City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION
That the City Council approve the revised classification specification for Secretary to
the Chief Administrative Officer.
BACKGROUND
The classification specification for Secretary to the Chief Administrative Officer
(“CAO”) was established in 1956 as Administrative Secretary; the title was
subsequently changed in 1976 to Executive Secretary and finally to Secretary to the
CAO in 1983.
The primary responsibility of the Secretary to the CAO is to provide complex
administrative support to the Chief Administrative Officer and the City Council.
DISCUSSION
The Chief Administrative Officer, with concurrence from the Personnel Department,
is requesting to change the title of this classification to Executive Assistant to the
Chief Administrative Officer. The current job title is obsolete in the market place and
does not speak to the level of responsibility and professionalism required of this
position. A survey of the labor market revealed that Executive Assistant to the Chief
Administrative Officer is a more common and functional job title.
The Civil Service Commission approved this revised classification specification at
the June 15, 2005 meeting.
Meeting Date: 07/25/05 Item Number: C-4
AGENDA ITEM: Approval of the Revised Classification Specification for Secretary
to the Chief Administrative Officer
Contact Person/Dept.: Serena Wright Phone Number: 310-253-5640
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 July 15,
2005
Department Approval: Kermit Francis
7/14/05
CAO Approval:
Jerry Fulwood 7/18/05
City Controller Approval:
N/ACity of Culver City, California
City Council Agenda Item Report
FISCAL ANALYSIS
There is no fiscal impact.
ATTACHMENTS
1. Revised Classification Specification for Secretary to the Chief Administrative
Officer
2. Labor Market Survey
MOTION
That the City Council
Approve the revised classification specification for Secretary to the Chief
Administrative Officer.
MEETING DATE 7/25/05
AGENDA ITEM Approval of the Revised Classification Specification for
Secretary to the Chief Administrative Officer
ATTACHMENTS
1 Revised Classification Specification for Secretary to the
CAD
2 Labor Market Survey
Pages
1 — 2
3 — 5ATTACHMENT "A"
City of Culver City
November 1998
March 2001
June 2095
Title ataitiVE ASSISTANT SECRETARY TO THE CHIEF ADMINISTRATIVE OFFICER
Definition
This is a single position in the classified service category The position performs a variety of complex and
responsible administrative and secretarial duties for the Chief Administrative Officer (CAO) and the City
Council The incumbent of the position requires considerable initiative, independent judgment, and analytical
skill to assess and solve problems and inter-personal skill in working with policy-makers, employees at all
levels, and the general public
Supervision Received and Exercised
This position reports to the Chief Administrative Officer and supervises other secretarial staff
Essential Job Duties
The following tasks are essential for this position The position may not perform all of these tasks, and/or may
perform similar related tasks not listed here
1 Receives and screens a wide variety of telephone calls and personal visitors, assesses the nature of their
contact, analyzes issues and if necessary, collects relevant and sufficient data including researching issues
with appropriate department representative Implements, when possible, appropriate _resolutions_ or,Af
necessary-refers-th-e-calierivrsitorto-th-e-CAOTeo-uneThme-mber-ortire—approp tn= head Follows up on complaint resolutions Makes a positive and professional impression on the public
2 Types letters, memoranda, and related material from drafts or transcribes from a dictaphone machine in an
accurate and timely manner Composes and edits correspondence, and other documents for proper
wording, grammar and content
3 Performs secretarial support for the City Council tracking mail and written requests for information,
scheduling appointments, coordinating appearances and arranging business travel and accommodations,
reconciling business expenses, ordering their specific supplies such as business cards, etc, and tracking
their annual appointments to various boards and making related filings/notifications
4 Initiates and maintains a variety of filing systems relating to confidential and non-confidential material
Keeps files in a logical order and up-to-date so that material is readily retrievable
