HomeMy WebLinkAboutReso 1987-12878 Revised 1/9/87
RESOLUTION NO. 12878
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
CHULA VISTA ESTABLISHING POSITION OF OFFICE
MANAGER FOR MAYOR AND CITY COUNCIL OFFICE
The City Council of the City of Chula Vista does hereby
resolve as follows:
WHEREAS, at its June 9, 1986 deliberations on the FY
1986-87 budget, the City Council appropriated ~40,000 for an
administrative position in the office of the Mayor and City
Council and directed staff to formulate a recommended job
description for the position, and
WHEREAS, Attachment "A" provides a listing of the
proposed duties of the recommended new position of Office Manager
for the Mayor and City Council office, and
~HEREAS, Attachment "B" indicates the class
specification for the position, and
WHEREAS, the attached report recommends purchase of
office equipment and minor rearrangment of cabinetry in the
storage room at an estimated cost of $12,000.
NOW, THEREFORE, BE IT RESOLVED that the City Council of
the City of Chula Vista does establish the position of Office
Manager for the Mayor and City Council as a middle management
position in the classified service with a salary range of ~30,075
to ~36,566 with the position supervised through the City
Manager's office.
BE IT FURTHER RESOLVED that the classification
specification for the new position provided in Attachment "B" be
and the same is hereby approved.
BE IT FURTHER RESOLVED the the City Council does hereby
authorize the purchase of the office equipment as described in
the report and minor rearrangement of cabinetry be accomplished
with funds remaining from the ~40,008 appropriated for the
position.
Presented by Approved as to form by
~i~m.T~h~omson, Deputy City i'Th6mas J. ~{~on, City Attorney
Manager ~ /
2380a
ADOPTED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
CHULA VISTA, CALIFORNIA, this 13th dcly of January
1987 , by the following vote, to-wit:
AYES: Councilmembers Malcolm, Nader~ Moore~ Cox
NAYES: Counci 1 members McCandliss
ABSTAIN: Counci lmembers None
ABSENT: Councilmembers None
STATE OF CALIFORNIA )
COUNTY OF SAN DIEGO ) ss.
CITY OF CHULA VISTA )
I, JENNIE M. FULASZ, CMC, CITY CLERK of the City of Chula Vista, California,
DO HEREBY CERTIFY thot the obove ond foregoing is a full, true and correct copy of
RESOLUTTON NO. 12878
,and that the some has not been amended or repealed
DATED
City Clerk
OF
CC-660
ATTACHMENT "A"
PROPOSED DUTIES OF NEW POSITION OF
OFFICE MANAGER FOR MAYOR AND CITY COUNCIL OFFICE
1. Supervise the clerical staff assigned to the Office and oversee the overall
clerical and procedural organization of the Office
2. Supervise and assist the clerical staff assigned to the Office in:
a. Screening phone calls and requested appointments for Mayor and
Council members
b. Reviewing and sorting incoming mail for Mayor and Council members
c. Alerting Mayor and Council members of time-sensitive items requiring
their attention or response
d. Helping coordinate with other City staff the logistics for special
events and ceremonies sponsored by City
3. Help identify items requiring follow-up by the Office of Mayor and Council
(e.g. meetings, letters, phone calls)
4. Compose letters and proclamations and review drafts composed by Office
clerical staff
5. Monitor Board/Commission application and appointment process and related
paperwork
6. Prepare proposed Office budget and monitor expenditures
7. Help coordinate with appropriate City staff in gathering materials and
background information for Mayor or Council members when they will be
making presentations representing City
8. Help coordinate with appropriate City staff in responding to citizen
inquiries or complaints, using the same system as is now in place
9. Oversee use of computer equipment installed in Office, including helping
define new system specifications and helping train other personnel in
Office on use of equipment and systems
10. Keep the Mayor and Council members informed of the status of work they
have requested of the staff assigned to the Office
11. Provide back-up support to the clerical staff assigned to the Office
(e.g. copying and answering phones)
12. Help coordinate with appropriate City staff in responding to Mayor or
Council inquiries regarding the status of Council referrals and other
projects
13. Attend selected meetings with Mayor or Council members to help summarize
follow-up actions decided on and prepare summary notes of meeting
14. Help insure proper coordination and communication between Offices of Mayor/City
Council and City Manager
15. Insure a Council Library is properly maintained
ATTACHMBNT '" B'!
