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New: 02-02-2024
CITY OF SAN CLEMENTE
ADMINISTRATIVE SERVICES DIRECTOR
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
To plan, direct, manage and oversee the activities and operations of the Finance & Administrative Services Department, which includes the Finance, Information Technology, and Human Resources Divisions; to provide leadership in policy development and implementation through facilitating interdepartmental cooperation and the coordination of resources; and to provide highly responsible and complex administrative support and technical expertise for the City Manager.
DISTINGUISHING CHARACTERISTICS
This is an executive level classification allocated only to the Finance & Administrative Services Department.
The Administrative Service Director reports to the City Manager and is responsible for planning, directing, managing, and overseeing the activities and operations the of the Finance & Administrative Services Department. The incumbent exercises direction supervision over management, supervisory, professional, technical, and support staff.
ESSENTIAL FUNCTION STATEMENTS
Essential and other important functions may include, but are not limited to, the following:
Essential Functions
• Assume full management responsibility for all Finance & Administrative Services Department services and activities including human resources/risk management, accounting, purchasing and fleet services, utility billing, budgeting, financial planning, and information technology systems. • Manage the development and implementation of goals, objectives, policies, and priorities for each assigned service area.
• Makes presentations to City Council, commissions, boards, and community organizations and groups regarding operations, goals, and objectives of the Finance & Administrative Services Department.
• Assess and monitor work load, administrative and support systems, and internal reporting relationships; identify opportunities for improvement; direct and implement changes. • Establish, within City policy, appropriate service and staffing levels; monitor and evaluate the efficiency and effectiveness of service delivery methods and procedures; allocate resources accordingly.
• Review and evaluate work methods and procedures; meet with management staff to identify and resolve problems.
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• Select, train, motivate and evaluate Finance & Administrative Services Department personnel; provide or coordinate staff training; work with employees to correct deficiencies; implement discipline and termination procedures.
• Represent the Finance & Administrative Services Department when meeting with other City departmental staff, elected officials, and representatives from outside agencies; coordinates Finance & Administrative Services Department activities with those of other departments and outside agencies and organizations
• Provides staff assistance to the Mayor, City Manager, and City Council, including providing technical expertise in the areas of Finance, Human Resources, and Information Technology; participates on a variety of boards, commissions, and committees; and prepares and presents staff reports and other necessary correspondence.
• Serve as the City’s chief technology officer.
• Oversee and participate in the development and administration of the City's annual budget including the capital improvement program for all City funds. • Oversee and participate in the development and updating of the City's long term financial plan including forecasts, trend analyses, reserve analyses, and financial analyses for the City. • Serve as the City’s chief labor negotiator.
• Provides staff support to assigned boards and commissions. • Attend and participate in professional group meetings; stay abreast of new trends and innovations in the fields of public finance, human resources, and information technology. • Respond to and resolve difficult and sensitive citizen inquiries and complaints. • Performs related work as required.
QUALIFICATIONS
Knowledge of:
Operations, services and activities of a comprehensive administrative services program including the disciplines of finance, information technology, and human resources.
Management concepts, methods, and techniques used to analyze programs, policies, and operational needs.
Information Technology systems, principles, and best practices.
Human resources practices including labor relations theory and practices, compensation theory and methods.
Public finance theory and procedures including governmental accounting principles and practices.
Principles and practices of program development and administration.
Principles and practices of municipal budget preparation and administration.
Principles of executive level leadership, supervision, training, and performance evaluation.
Pertinent Federal, State, and local laws, codes and regulations.
Ability to:
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New: 02-02-2024
Lead and direct the operations, services and activities of the Finance and Administrative Services Department.
Plan, organize, direct and coordinate the work of assigned personnel.
Select, supervise, train and evaluate assigned personnel.
Delegate authority and responsibility.
Identify and respond to community and City Council issues, concerns and needs.
Develop and administer departmental goals, objectives, directives, policies, and procedures.
Prepare clear and concise administrative and financial reports.
Oversee the preparation and administration of large and complex budgets.
Analyze problems, identify alternative solutions, project consequences of proposed actions and implement recommendations in support of goals and objectives.
Research, analyze, and evaluate new service delivery methods and techniques.
