HomeMy WebLinkAbout2005-12-20; City Council; 18391; Revise Classifications, Executive AssistantAB# 18,391
MTG. 12/20/05
DEPT. Human
Resources
REVISE AND CONSOLIDATE CLASSIFICATIONS INTO
NEW TITLE OF EXECUTIVE ASSISTANT
RECOMMENDED ACTION:
Adopt Resolution No. 2005-379
to the City Council, Secretary to the City Manager and Secretary to the City Attorney into the new
title and classification of Executive Assistant; and to amend the Management Salary Structure and
Conflict of Interest Code.
to revise and consolidate the classifications and titles of Secretary
ITEM EXPLANATION:
As a result of a vacancy created by a retirement, the City Manager requested a review and update of
the current job description of Secretary to the City Manager in preparation to conduct a recruitment.
Because of the similarities of the executive secretarial positions for the City Council, City Attorney
and the City Manager, a recommendation is being made to update and consolidate all three
classifications into one. This revised description more accurately depicts the responsibilities and
requirements of all three positions.
Therefore, Human Resources with the support of the City Manager, and City Council’s and City
Attorney’s staff, recommends that the three executive secretary positions be consolidated into one
classification of Executive Assistant. Attached, Exhibit A, is the new job description for City
Council’s consideration. This new job description places more emphasis on the discretionary
responsibilities and duties that each of these positions possesses and upgrades the minimum
educational qualifications commensurate with these responsibilities. These positions will continue as
at-will positions in the same salary allocation in the Management Compensation Plan.
The Management Salary Schedule and Conflict of Interest Code are recommended to be revised to
reflect this new title of Executive Assistant in the same salary allocation and the same designation in
the conflict code.
FISCAL IMPACT:
No changes are recommended in the salary allocations for these positions, therefore there are no
resulting fiscal impacts for this revision.
EXHl BITS:
1. Exhibit A: Executive Assistant job description
2. Exhibit B: Resolution No. 2005-379
Exhibit A
CITY OF CARLSBAD
CLASS SPECIFICATION
JOB TITLE: EXECUTIVE ASSISTANT
DEPARTMENT: CITY COUNCIL, CITY MANAGER, CITY ATTORNEY
BASIC FUNCTION:
Under functional direction, to perform responsible administrative and executive secretarial duties
for the City Council, City Manager or City Attorney; to provide basic research and analysis on
special projects; coordinate and manage the executive office operations and processes; and to do
related work as assigned.
DISTINGUISHING CHARACTERISTICS
Depending on the assignment, this position could be assigned to the City Council, City Manager
or City Attorney. This position acts as an executive assistant to relieve the executive(s) work
details and to coordinate and facilitate the executive(s) schedule. The emphasis on the following
duties may vary with each assignment. This is a management level position and may supervise
others depending on the office staffing.
J(EY RESPONSIBILITIES:
Manage the City Council’s, City Manager’s, or City Attorney’s calendar and appointments.
Determine priorities and provide appropriate preparation of materials and information for
meetings. Schedule and coordinate agendas and materials for a variety of meetings, including
those involving highly sensitive, confidential or critical matters.
Act as an executive assistant to the City Council, City Manager or City Attorney to relieve them
of a variety of administrative details.
Coordinate and distribute information to all City departments regarding citywide events, policies,
updated information and activities.
Gather information and compose correspondence in reply to various requests, inquiries and
questionnaires. Research information, tickler and provide follow-up on issues concerning the
executive’s attention.
Answer the telephone and screen callers, for the City Council, City Manager or City Attorney,
exercising considerable independent judgment in giving out information and discretion in
referring to appropriate party.
Research and gather information on special projects; analyze and prepare recommendations and
Executive Assistant
follow-up as assigned.
Prepare a variety of materials for the City Council, City Manager or City Attorney, including
correspondence, memorandums, reports, resolutions, proclamations, agreements, and other
documents .
Coordinate the preparation of agenda items for Council by tracking and routing agenda bills for
final agenda review.
