HomeMy WebLinkAboutCity Council - 6171 RESOLUTION NO. 6171
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
HUNTINGTON BEACH APPROVING AND IMPLEMENTING THE
AMENDMENT TO THE CLASSIFICATION PLAN OF THE CITY
OF HUNTINGTON BEACH
The City Council of the City of Huntington Beach does resolve as follows:
The amendment to the Classification Plan of the City of Huntington Beach a copy
of which amendment is attached hereto and by reference made a part hereof, is hereby
approved and ordered implemented in accordance with the terms and conditions thereof,
as modified to retain the classification of Secretary Typist, and the City Administrator is
authorized to execute this amendment. Such Classification Plan amendment shall be
effective May 17, 1990.
Mayor
ATTEST: APPROVED AS TO FORM:
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City Clerk 7-A -1�bty Attorney 9191110190
REVIEWED AND APPROVED: INITIATED AN APPROVED-
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City Administrator Deputy City Admi 'strator
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1� CITY OF HUNTINGTON BEACH
INTER-DEPARTMENT COMMUNICATION
HUNTINGTON BEACH
ITo CHAIRMAN AND MEMBERS From WILLIAM H. OSNESS
OF THE PERSONNEL COMMISSION Personnel Director
Subject CLASSIFICATION PLAN AMENDMENT Date :TUNE 12, 1990
GENERAL CLERICAL AND
SECRETARIAL CLASSES
BACKGROUND
The Personnel Division has completed a comprehensive study of its eleven general clerical
and secretarial classifications with fifty-two (competitive service) position incumbents.
Seven of the eleven classifications had not been reviewed since 1976. Advances in
technology have significantly affected the office environment and the jobs of the positions
studied. Considerable confusion in allocating positions to the proper class ensued. The
purpose of the study was to identify problems in classifying general clerical and secretarial
positions under the current classification plan and to propose changes needed to update the
plan.
FINDINGS/CONCLUSIONS
The Personnel Division found that there were too many secretarial classes with no
significant classification differences, which led to the misallocation of positions. Moreover,
there were too few office support classes, especially at the higher level. Current
classifications were not linked through well-defined career ladders and the minimum
requirements for these classes were not logically progressive.
Based on these findings, Personnel concluded that a major overhaul of the existing general
clerical and secretarial classes was necessary and, based on the revised class concepts, all
positions needed to be reallocated to the appropriate class. The proposed revised class
concepts have been approved by the City Administrator and reviewed with all department
heads. The impact of the study on individuals whose positions are represented by the MEA
has been negotiated and the City and the MEA have formally agreed to an implementation
plan which incorporates all of the recommendations in this report.
RECOMMENDATIONS:
1. Approve the proposed classification plan modifications and related classification
specifications as modified, pursuant to Personnel Commission's direction on May
16, 1990 and as shown in Attachment 1:
a) Establish two new classes:
Office Specialist (Typing)
Office Specialist (Non Typing)
b) Abolish three classes:
Secretary Typist Confidential 0
Clerk Steno
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GENERAL CLERICAL AND SECRETARIAL CLASSES
c) Retitle and update class concepts and specifications for six classes:
Current Proposed
Admin. Assistant/Dept. Administrative Assistant
Secretary/Division Administrative Secretary
Clerk Typist Senior Office Assistant II (Typing)
Clerk Typist Office Assistant I (Typing)
Clerk Senior Office Assistant II (Non—Typing)
Clerk Office Assistant I (Non—Typing)
2. Approve the position reallocations as shown in Attachment 2 and summarized
below:
Current Proposed
# Positions Classification Unit Classification Unit
9 Admin. Asst./Dept. Non—Assoc. Admin. Asst. Non—Assoc.
10 Secty. Division MEA Admin. Secty. MEA
4 Secty. Typist MEA Admin. Secty. MEA
1 Secty. Typist Conf. Non—Assoc. Admin. Secty. Non—Assoc.
1 Secty. Typist MEA Office Spec. (Typ.) MEA
1 Const. Permit Aide MEA Office Spec. (Typ.) MEA
3 Clerk Typist Senior MEA Office Spec. (Typ.) MEA
3 Clerk Senior MEA Office Spec. (Non—Typ) MEA
1 Clerk Steno MEA Office Asst II (Typ.) MEA
10 Clerk Typist Senior MEA Office Asst II (Typ.) MEA
2 Clerk Typist MEA Office Asst II (Typ.) MEA
3. Approve the reclassifications of the incumbents of the positions as shown in
Attachment 2 and summarized in Recommendation #2 above.
