HomeMy WebLinkAboutResolution No. 4419 RESOLUTION NO. 4419
A RESOLUTION OF THE CITY COUNCIL OF THE
CITY OF DOWNEY IMPLEMENTING MODIFICATIONS
TO THE CLASSIFICATION AND COMPENSATION PLAN
FOR THE CLERICAL AND SECRETARIAL SERIES
WHEREAS, a comprehensive classification and compensation study has been
conducted of the clerical and secretarial series; and
WHEREAS, the results of the classification and compensation study have
been carefully reviewed and evaluated by the City Manager and each of the
department heads.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF DOWNEY DOES RESOLVE AS
FOLLOWS;
SECTION 1. The class specifications for the following classes, marked as
Exhibit D through K attached hereto, are hereby adopted effective on July 1,
1984.
Secretary to the City Manager Administrative Clerk I
Secretary to the Chief Police Administrative Clerk II
Executive Secretary Account Clerk I
Secretary Account Clerk II
SECTION 2. The class specifications for the classes of Police Clerk I
and Police Clerk II, marked as Exhibits L and M, respectively, attached
hereto, are hereby adopted effective on January 1, 1985.
SECTION 3. The existing class specifications for the following classes
are hereby deleted from the Classification Plan:
Executive Secretary Secretary Stenographer
Junior Buyer Senior Account Clerk
License Clerk Senior Cashier
Permit Clerk Senior Executive Secretary
Police Clerk Senior Secretary Stenographer
Purchasing Clerk Senior Typist Clerk
Records Clerk Senior Water Clerk
Records Clerk -- Police Typist Clerk
SECTION 4. The Compensation Plan is amended to designate salary ranges
to classes effective July 1, 1984, as follows:
Class Salary Range
Secretary to the City Manager 19
Secretary to the Chief of Police 18
Executive Secretary 17
Secretary 14.5
Administrative Clerk I 12
Administrative Clerk II 14
Account Clerk I 12
Account Clerk II 14
SECTION 5. The Compensation Plan is amended to designate salary ranges
to classes effective January 1, 1985, as follows:
Class Salary Range
Police Clerk I 14
Police Clerk II 14.5
Secretary 15
SECTION 6. Pursuant to Section 2704 of the Downey Municipal Code, the
classes of Secretary to the City Manager and Secretary to the Chief of Police
are hereby designated as Confidential/Exempt and are thereby designated as
part of the Unclassified Service.
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Exhibit D
City of Downey Class Specification
SECRETARY TO THE CITY MANAGER
Confidential/Exempt
DEFINITION
To perform a variety of complex and responsible clerical, secretarial and
administrative duties for the City Manager.
TYPICAL DUTIES
Compose correspondence independently or from brief instructions.
Act as a receptionist, screen calls and visitors, and refer inquiries as
appropriate; respond to complaints and requests for information regarding
the intent of instructions, precedents and regulations.
Assist in preparing City Council agenda and supporting information.
Take and transcribe dictation from rough draft, shorthand notes or
dictaphone recordings.
Relieve the City Manager of routine duties, gather and prepare
information for routine reports.
Initiate and maintain a variety of files and records of information;
maintain manuals and update resource materials.
Make appointments, arrange conferences and meetings, and make travel
arrangements.
May serve as secretary to a board or commission, preparing the agenda and
taking minutes of the meetings.
DESIRABLE QUALIFICATIONS
Any combination of experience and education that could likely provide the
required skills, knowledge and abilities would be qualifying. A typical
way to obtain the skills, knowledge and abilities would be:
Experience: Five years of increasingly responsible clerical
experience, preferably including two years experience as a
secretary to an executive or administrator.
Education: Equivalent to the completion of the twelfth grade
including or supplemented by specialized clerical courses.
Knowledge of: Principles of supervision, training and performance
evaluation; organization, procedures and operating details
of the Municipal Government; office management and record
keeping principles and procedures; arithmetic, grammar,
spelling and word meaning.
