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CITY COUNCIL AGENDA ITEM NO. 4



Meeting Date: November 13, 2001

Subject/Title: Approve Compensation and Classification Descriptions for Deputy City Clerk and Assistant City Clerk to establish a classification series to support the City Clerk function

Submitted by: Patti Standley, Human Resources Manager

Approved by: John Stevenson, Acting City Manager


RECOMMENDATION 
Adopt a Resolution approving the Deputy City Clerk and Assistant City Clerk classification descriptions and salary ranges. 

PREVIOUS ACTION
None.

BACKGROUND
Staff completed an assessment of the City Clerk function with regard to development and growth opportunity of support staff in the City Clerk’s Office. Staff concluded that it is prudent to develop a classification series in the City Clerk’s Office to support the City Clerk function. The suggested structure includes Deputy City Clerk and Assistant City Clerk classifications that will provide for the development of staff over time.

The attached Deputy City Clerk and Assistant City Clerk classification descriptions, marked Exhibit A and Exhibit B respectively, are provided for your review and comment.

The proposed salary ranges are based on a survey of like classifications at other agencies identified through the adopted Classification/Compensation Study. Staff recommends the following salary ranges: 

Deputy City Clerk $41,220 - $50,100 annually
Assistant City Clerk $47,712 - $57,996 annually 

The City Council Personnel Subcommittee reviewed the above recommendation at their subcommittee meeting held on October 24, 2001. The Personnel Subcommittee presents the classification descriptions and salary ranges to the City Council for review and approval.

FISCAL IMPACT
There is no fiscal impact at this time as a result of the above recommendation.

RESOLUTION NO.


A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD APPROVING THE COMPENSATION AND CLASSIFICATION DESCRIPTIONS FOR DEPUTY CITY CLERK AND ASSISTANT CITY CLERK
IN ORDER TO ESTABLISH A CLASSIFICATION SERIES TO SUPPORT THE CITY CLERK FUNCTION

WHEREAS, staff conducted a review of the City Clerk function relative to staff that support the City Clerk function, and, 

WHEREAS, staff recommends establishing a classification series specific to the City Clerk function in order to address future growth and development of staff that supports the City Clerk function, and,

WHEREAS, classification descriptions have been developed and are attached as Exhibit A and Exhibit B respectively, and, 

WHEREAS, staff conducted a salary survey of comparable agencies identified as survey agencies in the adopted Classification/Compensation Study, and, 

WHEREAS, staff recommends establishing the following salary ranges: Deputy City Clerk $41,220 - $50,100 and Assistant City Clerk $47,712 - $57,996 annually.

NOW, THEREFORE BE IT RESOLVED the City Council of the City of Brentwood approves the compensation and classification descriptions for Deputy City Clerk and Assistant City Clerk in order to establish a classification series to support the City Clerk function.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting held on November 13, 2001 by the following vote:

AYES: 
NOES: 
ABSENT: 

_____________________________
Michael A. McPoland, Sr.
Mayor
ATTEST:


__________________________________
Karen Diaz, CMC
City Clerk 

FLSA: Non-exempt
Exhibit A
CITY OF BRENTWOOD

DEPUTY CITY CLERK

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.


DEFINITION:

Under general supervision, performs a variety of complex, technical, administrative and clerical activities in support of the City Clerk’s Office, including the coordination, preparation, posting, maintenance and storage of agendas, minutes and records for the City Council as required by statute; assists in the administration of Fair Political Practices Commission and City regulations relating to the filing of conflict of interest and campaign statements; performs related duties as required. 

DISTINGUISHING CHARACTERISTICS:

The Deputy City Clerk is a single position classification that is expected to possess technical expertise and independently perform specialized duties, as well as the full range of office and administrative support duties, in support of the City Clerk’s Office. The work requires creativity and resourcefulness to accomplish goals and objectives. This classification is distinguished from the Administrative Assistant I/II classification by the greater complexity of assignments and higher degree of independent action and use of judgment required in the course of the work.

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the City Clerk. Incumbent may exercise functional and technical supervision over, and provide training for, office support staff.

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

· Performs technical, administrative and clerical duties in support of the City Clerk’s Office activities and services including activities associated with the coordination, production, publication and maintenance of City records, agendas, and minutes relating to City Council, Redevelopment Agency and other board and commission activities; coordinates activities with other City officials, departments, outside agencies, organizations and the public.

· Serves as a resource and provides information to the public, other agencies and City staff requiring use of judgment and the interpretation of a variety of policies, rules and regulations. Responds to inquiries from the public and City staff regarding official records, City Council actions. Independently responds to routine letters, general correspondence and requests for information. 

