Loading...
HomeMy WebLinkAbout1986-07-08; City Council; Resolution 86521 2 3 4 5 6 7 8 9 1c 11 12 12 14 15 16 l? 2c 21 22 2: 24 2E 26 23 2€ RE9LUTION NO. 8652 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AMENDING THE CLASSIFICATION PLAN OF THE CITY TO REVISE THE CLASSFICATION5 OF SECRETARY I, SECRETARY I1 AND SECRETARY TO THE CITY MANAGER WHEREAS, the City Manager recanmends and the City Council concurs, that the classification of Secretary I, Secretary I1 and Secretary to the City Manger sbuld be anerrled in the City's Classification Plan. NW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 3. That the &we recitation are true and correct. 2. That the City Council autbrizes and directs the City Maniqer to revis the classifications of Secretary I, Secretary I1 and Secretary to the City Manqer as described in Attachment A, attached hereto and made a part thereof. PASSED, APPROVED AND ADOPTED at a regular meeting of the Carlsbad City Council held on the 8th day of July , 1986, by the following vote, to wit: AYES: NOES: None Council Members Casler, Lewis, Kulchin, Chick and Pettine ABSENT: None ATTEST: Attachment 0 0 Resolution No. zgL SECRETARY TO THE CITY HANAGER DEFINITION Under general direction, to perform responsible and confidential secretarial duties for the City Manqer; to relieve the City Manqer of a variety of administrative and clerical details; ad to do related work as assigned. EXAMPLES OF DUTIES Type a variety of materials for the City Manqer, ad the City Council, i nc ludi ng corres po nde nce , report s , r so lut ions , pr oclama t io ns , agr eme nt s, and o ther documents . Maintain a calendar and schedule appointments for the City Manzger, the City Manager's staff, and members of the City Council, Act as confidential secretary to the City Manager and relieve the City Manager of a variety of administrative and clerical details. Perform a variety of clerical duties associated with the personnel function including canpensation ard labor relations activities. Coordinate and assume responsibility for distribution of information to the clerical staff in all City departments regarding events, policies and activities. May tdte and transcribe dictation for letters, reports and memoranda. Gather infomation and canpose correspondence in reply to various requests, inquiries and questionaires. Answer the telephone and interview callers, for the City Manqer, City Council and the Manqer's office, exercisirq considerable independent judgment in giving out information and referring to proper party. Make travel arrargements for the City Manager, City Council and staff. Assist in the preparation of agenda materials. Assist the City Manager and staff in preparation of the budget, Maintain a filing and recall system for the City Manager, City Council and staff. Maintain and update the City Council and Administrative Order Mawals. Operate a variety of office appliances arxi order office supplies as necessary. Supervise, train and evaluate assigned staff. SECRETARY TO THE CITY AGER, Continued e QUALIFICATIONS Knowledge of Modern office practices and procedures inc,Jding business correspondence, fi and standard office equipment operation. Basic fmct ions and organization of municipal governnent. Statistical and recordkeeping methods. Correct English usage, spelling ard punctuation. Ability to Perform difficult and responsible secretarial and clerical work. ing Take stenographic notes at meetings and conferences or otherwise provide for the recording of proceedings and prepare clear and concise reports. Prepare reports and cmpose correspondence independently. May be required to tdce dictation at a speed of 90 words per minute and/or operate transcription and dictation equipment. Type accurately at a speed of 60 words per minute. Employ good judgment and make sound decisions in accordance with established procedures and policies. Est&lish and maintain cooperative relationships with those contacted in the course of work. Supervise, train and evaluate assigned staff. Experience and Education Any canbination equivalent to experience and education that could likely provide the required knowledge ad abilities would be qualifying. obtain the knowledge and abilities would be: A typical way to Experience Five years of increasitqly responsible clerical and secretarial experience, itwolving frequent contact with the public. Education Equivalent to canpletion of the twelfth grade, including or supplemented by specialized secretarial or business training. Psa At t achme nt Resolution to. ,654 SECRETARY I1 DEFINITION Under general direction, to be responsible for the clerical and secretarial- functions of a City department; to prwide administrative assistance in assembling, canpiling and summarizing information for departmental reports and projects; and to do related work as assigned. DISTINGUISHING CHARACTERISTICS The Administrative Secretaray class performs a variety of ccmplex secretarial, clerical and routine administrative tasks for a Department Head and in support of departmental operations and staff. Normally, only one Secretary I1 position will be allocated to a City department. Positions assigned to this class may often be expected to supervise other clerical and technical staff in the performance of routine administrative and clerical work. EXAMPLES OF DUTIES Perform difficult clerical, secretarial, and routine administrative work for a department involving the use of considerable independent judgment. Coordinates clerical and routine administrative activities involving the assignment of work and priorities, determine work requirements, and review ad evaluate work upon completion. May