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HomeMy WebLinkAboutReso 83-1998" RESOLUTION NO. 83-98 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION APPROVING MID-MANAGEMENT SALARY SCHEDULE AND JOB DESCRIPTIONS FOR CAPITAL PROJECT COORDINATOR, EXECUTIVE ASSISTANT TO THE CITY MANAGER, ASSISTANT DIRECTOR OF FINANCE, RECREATION AND COMMUNITY SERVICES SUPERVISOR AND RECLASSIFICATION FOR DESIGNATED TYPIST CLERK AND SENIOR TYPIST CLERK POSITIONS WHEREAS, staff desires approval of the Mid-Management Salary Schedule and Job Descriptions for Capital Project Coordinator, Executive Assistant to the City Manager, Assistant Director of Finance, and Recreation and Community Services Supervisor as shown hereto as Exhibit A. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of South San Francisco that the City Council hereby approves the Mid-Management Salary Schedule and Job Descriptions for Capital Project Coordinator, Executive Assistant to the City Manager, Assistant Director of Finance, and Recreation and Community Services Supervisor and reclassification for designated Parks Department Typist Clerk to Senior Typist Clerk and Fire Department Senior Typist Clerk to Secretary 1. I hereby certify that the foregoing Resolution was regularly introduced and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 24th day of June , 1998 by the following vote: AYES: NOES: ABSTAIN: ABSENT: Couneilmembers James L. Datzman, Joseph A. Fernekes, Karyl R. Penna and Mayor Eugene R. Mullin Matsumoto, John None None None C:\My Documents\RESO~salaryschedule.res.doc ATTEST: !D~tIBIT A TO RESOLUTION NO. 83-98 City of South San Francisco Personnel Department Exhibit A Mid-Management Salary Schedule Title Capital Project Coordinator Assistant Director of Finance Recreation and Community Services Supervisor Pay Range MontNy Salary Range of $5,968 to $7,221 Momhly Salary Range of $5,885 to $7,155 Momhly Salary Range of $4,000 to $4,860 City of South San Francisco Human Resources Department Capital Project Coordinator ClassDescription Definition Plans, coordinates, and reviews the design and construction of Public Works and related projects; acts as project manager in assigned capital improvement, maintenance, or renovation projects; exercises direct and indirect supervision over professional, technical, and clerical staff, as well as various consultant contracts; and performs other related work as required. Distinguishing Characteristics The Construction Project Coordinator is expected to complete complex assignments requiring the use of judgment and initiative in developing solutions to problems, interpreting general policies, and determining work assignments. Incumbents typically possess specialized knowledge, skills, abilities, and experience demonstrating independent judgment in representing the City's interest in planning and coordinating projects internally, with outside public agencies, and the community at large; and carries out work with little guidance or supervision. Important and Essential Duties (Examples and Illustrative Only) 1. Develops, plans, and coordinates the architectural and engineering activities related to major capital improvement, maintenance, and renovation construction projects. 2. Develops, recommends, and maintains accurate and current project budgets; manages cost and quality controls in all project activities. 3. Prepares and administers agreements for professional services, coordinating all activities between the City and consulting firms ensuring the resultant work product meets the City's needs and is delivered on time and within budget. 4. Supervises the work of contract consultants retained to provide particular expertise in project studies, programming, development, design, or management; participates in, or manages the selection, hiring, and development of contracts with consulting firms. 5. Researches project design requirements; prepares drawings, writes specifications, prepares cost estimates, solicits and reviews bids, and recommends contract awards and change orders. 6. Plans, prepares, and communicates schedules and progress records of project activities and expenditures, and assist others in establishing project schedules and milestones; develops critical path or project flow diagrams to plan, set, and evaluate progress on project tasks. 7. Monitors contract performance, reviews and processes submittals, and related activities associated with project completion. 8. Maintains records on assigned projects, prepares and presents comprehensive administrative, fiscal, statistical, and technical studies, reports, evaluations, specifications, and correspondence as required. Prepares various applications for state and federal grants; monitors compliance with grant requirements for received grants. Administers and enforces City codes and standards on projects. Investigates field problems affecting property owners, contractors, and maintenance operations, and uses judgment to either resolve issues or bring to the attention of the appropriate authority. 10. 11. City of South San Francis~ Construction Project Coordinator Class Description Page 2 12. Responds to City inquiries related to construction projects. 13. Coordinates construction activities with other City departments, divisions, and sections, and with outside agencies. 14. Oversee and train technical and administrative staff. 