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HomeMy WebLinkAbout09/19/1989, C-7 - CLERICAL STAFFING FOR MAYOR AND CITY COUNCIL, CITY ADMINISTRATIVE OFFICER AND CITY CLERK'S OFFICE - Date:' Sept. 19, 1989 city of San tuts OBISpo STEM NUMBea: 7-J _ WMaZe COUNCIL. AGENDA REPORT FROM: John Dunn, CABy: Michael Dolder, . C� "v Fire Chief SUBJECT: Clerical Staffing for Mayor and City Council, City Administrative Officer and City Clerk's Office RECOMMENDATION: Adopt Resolution authorizing the reorganization of the City Administrative Officer's and City Clerk's offices, the addition of one clerical position (Secretary II) with a FY1989-90 budget adjustment of $29,280 for salary and benefits. BACKGROUND: As discussed in earlier memorandums to the City Council (Attachments 1 and 2) the workload of the City Administrator's Office, the City Clerk's office and City Council's activities has significantly increased over the past several years. The replacement of the City Council/Administrator secretary creates an opportunity to consider various staffing alternatives in order to meet existing workload demands. Two alternatives exist which are as follows. 1. Assign the Council secretary to the City Clerk's office and reorganize the City Administrator's office including the addition of one clerical position, or 2. Keep the secretarial assignment the same. Pro/Con of Alternatives 1. This alternative will allow City Council activities to be better coordinated with Council agenda items as well as providing additional clerical support for the City Clerk's office. The additional secretary position in the City Administrator's office will provide needed clerical support for the Assistant City Administrative Officer, two Administrative Analysts, Transit Manager and Technical Services Coordinator. However, the reorganization and addition of a clerical position will require a FY1989-90 budget increase. 2. This alternative will not meet the existing clerical demands by either the City i Clerk's office or the City Administrator's office. Keeping the existing staffing levels the same will not require a budget adjustment. Fiscal Imoact ThP addition of one additional clerical position will require a FY1989-90 budget adjustment of $29,280. Sufficient general fund reserves exist to cover the adjustment. CAO Recommendation Adopt resolution authorizing the reorganization of the City Administrator's and City Clerk's offices, and the addition of one clerical position (Secretary II) and a FY 989-90 budget adjustment of $29,280 for salary and benefits. v26-(22) j� �IIIII city of San WIS OBISp0 COUNCIL AGENDA REPORT Attachments Resolution Attachment 1 Memorandum on replacement of Secretary to the Mayor and City Council Attachment 2 Memorandum on clerical staff of CAO Office V26-(22) RESOLUTION NO. (1989 Series) A RESOLUTION OF THE COUNCIL OF THE CITY OF SAN LUIS OBISPO AUTHORIZING THE ADDITION OF ONE CLERICAL POSITION TO THE CITY ADMINISTRATOR'S OFFICE AND A SALARY AND BENEFIT BUDGET ADJUSTMENT WHEREAS, the clerical workload in the City Administrator's, City Clerk's and Council's offices have increased over the past.several years; and WHEREAS, activities of the Mayor and City Council can be better coordinated by reassigning clerical staff to the City Clerk's office; and WHEREAS; the reorganization of the City .Administrator's office requires clerical support for the Assistant City Administrative Officer, two Administrative Analysts, Transit Manager and the Technical Services Coordinator; and WHEREAS, the City of San Luis Obispo will be better served_ by the reorganization and staffing increase; and WHEREAS, the General Fund has sufficient reserves •n cover a budget adjustment. NOW THEREFORE, be it resolved that the City Council 1. Authorizes the reorganization of the City Administrator's and City Clerk's office including adding one clerical position (Secretary II). 2. Authorizes a FY1989-90 budget adjustment of $29,280 for salary and benefit cost of one Secretary II position. On motion of - seconded by and on the following roll call vote: Ayers Noes: Absent: the foregoing resolution was passed and adopted this day of ATTEST: Mayor City Clerk APPROVED: ity Adm nistrative Officer v26-(22) � �3 Ir RESOLUTION NO. (1989 Series) (Cont.) Clerical Staffing - Page 2 _J City Attorn Rut ik 'J,-A Personnel Director Ix F=inance Director v26-(22) - J August 18, 1989- MEMORANDUM 989 MEMORANDUM To: City Council From: John Dunn Subject: Replacement of Secretary to the Mayor and City Council Prior to commencing a replacement program, I wanted to discuss the matter with the City Council. After my last performance evaluation, the City Council discussed the desirability of placing the secretary to the City Council within the City Clerk's Office. As I have indicated to both Councilmember Rappa, as she and I have discussed this on a number of occasions, and to the City Clerk, I can be supportive of this change under certain conditions. Before outlining the basic alternatives, I would like to state my primary motivations. They are to get the work of