Agenda packet — Wildomar City Council, November 9, 2022 (part 3 of 5)

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, performs a variety of professional accounting work in the maintenance and review of fiscal records; analyzes financial information and prepares reports and records pertaining to the City’s financial activities; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Accountant I
This is the entry level class in the professional Accountant series. Positions at this level are not expected to function with the same amount of knowledge or skill level as positions allocated to the Accountant II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Incumbents at this level are expected to be come fully knowledgeable of the assigned area and learn to perform the full range of accounting work.

Accountant II
This is the journey level class in the professional Accountant series. Positions at this level are distinguished from the Accountant I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative . Incumbents are expected to perform the more difficult and complex statistical and financial professional accounting work requiring thorough knowledge of governmental accounting systems and procedures. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Flex Staffing
This series may be flexibly staffed at either the entry or journey level. Incumbents appointed to the Accountant I (en try level) may reasonably expect to progress to the Accountant II (journey level) upon attaining and demonstrating the full knowledge, skills and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall remain at the department head’s discreti on.

SUPERVISION RECEIVED AND EXERCISED

Receives direct (Accountant I ) to general supervision (Accountant II) from the Administrative Services Manager, Finance Manager, or other management staff as assigned. May provide lead direction over lesser skilled accounting staff.
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ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Coordinates and prepares postings, balancing, and reconciliation of the General Ledger and subsidiary accounts; prepares bank reconciliation statements.

2. Researches, interpret s and applies Governmental Accounting Standards Board (GASB), Generally Accepted Accounting Principles (GAAP), Financial Accounting Standards Board (FASB) and other professional accounting standards.

3. Reviews, analyzes, and audits financial records and transactions to ensure completeness and accuracy of information and calculations; prepares journal entries for adjusting and correcting records as necessary.

4. Analyzes, reconciles, and maintains records of various financial accounts; verifies availability of funds and classification of expenditures; researches and analyzes transactions to resolve problems and ensure adherence to budget.

5. Prepares a variety of financial re ports, statements, and schedules for internal use and as required by county, state, and federal agencies; assists with the preparation of financial statements for the City’s Annual Financial Report; conducts research and analysis of financial information; reconciles related data for submission; prepares notes, tables, and charts for inclusion in reports.

6. Performs comprehensive financial activity studies as directed; provides analysis of various funds upon management request.

7. Provides technical guidance and training to technical and clerical accounting staff.

8. Serves as a technical resource to City staff; provides advice and technical assistance related to accounting procedures and financial system processes.

9. Analyzes financial documentation processes to ensure accuracy of financial reporting and recommends changes as necessary.

10. Provides technical support for audits; conducts research, provides analyses, and prepares audit schedules for independent auditors.

11. Develops, monitors, and maintains records on t he City's fixed assets; records asset additions and deletions; determines value of assets; calculates and records depreciation schedules.

12. May participate in the preparation of the City’s payroll and the maintenance of payroll records 474

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and reports.

13. Participates in departmental budget preparation and administration; analyzes expenditures and revenue transactions against budget projections and historical data; prepares worksheets and summaries of budget data.

14. Prepares and writes a variety of reports and documentation.

15. Observes and complies with City and mandated safety rules, regulations, and protocols.

16. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
 Principles and practices of accounting and financial record keeping.  Pertinent policies and procedures related to financial recordkeeping and cost accounting.  Specialized accounting and report writing software.
 Governmental Accounting Standards Board (GASB), Generally Accepted Accounting Principles (GAAP), Financial Accounting Standards Board (FASB).
 Municipal accounting system requirements and procedures.  Operations and organizational structure of municipal government.  Principles and practices of research and report preparation.  Modern office procedures, methods and equipment including computers and s upporting software applications.
 English usage, spelling, grammar, and punctuation.
 Principles and practices of filing and record keeping.  Methods and techniques of public relations and customer service.  Safe and efficient work practices as they relate to code enforcement.  City and mandated safety rules, regulations, and protocols.

