job description and salary range for the city clerk position 03-04-14

8/12/2019 Job Description and Salary Range for the City Clerk Position 03-04-14

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To:

From:

Submitted by

Subject

CITY OF CARMEL-BY-THE-SEA

Council Report

March 4, 2014

Honorable Mayor and Members of the City Council

Jason Stilwell City Ad m inistrator

Susan Paul, Administrative Services Director

Consideration of a Resolution Amending the City s Position Classification and

Salary Plan by Adopting the Job Description and Salary Range for the City Clerk

Position .

Recommendation{s) : Adopt the attached Resolution Attachment I) amending the City s Position

Classification and Salary plan by adopting the job description and salary rangefor the City C lerk position. The Job Description for the City Clerk is Attachment

II).

Executive Summary: Staff is proposing the establishment of the Job Description and Salary Range forthe City Clerk position. The position of City Clerk was approved by the City

Council as part of the Fiscal Year FY) 2013 -2014 operating budget . The work ofthe City Clerk is currently being performed by a temporary employee

functioning as the interim City Clerk . In addition to providing all services related

to the City Clerk function including elect ion and records management and

support for City Council meetings , the role of the City Clerk has been expanded

to cover additional Commission meetings including the Planning Commission,

Historic Resources Board, and Forest and Beach Commission. The salary for the

position was originally set in November 2013 {Attachment Ill). However,additional salary research regarding the position has been performed and staff

is recommend ing a change in the salary structure to enable the recruitment of aqualified, professional City Clerk. The recommended salary is commensurate

with the market and responsibilities of the position . The recommended actionwill enable the City Administrator to bring onboard qualified professional staff

to perform the full spectrum of duties, responsibilities , and activities of the City

Clerk s Office .

Analysis/Discussion: The adopted FY 2013 -2014 budget provides funding for the proposed change.

Hiring a professional City Clerk will provide effective support of a wide range of

required functions including the full scope of agenda management, professional

support for a variety of commissions, ensure compliance with the Municipal

Code and State laws , prov ide records, and election management.

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Position Classificatio n Staff ReportMarch 4 2014Page

The Code establishes the City Adm inistrato r as the appoint ing autho rity2 .52.090(A)) . The appo inting authority is the C ity Administr at or for all positions

except elective positions, City Attorney , City Engineer , and City Treasurer . The CityAdministrator ha s responsibility for employment , promotion , demotion , t ransfer ,disci pline , a nd dismissal of employees either d irectly or upon recommendation of adepartment head.

iscal Impact: See below .

Budgeted yes/no)Yes

Previous Council

Action/Decision History:

Funding Source general fund, grant, state)General Fun d

The City Council adopted FY 2013- 14 Operating udget in June a ppro ving

t he funding and position.

Salary was set originally in November 2013; but requ ire s modification to

rec ru i t at a professional level.

Reviewed by

City m i n s t r t r City Attorney 0Asst. City Admin . 0 Dir of CPB 0

Public Safety Dir D Library D ir D

City Engineer 0

Attachments:

Attachment I - Resolution

Attachment City Clerk Job Description

Admin istrative Services r.g-

Dir of Public Svcs 0

Other D

Attachment l l November 13 2013 City Clerk Sa lary Ra nge

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ATTACHMENT I

CITY OF CARMEL-BY-THE -SEA

CITY COUNCIL

RESOLUTION 2014-

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL -BY -THESEA AMENDING THE POSITION CLASSIFICATION AND SALARY PLAN BYADOPTING THE JOB DESCRIPTION AND SALARY RANGE FOR THE CITY

CLERK POSITION

WHEREAS , the City Council approved the position of City Clerk with the adoption ofthe City's Fiscal Year (FY) 2013-14 operating budget; and

WHEREAS , the Carmel-by -the-Sea Municipal Code requires that the City Council adopta Position Classification Plan and Salary Resolution (CMC 2.52.020 and CMC 2.52.520 (B); and

WHEREAS, upon review and recommendation by the City Admini strator in accordancewith the provisions outlined in CMC 2.52.510 the aforementioned plans may be amended b yCouncil action; and

WHEREAS , the City Council in accordance with (CMC 2.52.040 (D)) approves jobs ,positions and funding including job descriptions and salaries; and

WHEREAS , the Position Classification and Salary Plan mu st be adopted in order to

implement adding the positions approved with the adoption of the City's FY 2013-14 operatingbudget.

NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITYOF CARMEL-BY-THE-SEA does hereby :

Amend the Position Classification Plan by Adopting the Job De scr iption and Sa laryRange for the City Clerk Position

118,488 124,404 130,632

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMELBY-THE-SEA this th da y of March 2014 by the following roll call vote:

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AYES : COUNCILMEMBERS:

NOES: COUNCIL MEMBERS:

ABSE NT: COUNCIL MEMBERS:

ABSTAIN : COUNCIL MEMBERS:

ATTEST : SIG NED

Daryl A Betancur CMCDeputy City Clerk

Jason Burnett MAYOR


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ATTACHMENT II

CITY O CARMEL-BY-THE-SEA

CITY CLERK

Definition

Under direction , to perform the full range of duties involved in planning andaccomplishing all services and activities o f the City Clerk s office in accordancewith the provisions o f the Municipal Code and the Government Code of the Stateof California including preparing, filing , indexing, maintaining, and preservingofficial City records. Plans , coordinates , and manage s municipal elections andprovides highly responsible and complex administrative support to the CityCouncil, City Administrator, and executive team .

