HomeMy WebLinkAboutAGENDA REPORT 1991 0417 CC REG ITEM 08IMOORPARK ITE
PAUL W. LA`VRASON JR. MOORPARK, CALIFORNIA p�PK °ate s STEVEN KUENY
Na , or City Council Meefing F °P °9z City Manager
CHERYL J. KANE
BERNARDC M. PEREZ o
Mayor -=-o Tem of y 1991 City Attorney
SCOTT MONTGOMERY ACTION: o PATRICK RICHARDS, A.I. C.P.
Counci member °v o° Director of
E. WOZNIAK o4 , ^ Community Development
JOHN -ember
JOHN F. KNIPE
C E.
LILLIAN KELLERMAN By City Engineer
Cif �erk JOHN V. GILLESPIE
Chief of Police
RICHARD T. HARE
A N D II M City Treasurer
M E M O R
TO: The Honorable City Council
FROM: Steven Rueny, City Manager �.
DATE: April 12, 1991 (Council Meeting 4- 17 -91)
SUBJECT: Consider Authorization to Recruit for the
Position of Administrative Secretary for the
Department of Public Forks
OVERVIEW
This requests authorization to commence recruitment efforts
for the position of Administrative Secretary for the
Department of Public Works.
BACKGROUND
In November 1989, the position of Public Works Director was
established on a provisional basis. In April 1990, the
position was added to the list of budgeted positions during
the mid -year budget review. During the year and one -half
since it was first created, the duties and responsibilities
of the Public Works Director have increased.
Initially, limited secretarial support was provided to the
Public Works Director by the City Manager's Secretary.
Later, this task was assumed by the Administrative Services
Department Secretary, where it has remained.
DISCUSSION
The level and degree of secretarial and clerical support to
Public Works increased with the transfer of those
responsibilities to the Administrative Services Department
Secretary. However, the demands and responsibilities of the
Administrative Services Department place certain limits on
the availability and utilization of this position in support
799 Moorpark Avenue Moorpark, Califomia 93021 (805) 529 -6864
The Honorable City Council
April 12, 1991
Page 2
of the duties and responsibilities of the Public Works
Department. In addition, there is a growing recognition of
need for additional secretarial support for the Department of
Administration Services. It was planned that as the Public
Works Department matured, a departmental secretary would be
needed. That time has arrived. The Public Works Director
has assumed a greater role in capital projects planning and
implementation, including coordination of the City Engineer
in addition to maintenance and administrative
responsibilities.
Staff is currently reviewing organization of the staffing for
maintenance and capital project activities and related
functions and a report is forthcoming. The Budget for FY 91-
92 is now in the process of being developed. Full analysis
and recommendations on a broad range of funding levels,
service levels and staffing levels, will be prepared and
presented to the City Council as a part of that process.
Normally, it would be premature to discuss or recommend
staffing level changes at this time. However, as discussed
above, the need for additional secretarial support must be
addressed. It is requested that the City Council authorize
staff to proceed with recruitment efforts at this time.
Final approval of the position is not being requested. Staff
will return with an additional report on funding for the
position. Most, if not all, of the funding for the proposed
position will be other than General Fund sources. A report
on the precise funding source will be recommended to the
Council at the time the final approval is requested. The
current monthly salary range for the position is $1721 -2092.
A job description is attached.
RECOMMENDATION
Authorize staff to proceed with recruitment efforts for the
position of Administrative Secretary.
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Attachment
CITY OF MOORPARK
ADMINISTRATIVE SECRETARY
DEFINITION
Under general supervision, to perform responsible secretarial,
clerical, typing and office duties; and to do related work as
required.
EXAMPLES OF DUTIES
Plans and performs a variety of complex clerical and secretarial
work related to the function to. which assigned; screens visitors,
telephone calls and mail, giving information where judgment,
knowledge and interpretation of policies, procedures and regula-
tions are necessary; may occassionally serve as general recep-
tionist; types correspondence, reports, memoranda, records,
ordinances, resolutions, documents and statistical data; trans-
cribes correspondence form dictation equipment, including material
of confidential nature; composes correspondence in a variety of
matters with a minimum of instruction; schedules meetings and
makes travel arrangements; prepares requisitions and other forms;
indexes and maintains complex filing systems and keeps various
records and data current; may perform the work of other clerical
staff in maintaining smooth work flow and answering questions
requiring the interpretation of rules and regulations.in problem
cases; assists with public counter; does related work as assigned.
QUALIFICATIONS
Training and Experience - Any combination equivalent to graduation
from high school, including or supplemented by courses in typing
and business practices and two years of increasingly responsible
secretarial experience.
Knowledge and Abilities - Knowledge of office practices and pro-
cedures, office appliances and filing systems; knowledge of business
correspondence methods; knowledge of good business English,.including
vocabulary, grammar and spelling; ability to type from copy acc-
urately at a speed of not less than 50 net words per minute;
ability to perform difficult clerical work; ability to operate
a variety of office and communications equipment, including word
processing and transcribing equipment; ability to establish and
maintain effective relationships with others_
- 3 - Approved APRIL 1985