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HomeMy WebLinkAboutAGENDA REPORT 2004 0901 CC REG ITEM 10MTO: FROM: DATE ITEM 10. M . CITY OF MOORPARK, CALIFORNIA City Council Meeting Of ACTION: l 4 &9__ MOORPARK CITY COUNCIL AGENDA REPORT Honorable City Council Deborah S. Traffenstedt, ATCM /City Clerk August 23, 2004 (CC Meeting of 9/1/04) SUBJECT: Consider Reclassification of Two Secretary II Positions to Administrative Secretary BACKGROUND AND DISCUSSION Staff is requesting City Council authorization to change the Assistant City Manager /Redevelopment Agency and City Clerk's Department Secretary II positions to Administrative Secretary. The job responsibilities of these two positions have changed over time as clerical positions have been eliminated, duties have been reassigned, and new responsibilities have been assumed. The distinction between the Secretary II and Administrative Secretary positions in the City's Classification Plan and job descriptions is primarily based on the years of experience and the ability to perform the more complex administrative, secretarial and clerical support duties. In addition, the Administrative Secretary position has the ability to be used as a lead worker supervisor. Other City Departments, which currently have an Administrative Secretary position, are the Community Development, Community Services, and Public Works Departments. The following information is provided in support of the reclassification of the two Secretary II positions to Administrative Secretary. In the Assistant City Manager's Office, the Secretary II position has assumed more complex administrative and clerical duties in support of the Assistant City Manager and Redevelopment Agency. The position currently supports the Assistant City Manager and three Senior Management Analyst positions. The responsibilities which support the reclassification of the position as an Administrative Secretary include but are not limited to: preparation of the City Council Economic Development Committee agendas /annotated agendas; coordination of Channel 10 announcements and calendar for 000234 Honorable City Council September 1, 2004, Regular Meeting Page 2 broadcast scheduling; assistance with preparation of Citywide newsletter; invoice processing, purchasing, and budget monitoring; and an increasing level of involvement and public contact in support of affordable housing programs (Community Development Block Grant, Cal Home Rehabilitation, and First -Time Home Buyer) . There is also a need for the position to function as a lead worker to take advantage of use of non -paid intern assistance when available. In the City Clerk's Department, the Secretary II position supports the City Clerk and Human Resource Divisions, and also provides administrative and clerical support to the City Manager and City Council in the absence of the Executive Secretary and as part of the City Clerk's Department function. The responsibilities which support the reclassification of the position include but are not limited to: City Manager and City Council secretarial and clerical support functions; mail routing decisions and monitoring staff responses for all City general correspondence including e -mail; invoice processing, purchasing, and budget monitoring; responsibility for posting the City Council agenda related items on City's Home Page; preparation of minutes and assistance with agenda processing; Employee Newsletter preparation; and a high level of public telephone contact. If this position is reclassified, additional responsibilities would be assigned, including but not limited to increased records management assignments, including City Clerk's Index and electronic imaging system related assignments, and responsibility for maintenance of records and logs. In addition, there would be more flexibility for the position to provide lead worker supervision of clerical aide and intern positions on an as needed basis. The fiscal impact of the proposed reclassification would be approximately a ten percent (100) raise for each position and the related benefit increases that are tied to salary, such as retirement. A budget amendment should not be needed; however, if a budget amendment is determined to be required, staff proposes to include the salary related adjustment in conjunction with the mid -year budget amendment report. STAFF RECObMNDATION Authorize reclassification of Assistant City Manager/ Redevelopment Agency and City Clerk's Department Secretary II positions to Administrative Secretary, effective with the pay period beginning on or after September 4, 2004.