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HomeMy WebLinkAboutCOW 2006-02-13 Item 4A - Council - Support Personnel Selection Process :rt1LA, C o UNCIL AGENDA OosiS r bawls ITEM NO. �0� 1 !lleetzng Date Prepared by 1 Mayor's review ourrczI cevzew u I /13 /06 I jec I Ni/)) k.' I 1808 1 1 H-- 1 1 1 ITEM INFORMATION CAS NUMBER. 06-014 I ORIGINAL AGENDA DATE. 2/13/06 AGENDA ITEM TITLE Process for Selecting Support Personnel CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other 2/13/06 Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date SPONSOR Council Mayor Adm Svcs DCD Finance Fire Legal P&R Police PIV SPONSOR'S The purpose of this discussion is to gather input on a draft process for selecting future SUMMARY support staff for City Council. REVIEWED BY COW Mtg CA &P Cmte F &S Cmte Transportation Cmte Utihties Cmte Arts Comm. Parks Comm. Planning Comm. DA1'E: N/A RECOMMENDATIONS: SPONSOR /ADMIN. Establish council concurrence on selection process for open position C0MMIrrEE N/A COSTIMPACT /FUND-SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $o Fund Source. N/A Comments MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 2/13/06 Draft version of process Classification descriptions 1 DRAFT PROCESS TO SELECT COUNCIL SUPPORT PERSON (2/9/06 VersIOn 2) 1. Create and agree upon the process Review and modIfy the draft process FmalIze the process 2. ReVIew potential Job DescnptIOns/ClassIfications ReVIew the three CIty classIfications and any others provided AdmimstratIve Secretary Executive Secretary Legislative Analyst Others Fmalize the job descriptIon/classification 3. Review reporting structure for the role Review the current reporting and perfonnance evaluation structure Modify or accept current structure 4. Advertise the position Meet to dISCUSS recruitment procedures and appropnate questIOns Admimstration Services function advertises the positIOn 5. Imtlal applIcant screemng Administrative Services perfonns recruItment function and creates a short list 6. Applicant mterview to select a fmalIst Perfonned by CIty Administrator, Admimstrative ServIces Director, Past & Current Council Presidents (Rhonda, Viki, Pam L. & Denms) 7. Council Meets the FmalIst CouncIl reviews recruitment procedures and appropriate questions Council meets finalIst at an infonnallunch 8. Council dIscusses FinalIst's qualIfications Executive Session 9. Tentative Offer Made 10. AdministratIve Services perfonns background check 11. Final Offer Made ) CITY OF TUK\-VILA CLASSIFICATION DESCRIPTION BAND B t GRADE 2 ! SUBG3RADE I This position is not responsible for work perfonned by another banded at the same level. CLASSIFICATION TITLE DA TE vPDATE]) FLSA Non-Exempt Administrative Assistant Executive Secretarr Legal Assistant Deputy City Clerk TITLE-OF IMMEDIATE SUPERVISOR \ Mayor City Administrator Department Director Department Head Management Coordinator CLASSIFICATION SUMMARY Under the general supervision of an immediate supervisor identified above, performs administrative and technical duties in assigned field and acts as a confidential assistant to assigned supervisor TA$K ESSENTIAL DUTIES FREQUENCY. BAN!)! NO. 'en GRADE 1. Coordinates and assists ill administration of selected Daily B2 programs, activities and/or meetings which may include 70% acting as a confidential assistant and/or secretary to the assigned supervisor; researching, composing, typing, editing, preparing, and assembling correspondence, reports, announcements, memos, documents, packets and related items requiring judgment as to content, accuracy and completeness and processing documents within established guidelines. 8-2-3 Classitication Description Page 1 -) '\ TASK ESSENTIAL DUTIES FREQUENCY BAND! . NO. GRADE 2. Prepares and maintains records and files and develops office Weekly B2 procedures and routines. 10% 3. Communicates instructions and requests for infonnation to Weekly B2 City management positions and other staff. 10% 4. Serves as a liaison between the immediate supervisor, other Daily B2 City positions and the publi?; responds to inquiries; applies lO% departmental policies within established guidelines and refers as appropriate. . MINIMUM QUALIFICATIONS Two years of college level course work in business or related field and four years of secretarial, clerical or office experience, including two years in related field or an equivalent combination of education and experience to provide sufficient evidence of the successful perfonnance of the essential elements of the job such as those listed above. A valid Washington State ill is required. KNOWLEDGE: Knowledge of: . Office administration, practices and procedures; . English usage, spelling, grammar and punctuation, . Business letter writing; . City