the City Council, the City O Administrator's Office, and City Clerk's Office accomplished, and to do that in a way which makes the most sense and which leads to and causes the most harmonious working relationships. Some other preliminary comments are as follows: 1. It is my belief, based on discussions with Pam, Marilyn, and others, that the workload of both the City Administrator's Office and the City Clerk's Office has been increasing over a period of time. A recent change which has substantially increased Marilyn's workload is that she is now responsible for booking the community room and the conference rooms of the City/County Library. This has turned out to be a substantial assignment as many groups within the community are discovering and utilizing these facilities. 2. The clerical workload of the City Administrator's Office is much greater than one secretary can handle, and we could properly utilize two full-time persons. As the Council is aware, a half-time clerical position for HRC/PCC was eliminated in the budget meaning that this work will have to be assumed by the City Administrator's Office. 3. Although the recent change 'n the telephone system has resulted in some improvement, there are still a great many telephone calls to the Administrator's Office requesting information and guidance. This telephone answering function takes up a major time portion of the secretarial staff. 4. The office contirii._s to be a major receptionist ar._ for City Hall, the place where people come seeking information, to state their problems, to seek guidance and direction. S. The workload produced by the CAO, Assistant CAO and the two Administrative Analysts, which will include the staff work for HRC and PCC, will be very substantial. It will be greater than in the past because HRC will no longer have its separate clerical staff. At a maximum the CAO clerical staff will perform work for the CAO, the Assistant CAO, two Administrative Analysts, the Transit Manager, Technical Systems Coordinator and, on occasion, for one or two interns (usually) from Cal Poly. As earlier established, the primary rationale for the Mayor/Council Secretary being within the City Administrator's Office was that she could do the "spill over work" of Administration. As a practical matter, the secretary to the Mayor/Council has been busy enough serving the Mayor and the Council so that there has been little capacity for doing Administration work, leaving the secretary to the CAO with a very large work demand, much too substantial for one person, with the result that the work has been behind schedule, is not timely and a serious backlog has developed. This is despite Marilyn's excellent organization and skills/productivity. Given the factors listed above, all of us can collectively consider two basic alternatives at this timee 1. The secretary to the Mayor/Council should continue to be in the CAO's Office, and this position would primarily serve the Mayor and ' Councilmembers, but would also do back-up work for the CAD's Office (present) . 2. The secretary to the Mayor/Council could be placed in the City Clerk's Office and a second secretarial position would be put in the CAO's Office (potential change) . Either alternative is more than acceptable to me. Based on discussions with Councilmembers, and Councilmember Rappa in particular, there is some feeling that the needs of the City Councilmembers relating to agenda items, and other informational needs could be better served if the secretary to the City Council were within the City Clerk's Office. Pam and I have discussed this possibility, and I have no problem in recommending this course of action to you, as long as there is sufficient secretarial personnel available to the CAD's office. This memo has been discussed with both Pam and Marilyn and, for the moment, should be regarded as a "thinking paper" for you. In the meantime, Pam, Marilyn, me and others will think through the specifics of the situation and will more precisely define the alternatives for you. As you think about th�.s, please give me a call with your ideas and suggestions. We'd like to wrap this up by August 25th. Thank you. i fn August 24, 1989 MEMORANDUM TO: CITY COUNCIL FROM: JOHN DUNN SUBJECT:. CLERICAL STAFFING CAO OFFICE As discussed in my earlier memo regarding the replacement of the City Council Secretary, I see two alternatives as possible. 1. KEEP IT THE.SAME.. The secretary to the Mayor/Council can continue to be in the CAO's Office and this position would primarily serve the Mayor and Councilmembers, and provide clerical back-up to the Secretary to the CAO_ in support of the CAO, Assistant CAO, and other staff. 