Ability to: Interpret and apply City policies, laws and rules.
Type at a speed of 60 words per minute.
Work independently in the absence of supervision.
Analyze situations carefully and adopt effective course of
action.
compile and maintain complex and extensive records and
prepare reports.
Understand and carry out oral and written directions.
Compose routine correspondence independently.
May require the ability to take dictation at a speed of
not less than 90 words per minute, or effectively utilize
electronic transcription equipment.
SUPERVISION RECEIVED
Direction is provided by the City Manager.
SUPERVISION EXERCISED
May provide supervision to subordinate secretarial or clerical employees.
Exhibit R
City of Downey Class Specification
SECRETARY TO THE CHIEF OF POLICE
DEFINITION
To perform a variety of complex and responsible clerical, secretarial and -
administrative duties for the Chief of Police and do related work as
required.
DISTINGUISHING CHARACTERISTICS
This class is distinguished from the Secretary and Administrative Clerk
classes by its possible requirement to supervise other clerical positions
and /or the greater complexity and responsibility of duties related to its
functioning as the personal secretary to the Chief of Police. This class
entails involvement in or knowledge of confidential matters which may
entail criminal investigations and charges.
TYPICAL DUTIES
Compose routine correspondence not requiring the Chief of Police's
personal attention.
Act as a receptionist, screen calls and visitors, and refer inquiries as
appropriate; respond to complaints and requests for information regarding
the intent of instruction, precedents and regulations.
Participate and assist in the administration of the Police Department;
prepare comprehensive reports; compile annual budget requests and
recommend expenditure requests for designated accounts.
Take and transcribe dictation from rough draft, shorthand notes or
dictaphone recordings, including confidential material such as personnel
background investigations.
Type letters, memorandums, proceedings of meetings; proofread and /or
correct typed material for completeness, spelling, grammatical or
punctuation accuracy.
Independently compose correspondence and routine reports; gather,
tabulate and interpret financial information related to the work
assignment.
Relieve the Chief of Police of routine duties; gather and prepare
information for routine reports.
Initiate and maintain a variety of files and records of information such
as payroll, attendance, budget, production and cost records; maintain
manuals and update resource materials; maintain confidential personnel
files.
Make routine appointments and arrange conferences and meetings.
Operate a variety of office equipment such as photo copiers, word /data
processors, adding machines, calculators, cash register, shredders and
field dispatch equipment.
DESIRABLE QUALIFICATIONS
Any combination of experience and education that could likely provide the
required skills, knowledge and abilities would be qualifying. A typical
way to obtain the skills, knowledge and abilities would be:
Experience: Four years in increasingly responsible clerical
experience, preferably including two years experience
comparable to that of an Administrative Clerk II or
Secretary in the City of Downey.
Education: Equivalent to the completion of the twelfth grade
including or supplemented by specialized clerical courses.
Knowledge of: English usage, arithmetic, spelling, grammer and
punctuation; modern office methods, procedures and
equipment and business letter writing; organization,
procedures and operating details of the City department to
which assigned.
Ability to: Interpret and apply administrative and departmental
policies, laws and rules.
Work independently in the absence of supervision.
Analyze situations carefully and adopt effective courses
of action.
Compile and maintain complex and extensive records and
-- prepare reports.
Understand and carry out oral and written directions.
May require the ability to take dictation at a speed of
not less than 90 words per minute, or the ability to
effectively use electronic transcription equipment.
Type at a speed of 60 words per minute.
SUPERVISION RECEIVED
Direction is provided by the Chief of Police.
SUPERVISION EXERCISED
May provide direct and indirect supervision to other secretarial and
clerical positions.
Exhibit j
City of Downey Class Specification
EXECUTIVE SECRETARY
DEFINITION
To perform a variety of complex and responsible clerical, secretarial and
administrative duties for a department head and do related work as —
required.