government organization, functions, policies, rules and regulations; . Organization, procedures and operating details of the City and City department to which assigned, . Basic principles of research and report preparation, and . Principles, practices, regulations and laws of field to which assigned. SKILLS Demonstrated skill in . Using computers and related software including spreadsheets, wordprocessing and database applications, . Typing 60 wpm, B-2-3 Classit1cation Description Page 2 . ) . . . . . . . . -\ ) \ Speedwritmg or shorthand desirable, Operating modem office equipment; Commumcatmg effectively, both orally and in writing; Working effectively on several projects concurrently; Working with confidential information and data; Working independently and making decisions within broad guidelines, Applying departmental policies, Working under pressure and adapting quickly to situations in a professional manner; and Establishing and maintaining effective working relationships with City officials, City employees, and the general public. PHYSICAL ACTIVITY /REQUIREMENTS: To perform the essential functions of the class, incumbents must be able to perform the physical activities listed on the Physical Checklist. 8-2-3 Classit1cation Description Page 3 ) CITY OF TUKWILA CLASSIFICATION DESCRIPTION I BAND B I GRADE 2 I SUBG2RADEI This position is not responsible for work perfonned by another banded at the same level. ...FLSA ..APPROVAL DA 1'E UPDATED CLASSIFICATION TITLE Non-Exempt Administrative Secreta!X.~ Civil Service/Code Enforcement Secretary CLASSIFICATION TITLE OF IMMEDIATE SUPERVISOR Office Specialist '\ City Administrator Department Director Department Head CLASSIFICATION SUMMARY Under the general supervision of an immediate supervisor identified above, performs a variety of highly responsible, complex and confidential secretarial, administrative and clerical duties. Serves as backup to other clerical staff as necessary. ...TASK: ESSENTIALDUT{ES . FREQUENGY . B~PI : NO. GRADE 1. Performs the duties of lower level clerical positions without Daily B2 supervision and serves as a confidential secretary to the City 40% Administrator, Department Director or Department Head. Coordinates overall office support functions and activities of the department to which assigned to include making travel arrangements; maintaining calendars and appointment schedules; initiating and maintaining files and records to include those of a confidential nature, arranging 8-2-2 Classification Description Page I --------- ) '\ \ . TASK ESSENTIAL DUTIES FREQUENCY BANDI NO. GRADE conferences and meetmgs, taking shorthand or speedwriting; screening calls, visitors and mail, processing documents within established guidelines and performmg routine payroll, personnel, and purchasing duties. 2. Types a variety of materials utilizing word processing Daily AI equipment, computer or typewriter 25% 3. May serve as Secretary to a plaj or board or commission, Monthly B2 schedules, takes minutes, transcribes, and prepares 15% appropriate materials and files for the proceedings; administers the board or commission by-laws and follows through on actions taken. 4 Researches, compiles and analyzes data and ~oordinates Weekly B2 special projects as assigned. 10% 5. Develops fuld implements organization or procedural Weekly B2 changes affecting clerical activities. 5% 6. Serves as a liaison between the immediate supervisor, other Weekly B2 City management positions, boards, commissions and the 5% public; responds to requests for information and refers inquiries as appropriate. ML"JIMUM QUALIFICA nONS Graduation from high school or equivalent with course work in typing, wordprocessing, specialized secretarial procedures and/or office management and four years of increasingly responsible secretarial and clerical experience or an equivalent combination of education and experience to provide sufficient evidence of the successful performance of the essential elements of the job such as those listed above. A valid Washington State ID is required. 8-2-2 Classification Description Page 2 ) . . . . . \ ) . . . . . . ) KNOWLEDGE: Knowledge of: . English usage, spelling, grammar and punctuation; · Modem office methods, procedures and equipment; . Business letter writing; · Organization, procedures, and operating details of the City and City department to which assigned, · City government organization, functions, policies, rules and regulations, and . Basic principles of research and report preparation. SKILLS Demonstrated skill in . Using computers and related software including spreadsheets, wordprocessing and database applications; Typing 60 wpm; Speedwriting or shorthand desirable, Operating modem office equipment; Communicating effectively, both orally and in writing; Working independently; Working with confidential data and information, Establishing effective working relationships with City officials, employees and the general public; Representing the supervisor at meetings and engagements; Performing mathematical calculations; InterpretLtg and applying administrative and departmental policies, laws and rules; and Planning, organizing, and scheduling priorities in the office. PHYSICAL ACTIVITY IREQUIREl\'IENTS: To perform the essential functions of the class, incumbents must be able to perform the physical activities listed on the Physical Checklist. 