Respectfully submitted,
WILLIAM H. OSNESS
Personnel Director
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Attachments
1889X
6171
Number Subject Page
1 Proposed Class Specifications: 1
A. Administrative Assistant 2
B. Administrative Secretary 4
C. Office Specialist (Typing) 6
D. Office Assistant II (Typing) 8
E. Office Assistant I (Typing) 9
F. Office Specialist (Non—Typing) 10
G. Office Assistant II (Non—Typing) 12
H. Office Assistant I (Non—Typing) 13
2 Proposed Position Allocation List 14
6171
A.1 1l1 V1 I I V I L I N 1 1
ROPOSED CLASS SPECIFICATION
Advanced Secretarial
- *Administrative Assistant
*Administrative Secretary
Office Assistance (Typing)
*Office Specialist (Typing)
*Office Assistant II (Typing)
*Office Assistant I (Typing)
Office Assistance (Non—Typing)
*Office Specialist (Non—Typing)
*Office Assistant II (Non—Typing)
*Office Assistant I (Non—Typing)
6171
CITY OF HUNTINGTON Br 1CH
CLASS SPECIFICATION
TITLE: ADMINISTRATIVE ASSISTANT
DATE: JUNE, 1990
DUTIES SUMMARY: Under general supervision is responsible for advanced office and
secretarial work for the head of a department; has considerable contact with the public,
other employees and high level administrators; relieves the department head of
administrative detail; and performs related work as required.
DISTINGUISHING CHARACTERISTICS: Positions in secretarial classes are distinguished
from other office support classes in that they perform a wide variety of clerical and
"secretarial" support functions for one or more high level managers or administrators. The
primary focus of these positions is to provide administrative support services to people
rather than to program operations. An essential part of the assignment is to type, to provide
secretarial support to high level departmental boards and commissions, to take and
transcribe dictation via shorthand, dictation transcription machines or other suitable
method. Varied and responsible public and interpersonal contacts are typical of positions in
this series. Positions in this class series may have some supervisory responsibility.
Administrative Assistants are distinguished from other supervisory classes in that the degree
of responsibility and accountability for the work of subordinates is generally less and the size
of the work unit supervised is generally smaller than for full supervisory classes.
DEFINITION OF LEVEL: The scope of responsibility for this class is dependent on work
delegated by the department head. There can be no more than one position allocated to this
class for each department. However, not all departments require an Administrative
Assistant position. In departments where significant individual support of the department
head is minimal or is allocated among several support positions, no Administrative Assistant
is warranted. Secretarial and clerical duties, are in those cases, allocated to positions in the
Administrative Secretary class or the Office Assistance class series, while some of the more
complex administrative detail responsibilities are allocated to professional, technical or
paraprofessional classes. Administrative Assistant positions provide administrative support
to the department head, such as appointment scheduling , screening the department head's
calls and visitors, responding to the department head's correspondence, tracking the
department's work assignments, maintaining files and records requiring a high degree of
confidentiality and having a wide variety of responsible contacts with the public, employees
and executives. Typing and transcription skills are essential at both levels in the series.
Positions are typically expected to perform the support work for city commissions and
boards. Positions are typically expected to supervise subordinate support staff and may
delegate some of the administrative detail duties, under supervision, to subordinates.
Positions are expected to use considerable judgment in providing factual information in
response to numerous inquiries and in preparing summaries of data pertinent to the
department head. Generally, the difference between the Administrative Assistant and the
Administrative Secretary is that the former has a stronger, more comprehensive,
administrative role in the department and reports to the department head.
EXAMPLES OF DUTIES: Acts as secretary to a department head; receives, screens and
responds to visitors and callers; following general guidelines, exercises considerable
judgment in providing information in response to a wide variety of inquiries; handles a wide
variety of contacts with high level government officials and the public, resolving problems,
complaints and taking appropriate action; establishes and maintains confidential,
administrative and complex files and records for the department; composes correspondence
on routine and complex matters requiring tact and discretion; researches and gathers data
6171
TITLE: ADMINIST RATIVr `SSISTANT
EXAMPLES OF DUTIES (Continued): and compiles statistical and other reports and makes
recommendations; prepares meeting agendas and a variety of reports for executive review;
screens and assembles incoming correspondence in order of priority and refers to appropriate
staff members for reply; using typewriters and word processing equipment, types
correspondence, reports and other materials of a technical or confidential nature from rough
drafts, general notes or dictation; takes and transcribes dictation from stenographic notes,
handwritten notes or tape recorded copy; takes minutes of meetings; enters and retrieves
information from microprocessor computers; schedules meetings and appointments and
makes travel and meeting arrangements; may assist in department's budget preparation and
monitoring expenditures; maintains departmental personnel and other confidential files; may
maintain payroll records and process personnel transactions; may perform a full range of
supervisory duties including planning, organizing, scheduling and reviewing work, assisting in
hiring and disciplinary action decisions, writing and conducting performance evaluations,
training and resolving conflicts; may perform other related duties.