Ability to:
 Apply critical thinking to complex projects and interpret detailed requirements.  Plan and organize multiple tasks and projects to meet deadlines.  Develop and accurately maintain a variety of financial records and documents.  Prepare and maintain accurate and precise written documents such as ledgers, journals reports, forms, and correspondence.
 Interpret, explain, and analyze financial and statistical data and material.  Understand, interpret, and apply laws, rules, regulations, policies and procedures related to accounting operations, and recommend implementation of new guidelines and standards.  Analyze data and draw logical conclusions.
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 Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines.
 Train and review the work of clerical and technical staff.  Maintain professionalism and confidentiality of information.  Maintain and follow department policies and procedures.  Operate and use modern office equipment including a computer and various software packages.  Communicate clearly and concisely, both orally and in writing.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Deliver quality customer service.
 Work independently and as a team member.
 Perform assignments with a high degree of independence.  Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience and Training Guidelines
Any combination of experience and training that would likely provide the required knowledge and abilities to perform the essential functions is qualifying. A typical way to obtain the knowledge and abilities would be:

Experience:

Accountant I
A minimum of one (1) year of general accounting experience. Governmental accounting experience is highly desirable.

Accountant II
A minimum of three (3 ) years of increasingly responsible professional accounting experience, of which two (2) years includ ed governmental accounting experience.

Training:

Accountant I
Equivalent to the completion of a Bachelor’s degree from an accredited college or university with major coursework in finance or accounting.

Accountant II
Equivalent to the completion of a Bachelor’s degree from an accredited college or university with major coursework in finance or accounting.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under 476

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the City’s vehicle insurance program.

Special Requirements:

Employees in these classes may be required to work varying shifts and extended hours including evenings and weekends.

WORKING CONDITIONS
The work environment characteristics and physical/mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit various City sites . Color vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person and over the telephone . Touch i s required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classificat ion although standing in work areas and walking bet ween work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed wor k; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

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FROM: Accountant I

TO: Accountant II

TO: Senior Accountant

Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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CLASSIFICATION DESCRIPTION

ACCOUNTING SPECIALIST I/II

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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, performs a variety of specialized, technical, and complex clerical accounting work of above average difficulty in connection with the preparation, review, and maintenance of financial and statistical records; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Accounting Specialist I
This is the entry level class in the Accounting Specialist series. Positions at this level are not expected to function with the same amount of knowledge or skill level as positions allocated to the Accounting Specialist II level and exe rcise less independent discretion and judgment in matters related to work procedures and methods. Incumbents at this level are expected to become fully knowledgeable of the assigned area and learn to perform the full range of technical and complex clerical accounting work.

Accounting Specialist II
This is the journey level class in the Accounting Specialist series. Positions this level are distingui shed from the Accounting Specialist I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative . Incumbents are expected to perform the more difficult technical and co mplex clerical accounting work requiring thorough knowledge of the organization’s accounting systems and procedures. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Flex Staffing
This series may be flexibly staffed at either the entry or journey level. Incumbents appointed to the Accounting Specialist I (entry level) may reasonably expect to progress to the Accounting Specialist II (journey level) upon attaining and demonstrating the full knowledge, skills and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall remain at the depart ment head’s discretion.

SUPERVISION RECEIVED AND EXERCISED

Receives direct (Accounting Specialist I) to general supervision (Accounting Specialist II) from the Administrative Services Manager, Finance Manager, or other management staff as assigned.

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ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Audits, balances, and reconciles ledgers, journals, accounting records a nd reports with control figures; analyzes accounts, researches discrepancies and posts correcting entries; reconciles bank statements.

2. Participates in a variety of accounting activities, including accounts payable, accounts receivable, payroll and the prep aration of departmental reports ; audits bills and invoices; balances cash drawer, and prepares deposits.

3. Prepares vendor checks and payroll; monitors payments and deposits for City projects.

4. Monitors and maintains a variety of government grant funds.

5. Assists in budget preparation, including development of reports and formulas, analysis of operating costs, and research of past expenditures as requested.

6. Reviews invoices submitted by consultants for work performed on developer accounts, posts to developer accounts and posts appropriate overhead revenue to City's general fun d; verifies consultant invoices and checks appropriate amounts against approved contracts.

7. Prepares year-end audit schedules as per assigned funds; updates and maintains the City’s Street Report.

8. Verifies, posts and records a variety of financial transactions; prepares and maintains databases, records, and a variety of periodic and special financial, accounting and statistical reports; generates reports by computer and balances them appropriately.

