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HomeMy WebLinkAboutE-03 Council Action ItemsCONSENT ITEM E-3 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: AMELIA AYALA, DIRECTOR OF HUMAN RESOURCES & RISK MANAGEMENT VIA: TROY BUTZLAFF, ICMA-CM, CITY MANAGER DATE: AUGUST 15, 2016 SUBJECT: HUMAN RESOURCES ACTION ITEMS SUMMARY: On August 9, 2016, the Personnel Board met and took action on several items. This action approves Personnel Action Requests reviewed and recommended by the Personnel Board. RECOMMENDATION: Staff recommends that the City Council take the following actions: 1) Approve the following Personnel Action Requests in accordance with the City of Azusa Civil Service Rules and applicable Memorandum of Understanding(s). DISCUSSION: The Personnel Board reviewed the recommendations of City Staff and took the following actions: A.NEW APPOINTMENT: The following appointment has been requested by the Director of Utilities pursuant to the Rules of The Civil Service System. DEPARTMENT NAME CLASSIFICATION EFFECTIVE DATE RANGE/STEP BASE MO. SALARY UTILITIES Jared Macias Assistant Director- Water Operations 8/29/2016 3557/1 $9,262.82 APPROVED COUNCIL MEETING 8/15/2016 Human Resources Action Items August 15, 2016 Page 2 B. MERIT INCREASE AND/OR REGULAR APPOINTMENT: C. CLASS SPECIFICATION REVISION: Pursuant to rules of the Civil Services System, Sections 3.5 Adoption of Plan: ASSISTANT CHIEF DEPUTY CITY CLERK. (See attached Exhibit 1) D. CLASS SPECIFICATION REVISION: Pursuant to rules of the Civil Services System, Sections 3.5 Adoption of Plan: DEPUTY CITY CLERK II. (See attached Exhibit 2) E. RECLASSIFICATION – The following reclassification has been requested by the department head and is being made in accordance with the City of Azusa Rules of the Civil Service System, Section 3.8. Reclassification. DEPARTMENT NAME CLASSIFICATION FROM/TO EFFECTIVE DATE RANGE/STEP BASE MO. SALARY CITY CLERK Annette Juarez From: Administrative Technician To: Deputy City Clerk II July 1, 2016 4174/4 $4,952.54 FISCAL IMPACT: There is no fiscal impact associated with the recommended actions, as positions listed are funded in approved department budgets. Dept Name Classification Type of Action/ Effective Date Range/ Step Base Mo. PW Oscar Morales Street Maintenance Worker I Merit Increase 7/6/2016 8153/5 $4,421.71 PW David Ochoa Street Maintenance Worker I Merit Increase 7/9/2016 8153/5 $4,421.71 PD Christopher Grant Police Lieutenant Merit Increase 7/16/2016 3423/3 $10,961.94 PD Robert Landeros Police Sergeant Merit Increase 8/2/2016 3416/4 $9,644.76 PD Kathleen Soliven Records Specialist Merit Increase 7/26/2016 9140/3 $3,504.88 Human Resources Action Items August 15, 2016 Page 3 Prepared by: Reviewed and Approved: Lislene Ledezma Amelia Ayala Acting Human Resources & Director of Human Resources Risk Management Analyst and Risk Management Reviewed and Approved: Reviewed and Approved: Louie F. Lacasella Troy L. Butzlaff, ICMA-CM Management Analyst City Manager EXHIBIT 1 Date Adopted: 8-9-2016 AMMA Salary Range: 3243 CITY OF AZUSA ASSISTANT CHIEF DEPUTY CITY CLERK DEFINITION Under general direction, provides direct assistance to the Chief Deputy City Clerk in the daily operations of the City Clerk’s Office, which are specified generally in California statutes and in ordinances adopted by the City Council; provides direct assistance with the conduct of municipal elections, the establishment and maintenance of the City’s Records Management Program; act as Chief Deputy City Clerk as assigned. CLASS CHARACTERISTICS This is a single position class and the incumbent is responsible for assisting the Chief Deputy City Clerk in the daily operations of the City Clerk’s Office. SUPERVISION RECEIVED/EXERCISED Receives direction from the Chief Deputy City Clerk. May exercise technical and functional supervision over administrative support staff. ESSENTIAL FUNCTIONS Essential and other important responsibilities and duties may include, but are not limited to the following: Provides direct and confidential advanced clerical support to the Chief Deputy City Clerk; assists with the preparation, assembly, printing and distribution of agenda packets; may coordinate with department representatives to ensure that agenda items are received by the established deadline and meet appropriate format requirements; may be required to attend City Council and/or Board meetings, transcription and preparation of meeting minutes; assists with the indexing, retention and retrieval of documents related to City Council proceedings; ensures documents are in the correct format, include required attachments and obtains appropriate signatures prior to recording or dissemination for further action; may respond to inquiries from City Council, Management Staff and the public regarding Council actions, official records, and interpretation of related policies, procedures and laws; researches and compiles data for special projects and reports as assigned; provides assistance to the public and Staff by helping to identify information and records relevant to public records requests; ensures timely response to all requests and justifies any