15. Performs other related work as required. Job Related And Essential Qualifications Knowledge of Project management principles and techniques; budget preparation and administration; design and construction principles, methods, materials, and techniques used in the construction and maintenance of public works, utility, or building projects; principles and procedures of technical specification writing, plan preparation, and construction cost estimating; practices and techniques used in coordinating a variety of factors within a major project and within multiple projects; pertinent local, state, and federal laws, rules, regulations, codes, and enforcement procedures related to construction projects; modern developments, current literature, and sources of information regarding construction issues; principles and practices of public administration; principles and practices of supervision and training; appropriate computer soRware applications, standard office equipment. Ability to Coordinate, supervise, and prioritize work, delegate authority and responsibility, and simultaneously coordinate a variety of projects with a minimum of supervision; read and interpret complex written material, such as blue prints, specifications, codes, and ordinances; analyze situations and problems accurately, identify alternative solutions, project consequences of proposed activities, and implement effective course of action in accordance with general policy and pertinent codes and regulations; prepare contract documents for professional services and construction or maintenance projects, and monitor performance; apply and interpret project management principles and techniques; communicate effectively both orally and in writing; prepare comprehensive administrative, statistical, fiscal, and technical reports, studies, and correspondence; establish and maintain effective working relationships with those contacted in course of performing assigned responsibilities; ensure program compliance with federal, state, and local policies, procedures, and laws; supervise and train subordinates. Experience and Training Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities. A typical way to obtain the knowledge, skills, and abilities would be Experience Five years of increasingly responsible experience in performing construction supervision, engineering, and architecture projects; general contracting experience is desirable. Training Equivalent to graduation from an accredited college or university with major coursework in construction management, architecture, engineering, or a related field. JAB~-06/16/g8 8:06 AM c:Xmy docam~mts\correspondence~taffrcports\budget.pers changes\cpc.doc City of South San Francisco Construction Project Coordinator Class Description Page 3 Licenses or Certificates Possession of an appropriate, valid California Driver's license; must be maintained as a condition of employment. Possession of a valid registration as a civil engineer issued by the California State Board of Registration for Civil and Professional Engineers is desirable. Special Requirements Essential duties require the following Physical Skills Ability to sit, stand, walk, kneel, crouch, stoop, squat, and climb, and maintain sustained posture in a seated position for prolonged periods of time. Work Environment Works in field and office environments; exposure to cold, heat, outdoors, chemicals, explosive materials, mechanical hazards, and electrical hazards. Ability to Travel to different sites and locations. Approved: Revised: Bargaining Unit: ADA Review Date: DOT: No Physical: Class -- Unclassified/Exempt Exempt Mid-management JAB---06/16/98 8:06 AM c:hny documeats\eorrespondence~staffreports\budget.pera c~hanges\cpc, doc City of South San Francisco Human Resources Department Executive Assistant to the City Manager Class Description Definition Under the general direction, performs administrative, secretarial and supervisory functions to ensure the efficient operations of the City Manager's Office. Distinguishing Characteristics This classification is distinguished fxom the classification of Secretary 11 by the degree of skill, coordination, and diplomacy necessary in managing a wide variety of interactions between members of the City Council, the City Manager's Office, citizens, private and public officials, and City employees. Important and Essential Duties (Examples and Illustrative Only) 1. Establishes, supervises, and personally handles the reeordkeeping and information retrieval systems required for the efficient maintenance of records and documents required by the members of the City Council and the City Manager's Office. 2. Supervises and personally handles the generation, recording, and processing of official records and documents. 3. Coordinates, refers and/or assumes personal responsibility for investigating and responding to various inquiries from citizens and officials. 4. Arranges for and personally handles the receipt and transmittal of verbal and written communications. 5. Provides for and personally arranges the scheduling of appointments, meetings, events, and travel accommodations for the members of the City Council and the City Manager's Office. 6. Establishes on-the-job training for office support staff to ensure competence in the full scope of job responsibilities and the development of skills and abilities to provide coverage in all areas of office operations. 7. Researches, gathers data, summarizes findings, formats, and produces finished reports on subjects of concern to the City Manager's Office. 8. Attends various special events and ceremonies as a representative of the City Manager's Office. 9. Operates a variety of office equipment. 10. Perform related duties and responsibilities as assigned. Job Related and Essential Qualifications Knowledge of Organization, functions, and operations of City government; principles of supervision and office management; principles of modem office practices, procedures and records retention systems; basic mathematics; proper business English, punctuation, spelling, grammar, and vocabulary; proper business correspondence and composition; operation and programs of a personal computer, including programs such as Microsoft Word, Excel, PowerPoint, and Access; standard office machines and their operation. Ability to Establish and/or modify operating policies, procedures, equipment, and records retention systems; establish work methods, set priorities, schedule and assign work, supervise, and V0,onitor work flow; learn and understand technical regulations governing City operations; City of South San Francisco Executive Assistant to the City Manager Class Description Page 2 independently interpret and apply policies and regulations and prepare appropriate documents; comprehend, coordinate, and transmit information; record dictation from personal sources at an acceptable rate and accurately transcribe such records; accurately transcribe from electronic sources; type at