9. Enters and retrieves information and data using accounting, financial, database, and other related electronic information systems specific to the department to which assigned.

10. Generates and assists in the preparation of monthly, quarterly, and year-end financial, summary and technical reports.

11. Assists customers, departments, and employees by providing answers and information regarding specific account information, discrepancies, general accounting procedures, and/or department specific issues and problems; researches issues regarding specific transactions; and updates related files and departments on action items.

12. Assists with special projects as required.

13. Observes and complies with City and mandated safety rules, regulations, and protocols. 480

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14. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
 Modern principles and practices of financial record keeping, report writing, bookkeeping and basic governmental accounting.
 Pertinent policies and procedures related to financial recordkeeping.  Municipal accounting system procedures.
 Cash handling techniques.
 Basic principles of mathematics.
 Applicable federal, state and local laws, codes and regulations.  Methods and techniques of scheduling work assignments.  Standard office procedures, practices and equipment.
 Modern office equipment, including a computer and applicable software.  Proper English, spelling and grammar.
 Occupational hazards and standard safety practices.
 Operations and organizational structure of municipal government.  Principles and practices of research and report preparation.  Modern office procedures, methods and equipment including computers and s upporting software applications.
 English usage, spelling, grammar, and punctuation.
 Principles and practices of filing and record keeping.  Methods and techniques of public relations and customer service.  Safe and efficient work practices as they relate to code enforcement.  City and mandated safety rules, regulations, and protocols.

Ability to:
 Prepare, maintain and reconcile various financial, accounting and statistical records.  Prepare and maintain accurate and precise written documents such as ledgers, journals reports, forms, and correspondence.
 Keep accurate records.
 Collect payments and fees; perform cashiering duties accurately.  Examine a wide variety of financial documents and reports.  Perform mathematical calculations quickly and accurately.  Read, interpret and record data accurately.
 Organize, prioritize and follow-up on work assignments.  Work independently and as part of a team.
 Make sound decisions within established guidelines.
 Follow written and oral directions.
 Interpret, explain, and analyze financial and statistical data and material. 481

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 Understand, interpret, and apply laws, rules, regulations, policies and procedures related to assigned accounting duties.
 Analyze data and draw logical conclusions.
 Evaluate situations, identify problems, and exercise sound independent judgment within established guidelines.
 Maintain professionalism and confidentiality of information.  Maintain and follow department policies and procedures.  Operate and use modern office equipment including a computer and various software packages.
 Communicate clearly and concisely, both orally and in writing.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Deliver quality customer service.
 Work independently and as a team member.
 Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

Accounting Specialist I
A minimum of two (2) years of general accounting experience performing specialized, technical, and complex clerical accounting work. Governmental accounting experience is highly desirable.

Accounting Specialist II
A minimum of three (3) years of general accounting experience performing specialized, technical, and complex clerical accounting work of which at least one (1) year includes governmental accounting experience.

Training:

Accounting Specialist I
Equivalent to the completion of a n Associate’s degree from an accredited college or university with major coursework in finance or accounting. Two (2) years of additional qualifying experience may substitute for two (2) years of the required education.

Accounting Specialist II
Equivalent to the completion of an Associate’s degree from an accredited college or university with major coursework in finance or accounting. Two (2) years of additional 482

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qualifying experience may substitute for two (2) years of the required education.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Special Requirements:

Employees in these classes may be required to work varying shifts and extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication ski lls; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

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CAREER PROGRESSION

FROM: Accounting Specialist I

TO: Accounting Specialist II

Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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CLASSIFICATION DESCRIPTION

ADMINISTRATIVE ASSISTANT I/II

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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, performs a variety of responsible and moderately complex office administrative support activities for various City offices, which may include data entry, organization and retrieval, word processing, telephone and counter reception, provision of factual information to visitors, receipt of payments and documents, automated and manual record keeping, auditing, report preparation and filing; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Administrative Assistant I
This is the entry level class in the Administrative Assistant series. Positions at this level are not expected to function with the same amount of knowledge or skill level as positions allocated to the Administrative Assistant II and exercise less independent discretion and judgment in matters related to work procedures and methods. Incumbents at this level are expected to become fully knowledgeable of the assigned area and learn to perform the full range of departmental administrative support services.