Interpret and apply Federal, State and local policies, laws and regulations.
Communicate clearly and concisely, both verbally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Education/Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Five years of management level experience with a public sector or governmental agency or organization, which must have included at least three years of supervisory and management experience or at least three years of recent experience administrating a department, division, program or function in a public agency with responsibility for information technology, budget/ financial management or personnel management.
Education/Training:
Possession of a bachelor’s degree from an accredited college or university with major course work in public administration, business administration, political science, or a closely related field is required.
Licenses or Certificates:
Possession of, or ability to obtain, a valid Class C California Driver’s License by the time of appointment.
Special Requirements:
Required to attend and participate in meetings, conferences, or other events that occur during non-business hours, including evenings, weekends, and holidays.
May be required to respond to emergencies, disasters, or other critical incidents.
WORKING CONDITIONS
Work Environment:
The primary work environment takes place indoors within an office environment. Work takes place outdoors in the field on an occasional basis.
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New: 02-02-2024
Physical Requirements:
• Work is performed in an indoor office environment, requiring extensive sitting, and some standing and walking.
• Moderate lifting, carrying, pushing, and/or pulling of boxes and files. • Stooping, kneeling, crouching, and/or crawling to access files. • Manual dexterity to operate a computer keyboard and other office equipment, handle files and documents.
• Hearing and speaking to exchange information in person or on the telephone. • Visual acuity to see/read documents and computer screen.
Salary Group: Confidential Page 1 of 4
New: 02-02-2024
CITY OF SAN CLEMENTE
EXECUTIVE ANALYST
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Under general direction, to perform a variety of highly responsible, confidential and complex administrative and analytical duties for the City Manager, the City Council, and administrative staff; to oversee assigned administrative processes, procedures and programs; to act as a liaison between the City and outside agencies and the general public; to maintain calendar and schedule meetings and appointments for City Council and City Manager; and to attend meetings and prepare minutes and reports for the City Manager.
DISTINGUISHING CHARACTERISTICS
This classification is distinguished by access to labor relations information and may conduct work in support of the City's labor relations activities or other activities concerning matters related to employer-employee relations and confidential materials and/or information.
ESSENTIAL FUNCTION STATEMENTS
Essential and other important functions may include, but are not limited to, the following:
Essential Functions
• Exercise functional and technical supervision over lower-level administrative support personnel. • Review, research, and summarize a variety of fiscal, statistical, and administrative information; prepare related reports and correspondence; type and proofread a wide variety of complex and confidential reports, letters, memoranda and statistical charts; independently prepare correspondence, or type from rough draft or verbal instructions; may take and transcribe dictation. • Participate in special projects including complex research of new programs and services, budget analysis and preparation, and feasibility analyses; prepare and present reports. • Collect, compile, and analyze complex information from various sources related to assigned programs; prepare reports which present and interpret data, and identify alternatives; ensure compliance with local, State and Federal regulations; make and justify recommendations. • Maintain City Council weekly calendar and individual calendars for City Council members and assigned management staff; schedule meetings and appointments, including staff meetings with the City Attorney.
• Screen visitors and telephone callers; provide public relations, receive, attend to, and monitor followup responses to public complaints; respond to requests for information on regulations, procedures, systems, and precedents relating to assigned responsibilities. • Serve as liaison between the City and outside organizations; assist the City Manager and City Council Salary Group: Confidential Page 2 of 4
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with their roles with outside jurisdictions.
• Assist in coordinating the preparation of Council agendas, reports, and documents; prepare presentation materials for meetings; attend and prepare minutes for a variety of meetings; disseminate information to City staff; maintain records and files.
• Assist in the preparation and administration of assigned budget(s); maintain and monitor appropriate budgeting controls; monitor cash and expenditures; make budgetary projections; prepare various financial reports as required.
• Manage expenditures for the City Manager and City Council annual budget. • Oversee and review the work of administrative support staff; provide information on office procedures and secretarial professional standards; respond to and resolve inquiries. • Research, evaluate, and recommend new equipment and software programs; order, monitor, and maintain office supply inventory; submit budget recommendations for office supplies and equipment. • Make travel arrangements and prepare travel expense reports and other payment requests. • Coordinate with other departments and divisions in the preparation of Council agendas, reports, and other documents.