8-2-2 Classification Description Page 3 . . , ~ ') CITY OF TUKWILA CLASSIFICATION DESCRIPTION BAND C GRADE 4 f SUBG2RAJJE I This position is not responsible for work performed by another banded at the same level. FLSA APPROVAL . DATE UPDATED CLASSIFICATION TITL 8-2.6-Clf) Exempt Management Analyst Personnel Analyst '-l -"'~ Legislative AnalysL CLASSIFICATION TITLE OF IMl"XEDIAT SUPERVISOR -"\ ) City Administrator Department Head CLASSIFICATION SUM.MARY Under the direction of an immediate supervisor identified above, performs a variety of administrative and managerial work. '\ TASK.. .. ESSENTIAL l)U'(IES FXillQUENCY .... BANDt NO... GRADE 1 Develops, implements, coordinates, and manages various Daily C4 programs and activities as assigned and performs a variety 25% of confidential administrative work. 2. Facilitates effective communications and information Daily C4 exchanges, to include conducting oral and written briefmgs 25% on issues and developments affecting assigned areas. '" Conducts technical research and management analysis and Daily C4 .J prepares detailed reports and recommendations on issues 15% concerning the functions and operations of assigned programs and various confidential issues. C-4-2 (Management Analyst) Classification Description Page I ') --,\ TASK ESSENTIAL DUTIES FREQUENCY BAND/ NO. GRADE 4 Recommends, develops, and writes policies and procedures Weekly C4 for assigned programs. 15% 5 Develops and recommends short and long range plans, Quarterly C4 goals and budgets to carry out the programs assigned. 10% 6 Responds to inquiries on program policy and procedural Daily C4 matters as appropriate 5% 7 Researches current and new\developments affecting Weekly C4 assigned programs, evaluates potential impact, coordinates 5% compliance, and develops written policies as necessary MINIMUM QUALIFICATIONS Bachelor's degree in Public Administration or a related field and four years of related experience or an equivalent combination of education and experience to provide sufficient evidence of the successful perfonTIance of the essential elements of the job such as those listed above A valid State of Washington driver's license is also required. KNOWLEDGE: Knowledge of: . General municipal operations and structure; . Principles, practices, procedures and theories related to the field, . Research methods, report writing, group and meeting facilitation techniques, and the organization and presentation of oral reports; . Federal, state and local laws, policies and regulations pertaining to assigned programs; . English usage, spelling, grammar and punctuation, . Budgeting principles and processes, and . Project monitoring techniques. SKILLS Demonstrated skill in . Operating personal computers and utilizing computer applications and software, . Making and implementing sound decisions and exercising judgment III solving complex problems; . Developing and implementlllg programs, policies, and/or procedures to achieve specific goals and objectives, C-4-2 (;VIanagement Analyst) Classification Description Page 2 ) -~, ) . Workmg effectively on several projects concurrently; · Establrshing and maintaining effective working relationships with City officials, City employees, and the general public; and . Communicating effectively, both orally and m writing. PHYSICAL ACTIVITY /REQUIREMENTS: To perfonn the essential functions of the class, incumbents must be able to perfonn the physical activities listed on the Physical Checklist. C-4-2 (Management Analyst) Classitication Description Page 3 "' ... - ....- .