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HomeMy WebLinkAboutReso 38-1987 RESOLUTION 38-87 CITY COUNCIL, CITY OF SOUTH SAN FRANCISCO, STATE OF CALIFORNIA A RESOLUTION AMENDING THE SOUTH SAN FRANCISCO EMPLOYEE CLASSIFICATION PLAN (SECRETARIAL POSITIONS) BE IT RESOLVED by the City Council of the City of South San Francisco that the Employee Classification Plan, as amended, is further an~nded effective April 1, 1987 as follows: 1. The Class Specification for Secretary to the City Manager is revised, as set forth in Exhibit "A". 2. Tlhe Class Specification for Secretary II - City Manager's Office (!U) is revised, as set forth in Exhibit "B". 3. T!he Class Specification for Secretary II is revised, as set forth iln Exhibit "C". 4. T!he Class Specification for Secretary I is revised, as set forth i!n Exhibit "D". I hereiby 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 8th day of April , 1987 by the fol 1 owing Vote: AYES: Councilmembers John "Jack" Draqo, Richard A. Haffey, Gus Nicolopulos, Roberta Cerri Teglia, and Mark N. Addiego NOES: None ABSENT: None ~ ATTEST:~'Clerk~City RESOLUTION NO. 38-87 City of SoUth San Francisco March 1987 SECRETARY TO THE CITY MANAGER DEFINITION Under the general direction of the City Manager, performs the administrative, secretarial and supervisory functions necessary to the effective operations of the City Manager's office. DISTINGUISHING CHARACTERISTICS This classification is distinguished from the next lower classification of Secretary II by the greater degree of 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 personnel. EXAMPLES oF DUTIES Establisheis, supervises and/or personally handles the recordkeePing and information retrieval systems required for the effective :maintenance of records and documents required by the members of the City Council and the City Manager's office; Supervises and/or personally handles the generation, recording and processing of official records and documents of the members of the City Council and the City Manager's office; Coordinates, refers and/or assumes personal responsibility for investigating and responding to various inquiries from citizens and officials; Arranges for and/or personally handles the receipt and transmittal of verbal and written communications for members of the City Council and the City Manager's office; Provides for and/or personally arranges the scheduling of appointments, meetings, events, travel accommodations, etc. for the members of the City Council and the City Manager's office; Establishes and implements on-the-job training for office employees to assure mastery of the full scope of their own job responsibilities and the development of skills and abilities to provide coverage in all areaslof necessary office operations; Researches, gathers data, summarizes findings, formats and produces finished reports on subjects of concern to the City Manager's office; Attends various special events and ceremonies as a representative of the City Manager's office; Performs such other duties as are assigned by the City Manager and are consistent with the scope of the position and necessary to the effective operations of the City Manager'sioff~ce. EXHIBIT "A" Page 1 of 3 pages City of SoUth San Francisco Secretary to the City Manager Page 2 DESIRABLE QUALIFICATIONS Knowledge of: Principles and practices of modern office management, procedures, equipment and records retention systems; Principles and practices of effective supervision; Proper business correspondence forms, composition, grammar and vocabulary; Basic mathematics; The organization, functions and operations of City government; The operation and programs of a personal computer, including programs such as Word Perfect and Lotus 1-2-3; and Abiliity to: Establish and/or modify operating policies, procedures, equipment and records retention systems; Establish work methods, set priorities, schedule and assign work, supervise and monitor work flow; Learn and understand technical regulations governing operations; Independently interpret and apply policies and regulations and prepare appropriate documents; Comprehend, coordinate and transmit information; Record dictation from personal sources at 90 words per minute and accurately transcribe such records as well as accurately transcribe from electronic sources; Type at a speed of approximately 60 words per minute and operate or learn to operate modern office equipment; Independently perform and supervise work projects involving research, data collection, evaluation and completed reports; Develop and implement on-the-job training for office employees; Deal tactfully and courteously with people; Establish and maintain effective working relationships with a variety of officials and personnel; EXHIBIT "A" Page 2 of 3 pages City of South San Francisco Secretary to City Manager Page 3 Exercise tact and mature judgment in dealing with matters of a controversial or confidential nature in a variety of situations; Efficiently operate a personal computer. EDUCATION AA Degree in a Business-related field or its equivalent or a certificate of completion from an accredited Business College. EXPERIENCE Six (6) years of increasingly responsible experience in secretariail office work, at least, two years of which have involved oiffice management or work flow supervision responsibilities and one year which included use of a personal computer. EXHIBIT "A" Page 3 of 3 pages RESOLUTION NO. 38-87 City of South San Francisco March 1987 SECRETARY II - City Manager's Office (U) 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, mature judgment, initiative, independence and assumption of responsibility which must be ex~rcised in performing secretarial requiring diverse and/or technical departmental subject knowledge. Positions in this class! exercise mature judgment in relieving the Department Head of administrative detail and may be required to supervise other secretarial or clerical positions. EXAMPLE OF DUTIES Performs, or may assign, secretarial and general clerical office functions;, Takes and accurately transcribes dictation from shorthandinotes, dictaphone, clear copy or draft; Composes correspondence