DISTINGUISHING CHARACTERISTICS
This class is distinguished from the Secretary and Administrative Clerk
classes by its possible requirement to supervise other clerical positions
and /or the greater complexity and responsibility of duties related to its
functioning as the personal secretary to a department head and
responsibility for overall coordination and production of a departmental
clerical workload.
TYPICAL DUTIES
Compose routine correspondence not requiring the supervisor's personal
attention.
Act as a receptionist, screen calls and visitors, and refer inquiries as
appropriate; respond to complaints and requests for information regarding
the intent of instruction, precedents and regulations.
Participate and assist in the administration of a department; prepare
comprehensive reports; compile annual budget requests and recommend
expenditure requests for designated accounts.
Take and transcribe dictation from rough draft, shorthand notes or
dictaphone recordings.
Type letters, memorandums, proceedings of meetings; proofread and /or
correct typed material for spelling, grammatical or
punctuation accuracy.
Independently compose reports; P y mpose correspondence and routine reports, gather,
tabulate and interpret financial information related to the work
assignment.
Relieve the department head of routine duties; gather and prepare
information for routine reports.
Initiate and maintain a variety of files and records of information such
as payroll, attendance, budget, production and cost records; maintain
manuals and update resource materials.
Make routine appointments and arrange conferences and meetings.
May serve as secretary to a board or commission, preparing the agenda and
taking minutes of the meeting.
Operate a variety of office equipment such as photo copiers, word /data
processors, adding machines, calculators, cash register, shredders and
field dispatch equipment.
DESIRABLE QUALIFICATIONS
Any combination of experience and education that could likely provide the
required skills, knowledge and abilities would be qualifying. A typical
way to obtain the skills, knowledge and abilities would be:
Experience: Four years in increasingly responsible clerical
experience, preferably including two years experience
comparable to that of an Administrative Clerk II or
Secretary in the City of Downey.
Education: Equivalent to the completion of the twelfth grade including
or supplemented by specialized clerical courses.
Knowledge of: English usage, arithmetic, spelling, grammer and
punctuation; modern office methods, procedures and
equipment and business letter writing; organization,
procedures and operating details of the City department to
which assigned.
Ability to: Interpret and apply administrative and departmental
policies, laws and rules.
Work independently in the absence of supervision.
Analyze situations carefully and adopt effective courses
of action.
Compile and maintain complex and extensive records and
prepare reports.
Understand and carry out oral and written directions.
May require the ability to take dictation at a speed of
not less than 90 words per minute, or the ability to
effectively use electronic transcription equipment.
Type at a speed of 60 words per minute.
SUPERVISION RECEIVED
Direction is provided by the department head.
SUPERVISION EXERCISED
May provide direct and indirect supervision to other secretarial and
clerical positions.
Exhibit G
City of Downey Class Specification
SECRETARY
DEFINITION
To perform a variety of complex and responsible clerical and secretarial
duties for a division manager or section head and do related work as
required.
DISTINGUISHING CHARACTERISTICS
This class is distinguised from Administrative Clerk II by its possible
requirement to supervise other clerical positions and /or greater
complexity and responsibility of duties related to its functioning as the
secretary to a division manager or section head.
TYPICAL DUTIES
Depending on assignment, duties may include, but are not limited to the
following:
Exercise independent judgment involving the interpretion of instructions
and knowledge used in carrying out duties.
Perform a wide variety of clerical work including typing, proofreading,
filing, checking and recording information on records.
Answer the telephone and wait on the general public, giving information
and technical assistance as required.
Type letters, memorandums, proceedings of meetings or other materials
from oral direction, rough draft, copy, notes or transcription machine
recordings or stenographic notes; proofread and /or correct typed material
for completeness, spelling, grammatical or punctuation accuracy.
Independently compose correspondence and routine reports; gather,
tabulate and interpret financial information related to the work
assignment.
May regularly take and transcribe minutes of offical and non - official
proceedings.
Receive, read and route mail; sort and file documents and records
according to predetermined classifications, maintaining alphabetical,
index and cross- reference files; check invoices and prepare requisitions
and perform arithmetical calculations.
