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CITY COUNCIL AGENDA ITEM NO. 20

Meeting Date: April 23, 2002

Subject/Title: Establishment of Compensation and Classification for Assistant City Manager and Re-title Deputy City Manager/City Clerk as City Clerk/Director of Administrative Services

Submitted by: J. Stevenson

RECOMMENDATION
Approve a Resolution to establish the compensation and classification description for the Assistant City Manager position, and re-title the Deputy City Manager/City Clerk Position as City Clerk/Director of Administrative Services.

PREVIOUS ACTION
On February 12, 2002, City Council approved Compensation and Classification Descriptions for Deputy City Manager/City Clerk.

BACKGROUND
The City Council has discussed the need for an Assistant City Manager position with the City Manager. The growth and increased activity level in the City necessitate additional staff in order to maintain City services and activities. This new position will broaden and expand the capabilities of the Administration Department and expand the depth of knowledge and experience of the Human Resources Department.

Staff recommends approval of the following salary range and position description:
$8,046 - $9,780 Assistant City Manager (Exhibit A)
$6,957 - $8,456 City Clerk/Director of Administrative Services (Exhibit B)

Compensation for the positions are based upon scope of duties and level of responsibility, length of experience, education and required certification compared to those of existing City classifications.

FISCAL IMPACT
Annual costs for the Assistant City Manager totals approximately $175,000 for top step salary plus benefits. Additional support costs, such as computer, office equipment, and phone will be approximately $10,000. The 2002/03 Budget will be amended in June 2002, to include this position in Administration.

There is no fiscal impact for the change in title.

Attachments:
Resolution
Exhibit A: Assistant City Manager
Exhibit B: City Clerk/Director of Administrative Services


RESOLUTION NO.

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF BRENTWOOD TO ESTABLISH THE COMPENSATION AND CLASSIFICATION DESCRIPTION FOR THE ASSISTANT CITY MANAGER POSITION, AND RE-TITLE THE DEPUTY CITY MANAGER/CITY CLERK POSITION AS CITY CLERK/DIRECTOR OF ADMINISTRATIVE SERVICES

WHEREAS, the growth and increased activity level in the City necessitate additional staff in order to maintain City services and activities; and

WHEREAS, the City Council and City Manager desire to broaden and expand the capabilities of the Administration Department and to expand the depth and experience of the Human Resources Department.

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

WHEREAS, staff conducted internal salary surveys based on scope of duties and level of responsibility, length of experience, education and required certification compared to those of existing City classifications; and

WHEREAS, the following annual salary ranges are established:
$96,528 - $117,348 Assistant City Manager (Exhibit A)
$83,484 - $101,472 City Clerk/Director of Administrative Services (Exhibit B)

NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Brentwood that the compensation and classification descriptions as referenced above are hereby adopted.

BE IT FURTHER RESOLVED that the Deputy City Manager/City Clerk Position is hereby re-titled as City Clerk/Director of Administrative Services.

PASSED, APPROVED AND ADOPTED by the City Council of the City of Brentwood at a regular meeting on the 23rd day of April 2002 by the following vote:

Exhibit A

CITY OF BRENTWOOD

ASSISTANT CITY MANAGER

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 administrative direction, assists the City Manager in coordinating and directing City-wide departmental activities and operations; directs the activities of the Human Resources Department as Personnel Officer as designated by the City Manager, or through a designated manager; supervises other areas as assigned; acts for the City Manager in his/her absence, as assigned; performs responsible and complex administrative work; directs or conducts special surveys; coordinates activities with other City officials, departments, outside agencies, organizations and the public; provides responsible and complex staff support to the City Council and City Manager; performs other related duties as required.

DISTINGUISHING CHARACTERISTICS:

The Assistant City Manager is the administrative management level class which assists the City Manager in the overall operation of the City by managing and coordinating a variety of department program areas and conducting special projects and studies regarding service delivery and program efficiency as needed. A person appointed to the Assistant City Manager classification is an ďat-willĒ employee.

SUPERVISION RECEIVED/EXERCISED:

Receives administrative direction from the City Manager. Exercises direct and indirect supervision over professional, technical and office support personnel, as assigned.

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

∑ Directs the functions of the Human Resources Department.

∑ Assists and participates in the implementation of goals, objectives, policies, and priorities for City-wide government and the City Managerís office.