KNOWLEDGE SKILLS ABILITIES & PERSONAL ATTRIBUTES: Considerable knowledge of
modern office practices, procedures, business equipment, supplies and machines including
computers and word processors; business English, spelling, punctuation, grammar, business
correspondence, arithmetic and the principles of effective supervision. Skill in the use of a
typewriter, word processing equipment, machine dictation equipment and the taking and
transcribing of oral dictation. Ability to plan and carry out assignments with a minimum of
supervision; to compose correspondence; to maintain effective working relationships with
other employees, administrators and the public; to effectively maintain confidential
information; to understand and interpret city policy; rules and procedures and to perform
administrative duties of moderate scope; to maintain effective electronic and hard copy
filing systems; to plan and accomplish work through subordinates to train, motivate and
evaluate subordinates; to type and take oral dictation (optional) with speed and accuracy; to
learn and apply various microprocessor computer software programs such as, but not limited
to, word processing, spreadsheets, RBase, Q & A, etc., in the 'entry and retrieval of
information.
MINIMUM QUALIFICATIONS: Sufficient training and/or experience to clearly demonstrate
the knowledge, skills, abilities and personal attributes required for this class, as may be
demonstrated by high school graduation or G.E.D. equivalent and four (4) years of
progressively responsible secretarial experience preferably including one year of experience
in a supervisory capacity. Some business college course work is desirable. Must be able to
type 45 words per minute and for positions requiring dictation skills, must be able to take
oral dictation at 80 words per minute.
1889X
6171
ATTACHMENT IB
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: ADMINISTRATIVE SECRETARY
DATE: JUNE, 1990
DUTIES SUMMARY: Under general supervision is responsible for advanced office and
secretarial work for the head of a major division of a department; has considerable contact
with the public, other employees and administrators; relieves the division head of
administrative detail; and performs related work as required.
DISTINGUISHING CHARACTERISTICS: Positions in secretarial classes are distinguished
from other office support classes in that they perform a wide variety of clerical and
"secretarial" support functions for one or more high level managers or administrators. The
primary focus of these positions is to provide administrative support services to people
rather than to program operations. An essential part of the assignment is to type, to provide
secretarial support to boards and commissions and to take and transcribe dictation via
shorthand, dictation transcription machines, or other suitable method. Varied and
responsible public and interpersonal contacts are typical of positions in this series. Positions
in this class series may have some supervisory responsibility. Administrative Secretaries are
distinguished from other supervisory classes in that the degree of responsibility and
accountability for the work of subordinates is generally less and the size of the work unit
supervised is generally smaller than for full supervisory classes.
DEFINITION OF LEVEL: The scope of responsibility for this class is dependent on work
delegated by the division head. There can be no more than one position allocated to this
class for each major division of a department. However, not all divisions require an
Administrative Secretary position. In divisions where significant individual support of the
division head is minimal or is allocated among several support positions equivalently, no
Administrative Secretary is warranted. Secretarial duties are, in those cases, allocated to
positions in the Office Assistance class series or to specialty clerical classes where
appropriate. Administrative Secretary positions provide administrative support to the
division head(s), such as appointment scheduling, screening the manager's calls, responding to
the manager's correspondence, tracking division work assignments, maintaining confidential
records and files and having a wide variety of responsible contacts with both the public and
high level administrators. Typing and transcription skills are essential. Positions may
perform the support work for city commissions and boards. Positions are expected to
operate independently and exercise good judgment and initiative in the performance of
duties. Where some of the administrative duties are delegated to a lower level staff
member, it is expected that the Administrative Secretary will assume supervisory
responsibility over these functions. Generally, the difference between Administrative
Secretaries and Administrative Assistants is that the former have a more restricted
administrative role and report to a division head.
EXAMPLES OF DUTIES: Acts as secretary to a major division head of a department;
receives, screens and responds to visitors and callers; following general guidelines, uses
judgment in responding to inquiries and complaints; handles a wide variety of responsible
contacts with the public and high level managers and officials; establishes and maintains
confidential and administrative files for the division; composes correspondence using tact
and diplomacy; gathers data and compiles statistical and other reports; prepares reports for
management review; screens, sorts and arranges mail in order of priority and distributes
same; using typewriters and word processing equipment types correspondence, reports and
other materials of a technical or confidential nature from rough drafts, notes or dictation;
takes and transcribes dictation from stenographic notes, handwritten notes or tape recorded
r
6171
TITLE: ADMINISTRATIVE 'CRETARY
EXAMPLES OF DUTIES (Continued: copy; may take minutes of meetings; schedules
meetings and appointments and makes travel and meeting arrangements; enters and retrieves
information from microprocessor computers; may assist in the division's budget preparation
and monitoring expenditures; may maintain the division's personnel files and payroll records;
may process personnel transactions for the division; may direct the work of other support
staff and provide limited supervision, such as training, interviewing applicants referred for
employment, assigning and reviewing work, and writing and conducting performance
evaluations; resolving conflicts and assisting in disciplinary actions; may perform other
related duties.