2. ASSIGN THE COUNCIL SECRETARY TO THE CLERK'S OFFICE.AND REORGANIZE CAO OFFICE WITH AN ADDITIONAL CLERICAL POSITION. The secretary to the Mayor/Council would be placed under the direction of the City Clerk and provide clerical support to the Mayor and Councilmembers. The position would take on additional Council related duties in the areas of Council appointed advisory bodies, conflict of interest and campaign financial disclosure requirements, and back-up to the Clerk's Office in general, concerning coordination of Council meals, meetings, etc. A new secretarial position shall be assigned to the CAD's office who will serve as primary clerical support to the Assistant CAO, Administrative Analysts, Transit Coordinator, Information Systems Coordinator, and various interns. Additionally this position would back-up the CAO secretary.and vice versa. A detailed list of specific job duties for the clerical positions involved in the restructuring is attached. C EXECUTIVE SECRETARY (MARILYN) 1. Provides clerical support to: - City Administrative Officer Includes composing routine correspondence, dictation/transcription, phones, setting up administrator's meetings, word processing and filing. 2. Prepares complaint forms and routes appropriate responses from affected departments to CAO and others. 3. Drafts agenda reports, routes CAO Special Reports, including assignment of public works contract numbers, coordinating contract approvals with affected departments, and processing with City Clerk's Office for final action. 4. Coordinates travel arrangements including travel expenses reports. 5. Coordinates master Meeting Calendar for Council. Hearing Room, Council Chambers, City/County Library (includes large community room and small conference rooms) . This includes working with custodial staff, refunding deposits, returning keys, etc. 6. Maintains and duplicates all City Hall and Library master keys for City staff. 7. Coordinates CAO inter.-governmental meetings. 8. Assigns and distributes special parking permits and maintains file. 9. Prepares and distributes Management Team agendas and follow-up actions as needed. 10. Coordinates Bi-County Managers Group. 11. Prepares administrative payment vouchers and CAO petty cash. 12. Coordinates coffee supply account including purchasing, collecting monthly payments and stocking miscellaneous coffee supplies for ail departments. 13. Back-up clerical support to Assistant CAO, Analysts, Transit Manager, Information Systems Coordinator and Interns. 14. Other duties as assigned. v ADMINISTRATIVE SECRETARY (SECRETARY II) 1. Provides clerical support to: - Assistant CAO (Supervisor) - Administrative Analysts (2) - Transit Manager - Information Systems Coordinator - Interns (2-3) Includes composing routine correspondence, dictation/transcription, phones, setting up meetings, maintaining calendars, filing and word processing duties. 2. Processes office payroll including time cards, check distribution, and maintaining vacation schedules. 3. Purchases office supplies and order annual stationary needs. 4. Prepares weekly payment vouchers and balance petty cash as needed. S. Coordinates travel arrangements for administrative staff including �! prepartion of related payment vouchers and travel expense reports. 6. Provides back-up support to CAO and Executive Secretary. 7. In cooperation with Human Relationa Commission and Promotional Coordinating Committee Chairpersons and Administrative Analyst, coordinates agenda preparation, minutes and filing for both. commissions. 8. Coordinates annual HRC and. PCC grants-.in-aid advertising, proposals and contracts with Administrative Analyst._ 9. Assists in preparation of annual reports for HRC and PCC. 10. Coordinates public relations activities with Administrative Analyst. 11. Coordinates the quarterly Goals and Objectives report. " 12. Other duties as assigned. COUNCIL SECRETARY (SECRETARY II) j 1. Provides clerical support to five Councilmembers (includes dictation/transcription, phones, word processing, filing) . 2. Keeps Councilmembers calendars, sets up individual Council appointments, and coordinates scheduling of .Council meetings with Clerk. 3. Composes routine correspondence, i.e. , thank you letters, requests for information, rsvp's. 4. Coordinates travel arrangements for all Councilmembers including preparation of related expense reports. 5. Coordinates written Council communication items on Council agenda with Clerk. 6. Prepares Council payment vouchers and monitor individual Council budgets, submitting timely updates for Council review. 7. Opens and routes Council mail and copies to CAO and appropriate lead managers, when applicable. B. Maintains Council Reading File. 9. Coordinates major and minor advisory bodies and posts vacancies, advertises for openings, sets up interviews with applicants and affected Councilmembers, prepares and sends follow-up correspondence, updates Commission files and advisory body book. 10. Purchases Council office supplies, orders annual Council stationery, and stocks Council food staples. 11. Orders and picks up Council meals as needed. 12. Attends and takes minutes at the Quarterly meeting of the Council Advisory Body Chairpersons. 13. Conducts research as requested by Councilmembers. 14. Processes Conflict of Interest Statements and election campaign disclosure statements for Councilmembers, affected advisory body members, and other required filers. 15. Other duties as assigned.