CITY OF CHULA VISTA Class Specification
12/86
OFFICE MANAGER FOR MAYOR AND CITY COUNCIL OFFICE
(Classified)
DEFINITION
Under direction to perform responsible professional administrative
work in the Office of the Mayor and City Council; to supervise the
clerical staff assigned to the Office; and to do related work as
required.
DISTINGUISHING CHARACTERISTICS
The Office Manager will work closely with the Mayor and City Council
members. The position will be responsible for helping insure proper
coordination and communication between the Mayor and City Council
Office and the City Manager's Office.
*EXAMPLES OF TYPICAL DUTIES
Performs journey level, professional, and technical duties in the
office of the Mayor and City Council including, but not limited to the
duties described in Attachment A.
**DESIRABLE QUALIFICATIONS
Traininq and ExDerience - Any combination equivalent to graduation
from college in Public/Business Administration or a related area and
three years of experience in professional administrative work of
acceptable level and quality. Experience in a City Manager's Office
or Mayor and City Council Office is desirable. Supervisory experience
is also desirable.
Knowledqes, Skills, and Abilities - Knowledge of public administra-
tion policies, practices, and procedures; superior ability in oral and
written expression; above average analytical ability; ability to
supervise the work of subordinate clerical/secretarial staff and to
oversee the day to day operations of the office; personality,
attitude, and temperament necessary for effective communication and
the maintenance of effective working relations with all levels of City
staff and officials, members of other governmental agencies, and the
public.
COUNCIL AGENDA STATEMENT
Item 4
Meeting Date 1/13/87
ITEM TITLE: Resolution /~>7~ Establishing position of Office Manager for Mayor and City Council Of~
Deputy City Manager Thomson ~J!-'
SUBMITTED
BY:
REVIEWED BY: City Manager~ (4/5ths Vote: Yes No X )
At its June 9, 1986 deliberations on the FY 1986-87 budget, the City
Council appropriated $40,000 for an administrative position in the Office
of the Mayor and City Council and directed staff to formulate a recommended
job description for the position. The Council discussion included comments
that the position should be structured in a manner to help avoid potential
conflicts with the City Manager's role.
RECOMMENDATION: That Council adopt the resolution:
1. Establishing the position of Office Manager for the Mayor and
City Council Office as a middle management position in the
classified service with a salary range of $30,075 to $36,566
2. Approving the classification specification for the new position
provided in Attachment "B"
3. Authorizing the purchase of equipment described in this report
for the new position, with funds remaining from the $40,000
appropriated for the position
BOARD/COMMISSION RECOMMENDATION: Not Applicable
DISCUSSION:
The need for an additional position serving the Office of the Mayor and
City Council stems from the overall increase in activity and workload in
the Office. The increased workload is based on a number of factors
including: establishing a full-time Mayor's position in 1982, the
significantly increased size of the City, the complexity of the City's
Bayfront and other economic development activities, and an increased
emphasis on intergovernmental affairs.
Deputy City Manager Sid Morris and Administrative Aide Iracsema Olivo have
been providing a significant amount of administrative assistance to the
Mayor and Council members, but because of the high level of
intergovernmental activity by the Mayor and City Council, an expansion
of this assistance is needed to provide even better support and
accessibility. The new Office Manager position is thus recommended to
be physically located in the Office of the Mayor and City Council.