• Coordinate and attend meetings and special events as assigned. • Coordinate with City Manager and other departments in preparation of internal employee communications as assigned.
• Serve as a back-up to the Public Information Coordinator. • Schedule and coordinate field trips for local schools, groups and organizations to tour City Hall and meet with elected officials.
• Performs related work as required.
QUALIFICATIONS
Knowledge of:
Principles and practices of public administration.
Methods of research, program analysis, and report preparation.
Principles and practices of program development.
Business letter writing and report preparation practices.
Purchasing, filing, and record keeping principles.
Customer service and public relations principles.
Principles of supervision, training and performance evaluation.
Proper English spelling, grammar, and punctuation.
Rules and regulations governing public meetings.
Pertinent Federal, State and local laws, codes and ordinances.
Calendar, word processing, spreadsheet, database, and presentation application programs.
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New: 02-02-2024
Modern office practices, procedures, methods and equipment.
Basic math and budgeting practices.
Ability to:
Research, analyze, and evaluate programs, policies and procedures.
Prepare clear and concise reports.
Manage multiple calendars for City Council and individuals.
Review, research, and summarize a variety of fiscal, statistical, and administrative information.
Plan, organize, and prioritize calendars, schedules, documents, and related information.
Apply City policies, procedures, laws and regulations relating to assigned activities.
Perform responsible and complex administrative duties involving independent judgment and initiative.
Establish and maintain cooperative working relationships with those contacted in the course of work both internally and with the public.
Understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
Independently proofread reports and proofread and prepare correspondence and memoranda.
Operate modern office equipment including computer, telephone, facsimile machine, calculator, and copier.
Communicate clearly and concisely, both orally and in writing.
Maintain diplomacy under sometimes challenging situations.
Understand and follow oral and written instructions.
Maintain confidential records and reports.
Experience and Education/Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Three years of increasingly responsible administrative, secretarial, and clerical experience including at least one year of complex administrative and analytical experience with an agency, company, or organization.
Education/Training:
Equivalent to a Bachelors degree from an accredited college or university with major course work in public administration, business administration, pubic relations, or related field.
Licenses or Certificates:
Possession of, or ability to obtain, a valid Class C California Driver’s License within 6 months.
Special Requirements:
May be required to work during irregular business hours, such as evenings, weekends, and holidays.
Travel is required when attending meetings or events outside of city limits.
Salary Group: Confidential Page 4 of 4
New: 02-02-2024
WORKING CONDITIONS
Work Environment:
The primary work environment takes place indoors within an office. Travel to locations within and outside of the San Clemente area may be required.
Physical Requirements:
• Work is performed in an indoor office environment, requiring extensive sitting or standing for prolonged periods of time
• Work involves occasional walking, reaching, stooping, kneeling, and bending. • Moderate lifting, carrying, pushing, and/or pulling of items of moderate weight. • Manual dexterity to operate a computer keyboard and other office equipment, handle files and documents
• Hearing and speaking to exchange information in person or on the telephone • Visual acuity to see/read documents and computer screen.
Salary Group: Confidential Page 1 of 4
New: 02-02-2024
CITY OF SAN CLEMENTE
PUBLIC INFORMATION COORDINATOR
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Under general supervision, to perform a variety of duties in facilitating pubic information dissemination and communications within the City Manager's Office; to assist in disseminating information to the public through various media, including print, television broadcasting, and the Internet; to provide responsible administrative support in the maintenance of City website content; and to perform a variety of highly responsible, confidential, and complex administrative duties as assigned.
DISTINGUISHING CHARACTERISTICS
This classification is distinguished by access to labor relations information and other information related to employer-employee relations and confidential materials and/or information. Employees in this job class may exercise technical or functional supervision over other departmental staff when leading specific projects.
ESSENTIAL FUNCTION STATEMENTS
Essential and other important functions may include, but are not limited to, the following:
Essential Functions
• Coordinate and / or respond to inquiries and requests for information from the media, governmental agencies, and members of the public; investigate and resolve complaints. • Maintain media contact list; prepare and distribute media kits and other information; arrange news interviews and conferences; and use sound judgment in the release of information. • Develop scripts, special reports, advertisements, publicity, and written communication to support and promote the City and its programs.