be required to transcribe correspondence, memoranda and reports fran dicatphone recordings or shorthard notes. Make travel and meeting arrangements. Help prepare and assemble materials for meetings. May attend meetings during and after noma1 business hours, record minutes ard prepare them for distribution. Receive visitors and give infomation or refer to proper officials. Answe r cor r es po nde nce i ndepe nde nt 1 y . Prepare preliminary budget proposals fran information available fran different sources in the department. Assist in the preparation of departmental reports by gathering and summariziq information fran a variety of sources. Install, revise, and supervise the use of filing systems and other clerical pr oced ur es . When assigned, undertake and carry out a variety of projects requiring considerable independent judgment ard initiative. May serve as a receptionist. e. SECRETARY 11, Continu Supervise, train and evaluate assigned staff. QUALIFICATIONS Knowledge of Modern office practices and procedures including business correspondence, filing and standard office equipment operation. Statistical and recordkeeping methods. Correct English usage , spelling and pmctua tion. Ability to Perform difficult and responsible secretarial. and clerical work. Take stenographic notes at meetings and conferences, or otherwise prwide for recoding of proceedings and prepare clear and concise reports. Prepare reports and canpose correspdence independently. May be required to take dictation at a speed of 90 words per minutes ard/or operate dictation and transcription equipment. Type accurately at a sped of 60 words per minute. Employ good judgment and make sound decisions in accordance with established procedures and policies. Establish and maintain cooperative relationships with tbse contacted in the course of work. Supervise, train and evaluate assigned staff. Experience and Education Any canbination equivalent to experience and education that could likely prwide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be: Experience Four years of increasingly responsiSle clerical and secretarial experience performing duties similar to tbse assigned to the Secretary I class and involviq freqt.ent contact with the ptblic. Education Equivalent to canpletion of twelfth grde including or supplemented by specialized secretarial. or business trainirq . DEFINITION Under general direction, to perform highly responsible clerical and secretarial. work in City department; to provide routine administrative assistance in assembling, canpiling, and summarizing information for reports and projects; and to do related work as assigned. DISTINGUISHING CHARACTERISTICS The Secretary class is distinguished fran other clerical classes in that the Secretary class perform a variety of responsible and canplex clerical and routine administrative tasks. Normally, incumbents in the Secretary class will assume responsibility for clerical and routine administrative requirements for a major operating division, or a small City department and may be expected to provide lead supervision for other clerical employees. EXAMPLES OF DUTIES Perform difficult clerical and secretarial work for a major operatirq division, or a small City department involving the use of considerable independent judgment. Prepare and type correspondence, memoranda, and reports fran dictaphone recordings or shorthand notes. Make travel and meeting arrangements. Help prepare ad assemble materials for meetings. May attend meetings as required during and after noma1 business hours, record minutes, ad prepare them for distribution. Receive visitors and give information or refer to proper officials, Answer correspondence indepe de ntl y. Prepare and type confidential materials involving financial and personnel matters. Assist in the preparation of departmental reports by gathering and summarizirg information from a variety of sources. Install and revise, and supervise the use of filing systems and other clerical pr oced ur es . When assigned, undertake and carry forward a varieQ of projects requiring considerable independent judgment ard initiative. Serve as a receptionist. May operate radio equipment. Supervise, train and evaluate assigned staff. 9 -. SECRETARY I, Continue OUALF IC AT IONS Knowledge of Modern office practices and procedures including business correspondence, f ilim, and stardard office eqdpment operation. Statistical and recordkeeping methods. Correct English usage, spelling ard punctuation. Ability to Perfom difficult and responsible secretarial and clerical work. Take stenographic notes at meetings and conferences, or otherwise provide for recordirg of procedings and prepare clear and consice reports. Prepare reports and canpose correspondence independently. May be required to tdce dictation at a speed of 90 words per minute and/or operate dictation and transcription equipment. Type accurately at a sped of 60 words per minute. Employ good judgment ard make sound decisions in accordance with established procedures and policies. Establish and maintain cooperative relationships with those contacted in the course of work. Supervise, train, ard evaluate assigned staff. Experience and Education Any cabination equivalent to experience ard educatLan that coulc the required knowledge ad abilities would be qualifyiq. obtain the knowledge and abilities would be: kely prw A typical way to e Experience Three years of increasingly responsible clerical and secretarial experience involving frequent contact with the public. Education Equivalent to canpletion of twelfth grade including or supplemented by specialized secretarial. or business trainiq.