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Resolution - 6115RESOLUTION ,NO. 6115 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST COVINA, CALIFORNIA, ADOPTING THE CLASS SPECIFICATIONS OF DEPARTMENT ADMINISTRATIVE CLERK, PURCHASING AGENT, PURCHASING ASSISTANT, POLICE LIEUTENANT AND COMMUNICATIONS SUPERVISOR, AMENDING SECTION 4 OF RESOLUTION NO. 6062 RELA- TING TO THE CITY'S BASIC PAY RANGE STRUCTURE, • AND AMENDING SECTION 2 OF RESOLUTION NO. 6076 RELATING TO THE SALARY STRUCTURE OF MANAGEMENT AND CONFIDENTIAL EXEMPT SERVICES. The City Council of the City of West Covina does resolve as follows: SECTION 1. Pursuant to the recommendation of the Personnel Commission of the City ofiWest Covina, the classification specifica- tions for: " a. Department Administrative Clerk, b. Purchasing Assistant, C. Purchasing Agent (Exempt), d. Communications Supervisor (Exempt), and e. Police Lieutenant (Exempt), attached hereto and marked Exhibit A, B, C, D, and E, and by this reference incorporated.herein, are hereby adopted. SECTION 2. Section 4 of Resolution No. 6062 relating to the City's Basic Pay Range Structure of compensation for the classi- fied service is hereby amended to include the class of Department Administrative Clerk at the range of G-3a, $872.08 to $1,048.92. SECTION 3. Section 2 of Resolution No. 6076 relating to the City salary structure for management and confidential exempt em- ployees is hereby amended to include the class of Purchasing Agent at the Range of DHR-E, $1,325 to $2,060. SECTION 4. That the.classifications of Communications Supervisor (Exempt), Police.Lieutenant (Exempt). and Purchasing Assistant shall remain in their respective salary ranges. SECTION 5. The City Clerk shall certify to the adoption of this resolution. APPROVED AND ADOPTED this 12th day of May , 1980. Mayor ATTEST: G�-dyt City Clerk I HEREBY CERTIFY that the foregoing resolution was adopted at a regular meeting of the City Council of the City of West Covina on the 12th day of May 1980, by the following vote of the Council: AYES: 5 Councilmen: Tennant, Tice, Chappell, Shearer, Browne. NOES: 0 Councilmen: none ABSENT:0 Councilmen: none APPROVED AS TO FORM: Al /2 City Clerk City Attorney CITY OF WEST COVINA "EXHIBIT A" CLASS SPECIFICATION MAY 1980, SALARY RANGE G-3a DEPARTM1_!:N'1' ADMINISTRATIVE CLERK JOB SUMMARY •Under"general supervision, performs a variety of difficult typing and clerical tasks in the administration of departmental programs; assists the public in acquiring information and taking advantage of City services; and does related work as required. Class Characteristics Positions in this class are characterized by a variety of clerical and routine administrative or technical tasks requiring knowledge of a specific department's operation for successful performance. The Department Administrative Clerk is distinguished from lower cleri- callclasses by work variety and complexity, supervision based on re- sults, and specialized knowledge requirements. Additionally, there is the expectation that Department Administrative Clerks will continu- ally review their functions and make recommendations for improvement. The limited supervision of other clerical employees may be a position requirement. Representative Duties Types and processes forms, reports, applications, requisitions, memo- randums, letters, and other material necessary to office operations; sets up and maintains filing systems; researches files, compiles rele- vant data, and prepares statistical and narrative reports; responds to public inquiries.concerning departmental activities and programs; • assists program participants in completing necessary applications and forms; addresses and resolves or refers public complaints regarding departmental services; maintains.and processes records on departmental activities; composes and sends out letters and bulletins regarding City programs; coordinates office activities with those of other City departments and outside agencies; receives, sorts, and distributes mail; prepares department payroll; processes purchasing records; obtains quotes for merchandise or services; handles department bill- ings on a regular basis; reconciles budget accounts; conducts surveys and compiles data; participates in the evaluation of departmental programs and services; may type input record data using a computer remote terminal, retrieve data, and operate printer; may perform secretarial work and/or supervise lower level clerical employees. Contacts and Relationships The employee has contact with a variety of people on a daily basis including the public, other City employees, representatives from other agencies and vendors. 