5 Prepares draft agenda for City Council meetings consistent with established deadlines for the review of the
ACAO Upon review finalizes the agenda for distribution From various City departments, compiles their
staff reports for the City Council agenda into a single document for distribution
6 Computes and accurately prepares payroll records, compiles a variety of narrative and statistical reports
for the CAO
7 Stays current with trends m secretarial techniques and practices Seeks ways to improve office operations
Identifies better methods for meeting service demands streamlining and improving work methods and tests
possible improvements for application in the Administration Department and other City departments
8 Relieves the CAO of a variety of responsible administrative details Independently or in accordance with
general instructions, composes correspondence on a wide range of subjects requiring a high degree of
knowledge and familiarity with City policies and policies of the CAO Correspondence is also sent on a
regular basis to legislators in state and federal government concerning upcoming issues which are of prime
importance to the City
9 Develops and maintains a broad understanding of the vaned functions and operations of the City and their
relationship to overall programs and policies
10 Arranges the schedule of appointments and appearances and travel of the CAO exercising discretion in
committing the CAO's time
11 Administers petty cash for the department
12 Assists in Budget preparation for the Administration Department and Council
Secretary to the Chief Administrative Officer
6/9/2005 424 15 PMPage Two - Secretary to the Chief Administrative Officer
Marginal Job Duties
The following tasks are typically performed by individuals in this classification but are considered less than
essential
1 Schedules the use of the Council Chambers and certain conference rooms including the arrangement of
supplies and special set-ups
2 Maintains master emergency and other governmental phone lists and rosters
Minimum Knowledge, Skill and Ability
Knowledge of
•
Modern office procedures and practices, including business correspondence, record keeping systems,
office equipment, and automated office software such as word processing
• City organization, functions and programs
• Principles of managing and coordinating secretarial and clerical functions
• Policies and procedures of the City
• Arithmetic
Skill and Ability
• Type accurately at a speed of 60 words per minute
• Perform difficult secretarial and administrative tasks involving the use of judgment and organization
• IdentifyJsensitive,issues_andmaintam_confidentahty.— • Develop and write clear and comprehensive memoranda and reports
• Understand, interpret, and apply appropnate City policies, procedures, rules, and regulations
• Meet and communicate with the public in resolution of complaints or inquiries
• Identify and correct errors m English usage, grammar, composition, or format
• Coordinate and direct a variety of complicated tasks or process elements
• Evaluate demands on the CAO's time and schedule his/her time accordingly
• Apply sound judgment in assigning workload priorities
• Display tact and diplomacy in contacts with officials, employees, and members of the general public
Training and Experience
Any combination equivalent to training and experience that could likely provide the required knowledge, skill
and ability would be qualifying A typical way to obtain the knowledge, skill and ability would be
completion of the twelfth grade and five years of varied and responsible experience in the performance of
complex administrative and secretarial duties, preferably in a public agency
Physical Requirements and Working Conditions
Require vision (which may be corrected) to read small print
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 inside environmental conditions
May be required to work at a video display terminal for prolonged periods
Secretary to the Chief Administrative Officer
6/9/2005 424 15 PMATTACHMENT "B"
Secretary to the CAO
CITY
TITLE
Alameda Executive Assistant
Anaheim
Administrative Assistant
Arcata
Administrative Assistant
Arroyo Grande Administrative Assistant
Bakersfield
Administrative Assistant for Public Works Policy and City Manager
Secretary for other departments
Berkeley Administrative Secretary
Beverly Hills Administrative Secretary
Big Bear Lake Administrative Secretary
Brentwood
Administrative Secretary for Dept Heads Executive Assistant to City
Manager Police Chief and City Attorney