nondisclosure and/or ensures deletion of any portions exempt from the mandate of the Public Records Act; may receive, process and monitor Statements of Economic Interests and Campaign EXHIBIT 1 Statements as mandated by the City’s Conflict of Interest Code and the Political Reform Act; receives and processes claims against the City, subpoenas, and summons; facilitates accurate and timely processing of legal documents such as agreements, contracts, deeds, resolutions and ordinances; may assist in the preparation of the annual budget and monitor throughout the year; assists with the planning and conduct of municipal elections; may notarize and certify documents and administer oaths of office; act as Chief Deputy City Clerk as assigned. QUALIFICATIONS GUIDELINES Education and/or Experience: Any combination of education and/or experience that would provide the knowledge, skills and abilities necessary for an Assistant Chief Deputy City Clerk. A typical way of obtaining the required qualifications is to possess the equivalent of three years of increasingly responsible experience in municipal records management and elections in a City Clerk’s office, including two years of administrative or supervisory experience, and an Associate of Arts degree in Public or Business Administration or a closely related field. A Bachelor’s Degree in a related field is highly desirable. Additional experience may be substituted for college education on a year for year basis. Licenses or Certification Certification by the International Institute of Municipal Clerks as a Certified Municipal Clerk Possession of or ability to obtain certification as a Notary Public within one year of employment. Possession of a valid Class C California driver's license and maintain a satisfactory driving record. Knowledge of: Pertinent Federal, State, local laws, codes, and regulations; organization and function of municipal government; election laws and procedures for administering municipal elections; Political Reform Act requirements; Brown Act requirements; California Public Records Act requirements; organizational and management practices as applied to the analysis and evaluation of programs, policies and operational needs; modern and complex principles and practices of program development and administration; principles and practices of accounting and municipal budget preparation and administration; principles and practices of records management, including records retention laws; English usage, spelling, vocabulary, grammar and punctuation; practices used in minute taking and preparation; modern office procedures, methods and computer equipment; principles of supervision, training and performance evaluation; techniques used in public relations; safe driving principles and practices. Abilities and Skills: Operate modern office equipment, including computer equipment and software, and voice transcription/dictation equipment; type at a speed of 50 net words per minute; provide information and organize material in conformance with policies and legal requirements; meet and deal tactfully and effectively with the public; interpret and apply policies, procedures, laws, EXHIBIT 1 codes, and regulations pertaining to City Clerk programs and functions; interpret a variety of public documents including contracts and ordinances; prepare and maintain accurate records; prepare official minutes; resolutions, and ordinances; prepare clear and concise reports; compose correspondence independently; perform responsible administrative work involving the use of independent judgment and personal initiative; communicate clearly and concisely, both orally and in writing; establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Physical, Mental and Environmental Working Conditions Position requires prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing minutes and reports using a computer keyboard. Additionally, this position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. Additionally, the need to lift, drag and push files, paper and documents weighing up to 20 pounds is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. Special Requirements: Possession of a valid Class C California driver's license and maintain a satisfactory driving record. Must be available to travel to different sites and locations and attend evening meetings. EXHIBIT 2 Date Adopted: 8-9-2016 ACEA Salary Range: 4174 CITY OF AZUSA DEPUTY CITY CLERK II DEFINITION Under supervision, provides staff support to the Chief Deputy City Clerk, assists in the preparation, storage, and retrieval of official City records, and provides assistance with the conduct of municipal elections. SUPERVISION RECEIVED/EXERCISED Receives direction from the Chief Deputy City Clerk. May exercise technical and functional supervision over administrative support staff. ESSENTIAL FUNCTIONS Provides direct and confidential advanced clerical support to the Chief Deputy City Clerk; assists with the preparation, assembly, printing and distribution of agenda packets; may coordinate with department representatives to ensure that agenda items are received by the established deadline and meet appropriate