CC 2016-10-11_09c Resolution_Updated Job Descriptions
MEMORANDUM
TO: CITY COUNCIL
FROM: DEBORAH MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES
BY: KAREN SISKO, HUMAN RESOURCES MANAGER
SUBJECT: CONSIDERATION OF A RESOLUTION ADOPTING TWO UPDATED
JOB DESCRIPTIONS AND RECLASSIFYING A PART-TIME POSITION
DATE: OCTOBER 11, 2016
RECOMMENDATION:
It is recommended the City Council adopt a Resolution updating the job descriptions for
the City Engineer and part-time Senior Office Assistant and reclassifying the part-time
Office Assistant II in Community Development to part-time Senior Office Assistant.
FINANCIAL IMPACT:
The financial impact from upgrading the part-time Office Assistant II in the Engineering
Division of the Community Development Department to a part-time Senior Office
Assistant is $1,800 per year. There is enough money in the current budget to cover the
cost for the remainder of the fiscal year. No additional appropriation is required.
BACKGROUND:
At the April 22, 2014 City Council meeting, the City Council approved staff’s
recommended strategies to reorganize the Engineering Division. A job description was
created for the new position of City Engineer. The part-time Office Assistant II position
was subsequently assigned to the City Engineer and has been given additional
responsibilities as a result of the reorganization in the Engineering Division.
ANALYSIS OF ISSUES:
With the recent departure of the City Engineer, it is timely to revisit the job description
and update it to reflect the current duties before the position is advertised. Some minor
changes have been made to the City Engineer job description.
It has also been determined that the part-time Office Assistant II position in the
Engineering Division has assumed additional job responsibilities during this time. After
Item 9.c. - Page 1
CITY COUNCIL
CONSIDERATION OF A RESOLUTION ADOPTING TWO UPDATED JOB
DESCRIPTIONS AND RECLASSIFYING A PART-TIME POSITION
OCTOBER 11, 2016
PAGE 2
reviewing the City’s various job descriptions, it was ascertained that the duties this
position is currently performing are more reflective of the job duties for the part-time
Senior Office Assistant. There is currently only one other employee in this job
classification in the Legislative and Information Services Department. The salary range
for the part-time Office Assistant II is $17.47 - $20.22/hour. The range for the part-time
Senior Office Assistant is $18.40 - $21.30/hour which represents a 5.3% increase in
compensation over the part-time Office Assistant II position. The Community
Development Department would like to continue having this position perform the
additional responsibilities and recommends the part-time Office Assistant II be upgraded
to the part-time Senior Office Assistant position. This part-time Senior Office Assistant
job description has also been updated to accurately reflect the current duties of the
position.
ALTERNATIVES:
The following alternatives are provided for the Council’s consideration:
- Approve staff’s recommendation by adopting the resolution;
- Do not approve staff’s recommendations;
- Modify as appropriate and approve staff’s recommendation; or
- Provide direction to staff.
ADVANTAGES:
The updated job descriptions will accurately reflect the duties performed by the
employees in the listed positions.
DISADVANTAGES:
There are no disadvantages to updating the job descriptions. There is an additional
cost to reclassifying the part-time Office Assistant II position to a part-time Senior Office
Assistant of $1,800 per year.
ENVIRONMENTAL REVIEW:
No environmental review is required for this item.
PUBLIC NOTIFICATION AND COMMENTS:
The Agenda was posted at City Hall and on the City’s website in accordance with
Government Code Section 54954.2.
