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HomeMy WebLinkAboutReso 91-1980 RESOLUTION NO. 91-80 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AMENDING THE SOUTH SAN FRANCISCO EMPLOYEE-CLASSIFICATION. PLAN BY THE.-ADDITION, DELETION, AND MODIFICATION OF CERTAINICLASSES BE IT RESOLVED by the City Council of the City of South San Francisco that the employee Classification Plan,. as amended, is further amended as follows: 1. To Add Specifications For The Positions Of: (a) Administrative Secretary; as set forth.in Exhibit "A" attached hereto; (b) Secretary I; as set forth in Exhibit "B" attached hereto; (c) Secretary II; as set forth in Exhibit "C" attached hereto; (d) Principal Clerk; as set forth in Exhibit "D" attached hereto; (e) Personnel Director; as set forth in Exhibit "E" attached hereto. 2. To Modify Specifications For The Positions Of: (a) Executive Secretary; as set forth in Exhibit "F" attached hereto; (b) Legal Secretary, as set forth in Exhibit "G" attached hereto; (c) Paramedic/Firefighter, as set forth in Exhibit "H" attached hereto. 3. To Delete Specifications For The Position Of: · (a) Secretary. I hereby certify that the foregoing Resolution was regularly introduced NOES: ABSENT: None None ATTEST: City Clerk~ ' and adopted by the City Council of the City of South San Francisco at a regular meeting held on the 6th day of August , 19 80 , by the following vote: AYES: Councilmen Ronald G. Acosta, Mark N. Addiego, Emanuele N. Damonte Gus Nicolopulos; and Councilwoman Roberta Cerri 'Teglia Cit~ of South San Francisco EXHIBIT "A" July 1980 ADMINISTRATIVE SECRETARY uEFINITION Under general or limited supervision, performs a variety of difficult, complex and responsible secretarial functions as assigned by the City Manager's staff and the City Council. . DISTINGUISHING CHARACTERISTICS A position in this cla'ss is' distinguished from other secretarial classes by the high degree of confidentiality which must be maintained, as well as the initiative, mature judgment and tact which must be exercised in assisting the City Manager's staff, City Council, other City officials, officials of other agencies, groups and the public. The varying and often unpredictable nature of assignments performed by this class require knowledge of City government operations and procedures and must be discharged with a higher degree of independence and responsibility than other secretarial classes'. Relieves the City Manager's staff of administrative detail. 'EXAMPLES OF DUTIES Performs secretarial, clerical and administrative detail as assigned by the City-Manager's staff and City Council; Types a Variety of material from shorthand dictation, clear copy, ~Lraft or dictaphone. .Composes dorrespondence, gathers and compiles other material and ta as assigned, or based on limited instructions, for-use by the Council, staff and .partments; Assists in' preparing weekly status and Council reports concerning various ~ctivities and events; Maintains City Manager's staff's calendar and schedules, makes arrangements for appointments, meetings and conferences and follows-up for coordination; Screens incoming mail, telephone calls and visitors, directing them to appropriate officials and may provide necessary response or information which is often of a sensitive nature regarding. City policies and operations to a variety of interested parties; Maintains records and files including those of a confidential nature; May prepare departmental payroll, expense statements, purchase orders and other related transactions as assigned; May be required to assist in arranging and coordinating City-hosted evening and social events for various, governmental organizations, and may be required to att[nd in the absence of the Executive Secretary. Operates a variety of office equipment. DESIRABLE QUALIFICATIONS Knowl edge of: The organization and i;unctions of city government; Modern Office practices, prOcedures, equipment and filing systems; Proper correspondence forms, composition, grammar and vocabulary; Basic mathematics. Professional secretarial office etiquette and behavior; and ~minis%rative Secretary -2- JCATI ON: EXPERIENCE: Ability to- Maintain confidentiality and exercise mature judgment, tact and discretion in dealing with controversial subjects and sensitive situations in a variety of circumstances; Comprehend, coordinate and transmit information from the City Manager's staff to various City departments and personnel; Establish and maintain good communication and working relationships with a vari'ety of officials, groups, public and personnel; Independently perform difficult and responsible clerical work; Take shorthand at a rate of no less than 100 words per minute with accurate transcription; Type accurately at a speed of no less than 60 words per minute. and GraduatiOn from high school or its equivalent, perferably supplemented by courses in office procedures, typing and shorthand. Successful completion of-one year of business college may be substituted for one year of the desired secretarial experience. Five years of increasingly, responsible experience in secretarial and .stenographic .work. City of South San Prancisco EXHIBIT "B" July 1980 SECRETARY I DEFINITION Under supervision, performs a variety of difficult and respOnsible secretarial and clerical work as assigned. DISTINGUISHING CHARACTERISTICS Positions in this class are distinguish6dffrom, other Clerical Classes by theidegree of initiative, independence and responsibility which must be exercised in performing secretarial functions of moderate difficulty and complexity, Usuallf requiring a background or experienCe in the policies