City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION
Staff recommends the City Council approve the revised classification specification
for Legal Operations Manager.
BACKGROUND
The City Attorney’s Office was reorganized in August 2001, resulting in the
reclassification of Code Enforcement Supervisor to Legal Operations Manager. The
City Council approved a subsequent reorganization during the 2005-2006 budget
process resulting in the following changes to the Legal Operations Manager position:
Became a budgeted, full-time position within the City Attorney’s Office; and
Eliminated the Code Enforcement responsibilities making legal operations the
sole focus.
In response to their request, Personnel staff recently met with the staff in the City
Attorney’s Office to review the actual duties being performed by the incumbent in the
Legal Operations Manager position. The revised classification specification for this
position (Attachment 1) is attached.
DISCUSSION
The revised classification specification for the position of Legal Operations Manager
reflects the elimination of the Code Enforcement responsibilities and further sets
forth the high level of independence and decision making skills required of the
Meeting Date: 2/26/07 Item Number: A-9
AGENDA ITEM: Approval of the Revised Classification Specification for Legal
Operations Manager.
Contact Person/Dept.: Amy Webber Phone Number: 310-253-5652
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [x] Attachments: [x]
Public Notification: Master Notification List, Culver City Management Group on 2/21/07
Department Approval:
Serena Wright (01/30/2007)
City Attorney Approval:
Carol Schwab (by H. Iker) (02/13/2007)
City Controller Approval:
Marlee Chang (02/21/2007)
City Manager Approval:
Jerry B. Fulwood (02/21/2007)City of Culver City, California
City Council Agenda Item Report
position. Revisions to the minimum knowledge, skill, ability, training and experience
describe the requirements expected of the incumbent or applicant to successfully
perform the essential duties of the position.
The Civil Service Commission approved the revised classification specification for
Legal Operations Manager at the December 6, 2006 meeting (Attachment 2).
FISCAL ANALYSIS
There is no fiscal impact for the approval of this revised classification specification. .
ATTACHMENTS
1. Revised Classification Specification for Legal Operations Manager
2. Approved Meeting Minutes for Civil Service Commission date 12/6/06
MOTION
That the City Council:
Approve the revised classification specification for Legal Operations Manager.
ATTACHMENT 1
Revised December 2006
Revised September 2001
November 1998
LEGAL OPERATIONS MANAGER
DEFINITION
The occupant of this position is in the classified service. This management position performs advanced
professional administrative tasks requiring the frequent use of a high degree of independent judgment
in accordance with established rules and procedures for the City Attorney’s Office. The occupant is
expected to assume significant responsibility for the development and implementation of City policy in
an assigned area and serve as an expert in one or more specific technical areas. In addition this
position may be responsible for as well as supervisinges clerical staff code enforcement activities.
SUPERVISION RECEIVED AND EXERCISED
This position reports to the City Attorney. The position may be is responsible for supervising the Legal
Secretaries Code Enforcement Officers, Code Enforcement Analyst and other technical and clerical
personnel.
ESSENTIAL JOB DUTIES
The following tasks are essential for this position. Incumbents in this classification may not perform all
of these tasks, or may perform similar related tasks not listed here.
1. Functions as a member of the City Attorney’s department head’s management team in discussing
and reviewing overall departmental issues, priorities, and objectives.
2. Keeps the City Attorney informed of problems and issues within the department and within overall
City operations.
3. Develops and implements short and long range program plans for the department to meet
objectives established by the City Attorney, i.e., legal tracking system which tracks the detailed
progress of every document entering the department from receipt to disposition.
4. Plans, organizes and coordinates preparation of budgets. Monitors expenditures to confirm
availability of adequate funding, assures accuracy of account codes, monitors expenditures of
professional service contracts confirming proper categorization. Prepares reports and
documentation for the City Attorney regarding existing funding and expenditures, and when
necessary, enhancements.
5. May make verbal presentations and submit written reports for the City Council, boards and
commissions, and other citizen groups.
5. Interprets and applies state and municipal codes and city policies. Assures prompt response to
complaints of municipal code violations, as well as directs timely inspection of all residential and
commercial properties to ensure compliance with local laws, codes, and ordinances.
6. Reviews and suggests revisions of the Municipal Code to the City Attorney to maintain codes and
regulations that are up-to-date and conform with all federal, state, and local requirements.
6. Effectively plans, schedules, and controls the utilization of time by Legal Secretaries, technical and
clerical staff Code Enforcement Officers and the Code Enforcement Analyst to increase the
amount of time spent in the field. Assures the timely and productive scheduling of staff to complete
all accomplish both field and office work. Maintains quality control in the field, coordinates training,
and assists staff in the field, as needed. Page 2
Legal Operations Manager
7. Maintains a competent and motivated work force by selecting, disciplining, motivating, training, and
evaluating subordinate staff.
8. Assists legal counsel in preparation for litigation. Interfaces with outside contract counsel to
provide discovery responses and court verifications.
9. Maintains open communication with claims administrators in managing claims.
10. Monitors issues of general liability for the City Attorney; tracks status and monitors associated
costs.
