HomeMy WebLinkAboutReso 46-12 Class Plan Amended
RESOLUTION NO. 46 - 12
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No. 30-84 and subsequent resolutions which comprise the Classification Plan; and
WHEREAS, it is necessary to periodically add job descriptions to the Classification Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent Resolutions
shall be amended to include the following position(s):
Executive Aide (Exhibit A)
Neighborhood Resources Technician 1/11 (Exhibit B)
BE IT FURTHER RESOLVED that this document shall become a part of the official Classification
Plan for the City of Dublin; and that the changes contained herein shall be effective May 1,2012.
PASSED, APPROVED AND ADOPTED this 1ih day of April, 2012, by the following vote:
AYES:
Councilmembers Biddle, Hart, Hildenbrand, Swalwell, and Mayor Sbranti
NOES:
None
ABSENT:
None
ABSTAIN:
None
(){lkJ-
Mayor
ATTEST:
~{fW
. City. Clerk
Reso No. 46-12, Adopted 4-17-12, Item 4.6
Page 1 of 1
EXHIBIT A
Date Adopted:
Date Revised:
04-17-2012
Title:
Executive Aide
FLSA:
Exempt
General Purpose:
To serve as the City Manager's exclusive Executive Aide, to perform difficult and confidential
administrative duties for the City Manager, Dublin City Council, and other executive level Staff.
The work involves ext.ensive public contact and relieving the City Manager of routine
administrative duties.
Distinguishing Characteristics:
This is a single position classification. It is distinguished from other administrative support
classes in that the position provides highly sensitive support to the City Manager , elected
officials and assigned executive level staff. Responsibilities require the exercise of independent
judgment, technical knowledge of the specific area of assignment and of overall City and
community activities.
Supervision Received and ~xercised:
Receives administrative direction from the City Manager and/or assigned executive level Staff.
Exercises general supervision over technical and/or assigned administrative staff.
Essential Duties and Responsibilities:
The following duties are normal for this classification. The omission of specific statements of
duties does not exclude them from the position if the work is similar, related or a logical
assignment to this class.
Perform a wide variety of executive administrative duties as required by the daily operations and
duties of the City Manager's Office.
Represent the City to the public, businesses, Council Members and other agencies at the request
of the City Manager.
Direct office activities and schedules; develop and recommend office procedures and systems;
ensure smooth operation of the City Manager's Office.
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EXHIBIT A
Review and summarize miscellaneous reports and documents; prepare background briefing
documents as assigned.
Research and analyze routine administrative projects for the City Manager, City Council, and
other assigned Executive Staff; prepare first draft reports on routine administrative matters.
Receive and distribute the City Manager's mail and correspondence; review and evaluate mail to
identify those items requiring priority attention of the City Manager.
Be responsible for following up on assignments given to Management Staff from the City
Manager; provide status reports to the City Manager.
Receive telephone calls including complaints, and provide assistance to callers using good
judgment as to calls requiring immediate priority attention; prioritize and facilitate
communication from City Executive Staff, and City Attorney through the City Manager's Office.
Independently respond to letters and general correspondence of a routine nature.
Make travel arrangements for the City Manager, City Council and assigned Executive Staff;
maintain appointment schedules and calendars; arrange meetings and conferences.
Provide administrative support to assigned City task forces, commissions, and/or boards and
committees.
May attend and coordin'ate evening/weekend meetings and events.
Write and review reports relating to a wide variety of municipal matters; prepare
recommendations.
Review and process invoice payments and claim forms; review budgets.
Build and maintain positive working relationships with co-workers, other City employees, and the
public using principles of good customer service.
Performs related work as requested.
Minimum Qualifications:
Knowledl!e of:
Local government organizational structure and functioning;
Codes, principles, regulations and procedures related to the City Manager's Office and other City
Departments affecting the operation of the City;
Basic supervisory principles and practices;
Exemplary customer service skills, including dealing effectively with the public, elected officials
and City staff, both in person and over the telephone;
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EXHIBIT A
Teamwork and developing consensus;
Creative and innovative techniques for performing assignments;
Proper English usage, spelling, grammar, and punctuation;
Business correspondence formatting;
Basic mathematical computations, accounting and record keeping;
Basic budgeting theories and principles;
Time management;
Computer applications related to the work performed;
Standard office administrative practices and procedures, including the use of standard office
equipment and Microsoft Office Suite software.
