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HomeMy WebLinkAboutRES CC 2024 4262 2024 0717 RESOLUTION NO. 2024-4262 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF MOORPARK, CALIFORNIA, AMENDING THE CLASSIFICATION PLAN FOR NON-COMPETITIVE AND COMPETITIVE SERVICE EMPLOYEES ADDING THE POSITION OF RECORDS SUPERVISOR, AND RESCINDING RESOLUTION NO. 2024- 4226 WHEREAS, the City Council at its regular meeting on July 17, 2024, considered and adopted an amended Classification Plan Resolution for Non-Competitive and Competitive Service employees to add the position of Records Supervisor; and NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK DOES HEREBY RESOLVE AS FOLLOWS: SECTION 1. The job description attached as Exhibit A to this resolution is hereby adopted into the City's Classification Plan. SECTION 2. The City Manager shall have the authority to make temporary additions or deletions to the Classification Plan in the interest of efficient and effective administration of the Plan. Such alterations shall not become an approved part of the Plan until adoption by City Council resolution. SECTION 3. For all Classification Plan job descriptions which contain a reference to City, City of Moorpark, or City Council, such reference may also include responsibility for other governmental public agencies for which the Moorpark City Council serves as the governing body or has entered into a joint exercise of powers agreement, including but not limited to the Successor Agency of the Redevelopment Agency of the City of Moorpark, Successor Housing Agency of the Redevelopment Agency of the City of Moorpark, Moorpark Public Financing Authority, Industrial Development Authority of the City of Moorpark, and Moorpark Watershed, Parks, Recreation, and Conservation Authority. SECTION 4. Resolution No. 2024-4226 is rescinded and this resolution shall become effective upon adoption. SECTION 5. The City Clerk shall certify to the adoption of this resolution and shall cause a certified resolution to be filed in the book of original resolutions. PASSED AND ADOPTED this 17th day of July, 2024. Resolution No. 2024-4262 Page 2 Chris R. Enegr , Mayor ATTEST: _ O�PP�q< Ky Spa ler, Cite 46, 9TF0 jut.- Exhibit A: Classification Plan and Job Description Resolution No. 2024-4262 Page 3 EXHIBIT A City of Moorpark Classification Plan and Job Descriptions Resolution No. 2024-4262 Page 4 RECORDS SUPERVISOR Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. DEFINITION To perform a variety of responsible and complex administrative and analytical duties to develop and maintain a reliable records management program; to plan, direct and coordinate records retention and destruction; to ensure work quality and adherence to established policies and procedures; to perform technical and complex tasks relative to assigned area of responsibility; and to ensure operational efficiency and smooth workflow. This position is overtime exempt. SUPERVISION RECEIVED AND EXERCISED Receives administrative direction from the City Clerk. Exercises direct and primary supervision over technical and clerical staff, administers contracts and monitors performance. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS--Essential and other important responsibilities and duties may include, but are not limited to, the following: Essential Functions: 1 . Plan, organize, direct and participate in the work involved in maintaining official City documents and records including agendas, minutes, ordinances, resolutions, contracts, agreements, deeds and other legal documents and official records of the City Council and subsidiary authorities. 2. File and retrieve documents; determine placement or establish new placement in accordance with established procedures; maintain and update file guide; maintain paper records and electronic files and databases in an orderly manner. 3. Ensure compliance with legal requirements for records retention and destruction, assist with preparation and updating of City's records retention schedule, and administer the storage, retrieval, archival, and destruction of documents. 4. Oversee daily activities for citywide inactive records including receipt, processing, storage, retrieval, use, and disposition according to records management policies. 5. Work with staff in City departments to develop and implement processes to fully comply with City records management requirements; assist in evaluating and recommending appropriate solutions to departmental records management issues Reso No. 2024-4262 0717 2024 Resolution No. 2024-4262 Page 5 and problems; develop, coordinate, and conduct records management training programs including group and individual sessions on City procedures and imaging systems. 6. Coordinate the document imaging system and maintenance of complex filing and computerized record systems, including content, prioritization of projects, project management, information/document input, quality control, hardware/software maintenance, troubleshooting, and annual software licensing; analyze and evaluate technology relative to records management. 7. Manage on-site and off-site storage spaces with the goal to conserve and reduce storage spaces and facilitate disaster recovery processes; process invoices for storage facilities. 8. Prepare documents for imaging and permanent storage, purges and boxes files for transfer or destruction; assist with the administration of the citywide destruction of records in accordance with the records retention schedule including the preparation of destruction documents; work with all departments in the purging of files and coordination of the timely destruction of records; assist with citywide records purge activities. 9. Research records requests from staff and public as directed; order and retrieve boxes containing files from storage; review case files with outside customers. Direct and participate in file research and document certification. 10.Assist with the development and administration of the City Clerk's Division budget. 11.Supervise, train and evaluate employees as assigned and assist in their selection. 