Loading...
HomeMy WebLinkAbout03.h. Revise job classification of Administrative Services SupervisorCentral Contra Costa Sanitary District BOARD OF DIRECTORS , POSITION PAPER Board Meeting Date: July 11, 2013 Subject: ADOPT REVISIONS TO THE ADMINISTRATIVE SERVICES SUPERVISOR JOB CLASSIFICATION Submitted By: Initiating Dept. /Div.: Curt Swanson Administration /Human Resources Provisional General Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION: T. O'Malley — Human Resources Manager C. Swanson Provisional General Manager ISSUE: Board of Directors' approval is required when making revisions to job classifications. RECOMMENDATION: Adopt revisions to the Administrative Services Supervisor job classification. FINANCIAL IMPACTS: There is no fiscal impact associated with this request. ALTERNATIVES /CONSIDERATIONS: Do not adopt the revisions to the job classification. If this action is not approved, the Administrative Services Supervisor classification will not accurately reflect the essential functions and the minimum qualifications required for this classification. BACKGROUND: Staff has evaluated the Administrative Services Supervisor job classification and determined that several changes are necessary in order to accurately reflect the minimum qualifications required for this classification and to update the essential functions as this job classification has not been reviewed or revised since 2008. Attached is the draft revised job classification. Any additions are denoted in blue and any deletions are denoted by red strikeouts. As the changes to the job description are not substantive and result in no financial impact, this matter is being sent directly to the Board without convening a Human Resources Committee meeting. Additionally, the District and the Management Support/Confidential Group agree upon the changes to the Administrative Services Supervisor job classification. RECOMMENDED BOARD ACTION: Adopt revisions to the Administrative Services Supervisor job classification. Attached Supporting Document: 1. Draft revised Administrative Services Supervisor job classification CENTRAL CONTRA COSTA SANITARY DISTRICT Effective: 07/11/1307/01/08 Range: S -62 Respirator Class: 3 ADMINISTRATIVE SERVICES SUPERVISOR DEFINITION Plan, organize, direct, and review the daily administrative operations Pe; form a variety of ^^mplex and ^.,r,fir-eRti seGretarial d administrative •' for a District department; budget; and perform other related duties as assigned. DISTINGUISHING CHARACTERISTICS This classification is distinguished by the confidential nature of the work that is performed as defined by the Meyers - Milias -Brown Act. It is further distinguished from other advaR ^ ^d 1 administrative classifications pesitions by its handling the supervisory responsibilities assigned to this classification. SUPERVISION RECEIVED AND EXERCISED Receive direction from a Department Director, Secretary of the Districts or other management personnel. Exercise direct geRera-I supervision over subordinate administrative and clerical positions within the department w0th;n the admiRistrative support systern as appropriate. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following: Develop and implement the goals objectives and priorities of the Administrative Section for assigned Department. Perform a variety of highly complex and confidential secretarial ^nom administrative u� �aT duties for a department_.; far_ management C M. T.1 r P CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Services Supervisor (Continued) Supervise subordinate personnel which includes scheduling and prioritizing work training, evaluating, and monitoring performance and taking any appropriate disciplinary action. Own ANN C!"Ai$ W�mhdr a Assist in the preparation of the Department and /or Division's budget and traG , expeRdit re .and control and monitor the and EeRtrel Administrative Section's budget throughout the fiscal year. Act as a receptionist as needed; screen calls and visitors and refer inquiries as appropriate; respond to complaints and requests for information based upon District policies and procedures. Maintain appointment calendars and schedule meetings; make travel arrangements, as required. Research, compile, and analyze data for special projects and various reports including findings and recommendations. Prepare various types of reports and correspondence Attend and take minutes of speGified meetings; transcribe notes and draft in an accurate and appropriate format. Initiate and maintain a variety of files and records; maintain manuals and update resource materials. Ensure that files and records are maintained in compliance with District policies regulatory requirements and /or established Departmental procedures 2 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Services Supervisor (Continued) . Track due dates for a range of deliverables, including personnel, administrative, and ap,d- regulatory reports. Participate in various conferences /trainings in order to maintain awareness of new trends and developments related to departmental duties Perform related duties as required. When assigned to Collection System or Plant Operations: Perform specialized work and provide information to department staff related to Human Resources (performance evaluations disciplinary actions and other personnel actions), payroll, accounting, purchasing, safety, and general District information. Manage petty cash fund, handle disbursements., and balance fund. When assigned to Administration: Oversee MaaRta;„ and update the District's records management program, which includesi-pg the review and modification of the records inventory system, classification and indexing system, retention schedules, and storage and retrieval processes.