Ability to:
Learn, understand and interpret rules, regulations, laws and ordinances affecting the operation of
the City;
Analyze situations carefully and adopt effective courses of action;
Plan, organize and schedule priorities of the City Manager's Office in the office;
Compile and maintain complex and extensive records and prepare reports i
Perform technical, speCialized, complex and difficult office administrative work requiring the use
of independent judgment; Interpret and implement policies, procedures related to the City
Manager's Office;
Analyze and resolve office administrative and procedural problems;
Perform basic research and preparing reports and recommendations;
Oversee projects, programs and special events as assigned;
Supervise, monitor and evaluate the work of assigned staff;
Organize and prioritize workload, coordinate projects, set priorities, meet deadlines and follow-up
on assignments with a minimum amount of oversight from the City Manager;
Use initiative and independent judgment within established policy and procedural guidelines;
Provide complex office administrative support in the areas of procurement, budgeting, report
preparation and staff communication;
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EXHIBIT A
Communicate effectively with co-workers, subordinates, superiors, representatives of public and
private organizations and others
Type at least 60 words per minute.
Training and Experience:
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:
Education:
Equivalent to the completion of an AA degree in Business, Public
Administration, Political Science, English or a related field; Possession of a
BAlBS degree is highly desirable.
Experience: Six years' experience performing increasingly responsible administrative and
executive secretarial work preferably in support of an executive and/or
administrative officer(s).
Physical Standards:
The physical standards described are representative of those that must be met by employees to
successfully perform the essential functions of this class. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
An employee is regularly required to sit at desk and in meetings for long periods of time; talk or
hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate
standard office equipment; and reach with hands and arms. Intermittently, twist to reach
equipment surrounding desk; walk to observe Department activities; bend and squat to perform
file searches; perform simple grasping and fine manipulation; use telephone and write or use a
keyboard to communicate through written means; operate an automobile to attend various
meetings and workshops. While performing duties, the employee is regularly required to use
written and oral communication skills; know laws, regulations, City policies and codes; observe
performance and evaluate staff; remember personnel rules, and legal requirements; explain and
interpret policies and procedures; interact with City management, other governmental officials,
contractors, vendors, employees and the public.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C driver's license and Certificate of Automobile Insurance
for Personal Liability.
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EXHIBIT B
Date Adopted: April 17, 2012
Date Revised:
Title:
Neighborhood Resources Technician IIII
FLSA:
Non-Exempt
General Purpose:
Provide assistance in the. coordination, development, implementation and monitoring of
neighborhood resources and community safety programs. Performs a variety of administrative
and technical/clerical duties related to promoting and supporting activities related to
neighborhood resource services and other community-based programs.
Distinguishing Characteristics:
Neighborhood Resources Technician I - is the entry level in this technical support series.
Initially under close supervision, incumbents with well-developed office support and public
contact skills learn City practices and procedures and how to support the City's Neighborhood
Resources unit. with the Community Development Department. This classification is flexibly
staffed within the series of the Neighborhood Resources Technician. Incumbents may advance to
the Technician II level by gaining the required knowledge, skills and experience which meet the
qualifications for the work of the next higher level class.
Neighborhood Resources Technician II - perform a wide variety of responsible and complex,
administrative and/or field duties in support of neighborhood resource programs. This is the
journey level of the Technician series.
Supervision Received and ExerCised:
Receives direct supervision from assigned staff within the Community Development Department,
and may receive general direction from higher level staff within the Community Development
Department.
May provide lead direction to program support staff, consultants and volunteers assisting in the
promotion and delivery of assigned program areas.
Essential Duties and Responsibilities:
The following duties are normal for this classification. The omission of specific statements of
duties does not exclude them from the position if the work is similar, related or a logical
assignment to this class.
Assist in developing, maintaining and supporting neighborhood resources programs and
activities.
EXHIBIT B
Serve as the liaison between community neighborhood groups, Dublin Police Services, City Staff
and others to promote problem solving efforts for the community; Represents Department on
various committees and/or project groups as assigned.
Workwithin the Dublin community to increase awareness about crime deterrence by developing,
implementing, and coordinating a variety of community based programs and strategies in the area
of crime prevention.
Assist with coordinating special community events such as National Night Out, community-based
programs (e.g., Citizens Academy, radKids, Youth Academy, etc.), tours, other public
presentations and programs within the Neighborhood Resources Unit.
Assists with preparation of promotional materials including flyers, program brochures,
newsletters and press releases; Coordinate distribution of community and business brochures,
flyers and newsletters and related program correspondence.
Coordinate public presentations (e.g., neighborhood resource m.eetings, community safety
programs, merchant alert programs/meetings, etc.) before various citizen groups, committees,
City Council, City commissions, and staff.
Attend, participate, and make presentations in local and regional meetings regarding
neighborhood resources and community safety enhancement programs (presentations and
meetings maybe scheduled in the day, evening and/or weekends).
Work with individual businesses and merchants to make them aware of how they can promote
crime suppression principles at their business.
Ensure neighborhood ~ervices files are maintained and organized.
Maintain adequate supplies and materials.
Respond verbally or in written form to inquiries or requests for neighborhood resources from
community groups and/or citizens; Assists individuals and neighborhood groups with resolution
of issues; serves as point of contact, providing information and recommendations.
Coordinates with other City Departments and community organizations regarding potential
solutions to specific neighborhood concerns, issues, and problems.