Deputy City Clerk
Page 2


· Assists City Clerk with preparation of publication, posting and distribution of legal notices for public meetings and hearings. Assures that legal requirements are met for publication and posting of agenda and notices. 

· Processes FPPC statements of economic interest and campaign filings for elected and appointed officials, employees and contractors. Monitors FPPC filings pursuant to State and Federal regulations.

· Attends City Council meetings as required. Prepares City Council meeting minutes to create the official record.

· Records documents with the County Recorder. Supervises the release of bonds and ensures departmental accuracy.

· Notarizes and certifies documents. Administers oaths of office.

· Participates in office organization and procedure development. Provides interpretation of policies and procedures for others. Initiates and maintains a variety of complex files and records. Administers the indexing, retention, and retrieval of documents related to City Council proceedings.

· Types a variety of materials, including those of a sensitive or confidential nature. Maintains information on computer databases. Demonstrates proficiency in computer word processing and database applications. Provides verbatim excerpts if required.

· Maintains knowledge of overall City and departmental organization, responsibilities and activities; FPPC regulations, preparation of agenda and minutes, the Brown Act and related legislation.

· Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence and statistical data and using a computer. Acute hearing is required when providing phone and personal service, and speech sufficient to communicate effectively in group settings without the aid of a microphone. The need to lift, drag and push files, paper and documents weighing up to 25 pounds also is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations.


Deputy City Clerk
Page 3


QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification)

Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for a Deputy City Clerk. A typical way of obtaining the required qualifications is to possess the equivalent of two years of clerical experience and a high school diploma or equivalent. Experience supporting a City Council, Board, Commission, or other body which required developing agendas, preparation of minutes, maintenance of official records, and frequent contact with the public is highly desirable.

License/Certificate:

Possession of, or the ability to obtain, a valid class C California driver’s license. Certification as a California Certified Municipal Clerk is desirable. Possession of or ability to obtain a California Notary Public certification within one year of appointment.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position)

Knowledge of:

Proper English usage, spelling, grammar, and punctuation; basic office methods and equipment; organization, procedures and operating details of City government; principles and procedures of record keeping; word processing, spreadsheet and data base methods, techniques and programs.

Ability to:

Provide clerical, administrative and technical support to a specialized work unit, read, understand and review documents for accuracy and relevant information; use applicable office terminology, forms, documents and procedures in the course of the work; learn the policies, procedures, and guidelines of the department to which assigned in a timely manner; use basic office methods and equipment; communicate clearly and concisely both orally and in writing with elected and appointed officials, department representatives, FPPC representatives, City staff, the general public, vendors, media, other public agency personnel, attorneys, and the business community; establish and maintain effective working relationships with those contacted in the course of the work. Type 40 net words per minute.

Skill to:

Prepare clear, concise, and complete minutes, correspondence and other reports; organize workloads; operate an office computer and a variety of word processing, spreadsheet, and data base software applications; operate a variety of automated record keeping systems.

FLSA: Exempt
Exhibit B
CITY OF BRENTWOOD

ASSISTANT CITY CLERK

Class specifications are only intended to present a descriptive summary of the range of duties and responsibilities associated with specified positions. Therefore, specifications may not include all duties performed by individuals within a classification. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and do not necessarily convey the qualifications of incumbents within the position.


DEFINITION:

Under general direction, performs a variety of highly responsible complex administrative support tasks for the City Clerk’s Office, including coordinating City Council agenda processes, legal filings required by the Fair Political Practices Commission, City Council and Redevelopment Agency minutes, as well as monitoring compliance with the Brown Act and documenting legislative history of official City actions. Acts in an official capacity on behalf of the City Clerk in his/her absence; performs related duties as required. 

DISTINGUISHING CHARACTERISTICS:

This single position para-professional classification provides administrative assistance to the City Clerk in planning, organizing, and directing of administrative and operational services for the City Clerk’s Office. Other responsibilities include attendance at City Council meetings, preparation of official City Council minutes, and assisting in the conduct of City elections. Independent judgment is required in interpreting and applying laws and policies. Incumbents participate in operational budgeting and division planning processes. Significant interaction with elected and appointed officials and the media is required in the performance of duties. 

SUPERVISION RECEIVED/EXERCISED:

Receives general supervision from the City Clerk. Incumbent may exercise functional and technical supervision over, and provide training for, office support staff.

ESSENTIAL FUNCTIONS: (include but are not limited to the following)

· Coordinates with other departments in preparing the agenda for City Council meetings; supervises and personally performs work related to the preparation of agenda packets; attends all regular, adjourned regular and special City Council, Redevelopment Agency meetings; prepares and distributes updates and revisions of City Council policy. 