Operate a variety of office equipment such as photocopiers, word /data
processors, adding machines, calculators, cash registers, shredders and
field dispatch equipment.
May receive and account for receipts for City services.
Serve as telephone operator- receptionist as assigned.
Prepare statistical reports; prepare purchase orders; order and maintain
office supplies.
DESIRABLE QUALIFICATIONS
Any combination of experience and education that could likely provide the
required skills, knowledge and abilities would be qualifying. A typical
way to obtain the skills, knowledge and abilities would be:
Experience: Two years experience comparable to that of an
Administrative Clerk II with the City of Downey.
Education: Equivalent to completion of the twelfth grade, including
or supplemented by specialized clerical courses.
Knowledge of: Organization, procedures and operating details of the
department or function to which assigned; English usage,
arithmetic, spelling, grammer and punctuation; office
methods and equipment.
Ability to: Perform complex clerical work.
Operate office appliances and properly apply office
methods, rules and policies.
Understand and correctly use oral and written directions.
May require the ability to take dictation at a speed of
not less than 90 words per minute, or the ability to
effectively use electronic transcription equipment.
Type at a speed of not less than 50 words a minute.
SUPERVISION RECEIVED
Direction is provided by division manager or section head.
SUPERVISION EXERCISED
May provide direct or indirect supervision to other clerical positions.
Exhibit H
City of Downey Class Specification
ADMINISTRATIVE CLERK I
DEFINITION
To perform a wide variety of typing and clerical duties under
supervision; to perform related work as required.
DISTINGUISHING CHARACTERISTICS
This is the entry level class in the clerical series. The class is
distinguished from the Administrative Clerk II class by the routine and
repetitive duties performed according to established procedure and under
supervision. Generally, work is reviewed both during its performance and
upon completion, and changes in procedure or exceptions to rules are
explained in detail as they arise. Vacant positions assigned to the
class of Administrative Clerk II are generally filled at the
Administrative Clerk I level. When used as a training level, incumbents
in the Administrative Clerk I class may reasonably expect to have their
position eventually allocated to the II level as skills, knowledge,
abilities and assigned responsibilities increase. (Refer to class
specification for Administrative Clerk II.) Progression to the
Administrative Clerk II level will be based upon the merit of the
individual employee as determined by the appropriate supervisory
personnel and the concerned department head.
TYPICAL DUTIES
Depending on assignment, duties may include, but are not limited to, the
following:
Perform a wide variety of routine clerical work including typing,
proofreading, filing, billing, checking and recording information on
records.
Answer the telephone and wait on the general public, giving information
as required; may collect and receipt monies provided for payment of
service fees, rents, fines, etc.
Type letters memorandums, financial reports, criminal reports or other
materials from oral direction, rough draft, copy, notes or transcribing
machine recordings; proofread and /or correct typed material for
completeness, spelling, grammatical or punctuation accuracy.
Operate adding machine and a variety of other office appliances such as
photocopiers, electronic telephone switchboard, word /data processors,
cash registers, shredders and field disptach equipment.
Prepare statistical reports.
May process and maintain personnel and payroll records and forms of
departmental personnel.
May process warrants, subpoenas, order to show cause and other related
material.
May receive and process receipts for City services; check invoices and
requisitions, and perform arithmetical calculations.
Sort and file documents and records according to predetermined
classifications, maintaining alphabetical, index and cross - reference
files.
Provide temporary and vacation relief in similar occupational fields as
necessary.
DESIRABLE QUALIFICATIONS
Any combination of experience and /or education that could likely provide
the required skills, knowledge and abilities would be qualifying. A
typical way to obtain the skills, knowledge and abilities would be:
Experience: Some clerical experience or exposure to office methods and
practices through specialized clerical courses.
Education: Equivalent to the completion of the twelfth grade
including or supplemented by specialized clerical course.
Knowledge of: English usage, spelling, grammer, punctuation and
arithmetic; office machines and equipment.