~ CLASS TITLE: , P1Y_~g~f~!MS.Q~ (CS-6150) BASIC FUNCTION: CITY OF RENTON Under the direction of the President of the City Council. perform responsible and sole clerical, secretarial assistance and support for City Council members; coordinate office functions and serve as liaison between City administration and Council members; exercise independent judgment and confidentiality in assisting with administrative details requiring considerable knowledge and interpretation of City policies and procedures. REPRESENTATIVE DUTIES: ""Perform responsible and sole clerical, secretarial assistance and support for City Council members; coordinate office functions and serve as liaison between City administration and Council members. ':'Exercise independent judgment and confidentiality in assisting with administrative detalls requiring considerable knowledge and interpretation of City policies and procednres. *Oversee and administer daY-Io-day activities and functions of tbe City Council's office; exercise independent Judgment and initiative in coordinnnng and performing technical and responsible secretarial functions of the office. *Monitor items and 5ituations referred into and out of City Council committees; track items on automated tracking program. ""Coordinate committee referrals with appropriate departments; schedule items for meeting; notify interested and affected pnrties. *CoJlect and type committee reports as completed; copy and distribute committee reports to approprillte individuals, departments and agencies. *Type letters! memos~ correspondence and J'eports, including information regarding confidential matters as required. *Greet visitors to the City Council's office; answer phones, provide routine information and direct to appropriate individual; open. sort and distribute incoming mail; receive citizen complaints and concerns; resolve complaints or refer situation to appr'opriate individual. '" - - - - ~ ~ -- ----, ---- ' ...... ..,..- City Council Liaison. Continued Page 2 .-\ "Serve as liaisoD between Council and City adminiBtratjon, citizcns and agencies; provide, distn"bute and exchange information, decisions, requests and concerns. *Prepare Council budget for approval; monitor and control expenditures and budgets; prepare payroll records; process new Council members for payroll purposes; prepare requisitions and purchase orders and order office supplies as needed. *Prepare Council meeting agenda packets; maintain appointment caJendars; maintain detailed and confidential f1]ing system for Council and committee proceedings; coordinate IDes with City Clerk as required. *Remain current concerning issues, situations and conditions of special interest to the City Council members. .....Exerclse discretion in disseminating information, explaining policies and procedures and speaking as directed for the City Council President and members in personal and telephone contacts and meetings. do-Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence. *Operatc a microcomputer and peripheral equipment to maintain records and generate lists, reports and other materials; utilize word processing and other software; operate a typewriter and standard office equipment. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: · Principles, practices and procedures utilized in an administrative office. · Office management tec.hniques. · City organization. operations, policies and objectives. · Applicable sections of City Codes and other appJicable laws. · Operation of office machines including computer equipment. · Basic budget preparation and control techniques. , Modem office practices, procedures and equipment. · Telephone tecbniques and etiquette. · Recordkeeping techniques. · Correct English usage, grammar, spelling, punctuation and vocabulary. · Oral and written communication skills. · Interpersonal skins using tact, patience and courtesy. "\ City Council Liaison - Continued Page 3 ':-'\ ABILITY TO: . Perfonn responsible secretarial and adm.i.Distrative assistance duties in support of the City Council President and members. . Exercise independent judgment in assisting the Council members in administrative details, reqwrin.g knowledge and interpretation of City poHcies and procedures. . Read, interpret, explain and fonow rules. regulations, policies and procedures. . Establish and maintain a confidential filing system. . Compose effective correSpondence independently. . Operate a variety of office equipment including personal computer. . Establish and maintain cooperative and effective working relationships with others. . Type at 60 words net per minute from clear copy. . Determine appropriate action within clearly defined guidelines. . Make arithmetic calculations with speed and accUIacy. . Work independently with little direction. . Meet schedules and time hnes. . Work confidentially with discretion. . Communicate effectively both orally and in writing. