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Home My WebLink About1981-04-21; City Council; 6566; Amend Miscellaneous Classification & Salary Plan1741 =� CITY 0. CAR LSBAD r- ^ AGENDA BILL NO. Initial: - Dept. lid. DATE: _April 21,1981 C. Atty.�. DEPARTMENT: PERSONNEL C. Mgr._`, Subject: AMENDING THE MISCELLANEOUS CLASSIFICATION AND SALARY PLAN Statement of the Matter City staff has recently completed a job analysis on two clerical positions with major responsibilities being processing building permit applications. These two positions presently fall under the classification of Clerk Typist II. As a result of the job analysis staff is'foYwarding for . City Council consideration a new classification of PERMIT CLERK. Present classification descriptions do not effectively define and describe the duties which are being performed in these rositions; whereas a new classification delineates PERMIT CLERK abilities. The Recommended salary is a Salary Range 19, $460.68-$546.12 biweekly. The.Building Official concurs with the new classification and salary. Fiscal Impact 4.1% increase in salary costs. $600-$733 per year in increased salary and benefit costs. Exhibit - 1. Memorandum to Personnel Director,.dgg ed March 4, 1981 describing the analysis findings. 2. Resolution No. 6t/9, with Attachments•A and B amending the Miscellanedus Classification and Salary Plan. Recommendation .Adopt the resolution authorizing -'Classification and Salary Plan amendments to inclu<!e PERMIT CLERK and reclassifying two employees from Clez-: Typist II to Pekmit Clerk. COUNCIL ACTION: 4-21-81 Council adopted Resolution No. 6490. MEMORANDUM DATE March 4, 1981 TO Personnel Director FROM Administrative Assistant SUBJECT: Job Analysis - HELEN HEILMANN and EDIE SCUDDER Background The personnel Department has completed a job analysis on positions currently held by HELEN HEILMANN and EDIE SCUDDER. They are now classified as Clerk Typist II. The job analysis was undertaken as the Building Official, incumbents, and co-workers alike believe that duties performed are other than i the duties described in Clerk Typist II. Incumbents holding t these positions issue and process building permits and perform s related clerical work. Recommendation It is recommended that necessary steps be taken to establish a new classification of Permit Clerk. Recommended salary is Range 19, $998 - $1183 per month. Discussion It is important to remember that a job analysis studies positions and not incumbents. Job analysis establishes minimum knowledge and abilities necessary to assume a particular posi- tion. Specialized knowledge is then acquired from performing, job functions. It is knowledges, abilities, and duties which have been considered and the basis upon which the recommendation is made. A variety of research methods were used to gather information in support of the recommendation. Both incumbents were interviewed and observed while performing their duties. Inter- views were also conducted with MARTY ORENYAK, Building Official, and JOE EGGLESTON, Administrative Assistant. Similar classifi- cation descriptions and salaries as well were gathered from other public agencies for external comparisons. Internal comparisons were made among the classifications of Secretary I and Steno Clerk II. Last, brief job analysis forms were completed by the incumbents. Incumbent interviews and observations revealed that the posi- tions are clerical in nature. There are occasions, however, when independent judgements and decisions are made. Examples include waiving citizen permit requirements for a short time period and determining what types of permits are required for a variety of building projects. i 2 Both positions involve a high degree of personal interaction with the public. Additionally, the position requires knowing established methods for keeping track of plans throughout their departmental routings. Mr. ORENYAK, Building Official, indicated and substantiated that the positions are basically clerical. He noted that a job classification of Permit Clerk would fit well into the department operation and organization. JOE EGGLESTON affirmed Mr. ORENYAK's statements and that these positions are presently misclassified and perform duties beyond those of Clerk Typist II. Our current classifications of Steno Clerk II broadly outlines the duties of the analyzed position, however it does lack specificity. A Steno Clerk II is "expected to work productively" in the absence of supervision and have "the ability to choose among a limited number of alternatives in solving routine problems and setting priorities". These phrases can be applied to the level of judgement required of Permit Clerk and, thus, justify the salary recommendation. The salary range assigned to Secretary I was considered and discarded. Secretary I requires supervising clerical staff and handling meeting related responsibilities. This type of responsibility did not surface in the job analysis. Other jurisdictions were contacted and three had similarly functioning positions. In contrast, most agencies utilized persons who perform field inspection and plan checking duties 1 in addition to processing permits. Below are the three i agencies which have similar positions: La Mesa Permit Clerk $ 957 - 1164 t Vista Permit Clerk 1012 - 1231 ! County Land Use Tech. 1 1105 - 1343 ! Mean 1025 - 1246 i� DEBRA J. NEVILLE DJN/jm RESOLUTION NO. 6490 2 A RESOLUTION OF -THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, AMENDING THE MSICELLANEOUS CLASSIFICATION AND SALARY PLAN OF THE CITY TO INCLUDE'THE 4 CLASSIFICATION OF PERMIT CLERK. • 5 • 6 WHEREAS, the City Manager recommends and the City Council 7 concurs, that the classification of PERMIT CLERK should be 8 included in the city's Miscellaneous Classification and Salary 9 Plan; ' 10 NOW, THEREFORE,"BE IT RESOLVED by the City Council of the 11 •City of Carlsbad, California,.as follows: 12 1. That the above recitations are true %nd correct. f 13 2. That the City Council authorizes and directs the City 14 Manager to add the classification of PERMIT CLERK as described 1.5 in Attachment A, attached hereto and made a part thereog. 