and procedures of the office or department. EXAMPLE OF DUTIES Takes and.accurately transcribes shorthand notes; Types various materials from shorthand dictation, dictaphone, clear copy, and drafts; Composes correspondence from brief and verbal instructions; Disseminates departmental information relative to established policies and procedures as instructed; Screens mail and telephone calls and serves as office receptionist at office counter; May answer co~plaints within approved departmental guidelines; Schedules appointments as necessary; Establishes and maintains .office files and records; Provides clerical assistance in preparation of special projects and reports; May prepare payroll, purchase requisitions, expense statements and other fiscal transactions; Operates a variety of office equipment. DESIRABLE QUALIFICATIONS Knowledge of: Principles of modern office practices and procedures and filing systems; Basic mathematics; Proper business English, punctuation, spelling, grammar and vocabulary; and Ability to- Independently perform moderately complex and responsible secretarial work; Establish and maintain cooperative workingrelatiopshipi-.with those contacted in the course of work; Learn proper business office etiquette and behavior; Take shorthand and accurately transcribe it at a rate of no less than 90 words per minute; Type accurately at a rate of no less than §~0 words p~r minute. and SECRETARY I -2- EXPERIENCE EDUCATION Three (5) years of increasingly' responsible stenographic or clerical, experience. Equivalent to graduation from High School. Successful completion'of one year of business college may be substituted for one year of the required experience. City of South San Francisco EXHIBIT "C" July 1980 SECRETARY ' I I DEFINITION Under general supervision, performs a variety of difficult, complex and responsible secretarial and clerical functions as assigned by a Department Head or his/her administrative~ staff. DISTINGUISHING CHARACTERISTICS A position in this class is distinguished from other secretarial classes by the degree of confidentiality, initiative, independence and responsibility which must be exercised in performing secretarial duties requiring diverse and~or technical departmental subject knowledge. Positions in this class must exercise mature judge- ment in relieving the Department Head of administrative detail and may be required to supervise other clerical positions. E~'Ohx'IPLE OF DUTIES Perfol~s, or may assigp, secretarial and general clerical office functions; Takes and accurately transcribes dictation from shorthand notes,, dictaphone, clear copy. --- or draft; Composes correspondence from brief or verbal instructions; Disseminates specialized and technical departmental information relative to established policies :...,~ and procedures; Screens 'mail, telephone calls and visitors and refers to appropriate official or may provide assistance or answer complaints within approved departmental guidelines; Maintains calendar and schedules for Department Head or administrative 'staff, makes arrangements for appointments, meetings, conferences, and fOllows up for coordination; Establishes and maintains records and files including those of a confidential nature; Independently Collects and tabulates a variety of data used in conjunction with projects, studies and budget review; May consolidate data into preliminary report form for review by administrative staff; May assist in budget preparation and keep records of purchase orders, payroll, ~tatement of expense~ and other fiscal transactions; May be required to attend evening Board' and Commission Meetings and take and transcribe minutes, agendas and reports; Operates a variety- of office equipment~ DESI RABLE QUALIFICATIONS Knowledge of: Principles of modern office practice and procedures'and records retention systems; Basic mathematics; Proper business English, punctuation, spelling, grammar and vocabulary; Proper business correspondence and composition; . Professional secretarial office etiquette ~nd'beha~ior;~ and SECRETARY -2- EXPERIENCE EDUCATION Coordinate, Assign and oversee general clerical assignments; Make independent decisions in procedural matters With liMit&d instruction; Present, establish and maintain a professional secretarial atmosphere, good working relationships and communications with those contacted in the course of work; Independently perform difficult and responsible clerical work; Take and accurately transcribe shorthand at a speed of no less than 90 words per minute; Type'accurately at a speed of no less than SO words per minute; and Four (4) years or increasingly responsible secrekarial or stenographic experience, at least one of which should have been in a supervisory capacity. and Equivalent to graduation from High School. Successful completion of one year of business college may be subs- tituted for one year of the secretarial experience. EXHIBIT "D" City of South San Francisco July 1980 PRINCIPAL CLERK DEFINITION Under general supervision performs a variety of responsible and technical clerical tasks as assigned. DISTINGUISHING CHAP-RCTBRI STI CS ., , Positions in this class are distinguished from other clerical positions due to the responsibility for disseminating a variety of technical information to the general public and for perfo~ning detailed supportive taskS basic to the primary functions. of the division or department, which requires a thorough knowledge of subject matter and the operations of the department or division. EXAMPLE OF DUTIES Types a variety of correspondence, forms, legal documents, reports, financial or statistical statements, technical