0 CITY OF WEST COVINA CLASS SPECIFICATION MAY 1980 DEPARTMENT ADMINISTRATIVE CLERK Continued Accountability • The employee is accountable for applying learned policies, procedures, and rules in carrying out assigned programs. 'The employee must also keep current on City policies, procedures and rules as needed for proper performance of duties. QUALIFICATIONS GUIDE Education Educational achievement equivalent to graduation from high school with training in office practices and procedures. Experience Considerable experience performing clerical and typing tasks of a progressively responsible nature. Some experience in the perfor- mance of tasks in the particular department in which the Department Administrative Clerk position is being filled is required. Skills/Knowledges/Abilities Ability to effectively and courteously address inquiries from the public and City employees on assigned functions; ability to type at a corrected rate of fifty (50) words per minute; considerable knowledge of office practices, procedures, machines, and filing • systems; working knowledge of the procedures, forms,'practices, and the specific functions of the particular department in which the vacancy is being filled; ability to perform simple mathematical computations. • CITY OF WEST COVINA "ii:XII1B.-I':1' I3" PURCHASING ASSISTANT JOB SUMMARY CLASS SPECIFICA`.CION MAY 1980 SALARY RANGE G-8 Under general direction - assists in the procurement of supplies, services, and equipment for use by City departments by performing a • variety of detailed and specialized tasks; and does related work as required. Representative Duties Confers with City departmental representatives regarding purchasing needs and procurement problems; examines and processes departmental requisitions; checks requisitions against departmental budget to in- sure availability of funds; advises departments to initiate fund trans- fers as needed; locates sources of supply and maintains locator files; interviews and corresponds with vendors and others representing sup- ply sources; obtains quotations and places buying orders for standard office supplies; evaluates the quality of merchandise bought and in- sures that all specifications have been met; prepares purchase order and signs orders and requisitions for payment up to $500; assists in preparation of bid specifications and other documents; handles tele- phone and personal inquiries from vendors and departments and follows up on late, damaged, or improper deliveries; investigates inadequate requisitions, delinquent orders, and errors in materials received or invoices; maintains central purchasing record files; maintains infor- mation on new products and market conditions and trehds; checks and processes invoices for payment and charges proper departments and accounts; coordinates all service repair calls on City office machines. QUALIFICATIONS GUIDE • Training and Experience Graduation from high school, or equivalent business school, and con- siderable experience in the procurement of a variety of supplies, ma- terials and equipment or related work; or any equivalent combination of education and experience that would provide the following:. Knowledges and Abilities Considerable knowledge of the methods, practices, and procedures.of governmental purchasing; considerable knowledge of. the types, grades and sources of supply of equipment and supplies to be purchased and of unit price and market trends. Ability to analyze department re- quests and to advise.them in the preparation of bid specifications. Ability to plan and schedule buying activities to meet time require- ments and to take advantage of price differentials; ability to inter- pret market prices and trends; ability to maintain records and prepare reports; ability to establish and maintain effective relationships with others. Skills Typing at 35 words per minute and operation of a 10 key calculator. • CITY OF WEST COVINA "EXHIBIT C" CLASS SPECIFICATION MAY 1980 SALARY RANGE DHR-E Exempt PURCHASING AGENT (Exempt) JOB SUMMARY • This is responsible work in the administration of the central purchas- ing activities for the City. Work involves the execution of central purchasing activities in accordance with legal requirements and de- partmental policies, and for the development, installation, and maint- enance of systems, procedures, and forms necessary to purchasing. The employee participates in the development of purchasing policies and recommends improvements in the purchasing program. Additional respon- sibility extends to specifications development, purchasing records management, and assistance in the development of municipal equipment, supply, and