HomeMy WebLinkAboutAGENDA REPORT 2005 0720 CC REG ITEM 10JITEM 1 0. T.
CITY OF MOORPARK, CALIFORNIA
CItY Council Meeting
of 01,0,0,5'
ACTION:
3 70
BY: l7-y, Ae �
MOORPARK CITY COUNCIL
AGENDA REPORT
TO: Honorable City Council
FROM: Deborah S. Traffenstedt, Administrative Services Director
DATE: July 14, 2005 (CC Meeting of 7/20/05)
SUBJECT: Consider Resolution Amending the City's Classification
Plan and Rescinding Resolution No. 2005 -2330
BACKGROUND AND DISCUSSION
Attached to this report is a draft resolution amending the
Classification Plan to: 1) revise the job title for Administrative
Services Technician to Administrative Assistant and revise the job
description so as to permit use of that position in all City
departments; and 2) to add a new job description for Senior
Nutrition Coordinator. The proposed revisions to the
Classification Plan are consistent with the Salary Plan adopted by
the City Council on July 6, 2005, and the discussion in the staff
report for that July 6 agenda item.
only the referenced two job descriptions are included with the
attached resolution. A complete copy of the Classification Plan
will be included with the final resolution.
City Council concurrence to allow City Manager final approval of
corrections to the complete Classification Plan is requested to
permit staff to make any other internal consistency and editorial
corrections prior to finalizing the resolution for the Mayor's
signature.
STAFF RECOMMENDATION
Adopt Resolution No. 2005- consistent with the agenda report.
Attachment: Draft Classification Plan Resolution
000294
RESOLUTION NO. 2005-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
MOORPARK, CALIFORNIA, ESTABLISHING A REVISED
CLASSIFICATION PLAN AND JOB DESCRIPTIONS FOR NON-
COMPETITIVE, COMPETITIVE SERVICE, AND HOURLY
EMPLOYEES AND RESCINDING RESOLUTION NO. 2005 -2330
WHEREAS, the City Council adopted Resolution No. 2005 -2330
on May 18, 2005, establishing a revised classification plan and
job descriptions for Non - Competitive and Competitive Service
employees; and
WHEREAS, the Council has determined that revisions to the
Classification Plan are appropriate to revise the job title for
Administrative Services Technician to Administrative Assistant
and revise the job description for that position to be
applicable to all City departments, and to add a new job
description for Senior Nutrition Coordinator.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF MOORPARK
DOES HEREBY RESOLVE AS FOLLOWS:
SECTION 1. All job descriptions attached as Exhibit A to
this resolution are hereby adopted as 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. Resolution No. 2005 -2330 is hereby rescinded.
SECTION 4. 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.
000295
Resolution No. 2005 -
Page 2
PASSED AND ADOPTED this 20th day of July, 2005.
Patrick Hunter, Mayor
ATTEST:
Deborah S. Traffenstedt, City Clerk
Exhibit A: Classification Plan Job Descriptions
000296
Resolution No. 2005 -
Page 3
EXHIBIT A
City of Moorpark
Classification Plan
and
Job Descriptions
00029'7
Resolution No. 2005 -
Page 4
ADMINISTRATIVE ASSISTANT
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 wide variety of
administrative and secretarial duties
and /or division manager; to coordinate
support and purchasing functions; and
assistance to the public regarding
procedures.
SUPERVISION RECEIVED AND EXERCISED
responsible and complex
for a department director
and participate in office
to provide information and
departmental policies and
Receives direction from a department director and /or division
manager.
May provide lead worker supervision to assigned clerical staff.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -- Essential and other
important responsibilities and duties may include, but are not
limited to, the following:
Essential Functions:
1. Perform administrative duties in support of assigned
department director and /or division manager; recommend
improvements in work flow, procedures and use of equipment
and forms; assist in preparing comprehensive reports,
minutes of meetings and agendas for meetings; produce
spreadsheets; compile annual budget requests; purchase
office supplies.
2. Provide responsible staff assistance and support to
assigned department director and /or division manager.
3. Receive requisitions and invoices, examine for completeness
and assign account code for payment, prepare and /or issue
purchase orders.