· Participate in the development, implementation and maintenance of departmental goals, objectives, policies, procedures and priorities for assigned programs in the City Clerk’s Office; recommend within policy guidelines, appropriate service and staffing levels; recommend and administer policies and procedures.



Assistant City Clerk
Page 2

· Prepares and coordinates publication, posting and distribution of legal notices for public meetings and hearings. Assures that legal requirements are met for publication and posting of agenda and notices.

· Processes FPPC statements of economic interest and campaign filings for elected and appointed officials, employees and contractors. Monitors FPPC filings pursuant to State and Federal regulations. 
· Facilitates accurate and timely processing of legal documents such as agreements/contracts, deeds, resolutions, and ordinances.

· Researches and creates a variety of reports and/or documents, including those of a sensitive or confidential nature, for City Council action. Researches, compiles and analyzes data for assigned special projects and reports. Prepares and/or maintains a variety of handbooks, rosters, and logs. Manages information on a computer database. 

· Serves as the City Clerk in his/her absence.

· Participate in the selection, training, motivation and evaluation of City Clerk’s Office personnel; provide or coordinate staff training; work with employees to correct deficiencies; recommend discipline and/or termination of staff to City Clerk .

· Participate in the development and administration of the City Clerk’s office budget; forecast additional funds needed for staffing, equipment, materials and supplies; direct the monitoring of and approve routine expenditures; recommend budget adjustments to City Clerk as necessary.

· Receives “Claims against the City,” summons and subpoenas; forwards to the appropriate department/division and carrier for response and tracks for completion. 

· Assist the City Clerk in the planning and conduct on periodic City elections and other legal requirements of the City Clerk’s Office; register citizens to vote; coordinate and maintain the records management program; retrieve, destroy and store records according to procedures and policies.

· Notarizes and certifies documents. Administers oaths of office.

· Establishes positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.

WORKING CONDITIONS:

Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement and fine coordination in preparing statistical reports and data using a computer keyboard. Additionally, the position requires near and far vision in reading correspondence and statistical data and using a computer. Acute hearing is required when providing phone and personal service, and speech sufficient to communicate in a 
Assistant City Clerk
Page 3

group setting without the aid of a microphone. The need to lift, drag and push files, paper and documents weighing up to 25 pounds also is required. Some of these requirements may be accommodated for otherwise qualified individuals requiring and requesting such accommodations. 

QUALIFICATIONS: (The following are minimal qualifications necessary for entry into the classification)

Education and/or Experience:

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for Assistant City Clerk. A typical way of obtaining the required qualifications is to possess the equivalent of four years of increasingly responsible experience providing administrative support or management of complex records. Supervisory experience is highly desirable. A high school diploma or equivalent is required. College-level coursework in office technology, business or public administration is highly desirable.

License/Certificate:

Possession of, or the ability to obtain, a valid class C California driver’s license. Certification as a California Certified Municipal Clerk is desirable. Possession of or ability to obtain a California Notary Public certification within one year of appointment.

KNOWLEDGE/ABILITIES/SKILLS: (The following are a representative sample of the KAS’s necessary to perform essential duties of the position)

Knowledge of:

Modern principles, practices and techniques of municipal records management and elections; methods and techniques of supervision, training and motivation; applicable federal, state and local laws, codes and regulations, including the Brown Act, California Elections Code, FPPC regulations and the California Public Records Act; principles and practices of budget administration; modern office practices, procedures, and equipment including a computer and applicable software.

Ability to:

Analyze and categorize data and information to determine the relationship of the data with reference to established criteria/standards; ability to assemble, copy, record and transcribe data and information; supervise, train and motivate department personnel; provide information and organize material in compliance with laws, regulations, policies and procedures; facilitate group participation and consensus building; utilize a wide variety of advisory data and information, such as minutes and agendas, local and State regulations, codes, ordinances and resolutions, summons and subpoenas, a variety of narrative and statistical reports, forms, invoices, financial statements, conflict of interest logs, election forms and procedures, laws, codes, deeds, contracts, legal notices, office policies and procedures, computer software operating manuals, calendars, schedules, 
Assistant City Clerk
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correspondence and general operating manuals; attend evening or weekend meetings as required; communicate clearly and concisely both orally and in writing with elected and appointed officials, department representatives, FPPC representatives, City staff, the general public, vendors, media, other public agency personnel, attorneys, and the business community; establish and maintain effective working relationships.

Skill to:

Train, supervise, evaluate and motivate assigned staff; develop and implement goals, objectives, policies, procedures, and internal controls; organize complex matters and prioritize workloads, analyze and interpret legal documents, contracts, administrative procedures and regulations; type 40 net words per minute; prepare clear, concise, and complete minutes, correspondence and other reports; operate an office computer and a variety of word processing and software applications; operate a variety of automated record keeping systems.

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