2009/10/13 City Council Resolution 2009-107RESOLUTION NO. 2009-107
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
APPROVING JOB DESCRIPTION AND SALARY RANGE FOR
ADMINISTRATIVE ASSISTANT — CONFIDENTIAL
AND AUTHORIZING RECRUITMENT FOR THE POSITION
WHEREAS, staff has proposed the creation of an Administrative Assistant position in the
Confidential Employees Unit;
WHEREAS, there is a need for an Administrative Assistant to support the Department of
Public Works and Community Services with administrative and clerical duties ranging from general
support tasks to oversight of the Public Works warehouse;
WHEREAS, staff has determined that the City can consolidate the vacant or unfilled
classifications of Administrative Assistant to the City Manager and Administrative Assistant to the
Director of Public Safety in the Confidential Unit with the a more general, broader Administrative
Assistant - Confidential specification;
WHEREAS, staff has developed an Administrative Assistant - Confidential job description
describing appropriate duties; and
WHEREAS, the City Manager (Personnel Officer) recommends the position of
Administrative Assistant be designated as a non - exempt, unrepresented, miscellaneous employee in
the Confidential Employees' Unit and be placed at the following salary range and rate:
Position Range Monthly Salary
Administrative Assistant — Confidential 74 -CF $4,129 — 5,019
WHEREAS, the City Manager further recommends a position of Administrative Assistant —
Confidential report to the Director of Public Works and Community Services.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Rohnert
Park approves the job description and salary range for Administrative Assistant — Confidential and
authorizes the City Manager (Personnel Officer) or designee to recruit for the position in the
Department of Public Works and Community Services.
BE IT FURTHER RESOLVED that the City Council declares the positions of
Administrative Assistant to the City Manager and Administrative Assistant to the Director of Public
Safety to be obsolete.
DULY AND REGULARLY ADOPTED by the City Council of the City of Rohnert Park
this 13th day of October, 2009.
CITY OF ROHNERT PARK
ATTEST:
IF0R141:
BELFORTE: AYE CALLINAN: AYE ` MACKENZIE: AYE STAFFORD: AYE BREEZE: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
City of Rohnert Park
ADMINISTRATIVE ASSISTANT
(Confidential)
DEFINITION
This classification performs a wide variety of complex office support, administrative, and
secretarial duties for staff, commissions, and committees; and other duties as assigned.
DISTINGUISHING CHARACTERISTICS
The Administrative Assistant is distinguished by the difficulty and complexity of the work
performed and the required thorough knowledge of the operations and administrative
policies and procedures of the department to which assigned. Incumbents are expected
to exercise initiative and independent judgment in the performance of assigned duties;
apply the body of technical knowledge in the performance of their duties; and exercise
judgment within the scope of their authority, with review of end results by management.
Accuracy and attention to detail are essential.
SUPERVISION RECEIVED /EXERCISED
General supervision is provided by professional or management personnel. Functional
or technical supervision may be provided by technical, professional or management
personnel. May provide lead supervision by assigning and reviewing the work of support
staff.
ESSENTIAL JOB FUNCTIONS
(These duties area representative sample; position assignments may vary.)
• Provides a full -range of administrative support to the assigned department and
relieves management staff of administrative details
• Prepares a wide variety of reports, letters, memoranda, statistical charts, and
other materials related to responsibilities assigned
• Responds to requests for information and complaints on regulations, procedures,
systems, and precedents relating to responsibilities assigned
• Interprets City policies, rules, regulations and refers inquiries as appropriate
• Prepares City Council reports, resolutions, and ordinances
• Coordinates public hearings and files legal notices
• Works with other City departments and outside agencies and consultants to
ensure the timely processing of permits, applications, and other items
• Reviews documents such as contracts, agreements, and permits for
completeness and consistency with City policies, rules, regulations, insurance
requirements
• Performs research, collects and assembles data and compiles information
• Maintains systems to monitor programs, projects, inventory, and departmental
budgets
• Develops office procedures and policies
City of Rohnert Park
Administrative Assistant
Page 2 of 4 Pages
• Processes purchasing requests, codes invoices, bills for cost recovery and other
services, processes claims for reimbursement; implements and maintains petty
cash fund
• Performs general office work, including filing, scheduling appointments,
coordinating meetings
• Handles confidential employee information, reports, statistics
• Answers phones; serves customers at public counter
• Establishes and maintains a variety of paper and electronic records
• Coordinates safety program /meetings
• Coordinates employees' training and maintain training records
• Maintains operational manuals and procedures
• May assist in developing specifications for contracts and purchasing
• Assists with service agreements and contract administration
• Coordinates and tracks the bidding and contracting process
• May administer permits
• May serve as Recording Secretary to a board or commission, and prepare
agendas, notifications, background materials; take minutes at meetings; and
process post- meeting documents
• May make presentations or give tours to groups of employees and the public
• May drive a City vehicle
• May assist in the training of new or temporary staff
• May assist with the department's budget by researching and analyzing costs and
expenditures and by entering budget data into the computer
• May act as a disaster service worker during an emergency or disaster
QUALIFICATIONS
Education/Training /Experience:
Any combination equivalent to education, training, and experience that could likely
provide the required knowledge and abilities would be qualifying. A typical way of
obtaining the required qualifications is:
• Three (3) years of increasingly responsible administrative work experience
• Equivalent to completion of the twelfth grade is required
• Completion of college -level course work related to area of assignment is
desirable
• A Bachelor's Degree in a related field is desirable.
• One year experience in warehouse operation, including general storekeeping,
inventory control, or materials handling desirable for Admin. Asst. positions in
the Public Works Dept.
City of Rohnert Park
Administrative Assistant
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License /Certificate
• Possession of a Class C California Driver's License by date of appointment
Knowledge of:
• Modern office procedures and practices
• Organization, procedures, and operating details of department or division to
which assigned
• Financial and data processing systems similar to the ones used by the City
• Research techniques, sources of information and methods of report presentation
• Correct punctuation, spelling, and grammatical usage
• Basic business arithmetic and accounting
• Modern office equipment, including computers and word processors
• Filing, indexing, and cross - referencing methods
• Financial record keeping and reference sources
Skill to:
• Type accurately at a speed of not less than 50 net words per minute
• Use specialized computer software programs
Ability to:
• Maintain confidentiality
• Meet work deadlines
• Develop and maintain effective and cooperative working relationships
• Properly interpret and make decisions in accordance with laws, regulations and
policies
• Understand the organization and operation of the City and of outside agencies
• Understand, interpret and apply a body of technical information beyond assigned
department policies and procedures
• Comprehend and make inferences from written material
• Plan, assign work, and train other support staff
• Communicate effectively both orally and in writing
• Learn and utilize new technology
Working Conditions:
Position requires prolonged sitting, standing, walking, reaching, twisting, and turning,
kneeling, bending, squatting, and stooping in the performance of daily office activities.
The position requires grasping, repetitive hand movements, and fine coordination in
preparing statistical reports and data using a computer keyboard. Addition ally, the
position requires near vision in reading correspondence, statistical data and using a
computer, and hearing is required when providing, phone and communicating in person.
City of Rohnert Park
Administrative Assistant
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The need to lift, drag, and push files, paper, and documents weighing up to 25 pounds
is also required.
FLSA Status:
Salaried, Non - exempt
Employee Unit:
Confidential Unit
Approved By:
City Council
Date Approved:
October 13, 2009