Resolution No. 2005 -
Page 5
4. Purchase materials and supplies; oversee the acquisition of
office supplies; purchase commodities and /or services to
maximize savings by determining best method of purchase;
develop product specifications; receive materials and
supplies purchased.
5. May develop methodologies and implement cost allocations
for office supplies, postage and other central service
costs; conduct special cost studies.
6. Maintain selected purchasing and computer records; may
maintain vendor database.
7. May assist in the development and management of the City
and Redevelopment Agency budgets.
8. May negotiate contracts and /or monitor contracts to assure
vendor compliance to specifications including insurance.
9. Perform secretarial support duties including type, format,
edit, revise and proofread a wide variety of reports,
forms, letters, memoranda and statistical charts; type from
rough draft or verbal instruction; take and transcribe
dictation using shorthand or dictation equipment as re-
quired; independently compose correspondence related to
assigned responsibilities; assist in the design and
production of technical information and handouts.
10. Maintain a calendar of activities, meetings and various
events for assigned director; coordinate activities with
other City departments, the public and outside agencies;
make necessary travel arrangements.
11. Screen office and telephone callers; respond to complaints
and requests for information on regulations, procedures,
systems and precedents relating to assigned
responsibilities as required.
12. May assist in
perform special
including the
tracking of bid
issue permits;
newsletters or
a variety of department operations and
projects and assignments as requested
organization of specifications for and
packages and comparing and analyzing bids;
prepare fliers and announcements; produce
fliers; coordinate work assignments and
000299
Resolution No. 2005 -
Page 6
supervise student workers or other clerical office staff;
perform legislative history searches.
13. Maintain records and logs and develop reports concerning
new or ongoing programs and program effectiveness; maintain
records for attendance; appointments to City Commissions,
boards and committees; facilities usage; service levels;
permits and related records; prepare statistical reports as
required.
14. Operate and maintain a variety of office equipment
including copiers, dictaphones, facsimile machines and
computers; input and retrieve data and text; organize and
maintain disk storage and filing.
15. Receive, sort and distribute incoming and outgoing
correspondence.
16. Perform routine accounting functions; receive and process
invoices; may participate in monitoring the department
budget; compile time accounting, prepare employee time
sheets and payroll forms; may collect fees and process cash
receipts.
17. May serve as recording secretary to various committees,
commissions and boards; provide support to the Planning
Commission, Parks and Recreation Commission and other
commissions, committees and boards; take and transcribe
minutes and record information.
Marginal Functions:
1. May serve as receptionist.
2. Serve as emergency response worker as necessary.
3. Perform related duties and responsibilities as required.
000300
Resolution No. 2005 -
Page 7
QUALIFICATIONS
Knowledge of:
Operations, services and activities of assigned department.
Cash handling techniques.
Principles and practices of customer service.
Switchboard operating techniques.
Modern office procedures, methods and equipment.
Techniques of business letter writing and basic report
preparation.
Principles and procedures of record keeping.
Principles and procedures of filing.
English usage, spelling, grammar and punctuation.
Basic mathematical principles.
Bid procedures.
Pertinent Federal, State, and local laws, codes and regulations.
Principles of supervision, training and performance evaluation.
Ability to:
Perform responsible purchasing and secretarial work involving
the use of independent judgment and personal initiative.
Coordinate, organize and proofread the work of staff in the area
of work assigned.
interpret, explain and enforce Department policies and
procedures.
Understand the organization and operation of the City and of
outside agencies as necessary to assume assigned
responsibilities.
Prioritize work and perform multiple functions at once.
Work independently in the absence of supervision.
Operate and use modern office equipment including 10 -key adding
machine, typewriter, fax machine, fax /modem, personal
computer or terminal, printers and copiers.
Type and /or enter data on a computer at a speed necessary for
successful job performance.
Take and transcribe dictation at a speed necessary for
successful job performance.
Independently prepare correspondence and memoranda.
Work cooperatively with other departments, City officials and
outside agencies.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with
those contacted in the course of work.
00030-IL
Resolution No. 2005 -
Page 8
Maintain physical condition appropriate to the performance of
assigned duties and responsibilities.
Maintain mental capacity, which allows for effective interaction
and communication with others.
