends in the City’s Records Assessment Implementation and Records Management ProgramsRecords and Information Management Program, and implement upgrades to City systems related to records. Maintain Legislative History Indexlegislative history, including the proper management and filing of City documents (mMinutes, cContracts, aAgreements, rResolutions, and oOrdinances) and City’s Law Library including updates to the Dublin Municipal Code (on paper and electronically). Maintain the City’s Records Retention Schedule, including overseeing timely compliance for recordsand updating the schedule and update as needed. Recommend the appointment of Division personnel; provide or coordinate staff training; conduct performance evaluations; implement discipline procedures as required; maintain discipline and high standards necessary for the efficient and professional operation of the City Clerk’s Office. Exhibit B Receive and publicly open bids for City contracts. Successfully develop, control and and administer the City Clerk’s Office budget.s and expenditures. Analyze problems; identify alternative and innovative solutions; project consequences of proposed actions and implement recommendations in support of goals. Establish and maintain effective working relationships with those contacted in the course of the work. Direct and coordinate recognition of Citizen, Organization and Youth Citizen of the Year. Provides Notary Public services for City legal requirements. Oversee the City’s Passport Services and ensure the City remains certified as an authorized Passport Acceptance Office. Attend City Council Meetings. Participate on a variety of boards and commissions; attend and participate in professional group meetings; stay abreast of new trends and innovations in the field of municipal government. Obtain and maintain commission as a California Notary Public. Minimum Qualifications: Knowledge of: Municipal government operations. Federal, state and local laws, rules,codes and regulations, ordinances and organizational policies and procedures relevant to assigned area or responsibility, including Public Records Act, the Freedom of Information Act, applicable to City government operations, procedures, elections, and assigned areas of responsibility.   Municipal Codes and laws such as the Brown Act, FPPC procedures and regulations, and election laws and procedures. Political Reform Act, Public Records Act and Election Code. Principles and practices of organizational analysis and management. Principles and practices of records management including record retention laws. Basic budgeting principals and statistical analysis. Electronic records management and document imaging retention practices. Exhibit B Functions, authority, responsibilities, and limitations of an elected City Council. Automated and manual records management principles and practices, including legal requirements for recording, retention, and disclosure. Use of pProper business English, grammar, spelling, and proofreading. Modern office practices, methods, and computer equipment. Principles and practices of leadership, motivation, team building, and conflict resolution. Principles and practices of supervision, training, and personnel management. Customer service techniques. Ability tTo: Conduct complex research projects, evaluate alternatives, make sound recommendations, and prepare effective technical staff reports;Perform complex work of the Division; wWork independently with minimal direction. Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. Provide information and organize material in compliance with laws, regulations, and policies. Research and interpret City rules/regulations/laws/ordinances related to: the Brown Act, California Conflict of Interest Code, Dublin Municipal Code, Elections Code, Government Code, Political Reform Act, Public Records Act, Records Retention Schedule and other applicable laws. Develop, implement, and administer goals, objectives, and procedures for providing effective and efficient City Clerk’s Offices services. Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. Communicate clearly and concisely, both orally and in writing. Effectively work with a variety of people at varying levels in the organization, as well as the public and members of the City Council. Support and promote the City Manager and City Council’s policies, goals, and vision. Prepare and administer multiple a budgets. Supervise, train, and evaluate personnel. Exhibit B 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 for long periods of time although standing and walking between work areas may be required; use vision to vision to reread printed material and a computer screen; anduse talk or hearing and speech to communicate, in person, before groups, in meetings and over the by telephone; use hands and fingers to handle, feel, or operate standard office equipment such as video display terminals VDTs, computers, and telephones, 10-key calculator; and reach with hands and arms. The employee is frequently required to, bend, stoop, kneel, and twist, reach, and push and pull drawers open and closed to reretrieve andach file information.s, walk and stand. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. While performing duties, the employee is regularly required to use written and verbaloral communication skills; listen, read, and interpret complex data, information, and documents; analyze and solve problems; and interact with City management, other governmental officials, contractors, vendors, employees, and the public. In addition, the City Clerk must be willing and able to attend and take mMinutes at lengthy evening and weekend meetings. Training and Experience: Any combination equivalent to education and experience is likely to provide the required knowledge and abilities. A typical way to obtain the knowledge and abilities would be: Education: Equivalent to a Bachelor's degree from an accredited college or university with major course work in public administration, public policy, social science or a related field. A Master’s degree is desirable. Experience: Four (4) years of management or administrative experience, preferably in a City Clerk’s Office, of which at least two (2) years has included administering local elections, supervision of staff, records management, completion of complex analytical studies and the interpretation of laws and ordinances. Licenses; Certificates; Special Requirements: Certification as a Municipal Clerk (CMC) by the International Institute of Municipal Clerks is required. Current California Notary Public Commission is required, or must be obtained within first six (6) months of employment. Ability to obtain Passport Acceptance Agent status. Possession of a valid California Class C Drivers’ License and Certificate of Automobile Insurance for Personal Liability are required. Special Requirement: Must have the willingness and ability to: work the hours necessary to accomplish the assigned duties, including evening and week-end hours; attend evening meetings; and travel out of town and attend workshops, conferences, or seminars during work and non- work hours.