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9 CITY OF SAN MATEO
RESOLUTION NO. __ (2024)
CLASSIFICATION UPDATES
POLICE DEPARTMENT AND CITY CLERK’S OFFICE
WHEREAS, pursuant to the San Mateo Municipal Code Section 2.57.030(d), approval of new classifications and related job specifications, salary schedules, compensation changes, elimination or reinstatement of positions, reallocation of positions, reclassifications, and revisions of job specifications must be approved by City Council Resolution; and
WHEREAS, the proposed classification updates as detailed below are in response to the Police Department’s requests to add 1.0 FTE Senior Management Analyst position and revise its job specification; and the City Clerk’s requests to increase the salary range, and revise the job specification, for the classification of Deputy City Clerk; and
WHEREAS, the proposed job specifications for the classifications of Senior Management Analyst and Deputy City Clerk are attached hereto as Exhibit A, and the proposed salary range for the classification of Deputy City Clerk is attached hereto as Exhibit B; and all exhibits are incorporated by reference; and WHEREAS, the employee associations representing the impacted classifications have been informed of the classification updates and have not brought forth any objections or concerns.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SAN MATEO, CALIFORNIA, HEREBY RESOLVES that:
1. The classification updates are not subject to CEQA because it can be seen with certainty that they will not cause a physical change in the environment; and
2. The addition of 1.0 FTE Senior Management Analyst position in the Police Department are is approved; and
3. The revisions to the job specifications for the classifications of Senior Management Analyst and Deputy City Clerk attached hereto as Exhibit A are approved; and
4. The salary range increase to the Deputy City Clerk classification attached hereto as Exhibit B are is approved.
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9 Exhibit A
SENIOR MANAGEMENT ANALYST
DEFINITION
To perform complex responsible professional and technical duties in providing staff assistance to the City Manager or major departments; to conduct special studies, surveys and research assignments in a variety of administrative and operational procedures and topics, often with City-wide and/or major financial impact; and to do related work as required.
DISTINGUISHING CHARACTERISTICS
Positions in this class perform the full range of complex and sensitive administrative and technical support duties. The emphasis of the work may be upon financial analyses, grant and contract administration and/or policy development, depending on the organizational unit to which assigned.
Successful performance of the work requires a good knowledge of municipal operations and functions in addition to well-developed communication and analytical skills.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from City or departmental management personnel.
May exercise technical and functional supervision over office, technical and professional personnel.
EXAMPLES OF DUTIES - Depending upon assignment, duties may include, but are not limited to, the following:
Compile and analyze data; prepare reports and make recommendations on the formulation of policy and procedure, and staffing and organization changes, often with City-wide impact.
Conduct surveys and perform research and statistical analyses on administrative, fiscal, personnel, and operational problems.
Conduct financial analyses; prepare reports and make recommendations regarding rate structures, bonding, budgeting and other financial matters.
Prepare contracts, proposals, grant applications and similar documents; prepare reports and monitor grants and contracts for program compliance.
Participate in the development of an installation of new or revised programs, systems, procedures, and methods of operation; update and revise policies and procedures.
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9 Coordinate the development, administration and monitoring of the City or department budget; prepare a variety of fiscal, administrative and management reports.
Compile materials and prepare technical and administrative reports, manuals, and publications.
Act as the Department's primary liaison with management staff in discussing and solving sensitive and complex issues.
Assist in the design and implementation of systems and forms for use in operation.
Respond to complaints and requests for information; recommend solutions and courses of action after evaluating alternatives.
Represent the City in interdepartmental, community, and professional meetings as required; negotiate settlements and has authority to adopt course of action.
Assist in the coordination of intradepartmental and departmental activities with other City departments and divisions, and outside agencies.
Interpret Federal, State and City regulations; coordinate their application to City operations.
When assigned to the Police Department, may be required to oversee civilian, alternative response- teams (i.e. homeless outreach, clinical crisis response, or other units as determined by the department) and respond in the field to calls for service related to those teams as determined by the department.
QUALIFICATIONS
Knowledge of:
Principles and practices of organization and public administration.
Principles, methods, and practices of municipal finance, budgeting, accounting, and personnel management.
Research techniques and methods of report preparation. Standard office practices, procedures, methods and equipment.
Research techniques, sources, and availability of information, and of report preparation and presentation.
Pertinent State, Federal and local laws and regulations. Principles of contract and grant administration.
Organization and municipal government practices as applied to the analysis and evaluation of programs, policies, and operational needs.
Ability to:
Review complex organizational, administrative and financial problems, and recommend and implement an effective course of action.
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9 Establish and maintain cooperative working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing. Interpret and apply policies, procedures, rules and regulations.
Experience and Training Guidelines
Any combination of experience and education that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Four years of general administrative local government experience, preferably in local government, at least two years of which are comparable to those of Management Analyst II with the City of San Mateo.
