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