Resolution - 6348RESOLUTION NO. 6348
A RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF WEST COVINA, CALIFORNIA, AMENDING THE CLASS
SPECIFICATIONS FOR CLERK -TYPIST, CLERK -STENOGRAPHER
AND SECRETARY; AMENDING RESOLUTION NO. 6180 RE-
LATING TO THE AUTHORIZED POSITION LIST; AND
AMENDING RESOLUTION NO. 6278 RELATING TO THE CITY'S
BASIC PAY RANGE STRUCTURE.
The City Council of the City of West Covina does hereby
resolve as follows:
SECTION 1. Pursuant to the recommendation of the Per-
sonnel Commission of the City of West Covina, the "experience requirements"
in the class specifications for:
a. Clerk -Typist
b. Clerk -Stenographer
C. Secretary/Department Secretary
attached hereto and marked Exhibits A, B and C, and by this reference in-
corporated herein, are hereby amended.
SECTION 2. Pursuant to the recommendation of the Per-
sonnel Commission of the City of We.s.t Covina, the class specification
for Clerk -Stenographer is hereby amended by:
a. Deleting the title of Clerk Stenographer; and
b. Adding the title of Secretary -Stenographer
as incorporated in Exhibit B attached hereto.,
SECTION 3. Pursuant to Section 2 of this resolution,
Resolution No. 6180 relating to the Authorized Position List is hereby
amended to incorporate the title of Secretary -Stenographer in place of
the title Clerk -Stenographer in each.section in which.the title.of
Clerk -Stenographer currently appears.
SECTION 4., Pursuant to Section of this resolution,
Section 4 of Resolution No. 6278 relating to the City's Basic Pay Range
Structure is hereby amended to incorporate the title of Secretary -
Stenographer in place of the title.Cle.rk-Stenographer..
SECTION 5. The City Clerk shall certify to the adoption
of this resolution.
ATTEST:
ADOPTED AND APPROVED this 26th day of.^flay 198.1.
City Clerk
•
I hereby certify that the foregoing resolution was duly
adopted by the.City Council of the City of West Covina at a regular
meeting thereof held on the' `26'th day of May 1981, by the
following vote of the Council
y
AYES: Councilmen.: Bacon, Tennant, Chappell, Tice, Shearer
NOES: Councilmen: alone
ABSENT: Councilmen: None
City Clerk
APPROVED AS TO FORM:
C y Attorney
CITY OF WEST C.OVIV
SECRETARY
JOB SUMMARY
CLASS SPECIFICATIONS
REVISED MAY 1981
CONFIDENTIAL/EXEMPT
11nder direction - assists the administrative head of a major de-
partment or office by relieving him of administrative detail and
by supervising and coordinating office operations; compiles data
and information and drafts reports and letters; assists in coordi-
nating communications within the department or office, and with
other departments.and the public; and assumes and performs related
duties as required.
Representative Duties
Organizes Lie-fIow "of communications, paper work and activity
through the particular department, division, or office, including
staff, other City staff, and visitors; maintains calendar and acts
as secretary to the head of the office and as many as three prin-
cipal assistants; directly supervises and trains one to three office
employees and indirectly s-upervises, coordinates, or maintains li-
aison with many other office employees working in other units of the
department, division, or office; compiles, researches, and organizes
data and information and drafts reports; assists in compiling infor-
mation for annual budgets and special projects; maintains personnel,
payroll, equipment, activity and other official records; assumes re-
sponsibility for their accuracy and completeness, and maintains pro-
per liaison with City payroll, purchasing, personnel, and other
offices; drafts correspondence independently; organizes and maintains
Official files and proper work controls; maintains confidential files;
takes dictation from office personnel and at various meetings; reminds
supervisor of schedules, appointments, and due dates, and insures
• files, facts, and supporting information are before him/her when
needed; supervises and prepares personnel and purchasing transactions;
indoctrinates new employees and explains departmental and city poli-
cies to them.
Organizational Responsibilities
Positionsinthis Class -report to the head of a major department,
office or division and are responsible for managing the filing, docu-
ments and records and for coordinating the flow of paper work and
communications for that office; normal responsibility includes super-
vision of a small clerical staff, serving the secretarial needs of a
number of professional staff, and learning and applying the legal,
technical and specialized subject matters and vocabulary of the office
served.
QUALIFICATIONS GUIDE
Trainin, and Experience
Cra uation from high school or equivalent, including or supplemented by
courses in office management, shorthand, and typing; and three years
of responsible clerical experience of which one year s all have been
at a stenographic level.
(Continued)
n
U
' f ► T Y �i f' w f? S'f f'r, � T N !1 _1 - ------ --------.-�.---
CLASS SPECIFICATT,ONS
REVTS'FD iiAY 1981
SE(;RI:TA1tY(Cont r,,ued) CONFTDENTIAL/FXEPIPT
Knowledge and Ahilit
TE—oroug now a ge o. English, grammar, spelling, filing, and arith-
metic; of modern office methods, procedures, terms, and equipment;
good knowledge of the principles of office management, supervision,
• and training; operating knowledge of city government and organization;
vocabulary at the 14th grade level.
Ability to spell and to use good English; to perform a variety of
difficult office and clerical work requiring independent judgment;
to lay out work for other employees; to direct them in their activi-
ties and to get them to work together effectively; to win the respect
and friendship of the public; to understand,their problems or com-
plaints, and to give clear and satisfactory explanations; to work
independently in the absence of specific instructions; to follow
oral and written instructions; to read and understand all types of
written materials.