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school, includmg or supplemented by course work ip s~crC'tari.a1 science, office management or related field and three years increasingly l'osponsiblc secretarial eXl'erience, including at least one year in a muru~lpa) enviIo:mnent. WORKING CONDITIONS: Work is performed in an office environment with some night work required. * DENOTES ESSENTIAL FUNCTIONS October 1997 ,. \ * CITY OF AUBURN JOB & CLASS DESCRIPTION TITLE: ! AFFECTED DEPARTMENT(S): ^ . . ')If': Assistant I Administration .. ~ -~- LAST REVISED: I PAGE NO: OF: I PAY GRADE: I AFFILIATED 12/01/04 1 2 I N05 (Non-exempt) NON-AFFILIATED X NATURE OF WORK Under the supervision of the Executive Assistant to the Mayor, the Administrative Assistant is responsible for providing necessary clerical and administrative staff support to the administration, including confidential ,support, for efficient processing of business for the Office of the Mayor and City Council. The Administrative Assistant performs work within the intent of policies, ordinances, and directives. EXAMPLE OF WORK/RESPONSIBILITIES *Receptionist for the Office of the Mayor and City Council. Greets visitors and refers them to the appropriate person or department as necessary. Answers telephones, takes messages, provides general information and refers callers to the appropriate person or department as necessary. *Maintains and coordinates the Mayor's calendar; schedules and coordinates appointments, events, work sessions and meetings in support of the Office of the Mayor and City Council; provides timely reminders. Meeting preparation may include development of nametags and. agenda, presentation equipment, scheduling meeting rooms, and coordinating refreshments. *Composes, types, edits, prepares and disseminates correspondence for Councilmembers and the Mayor. *Coordinates travel arrangements for meetings and conferences attended by the Mayor, City Council and administration staff as directed. *Manages the Boards and Commission application and screening process; maintains Boards and Commissions database and files. *Focal point for clerical and administrative requirements of the Mayor, City Council and administration staff; relieves them of administrative details. *Prepares and distributes agendas and packets for Council Committee meetings *Consolidates Council Committee minutes from appropriate department secretaries; formats, prints, files, and distributes as required. Attends Council Committee meetings and takes minutes as required. *Conducts mailings, as necessary. Opens, sorts, routes and distributes incoming and outgoing mail *Establishes and maintains filing system in support of the Mayor and Council Committees. Job & Class Description Administration Secretary Page 2 of 3 *Prepares and processes purchase orders and orders office supplies as needed for the Office of the Mayor and City Council. *Prepares monthly calendar of City Council meetings, Boards and Commission meetings and MayodCouncileven~. *Maintains effective, professional relationships with elected officials and staff. Deals tactfully and courteously with the public, coworkers, and other City employees, occasionally in difficult customer service situations. *Regular, reliable and punctual attendance *Due to internal and external customer service needs, incumbent must be able to work a full time schedule, on- site (appropriate City work sites). *Safely and accurately operates office equipment. *Maintains confidentiality of records and other information. Acts as back up for the Executive Assistant during absences. May research information via phone calls, memoranda, Internet, etc., which may involve contacting other government agencies, officials, staff community groups and citizens, as required. *Shows initiative in performing job functions. *Performs other work as assigned. *= Primary function. WORK CONDITIONS Work is generally performed indoors in a climate controlled setting. Noise level in the work environment is usually moderate. While performing the duties of this job, regularly required to use arms, hands and fingers to reach, handle, feel, or operate objects, materials, tools, equipment or controls. Uses computer that requires repetitive hand/arm movement. The employee is frequently required to sit, stand, walk, hear and talk; occasionally required to climb, balance, stoop, kneel, crouch, bend or crawl. Required to exhibit good listening skills and be able to comprehend communication received; occasionally required to lift up to 20 pounds Specific vision abilities required by this job include close, distance, color and peripheral vision, depth perception; and the ability to adjust focus. Required to possess sufficient mental acuity to ensure thorough analysis of conditions and situations in a fast-paced environment, exercise keen judgment, imagination, and foresight in making decisions. Will frequently be required to perform work in confidence and under deadlines and is required to maintain professional composure, tact, patience and courtesy at all times. REPORTING RELATIONSHIPS Reports to the Executive Assistant to the Mayor and