Item 9.c. - Page 2
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF ARROYO GRANDE ADOPTING UPDATED JOB
DESCRIPTIONS FOR THE CITY ENGINEER AND SENIOR
OFFICE ASSISTANT POSITIONS AND RECLASSIFYING
THE PART-TIME OFFICE ASSISTANT II POSITION TO
SENIOR OFFICE ASSISTANT
WHEREAS, the City Council of the City of Arroyo Grande (“City”) deems it in the best
interest of the City to adopt an updated job description for the position of City Engineer,
a copy of which is incorporated hereto as Exhibit “A” and an updated job description for
the position of Senior Office Assistant, a copy of which is attached hereto as Exhibit “B”;
and;
WHEREAS, the City Council deems it in the best interest of the City to reclassify the
part-time position of Office Assistant II in the Engineering Division of the Community
Development Department to part-time Senior Office Assistant.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Arroyo
Grande does hereby update the job descriptions for the position of City Engineer and
Senior Office Assistant to perform the duties and responsibilities set forth in the job
descriptions so attached as Exhibit “A” and Exhibit “B” respectively, and reclassifies the
part-time position of Office Assistant II to part-time Senior Office Assistant in the
Engineering Division of the Community Development Department.
BE IT FURTHER RESOLVED that this Resolution shall become effective as of October
12, 2016.
On motion of Council Member , seconded by Council Member
, and on the following roll call vote, to wit:
AYES:
NOES:
ABSENT:
the foregoing Resolution was passed and adopted this 11th day of October, 2016.
Item 9.c. - Page 3
RESOLUTION NO.
PAGE 2
JIM HILL, MAYOR
ATTEST:
KELLY WETMORE, CITY CLERK
APPROVED AS TO CONTENT:
ROBERT McFALL, INTERIM CITY MANAGER
APPROVED AS TO FORM:
HEATHER WHITHAM, CITY ATTORNEY
Item 9.c. - Page 4
Revised 10/16
Exhibit A
City of Arroyo Grande
CITY ENGINEER
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.
Specifications are not intended to reflect all duties performed within the job.
DEFINITION
To direct, manage, supervise and coordinate assigned programs and activities within the Engineering
Division of the Community Development Department including land development, traffic engineering,
circulation planning and stormwater management regulations; to coordinate assigned activities with other
divisions and outside agencies; and to provide highly responsible and complex administrative support to
the Director of Community Development.
SUPERVISION RECEIVED AND EXERCISED
Receives administrative direction from the Director of Community Development.
Exercises direct supervision over lower level staff.
ESSENTIAL FUNCTION STATEMENTS
(Essential and other important responsibilities and duties may include, but are not limited to, the
following):
Essential Functions:
1. Assume management responsibility for assigned activities of the Engineering Division of the
Community Development Department related to land development, traffic engineering, circulation
planning and related capital projects, GIS, and stormwater management regulations.
2. Perform and/or supervise plan checking of tract and parcel maps, grading, construction in the public
right-of-way, and other engineering functions.
3. Prepare and/or supervise the preparation of the Engineering Division’s conditions of approval for
proposed tract and parcel maps, temporary and conditional permits and other projects.
4. Oversee stormwater management regulations.
5. Update engineering standards as needed.
6. Meet with applicants, respond to questions and concerns, develop strategies to resolve development
issues and conduct negotiations on engineering issues.
7. Coordinate the evaluation of transportation and traffic impacts of development proposals and
permits; prepare or coordinate intersection, traffic signal and channelization design, traffic studies
and reports.
8. Assist and collaborate with the Public Works Department regarding the City’s Capital Improvement
Program.
9. Monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures;
recommend, within departmental policy, appropriate service and staffing levels.
Item 9.c. - Page 5
CITY OF ARROYO GRANDE
City Engineer (Continued)
Page 2
Revised 10/16
Essential Functions (Continued):
10. Administer and oversee work of consultant contracts or service contracts, monitoring costs, work
product and deadlines.
11. Plan, direct, coordinate and review the work plan for Engineering Division staff; assign work
activities, projects and programs; review and evaluate work products, methods and procedures;
meet with staff to identify and resolve problems.
12. Train, motivate and evaluate Engineering Division personnel; provide or coordinate staff training;
work with employees to correct deficiencies; implement discipline and termination procedures.
13. Supervise the preparation of exhibit maps and plans used for City meetings.
14. Oversee and strengthen the Engineering Division’s customer service program and respond to
requests and inquiries from the public regarding engineering issues.
15. Participate in the development and administration of the department's annual budget; participate in
the forecast of funds needed for staffing, equipment, materials and supplies; monitor and approve
expenditures; implement adjustments.