Burbank
Looking to change Administrative Secretary to Executive Assistant
California City
Administrative Secretary and Administrative e Assistant
Carson
Administrative Secretary for General Manager Executive Assistant for
City Manager
Chico Overworked
Chino Administrative Secretary
- Citrus_Heights Administrative-Assistant
City of Ukiah
Executive Assistant to the City Manager due to budget cuts she is the
only department head assistant
Colton
Executive Assistant or Administrative Assistant for Director/Manager
positions
Diamond Bar Administrative Assistant Executive Assistant to City Manager
El Cajon
Administrative Secretary if they prepare Agenda & Minutes for
commission meetings
El Cerrito Management Assistant
Emeryville Administrative Secretary Administrative Assistant to City Manager
Eureka
Administrative Assistant for division secretaries Administrative Services
Assistant for department secretaries
Fairfield Administrative Assistant
Flakeport
Secretary ll (if supervise others) Secretary I if they don t supervise
Fresno
Executive Assistant to a Department Head or Executive Secretary
Fullerton Administrative Secretary
Garden Grove
Department Secretary they did not want to be called Administrative
Assistants
Gardena
Executive Legal Secretary supports City Attorney and City
Manager
Gilroy Administrative Secretary
Hayward Administrative Secretary Executive Assistant to City Manager
Healdsburg Administrative Assistant
Hermosa Beach Administrative Assistant
Huntington Park Secretary to with title of boss not his/her name
Inglewood
Administrative Secretaries for Department Heads, Executive
Secretary for City Administrator & Mayor,and Assistant to the City
Administrator
Bold Text = Survey CitiesSecretary to the CAO
Irwindale
Secretary to department heads Administrative Secretary to City
Manager Administrative Assistant to Chief of Police Management
Assistant to City Manager and City Council
Office Staff Assistant IV Lompoc
Long Beach
Los Alamitos
Executive Secretary to the City Manager
Department Secretary Executive Assistant for City Manager
Administrative Assistant Marysville
Merced Executive Secretary for City Manager Secretary III Department heads
Executive Secretary Modesto
Administrative Specialist and Administrative Secretary Montclair
Montebello Administrative Secretary and Secretary but want to get away from it
Administrative Assistant Monterey
Administrative Technicians Morro Bay
Administrative Secretary Palm Desert
Palm Springs Administrative Secretary and Administrative Assistant
Administrative Assistant to the City Manager Pasadena
Pleasant Hill
Administrative Secretary Executive Secretary for City Manager and
Police Chief
Rancho Mirage
Department Secretary for Community Development and Public Works
Administrative Assistant for Housing Authority
Redondo Beach Executive Assistant to the City Manager
Administrative-Assistant Roseville Administrative Assistant very occasionally Secretary San Jose
Administrative Assistant San Luis Obispo
Administrative Secretary San Marino
Sand City
Sanger
Administrative Assistant
Department Secretary Administrative Secretary for Police Chief Fire
Chief and City Manager
Executive Secretary Santa Barbara
Santa Clara Office Specialist III or IV City Manager & Attorney Executive Assistant
Santa Maria Secretary for Department Heads Executive Assistant for City Manager
Santa Monica
Community Relations Assistant
Santa Rosa
Executive Secretary if they supervise 10 or more staff and they are
considered Management Unit
Santee
Administrative Secretary
Selma Department Secretary but want more updated titles
Sierra Madre
Administrative Assistant & position is exempt
Simi Valley
Administrative Secretary
Surf City
City Administrators secretary s title is Executive Assistant and
department head (including Police Chief) secretary titles are
Administrative Assistant Division head secretaries are in the
Administrative Secretary' classification
Torrance
Administrative Secretary to the Manager
Town of Windsor
Administrative Specialists
Town of Windsor
Administrative Specialist
Watsonville
Executive Secretary
Bold Text = Survey Cities
4.Secretary to the CAO
West Hollywood
Currently ' dministrative Staff Assistant Going through a
classification/compensation study The new proposed title is
Administrative Specialist IV For some specialized positions, will be
using Senior Administrative Specialist or the name of the dept in
the title, such as Legal Services Specialist
Westminster Administrative Aide
9.