11. Develops and recommends approval of objectives, policies, and programs in financial, date
processing, budget administration, public relations and personnel services areas.
12. Assists the City Attorney in the maintenance of the City’s summary of open litigation files.
13. Assists the City Attorney with preparation and review of contracts.
9. Provides informed and skilled technical assistance and advice to planners, code enforcement staff,
and homeowners on matters pertaining to code enforcement, zoning regulations, local ordinances,
procedures, and appeal rights.
10. Generates reports for the City Attorney regarding such things as code enforcement actions and
workload, and maintains various work records related to the development of such a report.
11. Develops policies and procedures to improve code enforcement activities such as public
education, appeal procedures, testimonial procedures, and report writing.
12. Performs the more difficult and complex code enforcement inspections to assure local properties
conform to all applicable state and local ordinances, codes, and regulations.
13. Studies changes in code provisions, state laws and legal procedures to keep current in
enforcement skills.
14. Works with the City Prosecutor to ensure cases that proceed to prosecution are properly
documented and testimony and evidence is properly presented.
14. Acts as department representative in city-wide projects, committees, and other related activities, as
assigned.
MINIMUM KNOWLEDGE, SKILLS AND ABILITY
Knowledge of:
• Staff research principles and techniques.
• Principles and practices of organization and management.
• Budgetary preparation procedures and principles of financial management.
• Building, electrical, plumbing, mechanical, and fire codes and zoning ordinances and other pertinent
state and municipal codes, ordinances and policies enforced by the City.
• Statistical methods and their methods of application and evaluation.
• Data processing principles, techniques, and applications.
• Principles and techniques of code inspection, legal procedures, report writing, appellate
procedures, evidence presentation, prosecution procedures, and principles of supervision.
• Principles of budget preparation and control.
Skill and Ability to:
• Provide technical supervision and training.
• Analyze a variety of administrative policies and problems and make sound recommendations.
• Analyze the flow of work for maximum effectiveness.
• Prepare clear and concise written reports.
• Deal tactfully and effectively with fellow employees and the general public.
• Research and study the various municipal codes, and laws and ordinances with emphasis on code
enforcement.
• Study, develop, and present ideas and recommendations.
• Communicate effectively in both verbal and written form. Page 3
Legal Operations Manager
• Establish and mMaintain effective working relationships with the public, supervisors, and fellow
employees.
• Conceive and implement organizational wide programs.
• Prepare department’s annual budget.
• Interpret and make decisions in accordance with regulations and departmental policies.
• Conduct field inspections.
LICENSE AND CERTIFICATES
Possession of a valid California Class C driver’s license may be required, if assigned to drive.
TRAINING AND EXPERIENCE
Any combination equivalent to training and experience that could likely provide the required knowledge,
skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities would
be: a Bachelor’s Degree from an accredited college or university two (2) years of college course work
or equivalent coursework, and four (4) years of professional administrative work experience in
municipal, state or federal government working in Code Enforcement, as a Police Officer, or in a para-
legal capacity including one (1) year of supervisory experience. Additional relevant administrative work
experience may be considered in-lieu of formal education on a year for year basis.
PHYSICAL REQUIREMENTS AND WORKING CONDITIONS
• Require vision (which may be corrected) to read small print.
• Require the mobility to stand, stoop, reach, and bend.
• Require the ability to stand for long periods.
• Require the ability to walk long distances.
• May be required to work in inclement weather without effective protection from sun, cold and rain.
• Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects.
Lower body mobility may not be required.
• Perform work which is primarily sedentary
• Is subject to office environmental conditions.
• May be required to attend periodic evening meetings and/or to travel within and out of City
boundaries to attend meetings.
• May be required to work at a video display terminal for prolonged periods.
• May be required to work evenings or weekends.
Civil Service Commission Minutes
December 6, 2006
Page 7 of 10
Serena Wright responded that requiring a Level Two is preferred, but not required, and is consistent
with the notice provided to the unions.
Vice Chair Stivers advised staff of typographical errors.
Commissioner Zeitlin asked if the job bulletin should specify what type of driver’s license is needed;
the minimum educational level - should it be at least a high school education or equivalent; and
should work schedules be mentioned as they have been in the past?
Serena Wright responded that the updated job bulletin was provided to the Commission on the dais,
and their comments have been duly noted.
Moved by Commissioner Zeitlin, seconded by Vice Chair Stivers, the motion to approve the revised
open/competitive recruitment bulletin and revised classification specification for Traffic Signal
Technician was unanimously carried.
Item A-10: Parks Manager: New Open/Competitive Recruitment Bulletin and Revised
Classification Specification
Serena Wright gave overview of staff report.
Chair Motyl asked if this was Don Marquardt’s position?
Serena Wright responded, “yes.”
Commissioner Whitaker advised staff of typographical errors, and also stated that the trees in the Dog
Park need to be maintained.