specifications, resolutions and minutes'from dictating equipment, clear copy or draft. Assembles required supplemental material and independently cmnposes routine correspondence and rep.orts in accordance with established guidelines. Compiles basic technical data for inclusion in reports and forms; Maintains files and records; May prepare payroll, purchase requisitions, expense stateme{ts and other fiscal transactions; Serves as office receptionist, providing assistance to visitors and callers and disseminates technical information relative to established departmental operations or policies; Opens, routes mail, maintains a stock of office supplies and operates a variety of office equipment including typewriters, calculators, dictating equipment and copiers. May prepare technical statistical reports or summaries. DESIRABLE QUALIFICATIONS Knowledge of: Office practices and procedures'incXUding filing systems, record keeping and reference sources; Basic mathematics; Proper correspondence forms and compositions; Correct punctuation, spelling, grammar and vocabulary. Ability to: Operate a variety of office e~ipment; Develop a thorough working knowledge' of departmental and city operations; Follow written and verbal instructions and to make decisions in procedural matters without immediate supervision; ~xercise initiative and discretion; Work cooperatively with the public, other city personnel and other organizations; Type accurately at a rate of SO words per minute-; 'PRINCIPAL CLERK EDUCATION EXPERIENCE Equivalent to graduation from High School. Four (4) years of increasingly responsible experience in typing and general clerical work. City of South San Francisco EXHIBIT "E" PERSONNEL DIRECTOR (U) July 14, 1980 DEFINITION Under administrative direction, to plan, organize, supervise and personally participate in all phases of the City's personnel and employee relations programs; and to do related work as required. DISTINGUISHING CHARACTERISTICS This is a professional managerial position in.the unclassified service responsible for managing the City's Personnel Office. An incumbent in this classification exercises independent judgment and discretion; manages, controls and directs ,employees; and formulates administrative policies for the effective use of personnel. EXAMPLES OF DUTIES Plans, organizes, develops and administers all phases of the personnel program; maintains the city-wide classification plan; administers the City's Affirmative Action Program;. represents the City in negotiations with employee representa- tives; directs all activities of the Personnel Office including recruitment, examination and selection, classification and salary administration, insurance programs, employee benefits, personnel records, employee orientation and safety programs; acts as secretary to the Personnel Board, preparing monthly agenda and minutes of meetings; assists in settling and handling employee grievances and processing ~candidates' appeals; makes appropriate recommendations ~o the City Manager following established City Rules and Regulations; assists the City Manager on matters related to personnel administration; confers with other City Staff, performs special studies and makes written and oral~ presentations; and performs other work as required. DES IRABLE QUALIFICAITONS Knowl edge Of: The objectives, methods and problems of public administration; The purpose, techniques and problems of personnel administration and their relationship to other areas of administration and to each other; The best principles and methods of supervision, public relations, recruitment, examining, classification, pay, training, affirmative action and equal employment opportunitits, administrative analysis, employee relations and office management. a'nd City. of South San Francisco PERSONNEL DIRECTOR Ability to: Function effectively as a Personnel Director in a large complex organization; Win the confidence and dooperation of the public, other officials and employees; Plan, .direct and supervise the work of a technical and clerical staff; Collect data, analyze it objectively and make intelligent recommendations and reports; Understand and interpret and apply provisions of ordinances, and pertinent laws, rules and regulations. and Education: Equivalent to graduation from an accredited college or university with a major in Personnel Administration, Industrial Relations or an approved related field. and Experience: Five (5) years of pmofesSional experience in personnel administration and employee relations, including two (2) years experience in a supervisory or managerial capacity. -2- EXHIBIT "E" EXH IB IT "F" · City of South San Francisco EXECUTIVE SECRETARY July, 1980 DEFINITION Under general or limited direction, performs and may supervise a variety of difficult, complex and responsible secretarial functions on behalf of the City Manager, his· administrative staff and the City Council. DISTINGUISHING CHARACTERISTICS· A'position assigned to this class is distinguished from other secretarial classes by the high degree of confidential'ity which must be~maintained as well as the initiative, mature judgement, tact and sensitivity which must be exercised in dealing with and assisting the Ci'ty Manager's staff, the City Council, other City officials, officials of other agencies groups and the public. The varying and often unpredictable nature of ass.ignments performed by this class require a comprehensive knowledge of City government operations and procedures and must be discharged with a greater degree of professionalism, independence and respon- sibility than other secretarial classes. This class also serves as secretary