a speed of approximately 60 words per minute and operate modem office equipment; efficiently operate a personal computer; independently perform and supervise work projects involving research, data collection, and evaluation, and complete appropriate reports; develop and implement on-the-job training for office employees; maintain effective working relationships with those contacted in the course of work; exercise tact, diplomacy, and mature judgment in dealing with matters of a controversial or confidential nature in a variety of situations. Experience and Training Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities. A typical way to obtain the knowledge, skills, and abilities would be Experience Six years of increasingly responsible experience in a secretarial or administrative capacity, with at least two years involved in office management or work-flow supervision and two years using a personal computer. Training Equivalent to graduation from an accredited college with an Associate of Arts degree in a business-related field or a certificate of completion from an accredited business college. Licenses or Certificates Possession of, or the ability to obtain, an appropriate California Driver's license, which must be maintained as a condition of employment. Special Requirements Essential duties require the following Physical Skills Ability to sit, stand, walk, and maintain sustained posture in a seated position for prolonged periods of time. Work Environment Work in a standard office environment and available for evening meetings. Ability to Travel to different sites and locations. Approved: Revised: Bargaining Unit: Confidential ADA Review Date: DOT: No Physical: Class -- Unclassified/Exempt Exempt JAB--06/16/98 7::27 AM c:~my documents\correspondenceXstaffreports\budget-pers changes\eacxn.doc City of South San Francisco Human Resources Department Assistant Director of Finance Class Description Definition Under direction, performs responsible management, administrative and technical duties; supervises all work units of the Department on a day-to-day basis, and functions as department head in the absence of the Director. Distinguishing Characteristics This classification is distinguished from all other professional accountant classes by its supervisory and administrative responsibilities. Important and Essential Duties (Examples and Illustrative Only) 1. Assists in the development and implementation of Department policies, goals, and objectives. 2. Plans, directs, and coordinates work performed by all Department work units, including accounting, payroll, audit, budget, purchasing, and business licenses. 3. Coordinates and oversees information systems activities performed by contract staff. 4. Participates in the performance of professional duties in connection with accounting operations, including maintenance and year-end closing of the General Ledger; audits; and preparation of the Annual Financial Report. 5. Prepares revenue projections and assists in the budget process; participates in budget review meetings, development of applicable rate information, provides technical support to departments, and ensures that proposed changes to the budget are entered into the computerized budget system. 6. Reviews and approves all purchase orders, ensuring conformance with applicable policies and procedures. 7. Supervises staff assigned, including scheduling, assigning, prioritizing, and reviewing work; training and evaluating staff, approving time off, and developing effective recommendations on all personnel actions. Develops record maintenance systems, procedures, and training necessary for maintaining effective liaison with other City departments. Serves as department head in the absence of the Director of Finance, including attending and participating in City Council and department head meetings. May serve on City and inter-agency committees. Performs related duties and responsibilities as assigned. 10. 11. Job Related and Essential Qualifications Knowledge of Principles, methods and practices of municipal finance, budgeting, accounting, purchasing and fiscal record keeping; principles of supervision; principles of financial administration, including budgeting and reporting; applicable laws and regulations; computer systems and their applications to fiscal analysis and record keeping. City of South San Francisco Assistant Director of Finance Class Description Pa~¢ 2 Ability to Acquire a thorough knowledge of applicable City policies and Department procedures; prepare complex financial statements, reports and analyses; develop and implement accounting procedures and systems; effectively supervise assigned personnel; establish and maintain cooperative working relationships with those contacted in the course of work; interpret and accurately apply rules and regulations regarding accounting, purchasing and auditing practices; communicate clearly, both verbally and in writing. Experience and Training Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities. A typical way to obtain the knowledge, skills, and abilities would be Experience Four years of increasingly responsible professional experience in municipal finance, with at least two years in a supervisory capacity. Training Equivalent to graduating from an accredited college or university with a Bachelor's Degree with major coursework in accounting, business administration, or a related field. Licenses or Certificates Possession of, or the ability to obtain, an appropriate California Driver's license, which must be maintained as a condition of employment. Special Requirements Essential duties require the following Physical Skills Ability to sit, stand, walk, and maintain sustained posture in a seated position for prolonged periods of time. Work Environment Work in a standard office environment; ability to work protracted and irregular hours, and available for evening meetings. Ability to Travel to different sites and locations. Approved: Revised: Bargaining Unit: Confidential ADA Review Date: DOT: No Physical: Class -- Unclassified/Exempt Exempt JAB--4)6/16/98 7::26 AM c:Xmy docum~mtsheorrespondenceXstaffi-eports\budget.pers changes~adf, doe