HomeMy WebLinkAbout1999-12-14; City Council; Resolution 99-5261
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RESOLUTION NO. 99-526
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CARLSBAD, ESTABLISHING A RECORDS DIVISION, THE
RECORDS MANAGER JOB CLASSIFICATION AND SALARY
RANGE, AND AUTHORIZING FUND TRANSFERS.
WHEREAS, in May 1999, the City Council accepted the Document Managen-
System Requirements Study and authorized staff to issue an RFP for a Docun-
Management System; and
WHEREAS, Council also approved the addition of four positions to support the r
Records Management and Document Management System; and
WHEREAS, after evaluating the Records Management and Docur
ManagemenVlmaging functions, staff recommends the establishment of a Records Divis
reporting to the Administrative Services Director, and a Records Manager to lead
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~ Division; and
WHEREAS, staff recommends that the transfer of the Document Coordinators ;
Records Supervisor (and corresponding funds) from the Information Systems Departr
budget to the new Records Division budget; and
WHEREAS, staff recommends the transfer of the full-time employees and the buc
of the City Clerk’s Department (with the exception of the items related to the position of
elected City Clerk) be transferred to the new Records Division budget.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsi
as follows:
1. That the above recitations are true and correct.
2. The 1999-2000 operating budget is amended to include a Records Division.
3. That the new classification of Records Manager at salary grade 4 in
Management Compensation Plan as shown in Attachment A, attached hereto (
made a part hereof, is hereby approved.
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4. That the City manager is authorized to transfer the Document Coordinators a
Records Supervisor (and related funds) from the Information Systems Departmt
budget to the new Records Division budget; and
5. That the City Manager is authorized to transfer the full-time employees and i
budget of the City Clerk's Department (with the exception of the items related to i
position of the elected City Clerk) to the new Records Division budget.
6. That the City's Local Conflict of Interest Code is amended to include the posit
of Records Manager and to require disclosure for categories 2, 3, and 4; and stai
directed to modify the appropriate documents to effectuate this amendment.
PASSED, APPROVED, AND ADOPTED at a regular meeting of the City Counci
the City of Carlsbad held on the 14th day of DECEMBER , 1999, by
following vote to wit:
AYES: Council Members Lewis, Hall, Finnila, Nygaard, Kulchin
NOES: None
ABSENT: None
ATTEST:
UHAWTENeNZ, City Clerk KAREN R. KUNDTZ, Assistant City Clerk
(SEAL)
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CITY OF CARLSBAD
CLASSIFICATION SPECIFICATION
JOB TITLE: RECORDS MANAGER
DEPARTMENT: RECORDS DIVISION OF ADMINISTRATIVE SERVICES
BASIC FUNCTION:
Under general direction, to plan, direct, coordinate, and supervise work in the
development and operation of the citywide Document Management Programs; and
provide staff support to assist the elected part-time City Clerk with the administration and
operation of all of the activities and functions associated with the Office of the City
Clerk; and to perform related responsibilities as required.
KEY RESPONSIBILITIES:
Implement policies, procedures, and standards relating to the citywide Records
Management Program and the citywide Document ManagemenUImaging system.
Develop and implement policies, rules, and procedures for the effective operation of the
department, including establishing goals, objectives and priorities.
Advise and otherwise provide assistance to city personnel regarding records and
document management system related issues.
Evaluate and develop enhancements to the Records Programs, systems and procedures to
provide an effective, easy-to-use process for maintaining, organizing, and accessing
information citywide.
Assign work to subordinate personnel, providing instructions and answering questions;
coordinate the scheduling and completion of work by determining operational priorities
and resolving work load problems; review work for accuracy and completeness; evaluate
work techniques and methods for conformance to established standards.
Develop and provide Records Management and Document Management System training
programs for city staff.
Provide full staff support to assist the part-time elected City Clerk in the performance of
all of the activities assigned to the City Clerk by State Law, local ordinances and policies.
Direct the preparation and administration of the recommended departmental work
program and annual budget. Recommend department staffing consistent with workload.
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Interpret City's records policies and procedures for other staff, citizens, vendors and
elected officials.
Manage employees through other supervisors; set goals and objectives; select, train,
motivate staff; assess performance and make salary recommendations.
Maintain currency with legislation, Government Codes, and other legal requirements
pertaining to Document Management and Records Programs systems and procedures.
Perform other related duties as assigned.
QUALIFICATIONS:
To perform a job in this classification, an individual must be able to perform the essential
duties as generally described in the specification. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential duties in a specific
job. The requirements listed below are representative of the knowledge, skill and/or
ability required.
Knowledpe of:
Modern principles and practices of records management, records management
systems and technology, and related policies, procedures and legal requirements.
0 Principles and practices of sound customer service and constructive problem solving
in a politically sensitive environment.
0 Principles and practices of organization, administration, budgeting and personnel
management.
0 Statutory and administrative requirements for the City Clerk's Office, including
requirements and procedures.
Ability to:
0 Plan, organize and manage records management and document management system
0 Analyze problems, identify alternative solutions, project consequences of proposed
0 Interpret, analyze, apply and implement a variety of complex State Laws, City
programs.
actions, and implement recommendations in support of goals.
Ordinances, regulations, policies, and procedures, and make decisions in accordance
with appropriate laws.
0 Communicate effectively, both orally and in writing.
0 Exercise good judgment, flexibility, creativity, and sensitivity in response to changing
0 Research a variety of administrative and operational problems and make effective
Work well under pressure to meet deadlines.
situations and needs.
operational and procedural decisions.
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EXPERIENCE AND EDUCATION:
Any combination of experience and education that would likely provide the required
knowledge and abilities is qualifling. A typical way to obtain the knowledge and
abilities would be:
Equivalent to a Bachelors degree fiom an accredited college or university with
major course work in Business Administration, Public Administration, or a
closely related field, and five years of increasingly responsible management or
municipal administrative experience, including supervisory experience, and
including direct involvement with critical records.
PHYSICALMENTAL DEMANDS AND ENVIRONMENTAL SETTING:
While performing the duties of this class, an employee is regularly required to sit; talk or
hear, in person and by telephone; use hands to finger, handle, feel or operate standard
office equipment; and reach with hands and arms. An employee is frequently required to
walk and stand. Specific vision abilities required by this job include close vision and the
ability to adjust focus to read and operate office equipment as necessary during the course
of the work assignments. Ability to lift and move microcomputer and related equipment
occasionally to install, troubleshoot or perform minor maintenance as necessary.
While performing the duties, employees of this class are regularly required to use written
and oral communication skills; read and interpret financial and statistical data,
information and documents; analyze and solve problems; use math and apply
mathematical reasoning and abstract statistical concepts; observe and interpret people and
situations; learn and apply new information or skills; perform highly detailed work on
multiple, concurrent tasks; work under intensive deadlines; and interact with staff,
Council members and others encountered in the course of work.
The employee works under typical office conditions and the noise level is usually quiet.
Employee may be required to travel to City work sites or other sites for meetings.
11/22/99
This is an at-will Management classification.
APPROVED BY:
~~ RAYMOND R. PACHETT
City Manager
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Management Salary Structure
(Base Pay)
FYI 999-00 ’
JOB TITLE GRADE MINIMUM MARKET RANGE
Updated 12/7/99 Page 1
w - Management Salary Structure
(Base Pay)
FY 1999-00
JOB TITLE GRADE MINIMUM MARKET RANGE
Updated 12/7/99 Page 2
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