Administrative Assistant II
This is the full journey level class in the Administrative Assistant series. Positions at this level are distinguished from the Administrative Assistant II level by the performance of the full range of duties as assigned, working independently, and exercising a high level of independent judgment and initiative.

Positions at this level receive only occasional instruction or assistan ce as new or unusual situations arise and are fully aware of the operating procedures and policies of the department to which assigned.

Flex Staffing
This series may be flexibly staffed at either the entry or journey level. Incumbents appointed to the Administrative Assistant I (entry level) may reasonably expect to progress to the Administrative Assistant II (journey level) upon attaining and demonstrating the full knowledge, skills and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall remain at the department head’s discreti on.

SUPERVISION RECEIVED AND EXERCISED

Receives direct (Administrative Assistant I) to general supervision (Administrative Assistant II) from higher level management as assigned.

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ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Prepares correspondence, reports, forms, receipts, brochures, warrants, vouchers, work orders, contracts, brochures, certificates and specialized documents related to the department to which assigned from drafts, notes, brief instructions, corrected copy or prior materials using a word processor, a computer with form and/or graphic templates.

2. Acts as receptionist, providing a high level of customer service to both external and internal customers; receives and screens visitors and telephone calls; takes messages, directs the caller to the proper office or person and/or provides factual information regarding City and departmental activities and functions that may require the application and explanation of rules, policies and procedures.

3. Composes standard correspondence, such as transmittal letters, from prior materials or brief instructions.

4. Proofreads materials for accuracy, completeness, compliance with departmental policies, formatting and correct English usage including grammar, punctuation and spelling.

5. Enters, edits, updates and retrieves data from narrative reports or spreadsheets and prepares periodic or special reports, following established formats and menus; may create new depart mental forms; may perform production data entry on a project basis.

6. Checks and tabulates standard arithmetic or statistical data; may summarize such information and prepare periodic numerical reports.

7. Establishes and maintains office files, following an established records management system; compiles information from such files; purges files as required.

8. Attends to a variety of office administrative details, such as keeping informed of departmental activities, transmitting information, ordering and coordinating supply orders and arranging for equipment purchase and maintenance.

9. Processes and distributes incoming and outgoing mail for the office or department.

10. Operates standard office equipment, including job -related computer hardware and software applications, facsimile equipment and multi-line telephones; may operate a two -way radio or other department-specific equipment.

11. May prepare, review and/or enter employee timecard information and maintain related records for departmental staff.

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12. May prepare meeting agendas and minutes for departmental and/or specified committee meetings; may serve on a variety of departmental or City-wide project teams or committees.

13. May collect and account for fees and other monies collected.

14. May complete standard forms (both online formats and hard copy) with information from the public.

15. May provide instruction, direction and work review to less experienced, part- time staff, or volunteers on a limited or project basis; may assist in coordinating departmental or City events.

16. Survey, interview, obtain, document, and compile information within the City.

17. Contacts the public and outside agencies in acquiring and providing information and making referrals.

18. Observes and complies with City and mandated safety rules, regulations, and protocols.

19. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
 Basic principles and practices of administrative support work.  Principles of work organization.
 Principles and practices of fiscal, statistical and administrative research and report preparation.  Principles and practices used to maintain files and information retrieval systems.  Principles of business letter writing using established templates.  Modern office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases at an intermediate level of proficiency.
 English usage, spelling, grammar, and punctuation.
 Mathematical principles.
 Business accounting principles and terminology.
 Operating characteristics of two-way radios and the use and application of associated operating codes and terminology may be required for some positions.  Communication skills and techniques required for gathering, evaluating and transmitting information.
 Operations and organizational structure of municipal government.  Principles and practices of research and report preparation.  Principles and practices of filing and record keeping.  Methods and techniques of public relations and customer service. 487

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 Safe and efficient work practices as they relate to code enforcement.  City and mandated safety rules, regulations, and protocols.