∑ Supervises or conducts studies, surveys and the collection of information on difficult operational and administrative problems; analyzes findings and prepares reports of practical solutions for review by the City Manager; manages special projects.

∑ Provides professional analysis and advice to the City Council, City Manager, City departments, City committees and commissions related to areas of responsibility.

∑ Acts as City Manager in his/her absence, as assigned.

∑ Participates in committee, staff, City Council, and other public agency meetings and conferences. Makes presentations to groups such as the City Council, boards and commissions, citizen groups, and other public agencies.

∑ Plans, directs, coordinates and participates in the departmentís work plan; assigns work activities and responsibilities to appropriate department personnel; reviews and evaluates work methods and procedures; identifies and resolves problems and/or issues.

∑ Oversees the selection, training and evaluation of personnel for assigned programs; provides or coordinates staff training; identifies and resolves staff deficiencies; fulfills discipline procedures; reviews the work of assigned personnel to ensure compliance with applicable federal, state and local laws, codes and regulations; interprets and enforces a variety of laws, codes, ordinances, regulations and standards.

∑ Serves as liaison with federal, state, regional, county, city and special district agencies; provides responsible and complex staff support to the City Council, Council subcommittees and City Manager; develops recommendations for policies, laws, ordinances, resolutions and programs related to assigned activities.

∑ Prepares, manages and coordinates the development of department budget; prepares forecasts of necessary funds for staffing, materials and supplies; presents, justifies and defends programs, operations and activities; monitors and approves expenditures; discusses and resolves budget issues with appropriate staff; monitors expenditures on a regular basis. 

∑ Serves as a resource for department personnel, City staff, other organizations and the public; coordinates pertinent information, resources and work teams necessary to support a positive and productive environment.

∑ Attends and participates in professional and community meetings; stays current on issues relative to assigned responsibilities; responds to and resolves sensitive and complex community and organizational inquiries, issues and complaints; establishes and maintains a customer service orientation within the department.

∑ 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, statistical data and using a computer. Acute hearing is required when providing phone and personal service. 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 Experience:

Any combination of education and experience that has provided the knowledge, skills and abilities necessary for the position of Assistant City Manager, such as: Six years of responsible governmental management experience, including four years of increasingly responsible experience in all phases of Human Resources including labor relations, general administrative services and supervision of management, professional and clerical staff. Possession of a Bachelorís degree in Public Administration, Business Administration, or other appropriate field. Possession of a Masterís Degree in Public Administration is highly desirable. 

License/Certificate:

Possession of, or the ability to obtain, a valid Class C California driverís license. 

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

Knowledge of:

Principles and practices of organization, administration and personnel management; principles and practices of pubic personnel administration, including methods and techniques used in labor relations, recruitment and selection, classification, salary and benefits administration, training and safety and risk management; principles and practices of collective bargaining and labor contract administration; data processing equipment and software systems; pertinent federal, state, and local laws, codes and regulations; local, state and legislative processes; principles and practices of supervision, training and personnel management; principles and practices of budget and administration. 

Ability to:

Provide effective leadership and consultation to Department Directors, Managers, other City Staff and coordinate a variety of program activities; research, analyze, interpret, summarize, and present administrative and technical information and data in an effective manner; select, supervise, train and evaluate staff communicate clearly and concisely, both orally and in writing; establish and maintain effective working relationships with the general pubic, staff, employees, committee members, and public officials; explain regulations and procedures to consultants, developers, the general public, representatives of other public agencies and staff; deal constructively with conflict and developing consensus; prepare and administer a department budget. 

Skill to:

Operate an office computer and a variety of word processing and software applications.

Exhibit B

CITY OF BRENTWOOD

CITY CLERK/DIRECTOR OF ADMINISTRATIVE SERVICES

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 administrative direction, performs complex administrative work in support of activities and function in the Administration Department; assists the City Manager in planning, coordinating and organizing administrative activities of the City; coordinates activities among and with other departments; fosters cooperative working relationships with community groups, intergovernmental agencies, and staff; and provide staff support to the City Council; plans and directs all City Clerkís office activities and Risk Management functions of the City; conducts special projects as assigned by the City Manager.

DISTINGUISHING CHARACTERISTICS:

The City Clerk/Director of Administrative Services is in the administrative management level class which oversees all functions and operations of the City Clerkís office and Risk Management. This position is responsible for assisting the City Manager in developing, planning, implementing and administering citywide goals and objectives as well as policies and procedures necessary to provide City services.