Ability to: Perform routine clerical work.
Learn to operate office appliances, and learn office
rules, methods and policies.
Understand and carry out oral and written directions.
Work cooperatively with others.
Type at a speed of not less than 40 words per minute.
SUPERVISION RECEIVED
Supervision is provided by professional or technical personnel, or higher
level clerical /secretarial personnel.
Exhibit I
City of Downey Class Specification
ADMINISTRATIVE CLERK II
DEFINITION
To perform a wide variety of typing and specialized clerical duties
requiring working knowledge of program operations with only occasional —
assistance or instructions andmay entail significant public countact
responsibility; to perform related work as required.
DISTINGUISHING CHARACTERISTICS
This is the journey level class in the clerical series. Positions in
this class are assigned difficult and complex clerical and routine
administrative technical work. The class is distinguished from the
Administrative Clerk I class by a complete knowledge of departmental
procedures and precedents applicable to the function assigned. Positions
in this class are normally filled by advancement from the lower grade of
Administrative Clerk I, or, when filled from the outside, require prior
clerical experience. Incumbents are assigned primary responsibility for
maintaining records, carrying out procedures, and effecting public
contacts which involve the exercise of a greater degree of independent
judgment, technical knowledge and initiative, with a minimum of super-
vision. Incumbents are expected to deal with the public and solve most
work- related problems independently and refer to supervisory personnel
only those matters which involve policy interpretation or decision,
technical questions and unusual public relations problems.
TYPICAL DUTIES
Depending on assignment, duties may include, but are not limited to the
following:
Exercise independent u
p judgment involving interpretation of instruction and
knowledge of precedent used in carrying out duties.
Perform a wide variety of clerical work which may include typing,
proofreading, filing, coding, billing, checking and recording information
on records.
Answer the telephone and wait on the general public giving information
and technical assistance as required; act as cashier in collection and
receipt of monies in processing payments for bills, service fees, rents,
fines, etc.
Type letters, memorandums, financial reports and other materials from
oral direction, rough draft, copy, notes or transcribing machine
recordings
Independently compose correspondence and routine reports; gather,
tabulate and interpret financial information related to the work
assignment.
Operate adding machine and a variety of other office appliances such as
photocopiers, electronic telephone switchboard, calculators, microfilm
feeders and field dispatch equipment; may perform equipment /system
maintenance checks; may use data or word processing equipment to produce
routine reports, correspondence or forms; enter, update and /or extract
stored information using such equipment.
Research reference materials to respond to public /client inquiries.
Sort and file documents and records according to predetermined
classifications, maintaining alphabetical, index and cross - reference
files.
Check invoices and requisitions and perform arithmetical calculations.
Receive, sort and distribute incoming and outgoing mail.
Prepare statistical reports.
Provides temporary and /or vacation relief in similar occupational fields.
DESIRABLE QUALIFICATIONS
Any combination of experience and education that could likely provide the
required skills, knowledge and abilities would be qualifying. A typical
way to obtain the skills, knowledge and abilities would be:
Experience: Two years of increasingly responsible clerical experience
which includes frequent public contact comparable to that
of an Administrative Clerk I with the City of Downey.
Education; Equivalent to completion of the twelfth grade including or
supplemented by specialized clerical courses.
Knowledge of: Organization, procedures and operating details of the City
department and function to which assigned; English usage,
spelling, grammer, punctuation and arithmetic; modern
office methods equipment.
Ability to: Perform complex clerical work with limited supervision.
Operate modern office appliances and properly apply office
methods, rules and policies.
Understand and carry out oral and written directions.
Work cooperatively with others and meet with the public
with courtesy and tact.
Depending on an assignment, candidates must demonstrate
the ability to take simple meeting notes, take shorthand
or perform tape transcription.
Type at a speed of 45 words per minute from clear copy,
depending on assignment.
SUPERVISION RECEIVED
Supervision is provided by professional or technical personnel, or higher
level clerical /secretarial personnel.