Training:
Equivalent to a Bachelor's Degree from an accredited college or university with major work in public or business administration or a closely related field.
Experience or training in financial, grant or contract analysis and/or administration are desirable.
License or Certificate:
When assigned to the Police Department, a successful candidate must be willing to submit to a personal background investigation as required by the Police Department.
When assigned to the Police Department, possession of a valid State of California driver’s license and appropriate license classification is required.
ADA Special Requirement:
Essential duties require the following physical abilities and work environment:
Ability to work in a standard office environment.
ADOPTED CC: 8-05-91
REVISED CC: 5-20-02, 5-20-24
FORMER TITLES:
BARGAINING UNIT: MANAGEMENT UNIT
FLSA: EXEMPT
PERFORMANCE APPRAISAL: MANAGEMENT
DOT: NO
PRE APPT MEDICAL: NO
SAFETY SENSITIVE: NO
REQUIRED HARASSMENT PREVENTION TRAINING: SUPERVISORY
FORM 700: YES (SUBJECT TO DEPARTMENT DUTIES)
JOB CODES: 2024
ABOLISHED:
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9 DEPUTY CITY CLERK
DEFINITION
Using independent judgement, plan, organize, direct and perform a variety of complex administrative, technical, and supervisory duties in support of the City Clerk Department’s day-to- day operations, primarily legislative operations and contract and process management; provide a high level of administrative and technical support to the City Clerk and other departments and perform all duties of the City Clerk in his/her absence.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the City Clerk.
Exercises direct supervision over management and administrative staff.
DISTINGUISHING CHARACTERISTICS
This is a single position class responsible for assisting the City Clerk in administration of the City Clerk Department’s operations. The incumbent works under the direction of the City Clerk and exercises supervision over administrative, intern and volunteer positions. This position acts as the City Clerk in the City Clerk’s absence and is noted as the second in charge to the Director.
IMPORTANT AND ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:
Assists the City Clerk in performing the day-to-day functions of the City Clerk's office; and in the absence of the City Clerk, act as City Clerk, performing such duties as serving as the Clerk of the City Council, maintaining meeting protocols, parliamentary procedures and proper conduct, writing agenda reports, taking minutes, certifying ordinances, resolutions, agreements and other official documents, administer oaths of office and supervise staff.
Prioritizes work of staff; develops and trains staff; conducts performance evaluations; approves actions regarding hiring, promoting, and disciplining; and approves recommendations on all employee actions
Reviews changes in law, regulations and guidelines for their effect on City Council and Advisory Body activities; evaluates the effect of such changes, and recommends and implements changes to policies and procedures as required for compliance.
Monitors and evaluates the efficiency, effectiveness and quality of service delivery methods and procedures for the department.
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9 Reviews the work plan for administrative and management staff, meets with each to identify and resolve problems.
Negotiates and resolves significant and controversial issues.
Serves as a community liaison and lead in providing service outreach.
Assists in the preparation of the annual budget for the Department; estimates staffing, equipment, and supply needs based upon recent trends and planned activities; monitors expenditures after budget adoption.
Implements and manages the agenda production process including maintaining a deep knowledge of the agenda management software and process; training staff in the use of the software and process; and assists in deploying consistent agenda practices across the organization; coordinating with other departments on agenda content; enforcing work product standards and holding departments and higher classifications responsible for meeting standards and deadlines; and producing the agenda and agenda packet per state law and city requirements.
Manages the publication of legal and public notices, for all Council bodies, in accordance with City, State and Federal law, and filing, indexing, certifying, processing for recordation, and safeguarding of all City Council proceedings.
Attends City Council meetings with the City Clerk to assist with operating the audio / visual / agenda / voting system and take minutes as required.
Responsible for after Council action including producing and maintaining official City records and documents in good order such as resolutions, ordinances, contracts, deeds, correspondence, inter- agency notifications and minutes.
Primary responsibility for the tracking, gathering signatures and for ensuring a complete record, including adequate insurance certificates and appropriate attachments, of all contracts and agreements falling under City Council purview.
Ensures compliance with government codes for records retention and destruction and assist in records management endeavors.
Researches public records and provide information to the public and staff members concerning City Council actions, laws, ordinances, codes, procedures and projects; independently composes responses to requests for information.
Maintains compliance with applicable Federal, State, local laws, relating to areas of responsibility, including but not limited to, California Elections Code, the Brown Act, Political Reform Act, Conflict of Interest Code, and the Public Records Act.
Oversees maintenance and development of City-wide records management initiatives.
Assists the City Clerk in the administration and conduct of municipal elections and special events.
Serves as Filing Officer for campaign and conflict of interest finance reporting.
Serves as liaison to the County Registrar of Voters.
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9 Oversees the recruitment process for members of City boards and commissions, process applications, interview scheduling and appointments.
Develops and implements annual department workplan objectives.
Prepares and presents agenda reports and presentations to the City Council on areas relating to City Council direction.