16. Serve as the liaison for the Engineering Division with other City departments, divisions and outside
agencies; negotiate and resolve sensitive and controversial issues.
17. Serve as staff on a variety of boards, commissions and committees; prepare/review and present staff
reports and other necessary correspondence, including Traffic Commission, Planning Commission
and City Council.
18. Provide responsible staff assistance to the Director of Community Development; may assume
responsibility for management of the department in the absence of the Director.
19. Recommend modifications to department programs, policies and procedures as appropriate.
20. Respond and perform assigned duties in the event of a City declared emergency.
21. Perform related duties and responsibilities as required.
QUALIFICATIONS
Knowledge of:
Advanced principles and practices of civil engineering.
Operational characteristics, services and activities of a public works program including streets, water and
sewer services functions.
Engineering mathematics, theories, principles and formulas used in the design and construction of public
works projects.
Methods and equipment used in engineering construction and inspection.
Principles and practices of program development and administration.
Principles and practices of municipal budget preparation and administration.
Principles of supervision, training and performance evaluation.
Modern Information Technology engineering tools and equipment.
Pertinent Federal, State and local laws, codes and regulations including applicable state guidance
manuals and the Subdivision Map Act.
Item 9.c. - Page 6
CITY OF ARROYO GRANDE
City Engineer (Continued)
Page 3
Revised 10/16
Ability to:
Review private development plans for compliance with codes, regulations and engineering standards.
Oversee and participate in the management of the Engineering Division’s services and activities.
Effectively assume management of the department in the absence of the Director.
Oversee, direct and coordinate the work of lower level staff.
Supervise, train and evaluate staff and effectively address performance concerns.
Participate in the development and administration of department goals, objectives and procedures.
Assist in the preparation and administration of large and complex budgets.
Prepare clear and concise staff reports.
Prepare clear and concise administrative and financial reports.
Analyze problems, identify alternative solutions, project consequences of proposed actions and
implement recommendations in support of goals.
Research, analyze and evaluate new service delivery methods and techniques.
Interpret and apply Federal, State and local policies, laws and regulations.
Communicate clearly, effectively, and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Maintain physical condition appropriate to the performance of assigned duties and responsibilities.
Maintain effective audio/visual discrimination and perception to the degree necessary for the successful
performance of assigned duties.
Effectively interface and problem-solve with public on development, permitting and other related issues.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required knowledge and abilities
is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Five years of increasing responsible engineering experience, including two years of administrative and
supervisory responsibility.
Training:
Equivalent to a bachelor’s degree from an accredited college or university with major course work in civil
engineering.
License or Certificate:
Possession of a valid California driver’s license will be required at the time of appointment and must be
maintained throughout employment.
Possession of registration as a professional engineer in the State of California.
Qualifications to sign legal descriptions, subdivision maps, records of survey, etc. is desirable.
WORKING CONDITIONS
Environmental Conditions:
Office and field environment; travel from site to site; exposure to computer screens, noise, dust and
inclement weather conditions; work around heavy construction equipment; operate vehicles.
Physical Conditions:
Essential and other important responsibilities and duties may require maintaining physical condition
necessary for sitting, standing, and walking for prolonged periods of time; climbing stairs and ladders;
operating motorized equipment and vehicles; light to moderate lifting.
Item 9.c. - Page 7
Revised 10/16
Exhibit B
City of Arroyo Grande
SENIOR OFFICE ASSISTANT
Class specifications are intended to present a descriptive list of the range of duties performed by
employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION:
To provide general and complex office assistance in support of the Legislative and Information Services,
Administrative Services and/or Community Development Department; to perform a variety of clerical,
secretarial and administrative tasks; to provide information to citizens, the general public, and City staff;
and to create and maintain a variety of records and files.
SUPERVISION RECEIVED AND EXERCISED:
Receives general supervision from higher level management staff.
ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -- Essential and other important responsibilities
and duties may include, but are not limited to, the following:
Essential Functions:
1. Type, proofread materials for accuracy, and word process a variety of correspondence, letters,
reports, forms, brochures, receipts, and documents from rough drafts, verbal instruction or
dictation.