Perform a variety of administrative and clerical office functions, e.g. assist in budget preparation,
analysis and administration by collecting data necessary to prepare and monitor department
budget; coordinate travel arrangements; maintain a filing and recall systems; and coordinate
maintenance of the official City Council’s, City Manager’s and City Attorney’s Office records,
manuals and policies.
Supervise, train and evaluate staff as assigned.
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 dlsabilities to perform the essential duties in a specific job. *Based on the
assignment, there may be more specific requirements related to the particular job. The
requirements listed below are representative of the general knowledge, skill and/or ability
required.
Jhowledge of:
Basic principles of organization, administration, budgeting and human resources management
and a basic understanding of the City’s policies and procedures in relevant areas.
Organizational structure of the City and the roles and responsibilities of related functions.
City’s Mission, Vision and Values, and Annual Operating goals, and how their area and work
supports these concepts.
Basic federal, state and local laws, codes and regulations affecting the area of assigned
responsibility.
Modern office practices and procedures including business correspondence, filing and
standard office equipment operation.
Methods and techniques of research, statistical analysis and report presentation.
Executive Assistant
3
Correct English usage, spelling and punctuation.
Software applications, e.g., word processing, spreadsheet, presentation graphics or database
programs on microcomputer systems as required.
Abilitv to:
Exercise good judgment and make sound decisions in accordance with established
procedures and policies.
Be an effective communicator, both orally and in writing.
Demonstrate cooperative and effective interpersonal and communication skills.
Take and transcribe notes in the form of correspondence or meeting notes.
Participate as an effective team player.
Independently prepare reports, correspondence and documents.
Plan, organize and coordinate special events and programs.
Maintain confidentiality of sensitive materials as necessary.
Supervise, train and evaluate staff as assigned.
EXPERIENCE AND EDUCATION
Any combination equivalent to experience and education that could likely provide the required
knowledge and abilities would be qualifying. A typical way to obtain the knowledge and
abilities would be:
Equivalent to an Associate’s degree from an accredited college or university
supplemented by specialized secretarial or business training, and five years of
increasingly responsible executive secretarial and/or administrative experience, involving
frequent contact with the public.
A Bachelor’s degree in public or business administration is highly desirable.
PHYSICALMENTAL DEMANDS AND ENVIRONMENTAL SETTING:
While performing the duties of this class, an employee is regularly required to sit; talk or hear, in
Executive Assistant
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.
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.
Employees may be required to travel to work sites or other sites for meetings.
This is an at-will managementhonfidential classification
Executive Assistant
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EXHIBIT B
RESOLUTION NO: 2005-379
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF CARLSBAD, CALIFORNIA, REVISING AND
CONSOLIDATING THE CLASSIFICATIONS OF
SECRETARIES TO THE CITY COUNCIL, CITY
MANAGER AND CITY ATTORNEY TO THE NEW TITLE
OF EXECUTIVE ASSISTANT.
WHEREAS, the City Council desires to revise and consolidate the classifications and titles of the
Secretary to the City Council, Secretary to the City Manager and Secretary to the City Attorney into one
classification of Executive Assistant.
NOW, THEREFORE, BE lT RESOLVED by the City Council of the City of Carlsbad,
California, as follows:
1. That the above recitations are true and correct.
2. That the revised and consolidated classification of Executive Assistant is hereby approved.
3. That the Executive Assistant will replace the titles of Secretary to the City Council, Secretary
to the City Manager and Secretary to the City Attorney on the Management Salary Schedule
and Conflict of Interest Code, as shown in Attachment A, attached hereto and made a part
thereof, are hereby approved.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the day of
,2005, by the following vote:
AYES:
NOES:
ABSENT:
CLAUDE A LEWIS, Mayor
ATTEST:
LORRAINE M. WOOD, City Clerk
(SEAL)
Attachment A
Municipal Projects Manager
Park Development Manager
Parks Superintendent
Police Communications Manaaer
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Management Salary Schedule 12-20-05x1s I
Attachment A
Housing Program Manager
Public Information Officer
Records Manager
Senior Accountant
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Management Salary Schedule 12-20-05x1s