KNOWLEDGE SKILLS ABILITIES & PERSONAL ATTRIBUTES: Good knowledge of modern
office practices, procedures, business equipment supplies and machines, including
typewriters, computer data entry equipment, and word processors; business English, spelling,
punctuation, grammar, correspondence and arithmetic. General knowledge of supervisory
principles. Skill in the use of a typewriter, word processing equipment, machine dictation
equipment and. the taking and transcribing of oral dictation. Ability to plan and carry out
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assignments with a minimum of supervision; to compose routine correspondence; to maintain
effective working relationships with employees, managers and the public; to effectively
maintain confidential information; to understand and apply city policy and divisional rules
and procedures; to perform administrative duties of a limited scope; to maintain effective
electronic and hard copy filing systems; to plan and accomplish work through subordinates;
to train, evaluate and motivate subordinates; to type and take oral dictation (optional) with
speed and accuracy; to learn and apply various microprocessor computer software programs
such as, but not limited to, word processing, spreadsheets, RBase, Q & A, etc., in the entry
and retrieval of information.
MINIMUM QUALIFICATIONS: Sufficient training and/or experience to clearly demonstrate
the knowledge, skills, abilities and personal attributes required for this class, as may be
demonstrated by high school graduation or G.E.D. equivalent and three years of progressively
responsible clerical and secretarial experience. Some business college course work is
desirable. Must be able to type at 4S words per minute and for positions requiring dictation
skills, must be able to take oral dictation at 80 words per minute.
CONFIDENTIAL DESIGNATION: Certain positions may be designated as confidential.
6171
ATTACHMENT I C
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: OFFICE SPECIALIST (TYPING)
DATE: JUNE, 1990
DUTIES SUMMARY: Under supervision is responsible for advanced general clerical and
office support work involving the skilled use of the typewriter and other standard office
machines; and performs related work as required.
DISTINGUISHING CHARACTERISTICS: This class series is distinguished from other office
clerical classes by being regularly required to type using traditional typewriters and word
processing equipment as an essential part of the assignment. The primary focus of these
classes is to provide typing, clerical and operational support services for specific program
functions rather than secretarial support services to managers. Some positions (optional)
may take and transcribe oral dictation as a regular and essential part of the assignment.
Public and interpersonal contacts with staff are typical of this series.
DEFINITION OF LEVEL: This is the advanced level in the Office Assistance (Typing)
series. Work is typically performed with minimal supervision and from very general
instructions. This class typically has responsibility for the independent solution of problems
that require judgment, initiative and a more in—depth background or training in specific
policies, procedures and practices of a specific program or operation. Positions in this class
typically are responsible for developing operating procedures and ensuring that all support
operations are performed in a specific program area. Typing may include complex statistical
charts, graphs and tables where subject matter knowledge, such as content, design and
format of material to be typed is required. Positions may have a greater variety of public
and interpersonal contacts and are expected to provide information and solve problems
associated with same. Where it occurs, the supervisory or lead role of positions in this class
tends to be limited to the assignment and review of work of a small number of positions at
the Office Assistant I or II level. Positions may assist in conducting performance evaluations
and participating in hiring decisions, however, this is generally the exception.
EXAMPLES OF DUTIES: Serves independently in a position requiring thorough knowledge of
specialized clerical and office procedures and practices; controls and maintains a complex
filing system; compiles data and prepares statistical and narrative reports; answers difficult
questions concerning departmental procedures; keeps account records and other office
records; performs complex checking, proofreading and coding; coordinates flow of clerical
work to and from the section; performs difficult typing, data entry and retrieval, using
typewriters, word processors and/or computers; orders office supplies; performs specific
functional duties relative to the division or section assigned which requires knowledge of
program rules, regulations and procedures and the use of judgment in applying it; may
provide limited supervision (assign and review work, train, provide input to performance
evaluations); may perform other related duties.
KNOWLEDGE SKILLS ABILITIES & PERSONAL ATTRIBUTES: Good knowledge of modern
office practices and procedures, business equipment, supplies and machines, including
typewriters, computer data entry equipment and word processors; business English, spelling,
grammar and arithmetic. Skill in operating typewriters, word processors, calculators and
other standard office machines. Ability to plan, organize and maintain workflow; to develop
and adapt office procedures; to perform complex clerical work independently; to maintain
and control complex filing systems; to make arithmetic computations quickly and accurately;
to learn and apply various microprocessor computer
6171
TITLE: OFFICE SPECIALI`-- (TYPING)
KNOWLEDGE. SKILLS ABILITIES & PERSONAL ATTRIBUTES (Continued): software
such as but not limited to word processing, RBase & A spreadsheets, etc. in
programs, P g, , Q � P ,
the entry and retrieval of information; to learn and apply complex office clerical principles
and procedures; to use good judgment; to make clear and comprehensive reports; to type and
take oral dictation (optional) with speed and accuracy; and to work independently.