Bold Text = Survey Cities
9City of Culver City, California
City Council Agenda Item Report
Meeting Date 07/25/05 Item Number AGENDA ITEM Consideration of a Resolution Approving Classified Personnel
Actions and Unclassified Personnel Actions
Contact Person/Dept Victoria Jackson Phone Number 310/253-5644
Fiscal Impact Yes [X] No 0 General Fund Yes [X] No []
Public Hearing 0 Action Item [X] Attachments [X]
Public Notification Master Notification List on July 20, 2005
CAO Approval Department Approval
Serena Wright 07/12/05
City Controller Approval
RECOMMENDATION
It is recommended that the City Council approve the Personnel Actions
BACKGROUND/DISCUSSION
The Resolution included in your packet tonight covers Classified Personnel Actions
(Exhibit 'A') and Unclassified Personnel Actions (Exhibit B"), all of which were
routine in nature
FISCAL ANALYSIS
The fiscal impact associated with the aforementioned personnel actions is reflected
in the adopted budget for Fiscal Year 2004-2005
MOTION
That the City Council
Adopt the Resolution Approving Classified Personnel Actions and Unclassified
Personnel Actions MEETING DATE 7/25/05
AGENDA ITEM Approval of the Revised Classification Specification for
Secretary to the Chief Administrative Officer
ATTACHMENTS
1 Revised Classification Specification for Secretary to the
CAD
2 Labor Market Survey
Pages
1 — 2
3 — 5ATTACHMENT "A"
City of Culver City
November 1998
March 2001
June 2095
Title ataitiVE ASSISTANT SECRETARY TO THE CHIEF ADMINISTRATIVE OFFICER
Definition
This is a single position in the classified service category The position performs a variety of complex and
responsible administrative and secretarial duties for the Chief Administrative Officer (CAO) and the City
Council The incumbent of the position requires considerable initiative, independent judgment, and analytical
skill to assess and solve problems and inter-personal skill in working with policy-makers, employees at all
levels, and the general public
Supervision Received and Exercised
This position reports to the Chief Administrative Officer and supervises other secretarial staff
Essential Job Duties
The following tasks are essential for this position The position may not perform all of these tasks, and/or may
perform similar related tasks not listed here
1 Receives and screens a wide variety of telephone calls and personal visitors, assesses the nature of their
contact, analyzes issues and if necessary, collects relevant and sufficient data including researching issues
with appropriate department representative Implements, when possible, appropriate _resolutions_ or,Af
necessary-refers-th-e-calierivrsitorto-th-e-CAOTeo-uneThme-mber-ortire—approp tn= head Follows up on complaint resolutions Makes a positive and professional impression on the public
2 Types letters, memoranda, and related material from drafts or transcribes from a dictaphone machine in an
accurate and timely manner Composes and edits correspondence, and other documents for proper
wording, grammar and content
3 Performs secretarial support for the City Council tracking mail and written requests for information,
scheduling appointments, coordinating appearances and arranging business travel and accommodations,
reconciling business expenses, ordering their specific supplies such as business cards, etc, and tracking
their annual appointments to various boards and making related filings/notifications
4 Initiates and maintains a variety of filing systems relating to confidential and non-confidential material
Keeps files in a logical order and up-to-date so that material is readily retrievable
5 Prepares draft agenda for City Council meetings consistent with established deadlines for the review of the
ACAO Upon review finalizes the agenda for distribution From various City departments, compiles their
staff reports for the City Council agenda into a single document for distribution
6 Computes and accurately prepares payroll records, compiles a variety of narrative and statistical reports
for the CAO
7 Stays current with trends m secretarial techniques and practices Seeks ways to improve office operations
Identifies better methods for meeting service demands streamlining and improving work methods and tests
possible improvements for application in the Administration Department and other City departments
8 Relieves the CAO of a variety of responsible administrative details Independently or in accordance with
general instructions, composes correspondence on a wide range of subjects requiring a high degree of
knowledge and familiarity with City policies and policies of the CAO Correspondence is also sent on a