format requirements; may be required to attend City Council and/or Board meetings for taking, transcription and preparation of meeting minutes; assists with the indexing, retention and retrieval of documents related to City Council proceedings; ensures documents are in the correct format, include required attachments and obtains appropriate signatures prior to recording or dissemination for further action; may respond to inquiries from City Council, Management Staff and the public regarding Council actions, official records, and interpretation of related policies, procedures and laws; researches and compiles data for special projects and reports as assigned; provides assistance to the public and Staff by helping to identify information and records relevant to public records requests; ensures timely response to all requests and justifies any nondisclosure and/or ensures deletion of any portions exempt from the mandate of the Public Records Act; may receive, process and monitor Statements of Economic Interests and Campaign Statements as mandated by the City’s Conflict of Interest Code and the Political Reform Act; receives and processes claims against the City, subpoenas, and summons; facilitates accurate and timely processing of legal documents such as agreements, contracts, deeds, resolutions and ordinances; may assist in the preparation of the annual budget and monitor throughout the year; assists with the planning and conduct of municipal elections; may notarize and certify documents and administer oaths of office; may fill in during the Chief Deputy City Clerk’s absence; performs related duties and responsibilities as assigned. EXHIBIT 2 QUALIFICATIONS GUIDELINES Education and/or Experience: Any combination of education and/or experience that would provide the knowledge, skills and abilities necessary for satisfactory job performance. Example combinations include equivalent to the completion high school, supplemented by specialized training in the functions and activities of the City Clerk’s Office; or three years of increasingly responsible administrative support experience, preferably including work in a City Clerk’s Office for a public agency. Licenses or Certification Possession of a valid Class C California Driver’s License Possession of or ability to obtain certification as a Notary Public within one year of employment. Knowledge of: Considerable knowledge of office and administrative procedures; organization and functions of municipal government and the City Clerk’s Office; pertinent Federal, State, local laws, codes, and regulations; English usage, spelling, vocabulary, grammar and punctuation; principles and procedures of records management, storage, retrieval and retention; principles of business letter writing and report preparation; basic mathematical principles; principles and practices used in dealing with the public; modern office procedures, methods and computer equipment; safe driving principles and practices. Ability and Skill to: Operate modern office equipment, including computer equipment and software, and voice transcription/dictation equipment; type at a speed of 50 net words per minute; provide information and organize material in conformance with policies and legal requirements; meet and deal tactfully and effectively with the public; interpret and apply the policies, procedures, laws, codes, and regulations pertaining to City Clerk programs and functions; interpret a variety of public documents including contracts and ordinances; prepare and maintain accurate records; prepare official minutes; resolutions, and ordinances; prepare clear and concise reports; compose correspondence independently; perform responsible administrative work involving the use of independent judgment and personal initiative; communicate clearly and concisely, both orally and in writing; establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work. Distinguishing Characteristics & Supervision Exercised: Deputy City Clerk II This is the full journey level in the class series. Positions at this level are distinguished from the I level by the performance of full range of duties as assigned, working independently and exercising judgment and initiative. Positions at this level receive only occasional instruction or EXHIBIT 2 assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Physical, Mental and Environmental Working Conditions Position requires prolonged sitting and regular standing, walking, reaching, twisting, turning, kneeling, bending squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing minutes and reports using a computer keyboard. Additionally, this position requires near and far vision in reading written reports and work related documents. Acute hearing is required when providing phone and personal service. Additionally, the need to lift, drag and push files, paper and documents weighing up to 20 pounds is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. Special Requirements: Possession of a valid Class C California driver's license and maintain a satisfactory driving record. Must be available to travel to different sites and locations and attend evening meetings.