MINIMUM QUALIFICATIONS: Sufficient training and/or experience to clearly demonstrate
the knowledge, skills, abilities and personal attributes required for this class, as may be
demonstrated by high school graduation or G.E.D. equivalent and two years of increasingly
responsible general office clerical work. Must be able to type at 4S words per minute and
for positions requiring dictation skills, must be able to take oral dictation at 80 words per
minute.
6171
ATTACHMENT 1D
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: OFFICE ASSISTANT II (TYPING)
DATE: JUNE, 1990
DUTIES SUMMARY: Under general supervision is responsible for varied general clerical and
office support work involving the skilled use of the typewriter, word processor and other
standard office machines; and performs related work as required.
DISTINGUISHING CHARACTERISTICS: This class series is distinguished from other
clerical classes by being regularly required to type using both traditional typewriters and/or
word processing equipment, as an essential part of the assignment. Typing may be from a
variety of sources, including rough draft, general directions, or transcribing machine
dictation. Some positions (optional) may take and transcribe dictation. Public and
interpersonal contacts are typical of this series.
DEFINITION OF LEVEL: This is the full journey level in the Office Assistance (Typing)
series. Work is performed under general instructions., but with established procedures and
precedents as guides. Positions type from complicated rough draft to final form without
detailed review, type technical material utilizing medical, scientific, engineering, legal or
mathematical terms; may transcribe dictation with limited responsibility for use of technical
terms. Positions may have regular and direct contact with the public in dispensing
information, routing calls and explaining policies or procedures; may be assigned limited lead
responsibility over Office Assistant I level positions or equivalent.
EXAMPLES OF DUTIES: Types letters, forms, reports, articles and other materials from
copy, rough draft or dictating machine; uses computer keyboard to enter and retrieve
program information from microprocessor computers and terminals; sorts, cross—indexes,
codes and files various materials using established procedures; receives telephone callers and
visitors; refers callers and takes messages; receives and dispenses information by telephone
and direct contact with the public; explains departmental policies and answers questions
relative to the department or division to which assigned; prepares, processes and maintains
various records, reports and files; may order supplies; may issue a variety of permits and
licenses; may process checks for service fees received through the mail or in person; may
perform some of the more routine specific functional duties relative to the division.
KNOWLEDGE SKILLS ABILITIES & PERSONAL ATTRIBUTES: Knowledge of modern
office practices and procedures, including filing, coding, indexing and sorting; business
English, spelling and business arithmetic. Skill in making arithmetic computations quickly
and accurately; operating standard office equipment, including typewriters, calculators and
word processors. Ability to maintain clerical records and prepare reports from such records;
type with speed and accuracy; to learn and apply various microprocessor computer software
programs, such as spreadsheets, RBase, Q & A, etc., in the entry and retrieval of
information; take and transcribe dictation (optional); follow moderately complex written and
oral instructions; work cooperatively with and for the general public.
MINIMUM QUALIFICATIONS: Sufficient training and/or experience to clearly demonstrate
the knowledge, skills, abilities and personal-attributes required for this class; as may be
demonstrated by high school graduation or .G.E.D. equivalent and one year of experience
performing office clerical work which includes typing assignments. Must be able to type at
45 words per minute and, for positions requiring dictation skills, must be able to take oral
dictation at 80 words per minute.
CONFIDENTIAL DESIGNATION: Certain positions may be designated as confidential
6171
ATTACHMENT IE
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: OFFICE ASSISTANT I (TYPING)
DATE: JUNE, 1990
DUTIES SUMMARY: Under close supervision is responsible for routine or beginning level
clerical and office support work involving the skilled use of the typewriter and other
standard office machines; and performs related work as required.
DISTINGUISHING CHARACTERISTICS: This class series is distinguished from other
clerical classes by being regularly required to type as an essential part of the assignment.
Typing may be from rough draft or transcribing machine dictation. Public and interpersonal
contacts are typical of this series.
DEFINITION OF LEVEL: This is the entry and working level in the Office Assistance
(Typing) series. Work is performed in accordance with specific written and oral instructions
and with clearly established guidelines. In a training capacity, incumbents may type using
word processing equipment, learn to transcribe reports and letters from machine dictation
and learn specific office procedures relating to the program to which assigned. There is no
supervision over others. Routine public contact such as providing routine information and
routing calls is typical of this level.
EXAMPLES OF DUTIES: Types letters, forms, reports, articles and other materials from
copy or rough draft; sorts and files various materials according to established methods and
procedures; receives and routes telephone calls and visitors; obtains and gives out routine
information not requiring interpretation of regulations or policies; operates standard office
machines; assists in coding and proofreading; folds, stuffs and routes materials for mailing;
may assist in microfilming; may assist in performing specific functional duties relative to
the division or unit to which assigned.
KNOWLEDGE SKILLS ABILITIES & PERSONAL ATTRIBUTES: Some knowledge of
standard clerical practices which relate to typing, filing, verifying, checking, coding and
maintaining records; punctuation, spelling, grammar and English usage. Some skill in
operating standard office machines, making simple arithmetic computations and tabulations
with speed and accuracy. Ability to learn assigned tasks readily; to follow written and oral
directions and established procedures; to detect irregularities or variations from normal
materials processed; to type with accuracy and moderate speed.