Maintain effective audio /visual discrimination and perception to
the degree necessary for the successful performance of
assigned duties.
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 increasingly responsible secretarial or
office management experience including one year of
procurement /contracting experience.
Training:
Equivalent to the completion of the twelfth grade
supplemented by specialized secretarial, procurement,
contracting, or related training.
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 for prolonged periods of time; light
lifting, carrying, pushing and pulling; reaching; handling; use
of fingers; talking; hearing; near acuity.
000302
Resolution No. 2005 -
Page 9
SENIOR NUTRITION COORDINATOR
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 assist with the City's senior nutrition and active adult
programs; and to perform a variety of technical tasks relative
to assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from the assigned supervisor.
May exercise lead worker supervision over part -time staff and
volunteers.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -- Essential and other
important responsibilities and duties may include, but are not
limited to, the following:
Essential Functions:
1. Oversee day -to -day operations of the Senior Nutrition
Program, including preparing meals, sorting and stocking
food deliveries and supplies, ordering meals and tracking
the number of meals served; submitting meal attendance
reports; recruiting, training, and supervising volunteers
and part -time staff to assist with all aspects of the
Senior Nutrition Program; collecting registration forms
from new program participants; inventorying and ordering
program supplies; submitting lunch orders and handling
daily deposits; delivering meals to homebound as needed.
2. Provide responsible staff assistance and support to the
assigned supervisor.
3. Provide technical and functional supervision over part -time
staff and volunteers.
4. Prepare for special events and activities.
000303
Resolution No. 2005 -
Page 10
5. Assist with administrative and clerical tasks related to
Senior Nutrition Program and Active Adult Center as needed.
6. Prepare forms and spreadsheets and categorize revenue and
registrations.
7. Perform daily cleaning of kitchen and food preparation
equipment.
Marginal Functions:
1. May assist in minor maintenance of facilities and
equipment; make recommendations to improve equipment and
facilities.
2. Serve as emergency response worker as necessary.
3. Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Operations, services and activities of assigned division and
department.
Fundamental rules and regulations governing senior nutrition and
active adult activities.
Techniques of planning, supervising and organizing senior /active
adult programs.
Rules and equipment used for food preparation activities.
Publicity techniques.
Basic first aid methods and techniques.
Standard safety and safe kitchen precautions.
Principles and practices of customer service.
Modern office procedures, methods and equipment.
Principles and procedures and record keeping and filing.
English usage, spelling, grammar and punctuation.
Basic mathematical principles.
Principles of supervision, training and performance evaluation.
000304
Resolution No. 2005 -
Page 11
Ability to:
Organize, lead and oversee the work of volunteers and part -time
staff.
Maintain records and reports.
Work independently in the absence of supervision.
Understand and follow oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Respond appropriately to citizen inquiries and complaints.
Learn fundamentals of financial record keeping.
Operate and use modern office equipment including fax machine or
fax /modem, and copiers.
Interpret and explain policies and procedures.
Organize, lead and oversee the work of volunteers and part -time
staff.
Establish and maintain effective working relationships with
those contacted in the course of work.
Maintain effective audio /visual discrimination and perception to
the degree necessary for the successful performance of
assigned duties.
Maintain mental capacity, which allows for effective interaction
and communication with others.
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:
Two years of meal preparation experience combined with
clerical experience.
Training:
Equivalent to the completion of the twelfth grade.
Additional specialized or college level training in
nutrition, senior /active adult programs or a related field
is desirable.
License or Certificate
Possession of or ability to obtain and maintain an appropriate,
valid California driver's license.
000�?()5
Resolution No. 2005 -
Page 12
Possession of or ability to obtain, an appropriate, valid first
aid and CPR Certificate.
Possession of or ability to obtain a "Safe Serve" certification
is desirable.
WORKING CONDITIONS
Environmental Conditions:
Kitchen environment; office environment; may work in or around
water and slippery surfaces; exposure to computer screens.
Physical Conditions:
Essential functions may require maintaining physical condition
necessary for sitting, standing or walking for prolonged periods
of time; travel to various locations; medium lifting, carrying,
pushing and pulling; balancing; reaching; handling; use of
fingers; talking; hearing; near acuity.
00030b