materials requirements. Supervision is,provided over cler- ical personnel engaged in performing the purchasing clerical operations. Duties are performed with considerable latitude and independence, sub- ject to direction and general review by the Finance Director. • Representative Duties Assists in the development of the municipal purchasing policies, de- velops, recommends, and installs appropriate systems, records, forms, procedures, and controls relative to purchasing; supervises and par- ticipates in the preparation of purchase orders for all City depart- ments; checks requisitions and invoices for proper descriptions, quantities, and amounts; prepares or revises purchasing specifications; prepares bid forms, obtains quotation requests, selects bidders, ad- vertises for bids and disbributes bid forms; participates at bid open- ings; supervises and coordinates the activities of the central purchas- ing operation, including buying and warehousing;. and performs related work as assigned. QUALIFICATIONS GUIDE Training and Experience Graduation from a standard high school, supplemented by college -level course work in business administration, and considerable progressive experience in purchasing involving some experience in municipal pur- chasing. Knowledge and Abilities Thorough knowledge of modern governmental purchasing principles,. methods, and procedures; considerable knowledge of general municipal programs, administrative practices and procedures; considerable know- ledge of typical municipal public works materials and equipment, of- fice and maintenance supplies, and of sources of supply. Ability.to analyze commodity requirements, interpret market place and trends, and to apply interpretations to procurement problems; to develop and maintain purchasing systems and procedures; to plan and supervise personnel involved in the purchasing activities; to establish and maintain effective working relationships with depart- ment employees, vendors, and the public; and to communicate clearly and concisely, orally and in writing. 9 .• • CITY OF WEST COVINA Job Summary "EXHTRTT D" COMMUNICATIONS SUPERVISOR (Exempt) CLASS SPECIFICATION JANUARY 1980 SALARY RANGE DHR-E As a member of the Management/Exempt service, under general direc- tion, supervises the staff of the Communications Center on an assigned shift; plans and coordinates the routine and emergency operations of Communications via radio, telephone, teletype, emergency alarm systems and associated equipment, prepares work schedules, acts as a back-up for operators during emergencies or peak load periods; serves as relief operator; and assumes other, responsibilities and performs other duties as required. Representative Duties Departmental - Acts on assigned shift as supervisor of the Communications Center, responsible for the efficient handling of the City's communications systems, preparation of reports, logs, and filing necessary to the operation; assures the prompt response to emergency calls and dispatches appropriate Fire, Police, and/or other City equipment as needed to handle emergencies in the field, and maintains continuous status and location record.of all mobile units; supervises the answering of all switchboard calls to the City Hall, giving information or directing calls to the appropriate Department; directs and supervises the preparation of required reports and summaries of Communications Center activities; super- vises the sending and receiving of teletype messages and routing of same; directs and supervises the indexing and filing of log sheets, message forms, and related information as required; acts as relief operator in the switchboard, radio, and teletype as circumstances dictate; acts as Chief Communications officer of'Civil Defense. Management - Asa member of the City's Management/Exempt service, shall generally participate in the decision -making processes of.. the City's administrative staff to encourage and promote cohesive, viable approaches to improve the organizations effectiveness and effeciency; participate.in, inter- and non -departmental administra- tive matters; devote the amount of time necessary to perform depart- ment duties regardless of work stoppages or other extensive demands; refrain.from representing employee organizations which include non management employees, and faithfully carry out and/or assume such assignments as requested (by the City Manager). QUALIFICATIONS GUIDE Training and Experience Graduation from High School, and Three years' experience in switchboard or radio communications. 