-,L' � Ensure that the records management program and processes are in compliance with all applicable District policies and Federal State and local laws and regulations Manage the records information management software and make recommendations for improvements and efficiency. Research, evaluate, and recommend solutions for records related issues etectFe Oversee epeFati9R of and advise maRagemeRt regarding needs ef the Rec-erd6 Center Reeds a6 apprepriate-. Assist District staff in the application of the District's records management policies and CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Services Supervisor (Continued) procedures within their respective Departments Oversee the District's response to Public Records Act Requests and other legal and operational requests for records. Monitor and analyze changes in legislation and regulations that impact records management and develop and implement programs that ensure District compliance Conduct records audits, as needed. Conduct periodic training of employees regarding records management policies and procedures, as well as, the records information management software.-. Oversee District micrographics and electronic storage program in collaboration with the Information Technology Division- ,- inalud determine" atieR of appropriate software applications and - recommend L s_ Felatove te vendor selection. -q a4y Identify and ensure the protection of vital and archival records through off -site storage., aP - appropriate micrographics applications., and /or electronic storage. KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: English usage, spelling, grammar, and punctuation. Modern office methods, procedures, and equipment including computer use and various computer software applications. . Principles and practices of performance management and supervision Principles and practices of budget administration Safety precautions as required by the District including but not limited to Cal /OSHA General Industry Safety Orders Districts Respiratory Protection Program, and District Safety Directives. 0 CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Services Supervisor (Continued) When assigned to Administration: Principles and practices of records management. Records information management software and applications Methods and techniques of electronic record management. Applicable Federal, State local laws regulations and District procedures as they relate to the maintenance, control retention release and disposition of District records. Methods and practices of training various staff and user groups. PrinGiples and praGtiGes of work safety. Ability to: •. _. P KIP LM ETL Mfg .. . .. CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Services Supervisor (Continued) nnmmuninn +inn deVinn ..� � �� ,,u� nvuuv� r -�� Develop and implement section goals objectives and priorities Interpret and apply Federal, State local laws regulations and District procedures as they relate to assigned area of responsibility. Monitor and evaluate the performance of subordinate personnel Evaluate programs and processes in order to determine optimum efficiency. Analyze various types of reports and data. Prepare accurate, clear, and concise studies and reports. Communicate effectively clearly and connisely, both orally and in writing. VIVVI 1 1 preGedures, and rules. Compile and maintain complex and extensive records and files. innniicn aSSOgRed nnr nnnnl W erl4 and make effective judgmeRts OR the abseRGe of the Perform work under minimal supervision and within an environment of competing priorities and deadlines. CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Services Supervisor (Continued) Establish and maintain effective working relationships with District staff and others contacted during the conduct of assigned duties Sit at desk and in meetings- and /or stand at counter for long periods of time on a continuous basis. Intermittently stand walk bend squat climb kneel and twist while pushing /pulling hand truck moving /lifting storage boxes or placing /retrieving files from cabinets or storage boxes.--, I+ntermittently twist to reach office equipment, —,-use telephone•- -write or use keyboard to communicate through written means - perform simple grasping = lift or carry weight of 10 pounds or less; and may be required to communicate via mobile communication device. If assigned to the Administration Department lift or carry 30 pounds or less and handle boxes of files on ladders at heights up to 15 feet MINIMUM QUALIFICATIONS Experience and Education: Experience Five years of directly related and increasingly responsible administrative experience, two of which include lead or supervisory responsibilities. For the Administration assignment, the five years of experience should include Progressively responsible records management experience, ;RG!UdiRg Education Mik Sit at desk and in meetings- and /or stand at counter for long periods of time on a continuous basis. Intermittently stand walk bend squat climb kneel and twist while pushing /pulling hand truck moving /lifting storage boxes or placing /retrieving files from cabinets or storage boxes.--, I+ntermittently twist to reach office equipment, —,-use telephone•- -write or use keyboard to communicate through written means - perform simple grasping = lift or carry weight of 10 pounds or less; and may be required to communicate via mobile communication device. If assigned to the Administration Department lift or carry 30 pounds or less and handle boxes of files on ladders at heights up to 15 feet MINIMUM QUALIFICATIONS Experience and Education: Experience Five years of directly related and increasingly responsible administrative experience, two of which include lead or supervisory responsibilities. For the Administration assignment, the five years of experience should include Progressively responsible records management experience, ;RG!UdiRg Education CENTRAL CONTRA COSTA SANITARY DISTRICT Administrative Services Supervisor (Continued) Equivalent to the completion of two years of college level ef BUSiRess Gelle '^ er coursework in business administration or related field. Substitution for Education Two years of additional qualifying experience as noted above may be substituted for the education. Licenses and Certificates: Possession of a valid California Driver's License. A valid out -of -state driver's license will be accepted during the application process. Must possess a valid California Driver's License within 30 days of appointment.