M TIWM QUALIFICATIONS: Sufficient training and/or experience to clearly demonstrate
the knowledge, skills, abilities and personal attributes required for this class, as may be
demonstrated by high school graduation or G.E.D. equivalent. Must be able to type 4S words
per minute.
RECLASSIFICATION REQUIREMENTS: Office Assistant positions shall be budgeted at
Level II in all cases. Merit considerations shall be the exclusive basis for advancement from
Level I to Level II. When a person is employed at Level I such employee may advance to
Level II upon completion of one year of service with the approval of the department head
upon evaluation of the employee's work performance, skill development and demonstrated
ability to perform the higher level duties. No employee shall be advanced without such
evaluation.
6171
ATTACHMENT IF
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: OFFICE SPECIALIST (NON-TYPING)
DATE: JUNE, 1990
DUTIES SUMMARY: Under supervision is responsible for advanced general clerical and
office support work; and performs related work as required.
DISTINGUISHING CHARACTERISTICS: This class series is distinguished from other office
clerical classes in that it performs general office clerical work such as filing and record
keeping; document preparation and review, mail sorting and distribution; statistical,
financial and other numerically based record keeping; cashiering and ordering and
maintaining supplies. In addition, public and interpersonal contacts are typical, especially at
the higher level. Positions may perform light typing incidental to other duties. Positions are
typically expected to enter and retrieve information using computers.
DEFINITION OF LEVEL: This is the advanced level in the Office Assistance (Non-Typing)
series. Work is typically performed with minimal supervision and from very general
instructions. This class typically has responsibility for the independent solution of problems
that require judgment, initiative and a more in-depth background or training in specific
policies, procedures and practices of a specific program or operation. Positions in this class
typically are responsible for developing operating procedures and ensuring that all support
operations are performed in a specific program area. Positions may have a greater variety
of public and interpersonal contacts and are expected to provide information and solve
problems associated with same. Where it occurs, the supervisory or lead role of positions in
this class tends to be limited to the assignment and review of work of a small number of
positions at the Office Assistant I or II level. Positions may assist in conducting
performance evaluations and participating in hiring decisions; however, this is generally the
exception.
EXAMPLES OF DUTIES: Serves independently in a position requiring thorough knowledge of
specialized clerical and office procedures and practices; controls and maintains a complex
filing system; compiles data and prepares statistical and narrative reports; answers difficult
questions concerning departmental procedures; keeps account records and other office
records; performs complex checking, proofreading and coding; coordinates flow of clerical
work to and from the section; performs data entry and retrieval, using microprocessor
computers or terminals; orders office supplies; performs specific functional duties relative
to the division or section assigned which requires knowledge of program rules, regulations
and procedures and the use of judgment in applying it; may provide limited supervision
(assign and review work, train, provide input to performance evaluations); may type forms,
labels and envelopes; may perform other related duties.
KNOWLEDGE, SKILLS, ABILITIES & PERSONAL ATTRIBUTES: Good knowledge of modern
office practices and procedures, business equipment, supplies and machines, including
computer data entry equipment, business English and arithmetic. Skill in operating
calculators and other standard office machines. Ability to plan, organize and maintain
workflow; to develop and adapt office procedures; to perform complex clerical work
independently; to maintain and control complex filing systems; to make arithmetic
computations quickly and accurately; to learn and apply various microprocessor computer
software programs such as RBase, spreadsheets, Q & A, etc., in the entry and retrieval of
6171
TITLE: OFFICE SPECIAL; (NON—TYPING)
KNOWLEDGE, SKILLS. ABILITIES & PERSONAL ATTRIBUTES (Continued): information; to
learn and apply complex office clerical principles and procedures; to use good judgment; to
make clear and comprehensive reports and to work independently.
NflNNIMUM QUALIFICATIONS: Sufficient training and/or experience to clearly demonstrate
the knowledge, skills, abilities and personal attributes required for this class, as may be
demonstrated by high school graduation or G.E.D. equivalent and two years of increasingly
responsible general office clerical work.
6171
ATTACHMENT 1 G
_a
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: OFFICE ASSISTANT II (NON—TYPING)
DATE: JUNE, 1990
DUTIES SUMMARY: Under general supervision is responsible for varied general clerical and
office support work; and performs related work as required.
DISTINGUISHING CHARACTERISTICS: This class series is distinguished from other office
clerical classes in that it performs general office clerical work such as filing and record
keeping; document preparation and review; mail sorting and distribution; statistical,
financial and other numerically based record keeping; cashiering; data entry and retrieval
using microprocessor computers or terminals; ordering and maintaining supplies. In addition,
public and interpersonal contacts are typical, especially at the higher levels. Positions may
perform light typing incidental to other duties.