Page 2, Item 4
Meeting Date· 1/13t87
RECOMMENDED OFFICE MANAGER POSITION:
Attachment "A" provides a listing of the proposed duties and Attachment
"B" provides the class specification for the recommended new position of
Office Manager for the Mayor and City Council Office. The duties shown
in Attachment "A" can be categorized as follows: (1) general office
management functions, including supervision of the clerical staff assigned
to the Office; (2) extensions of the coordination and administrative
assistance that Deputy City Manager Morris has been performing; and (3)
providing a limited degree of back-up support to the clerical staff in
terms of functions like copying and compiling documents and phone
answering.
The salary level of the Office Manager position is recommended to be pegged
at the Senior Administrative Analyst level. Although some of the proposed
duties of the new Office Manager position could be viewed as "executive
secretary" types of duties, the overall importance and sensitivity of these
duties as well as the higher level of the other duties assigned to this
position make it more appropriate at the proposed salary level. The
back-up support to the clerical staff referenced in item 11 on Attachment
"A" does not require typing ability; instead, the intent of that item is
for the new position to perform activities such as copying and phone
answering instead of the Mayor or a Council member sometimes having to
perform those activities.
It is also recommended that the Office Manager position be supervised
through the City Manager's Office, with input from the Mayor and City
Council on their hiring and performance evaluation. This recommended
approach should meet the objectives of providing a higher level of support
to an overloaded Mayor and City Council and providing effective access
to the City organization while maintaining compatibility with the City
Council-City Manager form of government. It is difficult to summarize
this relationship in writing since this position, aside from its formal
role in the organization, will be receiving daily, hourly, even minute
to minute assignments, primarily from the Mayor, but also from other
Council members. This formal/informal role can work, however, as evidenced
by the success of the Public Information Coordinator. The difference is
that the Office Manager will be working even closer with the Mayor and
City Council.
LOCATION AND EQUIPMENT:
The recent remodeling of the Mayor and City Council Office area did not
envision the addition of a position such as the proposed Office Manager.
There is, therefore, no ideal arrangement for creating an office area for
the new position. After considering various alternatives, staff recommends
that the existing storage room in the Mayor and City Council Office area
be converted into an office for the new Office Manager position.
I
Salary data prepared for the existing Business Officer Manager class
also reveals that it should be at this level.
Page 3, Item -4
Meeting Date 1/13/87
This will require moving the file cabinets and some of the other items
stored in the storage room into other areas of the Mayor and City Council
Office, and rearranging the cabinetry in the storage room to make it more
usable as an office. The storage room's dimensions of about 7'4" by 10'
make it small but workable for a position such as the Office Manager, and
staff considers this the best approach short of undertaking a new
remodeling of the Mayor and City Council Office area. To create a work
station for the Office Manager, the purchase of the following equipment
is recommended: a desk, a desk chair, a side chair, and dictation
equipment.
It is also recommended that a micro-computer be installed in one of the
two work areas that are part of the existing front reception counter. The
proposed equipment would include a Compaq 286 micro-computer, a quiet
printer, software, and an interface to the City's mainframe computer.
Additional costs associated with the micro-computer would include supplies,
training, and maintenance. It is also recommended that a transcription
unit be purchased for use by the clerical staff at the micro-computer work
station, since one of the major purposes of the micro-computer would be
for word processing. A word processing capability would be very helpful
for producing personalized form letters, such as for applicants to the
City's Boards and Commissions, as well as for revising longer documents.
In addition, the micro-computer could be used by the new Office Manager
and others for accessing information in the Board/Commission, Legislative,
and Monthly Status Report systems currently under development on the
mainframe computer. Even without the new Office Manager position, this
equipment would be recommended for purchase next year.
FISCAL IMPACT: Adequate funds are included in the Mayor and City Council
Office's FY 1986-87 budget to hire the Office Manager and purchase the
proposed equipment. Assuming a March i hire date, the estimated FY 1986-87
costs are:
Salary 10,500
Benefits 2,300
Equipment 11,800
Cabinetry 2~,800200 ~2~_~ ~~
by the City Council of
Chula Vista, California
Dated /-/3 - g~ ~