Personal Qualities
Pleasing personal ty; good judgment; willingness to assume responsi-
bility, a sense of priorities, reportorial accuracy.
Skills
11-ctation: 100 wpm; Typing: 55 wpm; Transcription: 2S wpm
DEPARTMENT SECRETARY DESIGNATION
The designation of "Department Secretary" shall be a salary differ-
ential of 7-'% over Secretary for those employees meeting the following
qualifications and approvals;
• 1. Minimum of two (2) years' experience with the City
full-time capacity in the classification of Secretary; in a
2. Currently filling a position as Secretary to a department
or division head;
3. Current work duties that significantly involve higher secre-
tarial and basic administrative functions. (Must be shown by Personnel
Office analysis of job duties that duties involve administrative,
analytical, evaluative and/or administrative policy -making assistance
to department head not generally associated with entry Secretary
Class).
4. Recommendation of department or division head in view of
training, experience, work duties, and high level of performance in
current position; and
S. Approval of the City Manager.
NnTr: Secretaries who are transferred shall neither obtain nor
lose the Department Secretary designation by virtue of the
transfer.
0
CITY OF WEST COVIN.
SECRETARY -STENOGRAPHER
J08 SUMMARY
CLASS SPECIFICATION
REVISED MAY 1981
Under general supervision - performs a variety of clerical and record
keeping work; takes shorthand notes from dictation and transcribes them
on a typewriter; does general typing and office work; and does related
work -as required.
Representative Duties
Takes shor—t-1—a-fi-d notes from dictation and transcribes them; composes
letters from marginal notes or oral or written instructions; types
letters, circulars, reports, records, work orders, payrolls, bills,
vouchers, warrants, and requisitions involving the use of some inde-
pendent judgments; answers inquiries about departmental standards and
procedures; arranges committee meetings; records the sense of meetings
for the minutes; posts and makes entries in books of account or other
records; processes bills for payment; maintains mailing lists, files,
and card indexes; extends and computes figures for requisitions and
other forms; cares for supplies; keeps time reports of employees and
prepares payroll and work reports; proofreads material; reads and
routes mail; cuts stencils, serves as receptionist; accepts payments;
prepares receipts,and deposit slips, may operate addressing, calculating
bookkeeping, and duplicating equipment; compiles, computes, types, and
mimeographs,reports, maintains a calendar of appointments; prepares
legal documents, following known statutory procedures rather than
specific directions; maintains file or scrapbook of newspaper articles;
• maintains inventories; interviews applicants for licenses and fills
out forms; may enter drawings on maps; may keep petty cash fund; or or substitutes for superiors in handling more responsible office work.
When assigned to the Police Department, searches and assists in the
transportation of female prisoners, and cares for Juveniles.
QUALIFICATInNs GUIDE
Training and Experience
Gr1 u.ation from high school or equivalent, including or supplemented
by courses in office management, shorthand and t
• l work and prior
office -experience
performing responsible clerical work."—
Knowled,es and Abilities
Thorough snow a ge o )usiness letter writing and business forms;
working knowledge: of modern office methods, procedures, and equipment;
Of simple legal procedures and forms.
Ability: to•spell and to use good English; to perform a variety of
clerical work; to make accurate comparison and computations;
es-
tablishing and maintaining indexes and files; to understand and carry
(continued)
rTTY OF WEST CnVIN CLASS SPECIFICATION
Secretary -Stenographer (Cont.) REVISED MAY 1981
Knowlednes and Abilities (continued)
Ability (continued)
out oral and written directions; to win the respect and friendship of
the public, to understand their questions, and to give clear and
• satisfactory explanation; to maintain good relationships with other
people; a high degree of clerical aptitude.
Skills
Diictation at 80 wpm; transcription at 25 wpm
Typing at SO wpm
C 1
rTTY OF WFST COVIY
^� CLASS SPECIFICATION
REVISED MAY 1981
CLERK - TYPIST
JOB SUMMARY
Under general supervision - performs varied clerical and record
keeping work; does general typing; and does related work as required.
Representative Duties
Types letters, documentso and reports from rough drafts, marginal
notes or oral or written instructions; types warrants, bills, and
statistical data; posts records and makes extensions; receives,
distributes, and dispatches mail; checks columns of figures and
names; checks and tabulates statistical information; maintains
mailing lists; checks and alphabetizes records; arranges material
for typing; reads proof; prepares and checks Payrolls; enters
information on cards, forms and maps; posts information; maintains
visible and loose-leaf files; computes charges; addressing, billing,
and photostating equipment; prepares checks; controls and keeps
records of small petty cash accounts; transcribes dictating machine
records; assists or substitutes for superiors in handling more
responsible office work.
When assigned to the Police Department, searches and assists in the
transportation of female prisoners, and cares for juveniles.
QUALIFICATIONS GUIDE
Training and Experience
• rra uat on from g sc ool or equivalent, including or supplemented
by courses in typing and office management.
Knowled es and Abilities
Knowledge: of mo ern o fice methods, procedures, and equipment; of
arithmetic and good English.
Abilit to spell correctly and to use good English; to perform a
var ety of clerical work; to make comparisons and computations quickly
and accurately; skill in indexing and filing; to win the respect and
friendship of people, to understand their problems, and to give clear
and satisfactory explanations to them; to work cooperatively with others;
a high degree of clerical aptitude and liking for office work.
Skills
TYT at SA words per minute.
0