Ability to:
 Assist in the performance of routine administrative functions and operations within a department or division of the City.
 Perform routine administrative support duties within standard operating policies and procedures.
 Work well with people and handle a public counter and telephones of a public agency in a calm, self-assured, and confident manner.
 Learn to understand the organization and operation s of the City and of outside agencies as necessary to assume assigned responsibilities.
 Learn, understand, interpret, and apply general and specific administrative and departmental policies and procedures.
 Identify and analyze problems and possible solutions; work with supervisor to project consequences of proposed actions and implement recommendations.  Research, compile, and interpret a variety of information , and make appropriate recommendations.
 Prepare a variety of administrative and statistical reports.  Prepare routine correspondence and memoranda based on specific direction and subject to review.
 Maintain and/or develop departmental filing systems.
 Type and enter data at a speed necessary for successful job performance.  Operate and use modern office equipment including computers and supporting word processing and spreadsheet applications at an intermediate level of proficiency.  Work independently in the absence of supervision.
 Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person.
 Work with supervisor to plan and organize work to meet changing priorities and deadlines.  Effectively represent the department to outside individuals and agencies to accomplish the goals and objectives of the department and/or division.  Work cooperatively with other departments, divisions, and outside agencies.  Respond tactfully, clearly, concisely, and appropriately to inquiries related to area of responsibility.
 Communicate clearly and concisely, both orally and in writing.  Establish and maintain effective working relationships with those contacted in the cou rse of work.
 Operate a two-way radio to perform dispatch duties, as required and depending on position.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Deliver quality customer service.
 Work independently and as a team member.
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 Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

Administrative Assistant I
A minimum of three (3 ) years of progressively responsible administrative support experience including extensive public contact experience. The possession of an Associate’s degree in business or public administration or a related field may substitute for two (2) years of the required experience. Intermediate level skills in Word, Excel and PowerPoint are highly desirable.

Administrative Assistant II
A minimum of four (4 ) years of experience in progressively responsible , moderately difficult and complex, administrative support experience including extensive public contact experience. The possession of an Associate’s degree in business or public administration or a related field may substitute for two (2) years of the re quired experience. Intermediate to advances level skills in Word, Excel and PowerPoint are highly desirable.

Training:

Administrative Assistant I
Equivalent to the completion of a High School diploma. The completion of an Associate’s degree from an accredited college or university in business or public administration, or a related field is highly desirable.

Administrative Assistant II
Equivalent to the completion of a High School diploma. The completion of an Associate’s degree from an accredited college or university in business or public administration or a related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

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Special Requirements:

Employees in these classes may be required to work varying shifts and extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit various City sites . Color vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrie ve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking bet ween work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; observes and interprets people, and situations; learns and applies new i nformation and skills; performs detailed work; deals with changing priorities, interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Administrative Assistant I

TO: Administrative Assistant II
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Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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CLASSIFICATION DESCRIPTION

ADMINISTRATIVE SERVICES DIRECTOR

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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 administrative and policy direction, manages, organizes, and directs the operations and activities of the Finance, Risk Management, Human Resources , and Information Technology Divisions, including Billing and Collections, Accounting, Purchasing, Franchise Agreements, Financial Administrative Services, Payroll, City-wide Budget Administration , Human Resources, Risk Management, and Information Technology; manages the effective use of assigned resources to improve organizational productivity and customer service; fosters cooperative working relationships among City departments and with intergovernmental and regulatory agencies ; provides complex and responsible support to the City Manager in areas of expertise; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is a Department Director classification that oversees, directs, and participates in all activities of the Administrative Services Department including planning, development and administration of departmental policies, procedures, and services. Successful performance of the work requires knowledge of public policy and municipal functions and activities, including the role of an elected City Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas.

Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the diverse, specialized, and complex work of the department. The incumbent also has significant accountability and decision-making responsibilities, which include departmental planning, budget administration, program evaluation and recommendation and implementation of policies, procedures, goals, objectives, priorities and standards for the City's Administrative Services Department programs and operations. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative and policy direction from the City Manager. The work provides for a wide variety of independent decision-making within legal and general policy and regulatory guidelines.

Exercises general and/or direct supervision over professional, para-professional, technical, administrative, and skilled and semi- skilled assigned staff.

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ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Assumes full management responsibility for assigned services and activities of the Administrative Services Department including, but not limited to serving as Chief Financial A dvisor, Chief Information Technology Officer, and Personnel Officer to the City Manager ; oversees and manages the City’s investment portfolio, and may serve as City Treasurer.