0 'CITY OF WEST COVINA CLASS SPECIFICATION COMMUNICATIONS SUPERVISOR JANUARY 1980 (Exempt) SALARY RANGE DHR-E QUALIFICATIONS GUIDE Training and Experience - continued College or trade school education in electronics, administration, • or related fields, may be substituted for experience on a year -for - year basis, to a maximum of two years. Knowledges and Abilities Knowledge of office procedures, switchboard operation, teletype, and good English; knowledge of the principles of supervision and training. Ability: to react quickly and think clearly in emergencies, record spoken information legibly and accurately; I to'broadcast radio instructions with definiteenunciation in a well -modulated voice; to supervise subordinates with, tact and work in harmony with others. Skills Type 40 words per minute. Special Working Conditions May be assigned to any one of three shifts: Day shift, swing shift, or graveyard shift. C� 0 CITY OF WEST COVINA "EXHIBIT E" CLASS SPECIFICATION JANUARY 1980 SALARY RANGE DHR-D POLICE LIEUTENANT (Exempt) Job Summary As is member of the Management/Exempt service, under direction of • Police Chief or designated Commander, monitors and supervises the activities of a bureau, unit or watch; coordinates and controls programs or projects; schedules, assigns, evaluates and counsels personnel; maintains liaison with other units, bureaus and watches; .assures efficient and lawful operations and consistent application of policies; initiates recommendations for improvements in pro- cedures programs or policies; and assumes other responsibilities and performs other duties as required. Representative Duties Departmental - As Watch Commander on an,assigned shift: deploys, trains, supervises, assists, and inspects the uniformed officers and other employees assigned, including investigation officers on certain shifts; supervises patrol units through a subordinate supervisor operating in the field; maintains proper liaison and cooperation with officers in charge of other units, bureaus and divisions. As an'officer in charge of a unit or bureau: 'organizes, trains, supervises, assists, and inspects officers and other employees assigned; assigns cases, reviews progress, and evaluates produc- tivity and effectiveness; maintains proper liaison and cooperation with Watch.Commanders and other units or bureaus. May be assigned additional equivalent responsibilities for moni- toring and coordinating departmental programs. In all assignments is responsible for insuring high operating effectiveness, uniform application of policies, complete legality of all actions, and proper flow of reports and records, through briefings, individual conferences, regular and random inspections, review of individual and activity reports,. investigation of complaints., maintenance of discipline, and active personal contacts. 11 Management - As a member of the City's Management/Exempt service, shall generally participate in decision -making processes of the City s administrative staff to encourage and promote cohesive, Viable approaches to improve the organization's effectiveness and efficiency; participate in inter- and non -departmental administra- tive matters; devote the amount of time necessary to perform depart- ment duties regardless of work stoppages or other extensive demands; refrain from representing employee organizations which includes non -management employees, and faithfully carry out and/or assume such assignments as requested by the City Manager. • • CITY OF WEST COVINA POLICE LIEUTENANT (Exempt) QUALIFICATIONS GUIDE Training and Experience Graduation from high school or G.E.D. and Education Rank In Grade 90 semester units Sergeant 2 Years Knowledge and Abilities CLASS SPECIFICATION JANUARY 1980 SALARY RANGE DHR-D P.O.S.T. Certificate Intermediate Knowledge: of modern methods of police science, organization, and management; of criminal law, laws of arrest, and related legal basis of police activities; of modern investigative methods, crime detection devices and activities, and inter -governmental police services and compensation; of crime prevention and deterrent methods and resources available to police in this field; of the causes, prevention, and control of delinquency; of the rules of evidence and of the laws governing the custody of persons; of traffic enforcement, traffic and accident analysis methods, traffic engineering, and traffic education; of teaching methods and tech- niques. Ability: to plan and coordinate the work of subordinate Police Officers; to lead and train officers in technical lawenforcement work; to prepare accurate and comprehensive reports; to establish and maintain effective working relationships with subordinates, other officers, and the public. Licenses: A valid. California Motor Vehicle Operator's License. •