SUPERVISION EXERCISED
Assignment may require the technical supervision of Administrative Clerk
I positions.
--- I I
II
Exhibit 1
City of Downey Class Specification
ACCOUNT CLERK I
DEFINITION
Under supervision, to perform routine bookkeeping work that involves
posting, checking entries and balancing accounts in an accounting system;
to perform clerical work in connection with financial transaction and
keeping and receiving financial and statistical reports; and to do
related work as required.
DISTINGUISHING CHARACTERISTICS
This is the entry level class for clerical accounting employees.
Employees in this class normally work under close and continuous super-
vision performing a group of repetitive or closely related duties
according to established procedures. While a variety of tasks may be
assigned, each step usually fits a pattern which has been observed and
reviewed both during its performance and upon completion, and changes in
procedure or exceptions to rules are explained in detail as they arise.
Under this training concept, positions assigned to the class of Account
Clerk II which become vacant may reasonably be filled at the Account
Clerk I level.
TYPICAL DUTIES
Depending on assignment, duties may include, but are not limited to, the
following:
Maintain general and subsidiary ledgers, daily logs and other records
according to established revenue and expenditure account classifications.
Post entries from supportive records and balance against other records.
Process and audit invoices for payment to vendor.
Open and close accounts.
Check records and papers for clerical and arithmetic accuracy,
completeness and compliance with established standards and procedures.
Prepare financial and statistical reports.
Receive cash, issue receipts, take balances and reconcile simple
statements.
Review, calculate and perform payroll adjustments; audit and reconcile
the payroll register; prepare accounting records and reports such as
State and Federal Income Tax and PERS reports.
Prepare and maintain accounting records for State and Federal grant
programs.
Prepare, post and check a variety of revenue and expenditure information
for submittal to data processing.
DESIRABLE QUALIFICATIONS
Any combination of experience and /or education that could likely provide
the required skills, knowledge and abilities would be qualifying. A
typical way to obtain the skills, knowledge and abilities would be:
Experience: Some practical experience performing a variety of clerical
bookkeeping assignments.
Education: Equivalent to the completion of the twelfth grade
including or supplemented by specialized courses in
bookkeeping.
Knowledge of: Principles and practices of bookkeeping. Modern office
practices and procedures.
Ability to: Operate a sophisticated calculator and other common office
machines.
Perform varied clerical work and learn varied office
procedures and accounting system requirements.
Understand and carry out oral and written instructions.
Work with speed and accuracy.
Type at a speed of 40 words per minute from clear copy.
SUPERVISION RECEIVED
Supervision is provided by professional or technical personnel or by
higher level para - professional or clerical personnel.
Exhibit K
City of Downey Class Specification
ACCOUNT CLERK II
DEFINITION
Under supervision, to perform bookkeeping and clerical work that involves
posting, checking entries and balancing accounts in an accounting system;
to perform a variety of tasks in connection with financial transactions
and keeping and reviewing financial statistical reports; and to do
related work as required.
DISTINGUISHING CHARACTERISTICS
Positions in this class are normally filled by advancement from the lower
grade of Account Clerk I, or, when filled from the outside, require prior
clerical accounting experience. An Account Clerk II works under general
supervision and, within a framework of established procedures, is
expected to perform a variety of accounting duties with only occasional
instruction or assistance. Adequate performance at this level requires
the knowledge of departmental procedures and precedence, and the ability
to choose among a number of alternatives in solving routine problems. An
Account Clerk II is expected to work productively even in the absence of
supervision. Work is normally reviewed only on completion and for
overall results.
TYPICAL DUTIES
Depending on assignment, duties may include, but are not limited to, the
following:
Maintain general and subsidiary ledgers, daily logs and other records
according to established revenue and expenditure account classifications.
Post entries from supportive records and balance against other records.
Process and audit invoices for payment to vendor.
•
Open and close accounts. Prepare financial and statistical reports.
Check records and papers for clerical and arithmetic accuracy,
completeness and compliance with established standards and procedures.