Commissioner Barriciello asked about changes made to the bulletin received on the dais, specifically,
change to reflect “supervisory” experience, accrual of floating holidays, and IRS limits on amount
contributed to deferred compensation.
Linda Coll responded that floating holidays are granted in a lump-sum bank at the beginning of the
fiscal year, and pro-rated for new employees. Two separate transactions are required to deposit
accruals to deferred compensation; employees must designate the specific amount to be contributed
to deferred compensation up to the limit(s) set by law.
Moved by Chair Motyl, seconded by Vice Chair Stivers, the motion to approve the new
open/competitive recruitment bulletin and revised classification specification for Parks Manager was
unanimously carried.
Item A-11: Legal Operations Manager: Revised Classification Specification; Code
Enforcement Supervisor: New Recruitment Bulletin and Revised Classification
Specification
Serena Wright gave an overview of staff report.
ATTACHMENT 2Civil Service Commission Minutes
December 6, 2006
Page 8 of 10
Legal Operations Manager:
Commissioner Whitaker inquired if the Legal Operations Manager performs manager duties. He
further questioned if there should be a minimum degree requirement for consistency, and if the
incumbent has a degree.
Serena Wright responded that the incumbent does not have a degree, and further stated that she
believes there is a value in both education and experience.
Commissioner Whitaker asked, if this is a managerial type of position, shouldn’t a minimum of a
Bachelor’s Degree be required.
Carol Schwab, City Attorney, responded that in her experience, she does not believe a degree is
required. For this position, organizational skills, leadership and knowledge of operations are
essential.
Commissioner Whitaker questioned that if skills are crucial then why not make a degree requirement.
Carol Schwab responded that, in her experience, some employees with degrees do not have the
same skill level of experienced employees.
Commissioner Whitaker responded that he recognizes experience is valuable, and asked about
substituting equivalent experience in-lieu of education.
Commissioner Zeitlin added that she also shares the same sentiment that Commissioner Whitaker
expressed; as she reads through the job description it appears that the incumbent is doing relatively
high level legal work. And based on trying to establish consistency on class specs, it is her memory
that the Commission has approved the equivalency language that included a 4 year degree with the
caveat of additional experience substituting in lieu of education.
Serena Wright responded that current language will not dissuade applicants from applying and will
also give more flexibility to the hiring department.
Carol Schwab stated that she believes the salary is set similar to that of other management positions,
and that law enforcement or legal experience is valuable in the position.
Commissioner Whitaker stated that, in his experience, the duties and responsibilities of a Law Office
Manager are significantly different than those of a Legal Operations Manager who is responsible for
budget preparation and making presentations to the City Council, and that Law Office Managers
typically do not have a degree.
Commissioner Barriciello stated she is relying on the experience and expertise of staff, and is
comfortable with the specification as written, adding that the position would be overpaid if all he/she
did was make copies.
Vice Chair Stivers and Commissioner Barriciello were in agreement with the comments made by
Carol Schwab.
Moved by Vice Chair Stivers, seconded by Chair Barriciello, the motion to approve the revised
classification specification for Legal Operations Manager did not carry, 2-3:
ATTACHMENT 2Civil Service Commission Minutes
December 6, 2006
Page 9 of 10
AYES: Commissioners Barriciello and Stivers
NOES: Commissioners Motyl, Whitaker, and Zeitlin
Discussion continued regarding further revising the classification specification in order to obtain
Commission approval.
Serena Wright suggested the inclusion of a bachelor degree in addition to additional experience
substituting on a year-for-year basis.
Linda Coll recommended substituting relevant general experience rather than language describing
specific experience.
Moved by Commissioner Whitaker, seconded by Vice Chair Stivers, the motion to approve the revised
classification specification for Legal Operations Manager was unanimously carried.
Code Enforcement Supervisor:
Chair Motyl asked if a Code Enforcement Supervisor works in a City Hall office.
Serena Wright responded that the position is within the City Attorney’s Office.
Commissioner Whitaker advised staff of typographical errors.
Commissioner Barriciello questioned if degree requirements should be different for supervisors versus
managers.
Commissioner Whitaker asked if there is a distinction between supervisors and management
employees. If there is a consensus, then he would agree that degree requirements should be
consistent regardless of the department they work in.
Commissioner Zeitlin responded that we should be consistent with our past practice with language as
it pertains to supervisors and managers.
Commissioner Barriciello stated that the class spec is similar to the Legal Operations Manager
specification. Should we address the fact that in the reading of the duties of the position, as to
planning and organization skills, and supervision of employees, it is not clear whether or not they
need a four year college degree.
Carol Schwab responded that this is definitely a management position that supervises subordinates
and interprets codes. She wants the ability to fill the position with the best candidate.
Serena Wright stated the position must also exercise a high level of independent judgment.
Chair Motyl suggested using the same equivalency language as Legal Operations Manager.
Moved by Commissioner Whitaker, seconded by Commissioner Zeitlin, the motion to approve the new
open/competitive recruitment bulletin and revised classification specification for Code Enforcement
Officer, with amended equivalency language, was unanimously carried.
ATTACHMENT 2