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HomeMy WebLinkAboutCity Council - 2012-17 RESOLUTION NO. 2012-17 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH AMENDING THE CITY'S CLASSIFICATION PLAN BY MODIFYING THE CLASS SPECIFICATION AND COMPENSATION FOR THE POSITION OF ASSISTANT CITY CLERK Whereas the City Council of the City of Huntington Beach wishes to amend the City's Classification Plan; and The provisions of Personnel Rule 12-4 have been complied with, in that the changes to the City Classification Plan were considered by the Personnel Commission during a public hearing on November 10, 2011; and The Commission voted to recommend to the City Council that the City's Classification Plan be amended as follows: Modify the class specification and compensation for the position of Assistant City Clerk NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve as follows: 1. Modify the existing class specification for Assistant City Clerk and establish compensation at Range 563 ($6265 - $7762) in the City's Classification Plan as set forth in Exhibit A, which is attached hereto and incorporated herein by this reference. All other provisions of the City's Classification Plan not modified herein shall remain in full force and effect. PASSED AND ADOPTED by the City Council of the City of Huntington Beach at a regular meeting thereof held on the i 6 t h day of A p r i l , 2012. Mayor 1 Resolution No. 2012-17 REVIEWED AND APPROVED: INITIATE ND APPR VED: Cit n ger erector of Human Resources APPROVED AS TO FORM: 4ty Attorn y U 2 Exhibit A - Resolution No. 2012-17 SUO 'it CITY OF HUNTINGTON BEACH 3 "Hunmj J each; CLASS SPECIFICATION TITLE: ASSISTANT CITY CLERK PERSONNEL COMMISSION APPROVAL: NOVEMBER 10, 2011 REVISED COUNCIL APPROVAL: APRIL 2, 2012 ADOPTED REVISIONS JOB CODE: 0132 EMPLOYMENT STATUS: REGULAR FULL-TIME UNIT REPRESENTATION: MEO FLSA STATUS: EXEMPT JOB SUMMARY Under the direction of the City Clerk, plans, organizes, and supervises the daily office operations of the City Clerk's Department. DISTINGUISHING CHARACTERISTICS The Assistant City Clerk classification is distinguished from the Senior Deputy City Clerk classification in that the Assistant City Clerk provides administrative oversight for the overall functioning of the department; while the Senior Deputy City Clerk performs specific assignments related to department operations. The Assistant City Clerk classification is distinguished from the City Clerk in that the Assistant City Clerk manages the day-to-day operations of the department and assists the City Clerk in all phases of the work. The City Clerk is an elected official responsible for the overall functioning of the department, and serves as the legal custodian of records for the City. EXAMPLES OF ESSENTIAL DUTIES • Oversees the daily operations of maintaining official City documents and records, including, but not limited to; agendas, minutes, ordinances, resolutions, contracts, agreements, deeds and other legal documents and official records of the City Council, Redevelopment Agency and subsidiary authorities • Manages the timely and proper distribution of the City Council agendas and all related documents; administers the public hearing and public notice processes; • Supervises subordinate staff; monitors work flow; reviews and evaluates work products, methods and procedures; meets with staff to identify and resolve problems; provides or coordinates staff training; works with employees to correct deficiencies • Administers the records management system including maintenance, protection, retention and disposition of records to ensure compliance with federal, state, and local laws, rules and regulations Page 1 of 4 Exhibit A - Resolution No. 2012-17 Su (iy ' CITY OF HUNTINGTON BEACH Hang 'Beach, CLASS SPECIFICATION TITLE: ASSISTANT CITY CLERK • Works with video production consultant to ensure proper recording of City Council meetings; maintains archive of video recordings for access to public and other interested parties • Serves as project manager and department representative for all computerized systems and software applications designed to electronically process and publish City Council agendas and staff reports, and manage and store scanned images • Assists in the administration of City elections • Administers the filing of Campaign Disclosure Statements and Statements of Economic Interests forms as required by the Fair Political Practices Commission • Identifies opportunities for improving service delivery methods and procedures; implements improvements; develops and implements office systems and procedures; prepares procedures manuals • Provides administrative support to the City Clerk; participates in the development, implementation and monitoring of goals, objectives and policies for the City Clerk's Office and city-wide related functions; implements resulting policies and procedures; serves as acting City Clerk in the City Clerk's absence ;signs official documents as needed • Supervises the passport processing function • Interacts with various levels of City