Supervision Exercised

May exercise technical and functional supervi sion over the Deputy City Clerkand /or Clerical Staff.

Examples of Important and Essential Duties

Serve as Clerk to the City Council; receive City Council agenda reque sts andassume full responsibility for the preparation, organization, printing , anddistribution of the agenda and agenda packet materials for City Council and othermeetings.

Attend City Council meetings and record all official proceedings ; prepare officialminutes o f proceedings for Mayor s signature .

Assume responsibility for the publication, filing, indexing nd safekeeping of allproceedings of the City Council; establish and maintain systems for the indexing,organizing and filing of minutes , resolutions, ordinances, deeds, easements, andother related documents ; maintain current book s of minutes , ordinance s andresolutions.

Maintain the City s Municipal Code ; upd ate amended Ordinance after adoption byCity Council ; coordinate with departments seeking input for suggested Codechanges.

Provide official notification to the public regarding public hearings includin g legaladvertising of notices.


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City o f Carmel-by-the-SeaCity C lerk (continued)

Other Job Related Duties

Perform related duties and responsibilities as assigned.

Job Related And Essential Qualifications

Knowledge of

Organization and function o f municipal government.

Pertinent State, Federal, and local laws, codes, nd regulations includingMunicipal Code and State o f California Government Code as they apply to theCity Clerk s Office.

Election laws, political reform requirements, and procedures for administeringmunicipal elections.

Principles and practices o f records management including records retention laws.

Practices used n minute taking and preparation .

Principles and practices o f basic fiscal, statistical, nd administrative datacollection and report preparation.

Modern office procedures, methods, nd equipment including computer equipmentand applicable software programs.

English usage , spelling, vocabulary, grammar, and punctuation.

Principles and practices o f business letter writing.

Principles and techniques used in dealing with the public.

Word processing methods, techniques, and programs including spreadsheet nd

data base applications .

Basic mathematical principles.

Skill to

Operate modern office equipment including computer equipment.

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C ity o Car me l by- the-Se aCi ty C lerk co ntinued )

Type at a speed necessary for successful job performance .

Ability to

Interpret and apply pertinent Federal, State , and local laws , codes , and regulations.

Work under limited supervision within a broad framework o standard policies andprocedures

Use independent judgment , initiative , and good human relations and problemsolving skill s in the application and follow through on decision s .

Understand the organization and operation o the City and o outside agencie s asnecessary to assume assigned responsibilities.

Provide information and organize mater ial in compliance with law s, regul ationsand policies.

Direct the retention/destruction o offici al records in accordance with applicablelaws and regulations.

Prepare official minutes, re solutions , and ordinances.

Work cooperatively with other departments , City officia ls, and outside agencies .

Analyze situations carefully and adopt effective courses o action.

Maintain confidential data and information .

Independently prepare corr espondence and memoranda .

Prepare and maintain accurate and complete records .

Compile and tabulate data and information and prepare summaries and report s.

Plan and organize work to meet schedu les and timeline ss.

Exercise good judgment, fle xibility, creativity , and s ensiti v ity m response tochanging situations and needs.

Communicate clearly and concis ely, both orall y and in wr itin g .


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City o Carmel-by-the-SeaCity Clerk (continued)

Establish, maintain, and foster positive and harmonious working relationships withthose contacted in the course o work.

Experience and Training Guidelines

ny combination o f education and experience that would likely provide therequired knowledge and abilities is qualifying A typical way to obtain theknowledge and abilities would be :

Experience

Six years o increasingly responsible administrative and office managementexperience including significant experience in a municipal setting, and three yearso management and supervisory responsibilities.

Ed u ca tio nffraining

A Bachelor s degree from an accredited college or university with major coursework n business administration, public administration, or a related field isdesirable or a combination o acceptable education and professional relatedexperience.

License or Certificate

Certification by the International Institute o Municipal Clerks as a CertifiedMunicipal Clerk or a Master Municipal Clerk certification is desirable .

Certification as a Notary Public is desirable, with ability to obtain within SIXmonths o employment.

Physical Demands and Working EnvironmentThe conditions herein are representative o f hose that must e met by an employeeto successfully perform the essential functions of this job Reasonableaccommodations may be made to enable individuals with disabilities to performthe essential job functions

Environment

Work is performed primarily in a standard office environment with some travel todifferent sites ; incumbents may be required to work extended hours includingevenings and weekends and may be required to travel outside City boundaries toattend meetings.

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C y of Carme l-by-th e-SeaCity C lerk co nt inued )

Physical:

Primary functions require sufficient physical ability and mobility to work in anoffice setting ; to stand or sit for prolonged periods of time ; to occasionall y stoop ,Physical : C on t.)

bend , kneel , c rouch , rea ch , and twist ; to lift, carry , push and /or pull light tomoderate amounts of weight ; to operate office equipment requiring repetitive handmovement and fine coordination including use of a computer keyboard ; and toverbally communicate to exchange information .

Vision:

See in the normal visual range with or without correction .

Hearing:

Hear in the normal audio range with or without correction.

Effective Date: March 2014Positio n: At-Will, xempt


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ATTACHMENT III

November 2013

ity lerk (Range 364)

82,080 86 ,184 90 ,492 95,016 99 ,768 102,756

job description and salary range for the city clerk position 03-04-14

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