to the Mayor for day-to-day work and priorities, but may also receive direction from individual Councilmembers. The position also interacts with the City staff Job & Class Description Administration Secretary Page 3 of 3 REQUIRED EDUCATION AND EXPERIENCE High school degree or equivalent, three years of increasingly responsible clerical experience, and advanced computer skills is required. Relevant vocational or college courses and experience in a municipal setting preferred. CITY OF AUBURN JOB & CLASS DESCRIPTION 08/02/04 I 1 I AFFECTED DEPARTMENT(S}: Administration I PAY GRADE: I AFFILIATED I N06 Exem t NON-AFFILIATED X OF: NATURE OF WORK This is professional work coordinating the City's external relationships with other governmental agencies and legislative bodies whose deliberations and actions impact the City and its citizens. . Work is performed independently with under minimal supervision. EXAMPLES OF WORK/RESPONSIBILITIES *Coordinates and monitors City contacts with external legislative and administrative governmental bodies. *Performs duties with integrity and in accordance with professional standards, municipal ordinances, City policy, and State and Federal laws. *Analyzes and clarifies intergovernmental and legislative issues for discussion with the Mayor, City Council, Department Directors and staff; recommends strategies and positions on issues as requested *Monitors external developments to identify those impacting the City; supports City personnel in developing appropriate City responses. *Coordinates the presentation of the City's position regarding proposed legislation or governmental actions to Federal, State and local governing officials and bodies, as directed by the Mayor. *Assists in negotiating key contractual arrangements and agreements with other governmental bodies. *Maintain positive and productive relations with political and governmental officials at all levels and with community leaders. *Deals tactfully and courteously with the public, coworkers, other City employees, and governmental officials and representatives occasionally in difficult situations. *Conducts research and analysis on a variety of topics as assigned by the Mayor. Communicates verbally and in writing in a clear, persuasive, and correct manner. *Uses proper sentence construction, grammar and punctuation when preparing written documents. Performs other related work and job functions as required *May be required to work on weekends and during evening hours. *Regular, reliable and punctual attendance Job & Class Description 2 of 2 Intergovernmental Affairs Coordinator *Due to internal and external customer service needs, incumbent must be able to work a full time schedule, on- site (appropriate City work sites). * Primary function. WORKING CONDITIONS ~ Works indoors in clean, climate-controlled workspace. Required to sit, talk, and hear; frequently required to work and use hands to finger, feel or handle writing utensils, computer and office supplies which require repetitive arm, wrist and hand movement; occasionally required to reach with arms and hands; climb, balance, stoop, kneel, crouch, bend or crawl, may be required to lift or move up to 25 pounds; may be required to stand or sit for extended periods of time. Specific vision abilities include close distant, color, and peripheral vision, depth perception and to adjust focus. Position requires mental acuity to ensure thorough mental analysis of situations in a fast-paced environment. The employee may be required to deal with disgruntled individuals. Employee is frequently required to perform work in confidence and under pressure for deadlines, and is required to maintain professional composure and tact, patience and courtesy at all times. REPORTING RELATIONSHIPS This position reports to the Mayor. Under the supervision of the Mayor, the employee plans and schedules work, and establishes procedures and working relationships with City and other governmental officials. Exercises discretion and judgment. while performing the duties of the position. . Work is reviewed through periodic consultation and evaluation REQUIRED EDUCATION AND EXPERIENCE Four-year college degree in public administration, planning, business, political science, journalism or related field; four years professional experience related to governmental issues at the local, regional and/or state levels - local government experience preferred OR a combination of education, experience and training which indicates the applicant can successfully perform the requirements of the position. Advanced degree in related field may substitute for up one year of the required work experience LICENSE REQUIRED Valid driver's license without pending risk of loss at time of appointment.