2. Directs and oversees the development and implementation of goals, objectives, policies, and priorities for assigned programs; participates in policy formulation ; recommends, develops, implements, and admi nisters policies and procedures; p rovides leadership and direction in the development of short- and long-range plans.

3. Oversees and participates in the development and administration of the Administrative Services Department’s operating budgets; forecast s funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; implements adjustments.

4. Assures that assigned areas of responsibility are performed within budget; performs cost-control activities; monitors revenues and expenditures in assigned area to assure sound fiscal control; prepares annual budget requests; assures effective and efficient use of budgeted funds; personnel, materials, facilities, and time.

5. Provides advice and highly responsible and complex technical support and staff assistance to the Assistant City Manager and City Manager; oversees and conducts a variety of organizational studies, investigations, and operational studies; recommends and implements m odifications to programs, policies, and procedures as appropriate.

6. Informs and updates Assistant City Manager, City Manager, a nd elected and appointed officials on financial, personnel, risk management, and technology matters.

7. Maintains City financial records; d evelops financial studies and plans; f orecasts, estimates, and monitors the financial condition to assure the fiscal well- being of the City; d evelops and recommends appropriation transfers, financing plans, and other financial activities, as required.

8. Plans, organizes, and directs the financial activities of the City including accounting, cash management, investments, revenue collection, utility billing, and licensing services; a llocates resources accordingly.

9. Oversees the preparation of the City’s budget; pre -audits projected budget before referral to the City Manager in a final form; provides inter-City coordination of fiscal and budgetary matters.

10. Directs the preparation of financial reports as required by law; manages the various financial reports and analyses, as required and/or requested by the City Manager. 493

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11. Establishes and maintains internal control procedures and assures that state and national standard accounting procedures are maintained.

12. Supervises the collection of taxes, fees, and other receipts in accordance with applicable law and generally accepted accounting procedures.

13. Oversees and manages the investment of City funds.

14. Oversees the City’s issuance of bonds and other debt services, as required.

15. Serves as the City’s main point of contact with all Franchises that have agreements with the City.

Maintains the contracts with each franchise and oversees the periodic review of each contract.

Ensures that all franchise agreements are adjusted appropriately as federal, state, and local laws and regulations change. Makes recommendations to the City Manager and City Council regarding additions or changes to each franchise agreement.

16. Serves as the City’s Personnel Officer overseeing all Human Resources functions including Recruitment and Selection, Benefits Administration, Classification and Compensation, Employee and Labor Relations, Training and Development, and Risk Management.

17. Serve as the City’s Chief Information Technology Officer overseeing all Information Technology functions including the City’s technical systems resources, administration, security, and personnel.

18. Manages the work plan for assigned staff; assigns work activities, projects, and programs to carry out City Council priorities; monitors and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

19. Selects, trains, motivates, and directs assigned personnel; provides or coordinates staff training; evaluates and reviews employee performance with employees to correct deficiencies; implements discipline and termination procedures.

20. Maintains and directs the maintenance of working and official department files, including, but not limited to all records and files for City financial, personnel, risk management, and technology programs and activities.

21. Represents the Department to other City departments, elected officials and outside agencies; explains and interprets Department programs, policies, and activities; negotiates and resolves sensitive, significant, and controversial issues.

22. Develops and implements various systems and procedures to meet departmental goals, objectives, policies, and priorities including budgeting systems, revenue forecasting programs, and cash managements of the City idle funds.
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23. Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with City specifications and service quality.

24. Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; provides staff support and presents reports to various commissions, committees, and boards as necessary.

25. Attends and participates in professional group meetings; stays abreast of new trends and innovations in the various functions of the Ad ministrative Services Department; research emerging products and enhancements and their applicability to City needs.

26. Responds to difficult and sensitive public inquiries and complaints , and assists with resolutions and alternative recommendations.

