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.