2. Assist with the preparation and distribution of a variety of documents and forms including general
correspondence, reports, agenda packet materials, minutes, ordinances, resolutions, timesheets
and memoranda; copy, mail, and post notices and agendas.
3. Receive and screen visitors and telephone calls in a professional manner and with a high level of
customer service; respond to public inquiries or route calls or visitors to appropriate personnel;
provide information on departmental and City policies and procedures as required; accept
applications and payments.
4. File and maintain accurate and up-to-date records and files for assigned areas; monitor various
logs, accounts and files for current and accurate information. Retain or purge files in accordance
with the City’s record retention policies.
5. Receive, sort, distribute, and post incoming and outgoing mail and correspondence; copy and
distribute as requested.
6. Prepare various agendas and documents for meetings; type, copy, collate and bind documents;
take and transcribe minutes from meetings as assigned.
7. Prepare purchase orders; receive invoices and check for accuracy; process payments.
8. Operate a variety of office software programs and equipment.
9. Maintain inventory of forms, office supplies and other general supplies for assigned department;
order supplies as needed.
Item 9.c. - Page 8
CITY OF ARROYO GRANDE
Senior Office Assistant (Continued)
Page 2
Revised 10/16
Essential Functions (continued):
10. Assist with the maintenance and updating of information on the City’s government cable access
channel, the City’s website, and the document imaging system.
11. Provide information to City staff and the public as required.
12. Respond to and resolve complaints and requests for information.
13. Receive and process permit applications, business licenses, and assist with processing payments,
including water payments.
14. Coordinate meetings with other departments, outside agencies or citizens.
15. Process request for proposals and bid documents.
16. Performs special projects as assigned.
17. May attend and record the minutes of the City Council meetings, various Commission meetings or
Advisory Committee meetings.
18. Set up meeting rooms as required.
19. Attend training classes and meetings as required.
20. Respond and perform assigned duties in the event of a City declared emergency.
Marginal Functions:
1. May exercise technical and functional supervision over temporary clerical staff.
2. Perform related duties and responsibilities as required.
QUALIFICATIONS:
Knowledge of:
Modern office procedures, methods, and computer equipment.
Computer applications including word processing, spreadsheets, database management and website
applications.
Principles of business letter writing and basic report preparation.
Basic principles and procedures of filing and records management.
Basic principles and procedures of record keeping.
Correct English usage, spelling, grammar and punctuation.
Ability to:
Prepare a variety of reports, records, and correspondence.
Correctly interpret and apply complex City policies, procedures, and regulations.
Perform general clerical work including maintaining files and compiling information for reports.
Type reports and/or enter or scan data into computer at a speed necessary for successful job performance.
Effectively respond to requests and inquiries from the general public and City staff.
Work independently in the absence of supervision.
Operate office equipment including computers and supporting work processing applications.
Understand and follow oral and written instructions.
Item 9.c. - Page 9
CITY OF ARROYO GRANDE
Senior Office Assistant (Continued)
Page 3
Revised 10/16
Ability to (continued):
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted during the course of work.
Maintain confidentiality of information and files.
Plan, organize, coordinate, and prioritize assigned tasks so as to meet established timelines.
EXPERIENCE AND TRAINING GUIDELINES:
Any combination of experience and training that would likely provide the required knowledge and abilities is
qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of the twelfth grade.
Experience: Three years of increasingly responsible clerical experience.
LICENSE OR CERTIFICATE:
Possession of a valid California driver’s license will be required at the time of appointment and must be
maintained throughout employment.
WORKING CONDITIONS:
Environmental Conditions:
Office environment; may travel from site to site; contact with the general public in a customer service
environment; exposure to computer screens.
Physical Conditions:
Essential and marginal functions may require maintaining physical condition necessary for standing or
sitting for prolonged periods of time; occasional moderate or light lifting up to twenty-five pounds; extensive
use of computer keyboard; near visual acuity to prepare and review correspondence and other documents.
Item 9.c. - Page 10