27. Ensures staff compliance with City and mandated safety rules, regulations, and protocols.

28. Performs other related duties as required.

QUALIFICATIONS

Knowledge of:
 Operations, services, and activities related to a comprehensive administrative services program including accounting, finance, investments, collections, purchasing, franchise agreements, billing, payroll, budget preparation, personnel, risk management, and information technology.  Advanced principles and practices of municipal budget preparation and administration, contract administration, City-wide administrative practices, and general principles of risk management.  Principles and practices of a full-service human resource program and its administration.  Principles and practices of a full-service information technology program and its administration.  Administration, principles, and practices of grant funding and administration.  Principles and practices of program development and administration.  Organizational and project management principles and practices.  Principles of supervision, training, and performance evaluation.  Pertinent federal, state, and local laws, codes, and regulations.  City organization and functions of the various departments in the City.  Methods and techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
 Principles and practices of customer service and public relations.  Methods and techniques of research, statistical analysis, and report preparation.  Methods and techniques for effective record-keeping and maintenance. 495

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 Modern office procedures, methods, and equipment including computers and supporting software applications.
 Recent and on-going developments, current literature, and sources of information related to the operations of the assigned areas.
 City and mandated safety rules, regulations, and protocols.

Ability to:
 Manage and direct a comprehensive administrative services program including all assigned functional areas.
 Provide administrative, management, and professional leadership for the department and the City.
 Oversee the development and administration of department goals, objectives, and procedures.  Plan, organize, direct, and coordinate, the work of management, supervisory, professional, and technical personnel; delegate authority and responsibility.  Select, supervise, train, and evaluate staff.
 Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
 Research, analyze, and evaluate new service delivery methods and techniques.  Prepare and administer large program budgets and City-wide budgets.  Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
 Analyze problems, identify alternative solutions, project consequences of proposed acti ons, and implement recommendations in support of goals.
 Exercise sound judgment and common sense.
 Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.  Interpret and apply federal, state, and local policies, laws, and regulations.  Facilitate, develop, and work with groups to reach City Council goals and public interests.  Develop and maintain effective interdepartmental coordination.  Represent the City in a professional manner when dealing with the City Council, boards, community groups, and the general public.
 Effectively present information and respond to questions from groups of managers, council members, board, committee, and commission members, and the general public.  Conduct effective media and public relations.
 Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Communicate clearly and concisely, both orally and in writing.  Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
 Establish and maintain a variety of filing, record keeping, and tracking systems.  Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices. 496

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Experience:

Seven (7 ) years of increasingly responsible professional level experience in finance and accounting, including three (3) years of management an d administrative responsibility preferably including information technology and human resources functions.

Training:

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in finance, accounting, business or public administration, or a closely related field. A Master’s degree in a related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Special Requirements:

Employees in this class may be required to work extended hours including evenings and weekends.

WORKING CONDITIONS
The work environment characteristics and physical/mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. R easonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit v arious City sites . Color vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person and over the telephone . T ouch is required in order to handle documents, and use a computer . Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking bet ween work areas ma y be required . Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, c arry, push, and pull materials and objects up to 25 pounds.

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Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple c oncurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Administrative Services Director

TO: Assistant City Manager

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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CLASSIFICATION DESCRIPTION

ASSISTANT ENGINEER

ASSOCIATE ENGINEER

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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, performs responsible, complex and professional civil engineering and technical work in the field or office associated with the design, development, investigation, construction and maintenance of land development projects, public works and/or capital projects, and specialized traffic engineering assignments; to assist with project management as part of a team; a nd p erforms related duties as requires.

DISTINGUISHING CHARACTERISTICS

Assistant Engineer
The Assistant Engineer is the entry level within the professional Engineering Series. This class is distinguished from the Associate Engineer by the performance of the more routine tasks and duties assigned to positions within the series including preparation of less complex plans, work orders and cost estimates. Assistant Engineers assist with project management as part of a team, and learn to perform more complex projects. Since this class is typically an entry level class, employees may have only limited or no directly related work experience.

Associate Engineer
The Associate Engineer is the journey level classification in the Engineering series. Incumbents assigned to the Associate level are experienced professional engineers who are expected to perform with a high degree of independence in preparing designs and in fully managing mid -size projects, or in managing aspects of large and complex proje cts as part of a team. Incumbents assigned to the Associate level work independently on assignments and participate in coordinating a nd leading the work of less experienced staff. The Associate Engineer is distinguished from the Assistant Engineer by the higher level of independence and the level of responsibility assumed and the complexity of duties assigned.

Flexible Staffing
This series may be flexibly staffed at either the entry or journey level. Incumbents appointed to the Assistant Engineer ( entry level ) may reasonably expect to progress to the Associate Engineer (journey level ) upon attaining and demonstrating the full knowledge, skills and abilities of the job classification and meeting the qualifications and department requirements establis hed for progression, which shall remain at the department head’s discretion.