regular basis to legislators in state and federal government concerning upcoming issues which are of prime
importance to the City
9 Develops and maintains a broad understanding of the vaned functions and operations of the City and their
relationship to overall programs and policies
10 Arranges the schedule of appointments and appearances and travel of the CAO exercising discretion in
committing the CAO's time
11 Administers petty cash for the department
12 Assists in Budget preparation for the Administration Department and Council
Secretary to the Chief Administrative Officer
6/9/2005 424 15 PMPage Two - Secretary to the Chief Administrative Officer
Marginal Job Duties
The following tasks are typically performed by individuals in this classification but are considered less than
essential
1 Schedules the use of the Council Chambers and certain conference rooms including the arrangement of
supplies and special set-ups
2 Maintains master emergency and other governmental phone lists and rosters
Minimum Knowledge, Skill and Ability
Knowledge of
•
Modern office procedures and practices, including business correspondence, record keeping systems,
office equipment, and automated office software such as word processing
• City organization, functions and programs
• Principles of managing and coordinating secretarial and clerical functions
• Policies and procedures of the City
• Arithmetic
Skill and Ability
• Type accurately at a speed of 60 words per minute
• Perform difficult secretarial and administrative tasks involving the use of judgment and organization
• IdentifyJsensitive,issues_andmaintam_confidentahty.— • Develop and write clear and comprehensive memoranda and reports
• Understand, interpret, and apply appropnate City policies, procedures, rules, and regulations
• Meet and communicate with the public in resolution of complaints or inquiries
• Identify and correct errors m English usage, grammar, composition, or format
• Coordinate and direct a variety of complicated tasks or process elements
• Evaluate demands on the CAO's time and schedule his/her time accordingly
• Apply sound judgment in assigning workload priorities
• Display tact and diplomacy in contacts with officials, employees, and members of the general public
Training and Experience
Any combination equivalent to training and experience that could likely provide the required knowledge, skill
and ability would be qualifying A typical way to obtain the knowledge, skill and ability would be
completion of the twelfth grade and five years of varied and responsible experience in the performance of
complex administrative and secretarial duties, preferably in a public agency
Physical Requirements and Working Conditions
Require vision (which may be corrected) to read small print
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 inside environmental conditions
May be required to work at a video display terminal for prolonged periods
Secretary to the Chief Administrative Officer
6/9/2005 424 15 PMATTACHMENT "B"
Secretary to the CAO
CITY
TITLE
Alameda Executive Assistant
Anaheim
Administrative Assistant
Arcata
Administrative Assistant
Arroyo Grande Administrative Assistant
Bakersfield
Administrative Assistant for Public Works Policy and City Manager
Secretary for other departments
Berkeley Administrative Secretary
Beverly Hills Administrative Secretary
Big Bear Lake Administrative Secretary
Brentwood
Administrative Secretary for Dept Heads Executive Assistant to City
Manager Police Chief and City Attorney
Burbank
Looking to change Administrative Secretary to Executive Assistant
California City
Administrative Secretary and Administrative e Assistant
Carson
Administrative Secretary for General Manager Executive Assistant for
City Manager
Chico Overworked
Chino Administrative Secretary
- Citrus_Heights Administrative-Assistant
City of Ukiah
Executive Assistant to the City Manager due to budget cuts she is the
only department head assistant
Colton
Executive Assistant or Administrative Assistant for Director/Manager
positions
Diamond Bar Administrative Assistant Executive Assistant to City Manager
El Cajon
Administrative Secretary if they prepare Agenda & Minutes for
commission meetings
El Cerrito Management Assistant
Emeryville Administrative Secretary Administrative Assistant to City Manager
Eureka
Administrative Assistant for division secretaries Administrative Services
Assistant for department secretaries
Fairfield Administrative Assistant
Flakeport
Secretary ll (if supervise others) Secretary I if they don t supervise
