Consent Item 3g
STAFF REPORT
Consent Agenda Item
DATE: November 3, 2025
TO: Honorable Mayor and Council Members
FROM: Siana Emmons, Human Resources Director/City Clerk THROUGH: Amy Nilsen, City Manager
SUBJECT: Approve the Senior Administrative Assistant/Deputy City Clerk Candidate Advance Step Placement at Step Five (5) on the Fiscal Year 2025-26 Full-time Pay Rate Schedule
STAFF RECOMMENDATION:
Approve the Senior Administrative Assistant/Deputy City Clerk candidate, Buffy Gray, advance step placement at step five of the Fiscal Year (FY)2025-26 full-time pay rate schedule.
EXCECUTIVE SUMMARY:
Due to unforeseen circumstances, the Senior Administrative Assistant/Deputy City Clerk position was recently filled and is once again vacant. This position plays a critical role in supporting Human Resources and City Clerk’s Office, providing complex administrative support to City management, coordinating public records requests, assisting with agenda preparation, and ensuring compliance with the Brown Act, Fair Political Practices Commission filing requirements, and records retention. In addition, this position provides critical support to the City’s employee recruitment process, which is vital for the City to maintain adequate levels of service.
The selected candidate, Buffy Gray, previously served in this same role with the City from August 2017 to August 2023 providing six years of exemplary service. During that time, Ms. Gray helped develop and build out the City’s website platform, Revize, the agenda management system, Towncloud, and implemented other efficient administrative processes. She also supported numerous City Council meetings and was the Clerk responsible for the Rohner Community Park District Board, Fortuna Business Improvement District, and the Measure E Oversight Committee meetings. Ms. Gray aided in public records requests, tracking systems, and worked collaboratively with staff across multiple departments on document management and agenda procedures.
Staff is recommending hiring Ms. Gray at the advanced salary step 5 based on her proven performance and institutional knowledge. Her comprehensive understanding of the City’s operations, policies, and procedures will enable an immediate and seamless transition back into the role—minimizing onboarding and training time. This institutional knowledge is particularly valuable given the complexity of City Clerk operations and the frequent changes in regulatory requirements. Appointing Ms. Gray will save the City both time and money that would otherwise be spent on recruitment, onboard and training.
Consent Item 3g
FISCAL IMPACT:
This position is fully budgeted in the FY 25-26 budget, and there is no new budget impact as a result of hiring at the proposed step due to salary savings from the position being vacant during recruitment. A copy of the FY 2025-26 pay rate schedule is included as an attachment, with the Senior Administrative Assistant/Deputy City Clerk position highlighted.
RECOMMENDED COUNCIL ACTION:
Approve the Senior Administrative Assistant/Deputy City Clerk Candidate Advance Step Placement at Step Five (5) on the Fiscal Year 2025-26 Full-time Pay Rate Schedule. Consent Agenda Vote.
ATTACHMENTS:
FY 2025-26 Full-time Pay Rate Schedule, City of Fortuna