to various City Council/City Manager sponsored agencies and committees, which requires technical knowledge of procedures regulating the agencies or committees. Relieves the City Manager of administrative detail. · · EXAMPLES OF DUTIES >erforms and may supervise the secretarial, clerical and administrative detail functions )n behalf of the City Manager, his administrative staff and the City Council; Types and/ . or revises a variety of material from shorthand dictation, clear copy, draft or dictaphon, e; Composes correspondence,· gathers and compiles other material and data independently or based on limited instructions for use by the City Manager, Council, staff and departments; Composes and prepares Weekly status and Council reports concerning various activities and events for the City Manager; Maintains City Manager and City Council calendars and schedules, makes arrangements for appointments, meetings,'conferences and travel arrangements and follows-up for coordination; Screens incoming mail, telephone'calls and receives visitors, directing them to the appropriate official and, in some instances, provides necessary response or information or determines proper course of action; Dissem- inates diverse information, which is often of a sensitive nature, rega?ding City policies .and operations to a variety of inter, ested parties; Establishe§, modifies and maintains records and files including those of a confidential nature; Prepares or may direct the preparation of departmental payroll, expense statements, purchase orders and other related transactions; Arranges, coordinates and attends City-hbsted evening meetings and social events of various governmental organizations; Attends and serves as secretary to various agency or committee meetings, prepares agendas, minutes or other documents; Operates a variety of office equipment. DESIRABLE ~..~,~ FICATIONS Knowl edge of' The organization and functions of city government; Principles and practices of modern 'office management, procedures, equipment~and records retention systems; Principles and practices of effective supervision; Proper correspondence forms, composition, grammar and vocabulary; "' ~xecutive Secretary -2- Ability to: EDUCATI ON: EXPERIENCE: Basic mathematics; Proper and professional protocol, diplomatic etiquette-and precedence to be excercised in dealing with elected and appointed officials and other persons contacted in the course of work. and ' Maintain confidentiality and-exercise mature judgment, 'tact and discretion in dealing with controversial subjects and sensitive situations in a variety of. circumstances; ' Comprehend, coordinate and transmit information from the. City Manager to various City departments and personnel; Establish and maintain a professional atmosphere, good working relationship and communication with a variety of officials, groups, public and personnel; Independently perform and assign difficult and responsible clerical work; Make decisions on procedural office matters with limited or no direction; 'Take Shorthand at a speed of no less than 120 words per minute wi th accurate transcri pti on ;' Type at a speed of no less than 60 words per minute; Learn and comprehend technicial knowledge of procedures regulating governmental agencies and committees. and Graduation from High-School or it's equivalent, preferably supplemented by courses in office management and procedures, typing and shorthand. Successful completion.of one year of business college may be.substituted for one year of the des. ired secretarial experience. and Five (5) years of increasingly responsible experience in secretarial work, at least two years of which should have been in. office management or a supervisory capacity. ~ity of'South San Francisco EXHIBIT "G" / July 1980 LEGAL SECRETARY DEFINITION Under general or limited supervision, performs and may be required to supervise, a variety of difficult, complex and responsible secretarial functions as assigned, or on behalf of the City Attorney and his administrative staff. DISTINGUISHING CItARACTERISTICS A position assigned to this Class is distinguished from other secretarial eiasses by the high degree of confidentiality, mature judgement, initiative and assumption of responsibility which must be excercised in performing secretarial and administrative detail functions, all of which require a technical knowledge of engineering, planning and legal terminology, forms and documents, as well as a practical know/edge of legal and City government operations and procedures. A high degree of tact and secretarial professionalism must be implementedaafid.~m~inZgin6diin, as§isting'and.Ydealing.-OithTCiZy officials, private attorneys, rep~esenta~ives:of>pi~i'~ateiinterest.groups and businesses, departments and divisions and other personnel. EXAMPLE OF DUTIES Performs secretarial, clerical and administrative detail functions; Takes and transcribes shorthand dictation involving technical legal, engineering and planning terminology; Types from own composition or from dictation, clear copy, draft or dictaphone such material as correspondence, agreements, resolutions, ordinances, permits, affidavits, briefs and other legal documents; ~aintains calendars and schedules for City Attorney and his administrative staff, makes arrangements for appointments, meetings, conferences and court dates and follows up for coordination; Screens in- coming mail, telephone calls, visitors and claimants, directing them to appropriate official, or may provide necessary response or information or determine proper course of action pertaining to legal matters; Independently, or based on limited