12.Compile, organize and interpret data, write reports and prepare correspondence. 13.Analyze administrative and operational situations and recommend change as needed. 14.Develop and design departmental, operational and administrative policies procedures or forms as required. 15.Make oral and written presentations to the City Council, staff, the public and professional groups. 16.Maintain current knowledge of new trends and innovations in the field of records management; attend and participate in professional group meetings; participate in professional development activities. Marginal Functions: Reso No. 2024-4262 0717 2024 Resolution No. 2024-4262 Page 6 1. May participate in contract administration. 2. May perform or assist in preparation of employee performance evaluations. 3. Serve as emergency response worker as necessary. 4. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: • Principles and procedures of record keeping, filing, and data entry. • Principles, practices and techniques of public records management including document imaging and applicable laws regarding records retention and destruction requirements. • Applicable federal and state laws and regulations, including the Political Reform Act, Ralph M. Brown Act, and Public Records Act. • Principles, practices, and procedures of automated and manual records management, retrieval, and storage including micrographics, electronic imaging, automated information retrieval systems, and computer systems related to maintaining municipal records. • City government structure and processes. • Effective public contact and public relations techniques and practices. • Analysis and research methods and techniques. • Principles of supervision, training and performance evaluation. • English usage, spelling, grammar, and punctuation. • Modern office procedures, methods and equipment • Pertinent Federal, State, and local laws, codes and regulations, including those relating to retention requirements for a wide variety of documents. Ability to: • Maintain records and files. • Perform complex administrative and analytical activities for assigned programs. • Independently perform administrative and analytical activities in the area of work assigned. • Understand the organization and operation of the assigned department and outside agencies as necessary to assume assigned responsibilities. • Interpret and apply administrative and departmental policies and procedures. • Effectively manage contracts and evaluate the work of contractors. • Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. • Research, analyze, and evaluate programs, policies, and procedures. Reso No. 2024-4262 0717 2024 womb Resolution No. 2024-4262 Page 7 • Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals. • Research, develop and prepare ordinances, resolutions, contracts, and technical reports and associated summary data for presentation to City Council and others. • Prepare clear and concise reports. • Operate and use modern office equipment including computer, printers and copiers. • Enter data on a computer at a speed necessary for successful job performance. • Research, analyze, and evaluate new service delivery methods, procedures and techniques. • Independently prepare correspondence and memoranda. • Communicate clearly and concisely, both orally and in writing. • Respond tactfully, clearly, concisely and appropriately to inquiries from the public, press or other agencies on sensitive issues in area of responsibility. • Establish and maintain effective working relationships with those contacted in the course of work. • Maintain mental capacity, which allows the capability of making sound decisions and demonstrating intellectual capabilities. • Maintain effective audio/visual discrimination and perception to the degree necessary for the successful performance of assigned duties. • Maintain physical condition appropriate to the performance of assigned duties and responsibilities. • Perform responsible and difficult administrative work involving the use of independent judgment and personal initiative. Experience and Training Guidelines: Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience Four years of responsible records management experience, preferably in a government agency, including one year of supervisory responsibility. Education A Bachelor's degree from an accredited college or university with major course work in public administration, business administration or a closely related field is required. Related experience may be substituted for required education after consideration of the following: an Associate's degree in public administration, business administration, or a closely related field; other related certificates (such as Certified Records Manager, Certified Records Analyst, Certified Municipal Clerk, Master Municipal Clerk, or Laserfiche certifications); combined with a minimum of six years of increasingly responsible and related work experience. Reso No. 2024-4262 0717 2024 Resolution No. 2024-4262 Page 8 License or Certificate: Possession of or ability to obtain and maintain an appropriate, valid California driver's license. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens. Physical Conditions: Essential functions may require maintaining physical condition necessary for sitting or standing for prolonged periods of time; medium lifting, carrying, pushing and pulling; reaching; handling; use of fingers; talking; hearing; near acuity. Reso No. 2024-4262 0717 2024 Resolution No. 2024-4262 Page 9 STATE OF CALIFORNIA ) COUNTY OF VENTURA ) ss. CITY OF MOORPARK ) CERTIFICATION I, Ky Spangler, City Clerk of the City of Moorpark, California, do hereby certify under penalty of perjury that the foregoing Resolution No. 2024-4262 was adopted by the City Council of the City of Moorpark at a regular meeting held on the 17th day of July, 2024, and that the same was adopted by the following vote: AYES: Councilmembers Castro, Delgado, Groff, Means and Mayor Enegren NOES: None ABSENT: None ABSTAIN: None WITNESS my hand and the official seal of said City this 18th day of July, 2024. Ky Spa ler, Cite y erk (seal) P pia K Q )1•4ftrA.,,i 9 � 1p4.4 d U V4