• Research and prepare presentations, video, printed materials, online communication, signage, and related community outreach materials.
• Edit, verify, and review materials for completeness, accuracy, and conformity to standards; ensure City-wide communications consistently reflect common themes, messages, and styles. • Provide regular review and updates to City website and social media content to ensure accurate and timely information; coordinate City content on local government access channel. • Research and analyze a variety of management, administrative, program or legislative issues; coordinate with City staff, citizens and others to obtain information; prepare necessary correspondence, charts, tables, and visual aids on findings and recommendations. • Conduct special projects and studies; research, compile and analyze statistical information; compile Salary Group: Confidential Page 2 of 4
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and assemble data for a variety of reports.
• Collaborate with staff in the development, design and content of various City publications and outreach materials; create and disseminate communication and marketing materials. • Create artwork for City publications, banners, brochures, and other promotional materials using a variety of desktop applications.
• Develop and manage City-wide communications programs and projects; keep the public informed of City activities.
• Assist in budget preparation and administration; administer specified contracts or other agreements. • Coordinate, attend, and photograph community and employee meetings and special events as assigned.
• Serve as Public Information Officer for the City’s Emergency Operations Team. • Respond to, and resolve complaints and inquiries from citizens or members of general public. • Facilitate the cooperation of other agencies for joint agency projects (i.e., Orange County Transportation Authority, Caltrans, Capistrano Unified School District, etc.). • Coordinate with City Manager and other departments in preparation of internal employee communications as assigned.
• Provide administrative support for City Commissions or Committees as assigned. • Perform a wide variety of complex, responsible and confidential administrative support duties within the City Manager's Office; and serve as back-up to the Executive Analyst. • Performs related work as required.
QUALIFICATIONS
Knowledge of:
Principles and practices of municipal government, administration and organization.
Principles and practices of public information, media relations and community relations.
Basic practices used in graphic art, website design, video, and photography.
Principles and methods of business correspondence and administrative report preparation.
Organizational and management practices as applied to the analysis, evaluation, development and implementation of programs, policies, and procedures.
Research and reporting methods, techniques and procedures.
Sources of information related to a broad range of municipal programs, services and administration.
Pertinent Federal, State, and local laws, codes and regulations.
Communications techniques used to gather, evaluate, and transmit information.
Effective interviewing and public speaking techniques.
Modern office practices and record keeping methods and techniques.
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Ability to:
Appropriately represent the City with requests from the media, community groups, members of the public, and other interested parties.
Gather information and independently compose a variety of articles, news releases, and related materials on a range of issues.
Independently perform responsible and complex administrative support duties.
Research and compile data for special projects and various reports and assignments as required.
Interpret and apply Federal, State and local policies, procedures, laws and regulations.
Analyze, interpret, summarize and present administrative and technical information and data in an effective manner.
Effectively administer a variety of City programs and administrative activities.
Maintain confidential and sensitive information.
Work independently in the absence of supervision.
Develop and maintain effective working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.
Experience and Education/Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two years increasing responsible administrative support experience including experience assisting with public or media relations activities, municipal public administration, or community relations.
Education/Training:
Equivalent to a Bachelors degree from an accredited college or university with major course work in public administration, business administration, pubic relations, communications, or a related field.
Licenses or Certificates:
Possession of, or ability to obtain, a valid Class C California Driver’s License within 6 months.
Special Requirements:
May be required to work during irregular business hours, such as evenings, weekends, and holidays.
Travel is required when attending meetings or events outside of city limits.
WORKING CONDITIONS
Work Environment:
The primary work environment takes place indoors within an office. Travel to locations within and outside of the San Clemente area may be required.
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New: 02-02-2024
Physical Requirements:
• Work is performed in an indoor office environment, requiring extensive sitting or standing for prolonged periods of time
• Work involves occasional walking, reaching, stooping, kneeling, and bending. • Moderate lifting, carrying, pushing, and/or pulling of items of moderate weight. • Manual dexterity to operate a computer keyboard and other office equipment, handle files and documents
• Hearing and speaking to exchange information in person or on the telephone • Visual acuity to see/read documents and computer screen.