Fresno
Executive Assistant to a Department Head or Executive Secretary
Fullerton Administrative Secretary
Garden Grove
Department Secretary they did not want to be called Administrative
Assistants
Gardena
Executive Legal Secretary supports City Attorney and City
Manager
Gilroy Administrative Secretary
Hayward Administrative Secretary Executive Assistant to City Manager
Healdsburg Administrative Assistant
Hermosa Beach Administrative Assistant
Huntington Park Secretary to with title of boss not his/her name
Inglewood
Administrative Secretaries for Department Heads, Executive
Secretary for City Administrator & Mayor,and Assistant to the City
Administrator
Bold Text = Survey CitiesSecretary to the CAO
Irwindale
Secretary to department heads Administrative Secretary to City
Manager Administrative Assistant to Chief of Police Management
Assistant to City Manager and City Council
Office Staff Assistant IV Lompoc
Long Beach
Los Alamitos
Executive Secretary to the City Manager
Department Secretary Executive Assistant for City Manager
Administrative Assistant Marysville
Merced Executive Secretary for City Manager Secretary III Department heads
Executive Secretary Modesto
Administrative Specialist and Administrative Secretary Montclair
Montebello Administrative Secretary and Secretary but want to get away from it
Administrative Assistant Monterey
Administrative Technicians Morro Bay
Administrative Secretary Palm Desert
Palm Springs Administrative Secretary and Administrative Assistant
Administrative Assistant to the City Manager Pasadena
Pleasant Hill
Administrative Secretary Executive Secretary for City Manager and
Police Chief
Rancho Mirage
Department Secretary for Community Development and Public Works
Administrative Assistant for Housing Authority
Redondo Beach Executive Assistant to the City Manager
Administrative-Assistant Roseville Administrative Assistant very occasionally Secretary San Jose
Administrative Assistant San Luis Obispo
Administrative Secretary San Marino
Sand City
Sanger
Administrative Assistant
Department Secretary Administrative Secretary for Police Chief Fire
Chief and City Manager
Executive Secretary Santa Barbara
Santa Clara Office Specialist III or IV City Manager & Attorney Executive Assistant
Santa Maria Secretary for Department Heads Executive Assistant for City Manager
Santa Monica
Community Relations Assistant
Santa Rosa
Executive Secretary if they supervise 10 or more staff and they are
considered Management Unit
Santee
Administrative Secretary
Selma Department Secretary but want more updated titles
Sierra Madre
Administrative Assistant & position is exempt
Simi Valley
Administrative Secretary
Surf City
City Administrators secretary s title is Executive Assistant and
department head (including Police Chief) secretary titles are
Administrative Assistant Division head secretaries are in the
Administrative Secretary' classification
Torrance
Administrative Secretary to the Manager
Town of Windsor
Administrative Specialists
Town of Windsor
Administrative Specialist
Watsonville
Executive Secretary
Bold Text = Survey Cities
4.Secretary to the CAO
West Hollywood
Currently ' dministrative Staff Assistant Going through a
classification/compensation study The new proposed title is
Administrative Specialist IV For some specialized positions, will be
using Senior Administrative Specialist or the name of the dept in
the title, such as Legal Services Specialist
Westminster Administrative Aide
9.
Bold Text = Survey Cities
9City of Culver City, California
City Council Agenda Item Report
Meeting Date 07/25/05 Item Number AGENDA ITEM Consideration of a Resolution Approving Classified Personnel
Actions and Unclassified Personnel Actions
Contact Person/Dept Victoria Jackson Phone Number 310/253-5644
Fiscal Impact Yes [X] No 0 General Fund Yes [X] No []
Public Hearing 0 Action Item [X] Attachments [X]
Public Notification Master Notification List on July 20, 2005
CAO Approval Department Approval
Serena Wright 07/12/05
City Controller Approval
RECOMMENDATION
It is recommended that the City Council approve the Personnel Actions
BACKGROUND/DISCUSSION
The Resolution included in your packet tonight covers Classified Personnel Actions
(Exhibit 'A') and Unclassified Personnel Actions (Exhibit B"), all of which were
routine in nature
FISCAL ANALYSIS
The fiscal impact associated with the aforementioned personnel actions is reflected
in the adopted budget for Fiscal Year 2004-2005
MOTION
That the City Council
Adopt the Resolution Approving Classified Personnel Actions and Unclassified
Personnel Actions