2003/08/12 City Council Resolution (12)RESOLUTION NO. 2003 - 188
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING POSITION CLASSIFICATIONS AND SALARY RANGES FOR THE
POSITIONS OF OFFICE ASSISTANT 11— NON - DEPARTMENT (Two Positions)
WHEREAS, the City Manager has accomplished a review of the current City
operations; and
WHEREAS, the City Manager as the Personnel Officer for the City recommends
creating two new full -time positions of Office Assistant 11 — Non - Departmental; and
WHEREAS, said new positions will be represented by the Rohnert Park
Employees' Association (RPEA); and
NOW, THEREFORE, BE IT RESOLVED by the Rohnert Park City Council that
said class specification and salary listed below is approved for two positions:
Class Title Range Monthly Salary
Office Assistant II — Non - Departmental 64X $2,956 - $3,593
DULY AND REGULARLY ADOPTED this 12th day of August, 2003.
ATTEST:
CITY OF ROHNERT PARK
Mayor
am
MACKENZIE: AYE NORDIN: ABSENT SPRADLIN: AYE VIDAK- MARTINEZ: ABSENT FLORES: AYE
AYES: (3) NOES: (0) ABSENT: (2) ABSTAIN: (0)
City of Rohnert Park
OFFICE ASSISTANT I
Reso. No. 2003 -188
(page 2 of 5)
DEFINITION
Performs or assists in a variety of general office support duties including answering multi-
ple telephone lines and directing calls, answering inquiries, providing information and as-
sistance, acting as a receptionist for individuals coming to City departments or program
centers, word processing and typing correspondence, and duplicating materials; and per-
forms other work as required.
DISTINGUISHING CHARACTERISTICS
The Office Assistant I class is the entry level position in providing general office support
to one or more City departments or programs. Incumbents are expected to perform basic
office support functions_ Incumbents have considerable public contact and provide infor-
mation regarding City operations and policies. The activities of the position differ from
the Office Assistant II in which incumbents function with more independence and possess
more detailed knowledge of City and Department policies and procedures_
SUPERVISION RECEIVED/EXERCISED
Supervision may be provided by a variety of supervisory and management positions based
on the assigned department_ After an initial period of employment because of the general
nature of the position's routine activities, close supervision should not be required nor ex-
pected.
ESSENTIAL DU'T'IES
Answers, refers, and transfers incoming phone calls; serves as receptionist for one or more
departments or program activities; types letters, memorandums, reports, and other corre-
spondence from a Dictaphone or hand written drafts; maintains paper and computerized
files and records; schedules appointments; provides general information and assistance as
required; operates a variety of office equipment including computers, fax and postage ma-
chines, duplicating and bookbinding equipment, calculators and other equipment as neces-
sary; collects and accounts for money received for various City services; assists with the
notification and registration of participants in a variety of City programs; distributes in-
coming mail; prepares and posts outgoing mail; assists in the preparation, duplication,
posting and distribution Qf agendas and other meeting materials for council committees
and commissions; may assist in researching, compiling and proofreading information and
data for use in the preparation of reports and special studies; enters data into a variety of
computer record keeping systems; takes inventory and orders office supplies; performs a
variety of general office support functions including running various errands_
Reso. No. 2003 -188
(page 3 of 5)
Page 2 of 2 pages
QUALIFICATIONS
Experience/Education
Sufficient experience and education to successfully perform the duties of an Office Assis-
tant L A typical way of obtaining the required qualifications is to possess the equivalent
of one year of paid work experience in performing general office support activities includ-
ing dealing with the public_
Knowled ge/ S kill/Abili ty
General knowledge of methods and practices utilized in the preparation of letters, memo-
randums, and reports; modern office methods, procedures, and practices; operation of of-
fice computers, fax machines, duplicating equipment, calculators, and standard office
equipment; basic principles and practices of mathematics; terminology utilized in the as-
signed department. Basic knowledge of the practices, policies, and procedures of the as-
signed department; cash accounting. Ability to accurately and timely perform the required
office support activities; answer multiple phone lines and correctly transfer calls; clearly,
accurately, and in a professional manner communicate department policies and procedures
to the public and other employees; work with time deadlines and with constant interrup-
tions; perform basic paper and computerized record keeping functions; perform mathe-
matical calculations; work with little supervision in the accomplishment of assigned duties;
follow oral and written instructions; establish and maintain cooperative working relation-
ships. Skill to operate basic spread sheet and word processing software packages; type at
a minimum sustained rate of 45 net words per minute from clear and legible copy.