instructions, gathers, assembles and prepares formats and background iniormation, by either research or personal interviews, with departments or private parties for presentation to City Attorney and staff for action, special projects or studies; Disseminates City, legal or departmental operations and procedures to a variety of interested parties; Establishes, modifies, updates.and maintains law library, court rulings, references systems, records and files including those of a confidential nature; Prepares payroll, expense state- ments, purchase orders and other related fiscal transactions; Is-required to prepare departmental budget for final approval; Prepares monthly and annual reports for City auditor and Council regarding legal activities; Attends hearings and meetings of a sensitive nature to provide clerical back-up, assistance or record minutes; Operates a variety of office equipment; May organize and direct clerical work or special projects. DE$IP~!SLE QUALIFICATIONS Knowledge of: City government and legal operations, functions and procedures; Principles and practices of modern office procedures, equipment and records retention systems; Legal, engineering and planning terminology, forms, documents Legal Secretary Ability to- .EDUCATION' EXPERIENCE- -2- 'and con~osition; . Proper business English, spelling, punctuation, grammar and vocabulary; Basic mathematics; Proper and professional office protocol to be exercised in dealing with City officials, attorneys and the general public. and Maintain confidentiality andfexercise mature iudgement and tact. in dealing with controversial or sensitive situations; Initiat~ and'conduct effective and efficient interviews and research for background material preparation and presentation.; Independently perform difficult and responsible clerical work including comprehending, securing and disseminating:information; Establish and maintain a professional office atmosphere, good working relationship and communication with those contacted in the course of work; Take and accurately transcribe shorthand at a spe~dcof no'~less than IlO.words per minute; Type accurately at a speed of no less than 6S words per minute. and GraduatiOn fromHigh School or its equivalent, preferably including or supplemented by courses in typing, shorthand .and office practices and procedures. Successful completion of one year of business college or a paralegal course may be substituted for one year of the required experience. Five years of increasingly responsible secretarial or sten°a graphic experience, two of'Which should have been of a legal nature. CITY OF SOUTH SAN FRANCISCO EXHIBIT "H" PARAMEDIC/FiREFIGHTER July, 1980 DEFINITION Under general supervision, to engage in fire fighting and fire pre- vention activities in protecting life and property; to efficiently provide assistance to medical emergency victims; to operate and maintain fire fighting and paramedic apparatus and equipment as required and to do related work as required. EXAMPLE ~OF DUTIES Responds to alarms of fires and medical emergencies; engages in fire fighting and fire prevention activities; attends to victims in medical emer- gencY situations under prescribed EMT I and II techniques; provides medical aid as prescribed by a doctor or registered nurse with whom direct radio or telephone contact is made; operates radio (voice) and other radio and telemetry equipment that monitors the victim; records company activities and prepares reports; may be assigned to perform general maintenance and repair work to equip- ment; participates in training and activities with the Fire Department, hospitals and other agencies; studies and reviews local, county, state and departmental paramedic rules, regulations and ordinances; teaches paramedic skills and techniques to members, of the Fire Department, other agencies and the public. DESIRABLE QUALIFICATIONS Knowl edge. of: The geography of the local area. and Ab il i ty to: Learn South San Francisco Fire Department Rules and Regulations; Learn fire fighting and prevention operations, methods and techniques; Learn the operations, use and maintenance of modern paramedic equipment and techniques; Learn local, county, state and department rules, regulations and ordinances governing the paramedic activities; Think clearly and make sound decisions in times of great emotional stress; Comfort and deal effectively with distraught victims and families; Analyze medical emergency situations; Understand and carry out orders given by radio, telephone or in writing; Speak in a clear and concise manner; Establish and maintain cooperative relationships with employees, supervisors and the public; Learn fire fighting methods and techniques, the basic operations and mechanics of fire fighting equipment, and the location of hydrants and mains and major traffic and fire hazards; Learn to drive fire apparatus and paramedic vehicle with care and safety in accordance with traffic laws and ordinances. and .Experi ence- None required. Experience as a firefighter and/or paramedic or six (6) months of emergency medical experience preferred. and Education: Equivalent to completion of the twelfth grade. Paramedic education and training meeting local requirements or current EMT I and CPR certificates. Paramedic certification preferred. and Licenses: Appropriate California Driver's License: issued by the State Department of Motor Vehicles. Ability to obtain a Class Two License. Paramedic and/or EMT I and CPR certified by date of hire. Paramedic certification preferred. Incumbents in this class must obtain Paramedic level certification and maintain the certification during tenure in this position.