employees, government and elected officials, and the public to resolve problems and address complaints • Reviews and approves invoices for payment • Conducts research, reports findings and makes recommendations • May perform Notary Public duties • Performs related duties as required. The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. The City, at its discretion, may add, modify, change or rescind work assignments as needed. KNOWLEDGE, SKILLS AND ABILITIES: Knowledge of: - Federal, State and local laws, codes and regulations pertaining to notices, minutes, records, reports, agendas, materials, and correspondence for a municipality or other governmental organization, as well as open meetings for legislative bodies, elections and financial disclosure requirements - Principles of supervision Page 2 of 4 Exhibit A - Resolution No. 2012-17 Su 4 CITY OF HUNTINGTON.BEACH Hanhngl jBearh CLASS SPECIFICATION TITLE: ASSISTANT CITY CLERK - Federal, State and local laws, codes and regulations regarding access and dissemination of public records , - Computerized records storage and retrieval; imaging technology - Laws, rules, and procedures of management, retention, and destruction of public records - General office practices and procedures - Municipal government structure and processes Ability to: - Plan, organize and monitor the work of a municipal clerk's office - Understand, interpret, and apply laws, rules, regulations, policies, codes and ordinances - Enforce municipal and election laws and procedures - Operate computer equipment, including word processing, database and other types of software - Assist the public, City officials, City staff and others in researching or obtaining City information - Manage the maintenance of an effective record keeping, filing and imaging system for official records - Communicate effectively both orally and in writing; - Interact professionally with various levels of employees, elected City officials and appointees, outside representatives, and the general public - Use independent judgment and initiative to analyze situations, identify problems and recommend solutions - Take appropriate notes to record minutes and other council actions - Learn complex and technical information; handle multiple deadlines and multiple projects MINIMUM QUALIFICATIONS Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes: Education: An Associate's degree from an accredited college or equivalent number of collegiate units in a related field. A Bachelor's degree from an accredited college or university in a related field may be substituted for experience on a year-for-year basis up to two (2) years. Experience: Five (5) years increasingly responsible clerical, administrative support, or paraprofessional experience including records management, working within a City Page 3 of 4 Exhibit A - Resolution No. 2012-17 Su , CITY OF-HUNTINGTON`BEACH Hun6 ;Beach a CLASS SPECIFICATION TITLE: ASSISTANT CITY CLERK Clerk's office or with an elected/appointed Board of Directors. Two (2) years of supervisory or lead experience over clerical or administrative support personnel. Certifications/License: Must be able to obtain a Notary Public certification within six months of appointment Certification as a Municipal Clerk (CMC) preferred. PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS -- Work is performed in a general office environment and may involve extended periods of time at a computer keyboard or work station. Requires sitting for prolonged periods of time; standing and walking to retrieve work files or to other departments or office locations; leaning, bending and stooping to perform work behind a desk or to retrieve information; pushing, turning or twisting to move chair or body from desk; reaching to place or retrieve files or open drawers or cabinets; light grasping to hold a writing instrument or documents; firm grasping as needed to lift and carry work files or operate office equipment finger dexterity to type on a computer keyboard; and hearing and speaking to answer the telephone or answer questions of co-workers, subordinates, or the general public. Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/materials used in performing essential functions such as computer keyboards, calculators, copiers, and other office equipment. Tasks involve the ability to exert light physical effort in sedentary to light work but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5 - 10 pounds). Reasonable accommodations) for an individual with a qualified disability will be considered on a case-by-case basis. Must be able to work beyond a regular scheduled workday when required Est. May 1999 Rev.June 2002/bc Rev. August 2005/vb Rev.Sept 2010/jd Page 4 of 4 Res. No. 2012-17 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN 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 April 16, 2012 by the following vote: AYES: Shaw, Dwyer, Hansen, Carchio, Bohr, Boardman NOES: Harper ABSENT: None ABSTAIN: None CK Clerk and ex-officidZlerk of the City Council of the City of Huntington Beach, California