Receive cash, issue receipts, take balances and reconcile simple
statements.
Maintain accounting records for State and Federal grant programs.
Prepare and maintain fixed asset inventory records.
Review, calculate and perform payroll adjustments; audit and reconcile
the payroll register; prepare accounting records and reports such as
State and Federal Income Tax and PERS reports.
Prepare, post and check a wide variety of revenue and expenditure
information for submittal to data processing.
DESIRABLE QUALIFICATIONS
Any combination of experience and education that could likely provide the
required skills, knowledge and abilities would be qualifying. A typical
way to obtain the skills, knowledge and abilities would be:
Experience: Two (2) years of experience performing a variety of
clerical bookkeeping assignments comparable to the duties
of an Account Clerk I in the City of Downey.
Education: Equivalent to completion of the twelfth grade including or
supplmented by courses in bookkeeping.
Knowledge of: Principles and practices of public agency bookkeeping.
Modern office practices and procedures. Municipal
accounting system requirements and procedures. Basic
arithmetic.
Ability to: Operate a sophisticated calculator and other common office
machines.
Perform varied clerical work and learn varied office
procedures and accounting system requirements.
Interpret laws, rules and regulations relating to fees and
permits.
Understand and carry out oral and written instruction.
Work independently in the absence of supervision.
Type at a speed of 45 words per minute from clear copy.
SUPERVISION RECEIVED:
Supervision is provided by professional or technical personnel or by ---
higher level para - professional or clerical personnel.
SUPERVISION EXERCISED
Assignment may require the technical supervision of Account Clerk I
positions.
Exhibit L.
City of Downey Class Specification
POLICE CLERK I
DEFINITION
To perform a variety of law enforcement related typing and clerical work
under supervision on a rotating shift basis; to perform police matron
duties; to perform related work as required.
DISTINGUISHING CHARACTERISTICS
This is the journey level class in the Police Department Records
Bureau. The position is distinguished from the general clerical series
by the requirements of rotating shift work and matron duties. The Police
Clerk I class entails the performance of a variety of clerical and
support functions which are unique to the occupational field of law
enforcement. Incumbents are provided with the experience needed to
successfully compete for promotion to the advanced classification of
Police Clerk II. Advancements may be attained to Police Clerk II only
through the competitive promotional examination process.
TYPICAL DUTIES
Duties may include, but are not limited to, the following:
Take minor incident reports at public service counter or over the
telephone.
Provide criminal and incident information to officers, detectives and
other agencies and the general public, as constrained by departmental
policy.
Maintain subpoena log for officers and citizens; inform officers of case
status.
Type, process and distribute required forms and reports from rough
drafts, marginal notes, verbal instructions or recording devices.
Record, tabulate and type departmental statistical data for internal as
well as other agency distribution.
Process arrest reports for the department; maintain an arrest and
citation register, including court dispositions.
Receive, distribute and dispatch daily mail for the Records Bureau.
Maintain files of crime and incident reports, arrests, gun sales, field
interrogations, bicycles, warrants, traffic collisions and other records
required by the department.
Operate computer terminal, photocopy machine, microfilm reader printer,
etc.
Assist officers in custody and transportation of female prisoners; search
female prisoners.
Assist desk sergeant with minor civil matters, such as crime and
collision report copies.
DESIRABLE QUALIFICATIONS
Any combination of experience and /or education that could likely provide
the required skills, knowledge and abilities would be qualifying. A
typical way to obtain the skills, knowledge and abilities would be:
Experience: Some clerical experience or exposure to office methods and
practices through specialized clerical courses.
Education: Equivalent to completion of the twelfth grade including or
supplemented by specialized clerical courses.
Knowledge of: English usage, spelling, grammar, punctuation and
arithmetic; office methods and equipment.
Ability to: Learn to operate office equipment, and learn departmental
office methods, rules and policies.
Understand a variety of complicated processes.
Work with speed and accuracy.