Workin_p, Conditions
Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneel-
ing, bending, squatting, and stooping in the performance of daily activities. The position
also requires grasping, repetitive hand movement, and fine coordination in preparing sta-
tistical reports and data using a computer keyboard. Additionally, the position requires
near vision in reading correspondence, statistical data and using a computer, and hearing is
required when providing phone and counter service. The need to lift, drag, and push files,
computer reports, and other materials weighing up to 25 pounds also is required.
LICENSE /CERTIFICATE
Possession of a Class C California driver's license by date of appointment.
4/22/97
City of Rohnert Park
OFFICE ASSISTANT II
Reso. No.. 2003 -188
(page 4 of 5)
DEFINITION
Performs a variety of general office support duties including answering multiple telephone
lines and directing calls, answering inquiries, providing information and assistance, acting
as a receptionist for individuals coming to City departments, typing correspondence, and
duplicating materials; and performs other work as required.
DISTINGUISHING CIIARACTERISTICS
The Office Assistant II class is an experienced working level position providing general
office support to one or more City departments or programs. Incumbents are expected to
perform a variety of general support functions. Incumbents have considerable public
contact and provide information regarding City and department operations and policies.
The activities of the position differ from the Office Assistant I by the expectation that
incumbents will function with more independence and possess more detailed knowledge of
City policies and procedures.
SUPERVISION RECEIVEDIEXERCISED
Supervision may be provided by a variety of supervisory and management positions based
on the assigned department. Incumbents are expected to work with a great deal of
independence and within general policies and procedures in the performance of assigned
duties_ Incumbents may assist in the supervision or training of other support staff and
volunteers_
ESSENTIAL DUTIES
Answers, refers, and transfers incoming phone calls; serves as receptionist for one or more
departments, types letters, memorandums, reports, and other correspondence from a
Dictaphone or hand written drafts; maintains paper and cornputerized files and records;
schedules appointments, provides general information and assistance as required, operates
office computers, fax machines, duplicating equipment, calculators, and standard office
equipment; prepares and mails a variety of notices and billings; collects and accounts for
money received for registrations and other program activities; assists with the notification
and registration of participants in a variety of program activities; schedules facilities
attendants; may maintain records regarding program participation; may schedule the use of
City facilities; maintains, indexes, and cross - references files; receives, sorts, and distributes
incoming mail; prepares and posts outgoing mail; assists in the preparation, duplication,
and distribution of agendas and other meeting materials for committees and commissions;
the City Council and other City committees and commissions; researches and compiles
information and data for use in the preparation of reports and special studies; may review
records and documents for completeness and accuracy; inventories and orders office
supplies and prepares and reviews purchase orders; ensures insurance coverage is
provided for all City departments, performs a variety of office support functions.
Reso. No. 2003 -188
(page 5 of 5).
Page 2 of 2 pages
OTHER DUTIES
May attend City Council or other commission and committee meetings to take notes and
prepare minutes.
QUALIFICATIONS
Experience/Education
Sufficient experience and education to successfully perform the duties of an Office
Assistant H. A typical way of obtaining the required qualifications is to possess the
equivalent of one year of work experience equivalent to an Office Assistant I with the City
of Rohnert Park.
Knowledge/Sl ilVAbility
In addition to the knowledge, skill, and abilities expected of the Office Assistant I,
incumbents in the Office Assistant H position are expected to possess demonstrated
knowledge of the more complex practices, policies, and procedures of the assigned
department. Ability to work independently in the accomplishment of assigned duties;
perform a wider variety of office support activities with greater accuracy and speed; work
with less supervision and exercise more independent judgment_ Skill to operate a variety
of spread sheet and word processing software packages; type at a sustained rate of 45
net words per minute from clear and legible copy.
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 key board. Additionally, the
position requires near vision in reading correspondence, statistical data, and using a
computer, and hearing is required when providing phone and counter service. The need to
lift, drag, and push files, computer reports, and other materials weighing up to 25 pounds
also is required-
LICENSE/CERTIFICATE
Possession of a Class C California driver's license by date of appointment.
4/22/97