16 3. That the City Council authorizes and directs the City 17 Manager to add the title of PERMIT CLERK to the appropriate 1 w 18 city salary plan as shown on Attachment B, attached" hereto f 19 and made a part -thereof. 20 4. ,That the current incumbents of the Clerk Typist II • i 21 positions in the Building Department are hereby reclassified 22 as PERMIT CLERKS. r 23 24 x x ' 25 x x 26 x x 27 x x• , 28 x X. l 2 4 5 • 6 7 8 9 10' 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27. 28 PASSED, APPROVED, AND ADOPTED at a regular meeting of the Carlsbad City Council held -on the 21st. day of April , 1981, by the following vote, to wit: AYES: Council Mmbers Packard, Casler, Anear, Lewis and Kul.ch1h NOES: None ABSENT: None ��lC_ l�C` � .sue RONALD C. PACKARD, Mayor ATTEST: ' 4TUHAL!.tR-A4TENKRANZ, City Cler ( SEAL) 2; w • ATTA(^*?ENT B Resolution No. 6490 MISCELLANEOUS EMPLOYEE•CLASSIFICATION AND SALARY RANGE SCHEDULE CLASSIFICATION_ __ RANGE ACCOUNT CLERK I 17 ACCOUNT CLERK II 21 ACCOUNTANT 35 ACCOUNTING TECHNICIAN 24 ASSISTANT CIVIL ENGINEER P42 ASSISTANT PLANNER P37 ASSOCIATE CIVIL ENGINEER 'P49 ASSOCIATE PLANNER P45 AUDIO VISUAL SPECIALIST P38 BUILDING INSPECTOR I 28 BUILDING INSPECTOR II 38 BUILDING INSPECTOR III 44 BUILDING MAINTENANCE CARPENTER 28 CLERK TYPIST I 15 CLERK TYPIST II .17 CONSTRUCTION INSPECTOR 38 CONSTRUCTION SUPERVISOR 46 CUSTODIAN 16 DEPUTY CITY CLERK 25 DEVELOP. PROCESS. COORDINATOR 29 MGINEERING TECHNICIAN I 27 ENGINEERING TECHNICIAN 13: • 34 EQUIPMENT MECHANIC I 28 EQUIPMENT MECHANIC II 30 'EQUIPMENT MECHANIC LEADWORKER 35 EQUIPMENT SERVICE WORKER 21 LIBRARIAN I P30 LIBRARIAN II P36 LIBRARIAN III P38 'LIBRARY ASSISTANT I 24 LIBRARY ASSISTANT II 29 LIBRARY CLERK I .21 LIBRARY CLERK II 23 'LIBRAR'-` GUARD 21 MAINTENANCE ELECTRICIAN I 28 MAINTENANCE ELECTRICIAN II 30 CLASSIFICATION ' RANGE MAINTENANCE WORKER I 21 METER 'F,-,ADER/REPAIRER I 21 METER ".ADER/REPAIRER II 25 METER :dOP SUPERVISOR 37 PARK MAINTENANCE `ROAkP-R I1 25 PARK MAINTENANCE WORKER III 30 PARK PLANNER F42 PARK SUPERVISOR 37 PERMIT CLERK 19 PLANNING TECHNICIAN 28 RECEPTIONIST CLERK 15 RECREATION SUPERVISOR I 29 RECREATION SUPERVISOR II 32 SANITATION SUPERVISOR 37 SECRETARY I 23 SECRETARY II 25 SECRETARY/BOOKKEEPER 24 SECRETARY TO CITY ATTORNEY ,29 SECRETARY.TO CITY MANAGER 29 SENIOR CONSTRUCTION INSPECTOR 42 SEWER bAINTENANCE SUPERVISOR 37 STENO CLERK I 17 STENO CLERK II 19 STREET MAINTENANCE WORKER II 25 STREET MAINTENANCE WORKER III 30 STREET MAINTENANCE SUPERVISOR 37 SWEEPER OPERATOR, 29 ,SWEEPER ENGINEER 51 TREE TRIMMER I 23 TREE TRIMMER II 2'7 TREE TRIIMIER LEADWORKER 31 UTILITY MAINTENAI� E WORKER II 25 UTILITY MAINTENAN�-E V70RKER III 30, UTILITY SYSTEMS OPERATOR II 27 UTILITY SYSTEMS OPERATOR III 29 WATER MAINTENANCE SUPERVISCR 37 WATER PUMP SUPERVISOR 37 PERMIT CLERK Under geneial supervision, to perform complex and responsible clerical work in connection with the issuance of building, plumbing, electrical, and mechanical permits; and to do related,work as required. EXAMPLES -OF DUTIES receive the public and accept and review building plans for necessary information. Determine -type of building and types of permits needed, including electrical, plumbing, and mechanical permits. Inform public of needed information and provide necessary direction. Properly label, log, and route plans throughout various check and resubinittal phases including Building, Engineering, and Planning Departments. Use assessor maps to determine street aO3resses on properties. Type forms, correspondence', and prepared.keports. Prepare monthly and annual statistical -reports from logged data including Valuation Reports, Inspector Activity, and Building Activity. Maintain and use a variety of filing systems including tickler files so that citizens can be informed of expiration dates. Compute permit and plan check fees using prepared established tables and logs. Respond to questions over,the counter and the telephone. Receive and transmit messages by two way radio and telephone. QUALIFICATIONS Knowledge of: Business office procedures, methods, and equipment. English usage, spelling, grammar, and punctuation. Report and correspondence formats. Ability to: Learn a variety of technical procedures in office work; understand, interpret, and apply policies and procedures. r Permit Clerk cont. - Read and understand maps and plans. Compile data for reports.and make arithmetical calculations. Perform a variety of clerical functions; organize files and data. Communicate effectively with the general public. Type at a speed of 40 words per minute from clear copy. Understand and carry on-t oral and written directions. Establish and maintain effective relationships with those contacted in the course of work. Experience and Education Any combination equivalent to the experience and education that k could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be, one year of responsible clerical and typing experience which required'a high degree of•public contact. f ' i