from brief 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, statement~of expenses 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 officeiequipment; Perform related work as required. EXHIBIT "B" Page 1 of 3 pages City of South San Francisco Secretary ii - City Manager's Office (U) Page 2 DESIRABLE QUALIFICATIONS Knowledge of: Principles of supervision and office management; 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 and behavior; Operation of a Personal Computer including programs such as Word Perfect and Lotus 1-2-3; and Ability to: Supervise and evaluate subordinate staff; Distribute, assign and oversee clerical assignments; Make independent decisions in procedural matters with limited instructions; 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 secretarial work; Take and accurately transcribe dictation at a speed of no less than 90 words per minute; Type accurately at a speed of no less than 50 words per minute; Efficiently operate a personal computer; and EXHIBIT "B" Page 2 of 3 pages City of SoUth San Francisco Secretary II - City Manager's Office (U) Page 3 EXPERIENCE Four (4) years of increasingly responsible secretarial experience is required. It is preferred that one year of this experience be at a supervisory level and one (1) year which included use of a personal computer. and EDUCATION Equivalent to graduation from High School. Successful completion of one year of business college may be substituted for one year of the secretarial experience. EXHIBIT "B" Page 2 of 3 pages RESOLUTION NO. 38-87 City of SoUth San Francisco March 1987 SECRETARY II 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 performinglsecretarial duties requiring diverse and/or technical departmental subject knowledge. Positions in this class must exercise mature judgment in relieving the Department Head of administrative detail and may be required to supervise other clerical positions. EXAMPLE OF DUTIES Performs, or may assign, secretarial and general clerical office functions;, Takes and accurately transcribes from notes, dictaphone!, clear copy or draft; Composes correspondence from brief instiructions; 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, statement of expenses and other fiscal transactions; May be required to attend evening Board andlCommission Meetings and take and transcribe minutes, agendas and reports; Operates a variety of office equipment; perform related work as required. DESIRABLE QUALIFICATIONS Knowledge of: Principles of supervision and office management; Principles of modern office practice and procedures and records retention systems; Basic mathematics; Proper business English, punctuation, spelling, grammar and vocabulary; EXHIBIT "C" Page 1 of 2 pages Proper business correspondence and composition; Professional secretarial office etiquette and behavior; The operation and programs of a personal computer, including programs such as Word Perfect and Lotus 1-2-3; and Ability to: Supervise and evaluate subordinate staff; Distribute, assign and oversee clerical assignments; Make independent decisions in procedural matters with limited instructions; 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 secretarial work; Type accurately at a speed of no less than 50 words per minute; Shorthand is desirable; Efficiently operate a personal computer. EXPERIENCE: Four (4) years of increasingly responsible secretarial or stencgraphic experience is required. It is preferred that one year of this experience be at the supervisory level, one year lwhich included use of a personal computer. and EDUCATION= Equivalent to graduation from High School. Successful completion of one year of business college may be substituted for one year of the secretarial experience. EXHIBIT "C" Page 2 of 2 pages RESOLUTION NO. 38-87 City of SOuth San Francisco March 1987 SECRETARY I DEFINITION Under supervision, performs and may be required to supervise a variety oif difficult, complex and responsible secretarial and clerical work as assigned. DISTINGUIiSHING CHARACTERISTICS Positions in this class is distinguished from other clerical classes by the degree of initiative, independence and responsibility which must be exercised in performing secretarial functions of moderate difficulty and complexity, usually requiring a background or experience in the policies and procedures of the office or department. EXAMPLE OF DUTIES Types various materials from dictaphone, clear copy, and drafts; Composeslcorrespondence from brief and verbal instructions; Disseminates departmental information relative to established policiesland procedures as instructed; Screens mail and telephone calls and serves as office receptionist at office counter; May answer complaints within approved departmental guidelines; Schedules appointments as necessary; Establishes and maintains office files and records; May prepare payroll, purchase requisitions, expense statements and other fiscal transactions; Operates a variety of office equipment. May be required to attend evening Board and Commission meetings and take and transcribe minutes,~ agendas and reports. DESIRABLE OUALIFICATIONS Knowledge of: Principles of modern office practice and procedures and filing systems; Basic mathematics; Proper business English, punctuation, spelling, grammar and vocabulary; EXHIBIT ~9!' Page 1 of 2 pages Page 2 The operation and programs of a personal computer, including programs such as Word Perfect and Lotus 1-2- 3; and Ability %o: Independently perform moderately complex and responsible secretarial work; Establish and maintain cooperative working relationships with those contacted in the course of work; Learn proper business office etiquette and behavior; Type accurately at a rate of no less than 50 words per minute; Shorthand is desirable; Efficiently operate a personal computer; and EXPERIENCE Three (3) years of increasingly responsible secretarial or clerical experience, one year which included use of a personal computer. EDUCATION Graduation from High School, or its equivalent. Successful completion of one year of business college may be substituted for one year of the secretarial experience. EXHIBIT Page 2 of 2 pages