Coordinate the preparation of neighborhood resources and service alerts for dissemination to the
impacted areas of the Dublin community.
Build and maintain positive working relationships with co-workers, other City employees, local
businesses, and the general public using principles of good customer service.. .
Participates in implementation strategies and initiatives within the City Neighborhood Resources
Division work plan.
Notify and follow-up with participants for scheduled events and registration requirements.
Encourages residents to volunteer their time and talents for active participation in City sponsored
neighborhood res~)Urces programs and events.
2
.EXHIBIT B
Plans, promotes, and administers neighborhood outreach programs, services and resources
designed to maintain the quality of life in City neighborhoods.
Assists with neighborhood resource projects and tasks and works as a team member within the
Division.
Perform related duties as assigned.
Minimum Qualifications:
Neighborhood Services Specialist I
Knowledl!e of:
Basic report writing; proper English usage, spelling, grammar, and punctuation.
Records maintenance including alphabetic and numeric filing systems and software applications.
Effective interpersonal communication techniques.
Techniques for dealing with the solving of problems presented by a variety of individuals from
various backgrounds.
Ability To:
Apply customer service techniques.
Perform technical, detailed and responsible administrative and technical work.
Prepare accurate, clear and concise reports in areas of assignment.
Interpret, apply and explain policies, codes and regulations.
Maintain accurate records and files.
Effectively manage projects, special events and associated timelines.
Communicate effectively with co-workers, superiors, business owners, the general public, and
private organizations.
Safely operate a motor vehicle.
Accurately follow oral and written instructions.
Operate computer equipment.
Schedule multiple activities and events.
Use good judgment in executing duties.
Pass background check to include Department of Justice fingerprinting and reference checks.
3
EXHIBIT B
Operate a computer and effectively use programs including basic graphic programs, Microsoft
Word and Excel. To become proficient in the City's Permit System"EDEN within six months of
hire,
Trainin!?: and Experience:
Any combination equivalent to education and experience is likely to provide the required
knowledge and abilities. A typical way to obtain the knowledge and abilities would be:
Education: Graduation from high school or completion of general equivalency diploma
(GED); College-level coursework or technical training in a related field is highly
desirable. An Associated Arts degree is desirable.
Experience: One year of general office administrative or secretarial/technician experience.
Neighborhood Services Specialist II
In addition to the requirements for the Neighborhood Services Specialist I:
Knowledee of:
Community based techniques used III various neighborhood watch and community relations
programs.
Procedures residents and business owners can take to avert crimes.
Public relations skills.
Methods and techniques for accurate record keeping and general office/administrative skills.
Community event planning.
Proper English, spelling and grammar.
Methods of providing services and information.
Ability to:
Develop and/or assist in developing and coordinating neighborhood resource programs to fit the
citizens of the Dublin community.
Make effective presentations at public meetings.
Establish and maintain cooperative working relationships with those contacted in the course of
work including working with the operating Departments, community leaders, co-workers,
organizations, businesses and citizens.
Maintain records, prepare and present comprehensive but succinct written and oral reports,
newsletters and public information pieces.
Work flexible hours, including evenings and weekends.
4
EXHIBIT B
Properly organize and prioritize work assignments.
Traininl! and Experience
Any combination of experience and training that would pro-yide the required knowledge and
abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Associate of Arts Degree with major course work in Human Services, Criminal
Justice Administration, Political Science, Marketing, Community Development or
closely related field. Bachelor's Degree is highly desirable.
Experience: Three years of experience working within programs involving neighborhood
resources and/or services such as: crime prevention, police services, or related filed.
Physical Standards:
The physical standards described are representative of those that must be met by employees to
successfully perform the essential functions of this class. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
An employee is regularly required to sit for long periods of time; talk or hear, in person, in
meetings and by telephone; use hands and fingers to handle, feel or operate standard office
equipment; and reach with hands and arms. The employee is frequently required to, bend and
twist to reach files, walk and stand. While performing duties, the employee is regularly required
to use written and oral communication skills; read and interpret complex data, information and
documents; operate a computer, analyze and solve problems. When setting up and participating in
various neighborhood resources progr.ams and special events the employee must be able to lift,
carry, push, pull and otherwise move objects weighing between 10-] 5 pounds. At times the
employee interacts with City Officials, City Management, other governmental officials,
contractors, vendors, employees and the general public.
The employee's working hours may emphasize either outdoor or indoor work. There may be some
light physical work or activity when preparing for events and/or public meetings such as handling
of event supplies and/or equipment. The employee's work hours may vary in accordance with the
activities of the Division.
Ability to drive or operate designated City vehicle(s) to various Division events as needed.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C Drivers' License and Certificate of Automobile
Insurance for Personal Liability.
Work flexible hours, including evenings and weekends.
Pass and maintain clearance of background check from Department of Justice.
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