Plans, manages, oversees and directs the operations and services of the City Clerkís Division and City Managerís office, which includes the performance of statutory duties and the preparation, posting and maintenance of agendas, minutes and records for the City Council as prescribed by statute; conducts municipal elections and ensures compliance with conflict of interest laws and FPPC regulations; coordinates program activities with other City officials, departments, outside agencies, organizations and the public; provides responsible and complex staff support to the City Council and City Manager; performs related duties as required. A person appointed to the City Clerk/Director of Administrative Services classification is an ďat-willĒ employee.

SUPERVISION RECEIVED/EXERCISED:

Receives administrative direction from the City Manager. May exercise direct supervision over professional, technical, and clerical staff.

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

∑ Accept full responsibility of all City Clerk Office activities, oversee the process for acceptance of U.S. Passport services performed by authorized city staff; oversee and coordinate work of City Managerís Office support staff and staff in the City Clerkís Division.

∑ Serve as a member of the Cityís management team, provide information and recommendations regarding operations.

∑ Assist the City Manager in the development and administration of the City Managerís operational budget. 
∑ Direct, oversee, and participate in a variety of activities with the City Managerís office including the expansion of city services; assign work activities, projects, and programs; monitor work flow, review and evaluate work products, methods, and procedures.

∑ Plan, direct and provide city clerk and risk management services to the City offices and departments; oversee administrative activities in the City Managerís office; and provide staff assistance to the City Manager and City Council.

∑ Review and respond to citizen complaints or requests for information; oversee the preparation of City publications.

∑ Develop, implement and maintain departmental goals, objectives, policies and procedures; supervise, train, motivate and evaluate administrative staff, establish and monitor performance objectives; prepare and present performance reviews; provide or coordinate staff training.

∑ Coordinate and administer the Cityís general liability, property damage, vehicular physical damage, catastrophe insurance, loss recovery, and crime insurance programs. Serve as Board Member on the Contra Costa Municipal Risk Management Insurance Authority.

∑ Attend and participate in professional and community meetings; stay current on issues relative to the field of municipal records management, elections and relative service delivery responsibilities; respond to and resolve sensitive and complex community and organizational inquiries, issues and complaints; establish and maintain a customer service orientation within the department. 

∑ Serve as a resource for department personnel, City staff, other organizations and the public; coordinate pertinent information, resources and work teams necessary to support a positive and productive environment; develop and coordinate communications with the community to increase citizen accessibility to City records and information; update department public information on the City website; act as editor for the City newsletter; coordinate the production of monthly reports.

∑ Establish positive working relationships with representatives of community organizations, state/local agencies, 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 vision in reading correspondence, statistical data and using a computer. Acute hearing is required when providing phone service and communicating in person. The need to lift, drag and push files, computer reports or other materials weighing up to 25 pounds also is required. May require attendance at evening and weekend meetings.

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 experience, training and/or education that has provided the required knowledge, skills and abilities for City Clerk/Director of Administrative Services. A typical way of obtaining the required qualifications is to possess the equivalent of three years of increasingly responsible experience in an administrative, management, or operations capacity for a public agency and performing staff support and administration supervision, and/or equivalent to a Bachelorís Degree in political science/public administration or continuing education in a closely related field.

License/Certificate:

Possession of, or the ability to obtain, a valid class C California driverís license. Certification as a California Certified Municipal Clerk, and a Notary Public of the State of California.

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

Knowledge of:

Modern municipal administrative methods and procedures, organizations, and functions; principles and practices of risk management and public administration; research techniques, sources and availability of information, and methods of report presentation; principals; applicable Federal, State and local laws, rules, and regulations pertaining to local government operations; principles and techniques of budget development and administration.

Ability to:

Plan, organize, direct and perform the duties of the City Clerkís office and risk management functions; develop and administer sound departmental goals, objectives, policies and methods for evaluating achievement and performance levels; analyze complex records management and election issues, evaluate alternatives and implement sound solutions; make adjustments to standard operating procedures as necessary to improve organizational effectiveness; 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; attend evening or weekend meetings as required; communicate clearly and concisely both orally and in writing; establish and maintain effective working relationships.

Skill to:

Operate an office computer and a variety of word processing and software applications; operate a variety of automated record keeping systems.