Effectively communicate orally; work cooperatively with
others.
Type accurately at a speed of not less than 40 net words
per minute.
SUPERVISION RECEIVED
Supervision is provided by the Police Records Supervisor, Police Clerk II
or professional or technical personnel.
EXHIBIT
City of Downey Class Specification
POLICE CLERK II
DEFINITION
To perform a variety of complex law enforcement related typing and
clerical work requiring extensive knowledge of departmental operations on
a rotating shift basis; to perform police matron duties; to perform
related work as required.
DISTINGUISHING CHARACTERISTICS
The classification of Police Clerk II is promotional from Police Clerk I
and may involve occasional supervisory and training /orientation
responsibilities. Police Clerk II rank is below and provides potential
promotional opportunity to Police Records Clerk. This class is also
distinguished from Police Clerk I by a complete knowledge of procedures
and operations. Incumbents are expected to exercise a greater degree of
independent judgment, technical knowledge and initiative with a minimum
of supervision.
TYPICAL DUTIES
Duties may include, but are not limited to, the following:
Take minor incident reports at public service counter or over the
telephone.
Provide criminal and incident information to officers, detectives and
other agencies and the general public, as constrained by departmental
policy.
Maintain subpoena log for officers and citizens; inform officers of case
status.
Type, process and distribute required forms and reports from rough
drafts, marginal notes, verbal instructions or recording devices.
Record, tabulate and type departmental statistical data for internal as
well as other agency distribution.
Process arrest reports for the department; maintain an arrest and
citation register, including court dispositions.
Receive, distribute and dispatch daily mail for the Records Bureau.
Maintain files of crime and incident reports, arrests, gun sales, field
interrogations, bicycles, warrants, traffic collisions and other records
required by the department.
Operate computer terminal, photocopy machine, microfilm reader printer,
etc.
Assist officers in custody and transportation of female prisoners; search
female prisoners.
Assist desk sergeant with minor civil matters, such as crime and
collision report copies.
Train, orient and provide direction to employees in the classification of
Police Clerk I. _
DESIRABLE QUALIFICATIONS
Any combination of experience and education that could likely provide the
required skills, knowledge and abilities would be qualifying. A typical
way to obtain the skills, knowledge and abilities would be:
Experience: Two years of increasingly responsible law enforcement
clerical experience comparable to that of Police Clerk I
with the City of Downey Police Department.
Education: Equivalent to completion of the twelfth grade including or
supplemented by specialized clerical courses.
Knowledge of: English usage, spelling, grammar, punctuation and
arithmetic; office methods and equipment.
Ability to: Learn to operate office equipment, and learn departmental
office methods, rules and policies.
Understand a variety of complicated processes.
Work with speed and accuracy.
Type accurately at a speed of not less than 40 net words
per minute from clear copy.
Effectively communicate orally; work cooperatively with
others.
Type accurately at a speed of not less than 40 net words
per minute.
SUPERVISION RECEIVED
Supervision is provided by professional or technical personnel.
SUPERVISION EXERCISED
May provide direct or indirect supervision of Police Clerk I positions.
All monetary fringe benefits such as medical, dental and life insurance
currently or hereafter provided to employees in the Classified Service
represented by the Downey City Employees Association are approved for
Confidential/Exempt personnel unless otherwise specified.
SECTION 7. The City Clerk shall certify to the adoption of this
resolution and provide for the appropriate distribution thereof.
APPROVED AND ADOPTED this 26th day of June, 198•
-ar
ATTEST
4
City Clerk
I HEREBY CERTIFY that the foregoing resolution was duly adopted by the
City Council of the City of Downey at a regular meeting thereof held on
the 26th day of June , 1984, by the following vote, to wit:
AYES: 4 Council Members: Jackman, Barb, Quinn, Cormack
NOES: 0 Council Members:
ABSENT: 0 Council Members:
l , � -``
ABSTAIN 1 Council Members: Davila �� ,
ri
Jj/ r
City Clerk