DEFINITION OF LEVEL: This is the full journey level in the Office Assistance (Non—Typing)
series. Work is performed under general instructions, but with established procedures and
precedents as guides. Positions may have regular and direct contact with the public in
dispensing information, routing calls and explaining policies or procedures. May be assigned
limited lead responsibility over Office Assistant I level positions or equivalent.
EXAMPLES OF DUTIES: Sorts, cross—indexes, codes and files various materials using
established procedures; receives telephone callers and visitors; refers callers and takes
messages; receives and dispenses information by telephone and direct contact with the
public; explains departmental polices; answers questions relative to the department or
division; uses computer keyboard to enter and retrieve program information from
microprocessor computers or terminals, prepares, processes and maintains various records,
reports and files; may issue a variety of permits and licenses; may order supplies; may
process checks for service fees received through the mail or in person; may type forms,
labels and envelopes; may perform some of the less complex specific functional duties
relative to the division.
KNOWLEDGE SKILLS ABILITIES & PERSONAL ATTRIBUTES: Knowledge of modern
office practices and procedures, including filing, coding, indexing, sorting, business English,
spelling, business arithmetic. Skill in making arithmetic computations quickly and
accurately; operating standard office equipment, including calculators. Ability to maintain
clerical records and prepare reports from such records; follow moderately complex written
and oral instructions; to learn and apply various microprocessor computer software
programs, such as RBase, Q & A, spreadsheets, etc., in the entry and retrieval of
information; work cooperatively with and for the general public.
MINIMUM QUALIFICATIONS: Sufficient training and/or experience to clearly demonstrate
the knowledge, skills, abilities and personal attributes required for this class, as may be
demonstrated by high school graduation or G_ .E.D. equivalent and one year of experience
performing office clerical work.
6171
~ ' ATTACHMENT 1 H
. z
CITY OF HUNTINGTON BEACH
CLASS SPECIFICATION
TITLE: OFFICE ASSISTANT I (NON-TYPING)
DATE: JUNE, 1990
DUTIES SUMMARY: Under close supervision is responsible for routine or beginning level
clerical and office support work and performs related work are required.
DISTINGUISHING CHARACTERISTICS: This class series is distinguished from other office
clerical classes in that it performs general office clerical work such as filing and record
keeping; document preparation and review, mail sorting and distribution; statistical,
financial and other numerically based record keeping; cashiering; and ordering and
maintaining supplies. In addition, public and interpersonal contacts are typical, especially at
the higher levels. Positions may perform light typing incidental to other duties.
DEFINITION OF LEVEL: This is the entry and working level in the Office Assistance
(Non-Typing) series. Work is performed in accordance with specific written and oral
instructions and with clearly established guidelines. In a training capacity, incumbents learn
specific office procedures relating to the program to which assigned. There is no supervision
over others. Routine public contact such as providing routine information and routing calls
is typical of this level.
EXAMPLES OF DUTIES: Sorts and files various materials according to established methods
and procedures; receives and routes telephone calls and visitors; obtains and gives out
routine information not requiring interpretation of regulations or policies; operates standard
office machines; assists in coding and proofreading; folds, stuffs and routes materials for
mailing; may assist in microfilming; may type forms, labels and envelopes; may assist in
performing specific functional duties relative to the division or unit to which assigned.
KNOWLEDGE SKILLS ABILITIES & PERSONAL ATTRIBUTES: Some knowledge of
standard clerical practices which relate to filing, verifying, checking, coding, maintaining
records and proper English usage. Some skill in operating standard office machines, making
simple arithmetic computations and tabulations with speed and accuracy. Ability to learn
assigned tasks readily; to follow written and oral directions and established procedures; to
detect irregularities or variations from normal materials processed.
MINMJM QUALIFICATIONS: Sufficient training and/or experience to clearly demonstrate
the knowledge, skills, abilities and personal attributes required for this class, as may be
demonstrated by high school graduation or G.E.D. equivalent.
RECLASSIFICATION REQUIREMENTS: Office Assistant positions shall be budgeted at
Level II in all cases. Merit considerations shall be the exclusive basis for advancement from
Level I to Level II. When a person is employed at Level I, such employee may advance to
Level II upon completion of one year of service and with the approval of the department
head upon evaluation of the employee's work performance, skill development and
demonstrated ability to perform the higher level duties. No employee shall be advanced
without such evaluation.
6171
ATTACHMENT
PROPOSED POSITION ALLOCATION LIST
CURRENT PROPOSED
Incumbent Department Classification Classification
Donoho, S.7* Admin. Svcs. Admin. Asst./Dept. Admin. Asst.