Serves as a liaison for assigned functions with other City departments, divisions, and outside agencies; provides support to staff liaison to Boards, Commissions, and Committees.
Serves as Clerk’s Office software subject matter expert to internal and external groups.
Anticipates and meets the needs logistic and other challenges prior to City Council meetings and events.
Develops and amends staff wide policies in line with the needs of the agency.
Monitors and communicates legislative developments impacting operational needs.
Develops and sustains the agencies special relationships, including attendance and facilitation of special events.
Attends and facilitates Executive Team meetings, communicate directions and updates to department staff.
Coordinates with Department Heads on key initiatives, programs, and assignments. Works with staff, the public, and elected officials to provide a high level of administrative support services.
Administers special programs and process related documents, such as deeds, release of bonds relating to bids, insurance certificates, Statements of Economic Interest, Campaign Statements, and all other statutory duties.
Collects, compiles, analyzes, and prepares data for special surveys, projects, and reports.
Manages projects and events independently.
Processes public generated or departmental transactions, such as personnel action forms, reimbursements, travel expenses, make travel arrangements, purchase orders or invoices.
Edits, reconciles, and enters data into City’s computer programs.
Reconciles report with source data.
Drafts or types, edits, revises and proofreads documents.
Maintains and coordinates calendars, events, changes in procedures, or projects.
Serves on departmental or City-wide committees or tasks forces. 1 0
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9 Interprets City policies, procedures, laws, and regulations.
Tests new software.
Provides programmatic support.
Acts as liaison with program and managerial staff.
Performs other duties as assigned.
QUALIFICATIONS
Minimum Knowledge:
Excellent English usage, spelling, grammar and punctuation.
Business letter writing and report preparation.
Operation and use of office equipment, including strong computers skills and office software applications.
Procedures and practices of records management.
Organization and functions of municipal government.
Laws, rules, regulations, and procedures related to City Clerk functions, including municipal elections, political reform requirements and public records.
Principles and practices of management, supervision, and training.
Knowledge of basic accounting and budget procedures.
Skills and Abilities:
Meet multiple deadlines and balance multiple projects
Provide information and organize material in conformance with policies and regulations.
Respond to requests and inquiries from the general public.
Maintain complex records, summarize written material, and interpret a variety of documents, including contracts and ordinances, and apply laws, rules and regulations.
Answer user questions and assist in training City personnel in records management.
Communicate clearly, effectively and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted in the course of work. 1 0
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9 Ability to review documents for completeness and accuracy.
Ability to take notes and prepare minutes.
Locate and assemble data; provide information and organize material in conformance with laws and procedures.
Supervise and train staff.
Maintain multiple filing systems including confidential data.
Keep abreast of laws, regulations, and pertinent professional knowledge related to the field.
Maintain confidentiality.
Understand and carry out verbal and written instructions.
Provide excellent customer service to the public and to the organization.
Ability to respond professionally and effectively to changing priorities.
Review and analyze processes, procedures and policies and make effective recommendations for change.
Function independently and make decisions based on sound judgment affecting areas of responsibility within established guidelines and consistent with applicable law or code.
Ability to demonstrate thoroughness and accuracy.
Education and Training Guidelines:
Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be:
Experience:
Five years of increasingly responsible clerical experience in a municipal organization of which at least two years’ experience in a City Clerk’s department or local government equivalent.
Experience working with City Council, Boards or Commissions is highly desirable.
Education:
Equivalent to completion of two years of college or possession of an Associate of Arts degree with major course work in business or public administration or a field related to the work, or certification as a Certified Municipal Clerk.
Special Requirements:
Ability to attend night meetings.
Certificates: Certified Municipal Clerk certificate is desirable. 1 0
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9 ADA Special Requirement:
Essential duties require the following the physical abilities and work environment:
Ability to work in a standard office environment.
ADOPTED CC: 4-12-81
REVISED CC: 9-7-88, 10-18-04, 11-16-09, 6-20-16, 11-2-20, 5-20-24 FORMER TITLES:
BARGAINING UNIT: MANAGEMENT UNIT
FLSA: EXEMPT
DOT: NO
PRE APPT MEDICAL: NO
SAFETY SENSITIVE: NO
REQUIRED HARASSMENT PREVENTION TRAINING: SUPERVISORY
FORM 700: YES
JOB CODES: 2017
DMV RECORDS CHECK: NO
ABOLISHED:
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9 Exhibit B
City of San Mateo – Merit Salary Schedule for Adoption by Council on May 20, 2024
Steps Hourly Biweekly Monthly Annual
Step 1 56.21 4,497.16 9,743.85 116,926.20
Step 2 58.73 4,699.68 10,182.63 122,191.56
Step 3 61.39 4,909.95 10,638.23 127,658.76
Step 4 64.15 5,131.37 11,117.96 133,415.52
Step 5 67.05 5,365.01 11,624.18 139,490.16
Deputy City Clerk - Job Code 2017