E e+in;M. A ,.1.....ir. CG�ro .fl ii L. �.:.� Qg9jr.o O5-+
_....� ..mot...,_ bl'
Fittery, J. Admin. Svcs. Clerk Typist Senior Office Spec. (Typing)
Parks, S. Admin. Svcs. Clerk Typist Senior Office Spec. (Typing)
E-rt�k seeretary :P� t ' )
Myles, P. City Clerk Clerk Typist Office Asst. II (Typing)
Richards, Janet Comm. Dev. Admin. Asst./Dept Admin. Asst.
Stye;�- C',. --�}ev- S� tefficeAgst. R ffyrin)
Atwell, K. Comm. Dev. Secretary Division Admin. Secretary
Gardiner, D. Comm. Dev. Clerk Typist Senior Office Asst. II (Typing)
Salas, C. Comm. Svcs. Admin. Asst./Dept. Admin. Asst.
Morrison, A. Comm. Svcs. Secretary Division Admin.Secretary
Campagne, G. Comm. Svcs. Secretary Division Admin. Secretary
Norton, P. Comm. Svcs. Secretary Typist Admin. Secretary
Schultz, B. Comm. Svcs. Secretary Typist Admin. Secretary
Babcock, J. Comm. Svcs. Clerk Typist Senior Office Asst. II (Typing)
Kaufman, K. Comm. Svcs. Clerk Typist Senior Office Asst. II (Typing)
Lyon, J. Comm. Svcs. Clerk Typist Senior Office Asst. II (Typing)
Smith, S. Comm. Svcs. Clerk Senior Ofc. Spec. (Non-Typing)
Cunningham, L. Comm. Svcs. Clerk Senior Ofc. Spec. (Non-Typing)
Kowalewski, P. Comm. Svcs. Clerk Senior Ofc. Spec. (Non-Typing)
Pattinson, L. Econ. Dev. Admin. Asst./Dept. Admin. Asst.
. fr rt-077*
Strook, C. Fire Admin. Asst./Dept. Admin. Asst.
Lind, C. Fire Secretary Division Admin. Secretary
Rockwell, D. Fire Clerk Steno Office Asst. II (Typing)
Balli, A. Fire Clerk Typist Senior Office Asst. II (Typing)
Purdue, B. Fire Clerk Typist Senior Office Asst. II (Typing)
Walden, M. Fire Clerk Typist Senior Office Spec. (Typing)
Perez, M. Fire Clerk Typist Senior Office Asst. II (Typing)
Pitteroff, L. (Pending) Admin. Asst./Dept. Admin. Asst.
(Pending Reorganization)
Barilla, B. Ofc. of C.A. Admin.Asst./Dept. Admin. Asst.
Jones, P. Ofc. of C.A. (Actng) Sec Typ Conf Admin. Secretary
' Holmes, J. Ofc. of C.A. Secretary Division Admin. Secretary
Shanley, K. Ofc. of C.A. Secretary Typist Office Spec. (Typing)
6171
r -
ATTACHMENT 2
PROPOSED POSITION ALLOCATION Lla f
(Continued)
CURRENT PROPOSED
Incumbent Department Classification Classification
Aiello, A. Police Secretary Division Admin. Secretary
Edgington, S. Police Secretary Division Admin. Secretary
Davis, V. Police Secretary Division Admin. Secretary
Roels, B. Police Secretary Division Admin. Secretary
Boucher(Wixted) L. Public Works Admin. Asst./Dept. Admin. Asst.
Herman, B. Public Works Secretary Division Admin. Secretary
Bazal, B. Public Works Secretary Typist Admin. Secretary
Segelson, S. Public Works Secretary Typist Admin. Secretary
� •W�yllliee,, D. Public Works Const. Permit Aide Office Spec. (Typing)
L��'llll MI-4� R t-.7__ err.. s evi,, i),. _;+ A;�
b
Dixon, G. Public Works Clerk Typist Senior Office Asst. II (Typing)
Pittman, A. Public Works Clerk Typist Senior Office Asst. II (Typing)
Sunich, D. Public Works Clerk Typist Office Asst. II (Typing)
Lazar, R. City Attorney Admin. Asst./Dept. Admin. Asst.
Bullock, J. City Attorney Clerk Typist Senior Office Asst. II (Typing)
6171
j
}
Res No. 6171
STATE OF CALIFORNIA
COUNTY OF ORANGE ss:
CITY OF HUNTINGTON BEACH )
I, CONNIE BROCKWAY, the duly elected, qualified City
Clerk of the City of Huntington Beach, and ex-officio Clerk of the
City Council of said City, do hereby certify that the whole number of
members of the City Council of the City of Huntington Beach is seven;
that the foregoing resolution was passed and adopted by the affirmative
vote of at least a majority of all the members of said City Council
at a regular meeting thereof held on the 2nd day
of July 19 90 , by the following vote:
AYES:• ci ember Councilmembers:
s
MacAllister, Winchell , Green, Mays, Bannister, Silva, Erskine
NOES: Councilmembers:
None
ABSENT: Councilmembers:
None
City er an ex-o icio Clerk
of the City Council of the City
of Huntington Beach, California