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SUPERVISION RECEIVED AND EXERCISED

Receives direct (Assistant Engineer) to general (Associate Engineer) supervision from a Senior Engineer, the Principal Engineer and Public Works Director/City Engineer, as assigned. Associate Engineers may exercise lead direction over professional, para -professional, technical, administrative, and skilled and semi- skilled assigned staff, as assigned.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

All Assignments:

1. Reviews operational procedures to ensure compliance with applicable policies and quality control standards; recommends changes to departmental procedures, policies, and regulations, including engineering design standards.

2. Prepares specialized studies, cost analysis studies, specifications; compiles and analyzes statistical data and prepares technical reports relating to public works and/or capital projects.

3. Coordinates engineering activities and represents the City in meetings with other department staff, City personnel, and other internal and external agencies to ensure timely progress and completion of projects; may attend and make presentations to City committees and commissions.

4. Coordinates the work and provides lead direction to other staff.

5. Provides technical assistance to other departments and City personnel.

6. Evaluates compliance with laws, ordinances, and acceptable engineering standards, and recommends corrections or improvements.

7. Represents the City in meetings with other department staff, City personnel, and other internal and external agencies; may attend and make presentations to City committees and commissions.

8. Monitors contracts with consultants and vendors.

9. Maintains records in accordance with departmental policy.

10. Participates in the development and implementation of various systems and procedures to meet division goals, objectives, and policies.

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11. Attends workshops and participates in professional groups and committees; stays abreast of new trends and innovations; answers questions and provides information to the public; investigates inquiries; recommends corrective actions to resolve issues.

12. Ensures compliance with City and mandated safety rules, regulations, and protocols.

13. Performs other duties of a similar nature.

Capital Improvement Program (CIP) Division Duties:

1. Participates in a variety of professional engineering work, including the preparation and review of special projects, and project specifications; may provide public counter support.

2. Participates in the preparation and review of preliminary and final engineering plans, cost estimates, and specifications for public works municipal projects; evaluates compliance with acceptable engineering standards, and recommends corrections or improvements.

3. Participates in the preparation of requests for proposals relating to projects requiring contract engineering work; directs the preparation of project cost estimates for competitive bidding purposes.

4. Reviews plans of consulting engineering firms performing work for the City and evaluates their performance; conducts pre-construction conferences; performs construction contract modifications and negotiates contract changes.

5. Assists in the preparation of cost projections for the department budget and monitors expenditures; assists in preparing annual capital improvement budgets.

6. Examines, prepares , and maintains designs, specifications, plans, estimates, and reports for various capital improvement projects.

7. Performs investigations on public works, municipal, and capital projects; assists with contract negotiations, and makes recommendations for contract change orders.

8. Assists inspectors with coordination of assigned projects.

Land Development Division Duties:

1. Participates in a variety of professional engineering work, including the preparation and review of private development plans, subdivisions, special projects, project specifications, and may provide public counter support.

2. Serves as a liaison with engineers and consultants to assist in the design of land development projects.
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3. May participate in the preparation and review of preliminary and final engineering plans, subdivision plans, and cost estimates; evaluates compliance with laws, ordinances, and acceptable engineering standards, and recommends corrections or improvements.

4. Participates in the preparation of legal descriptions and deeds for easements and rights- of-way.

5. Provides assistance to the public regarding the City's land development policies and procedures.

Traffic Engineering Division Duties:

1. Participates in a variety of professional engineering work, including the review of private development plans, project specifications, and may provide public counter support; performs traffic control plan checks for public and private projects.

2. Participates in the preparation and review of preliminary and final engineering plans, including traffic signal plans, signing and striping plans, traffic control plans, cost estimates, and specifications.

3. Coordinates the design and construction of traffic signals, signing and striping, and CCTV camera and Communication projects.

4. Compiles and analyzes statistical data, including traffic counts, accident history, speed surveys, channelization studies, and signal timing and coordination and makes recommendations.

5. Reviews development plans, traffic impact analysis and makes recommendations for implementation of mitigation measures.

6. Coordinates the work of consultants and traffic signal maintenance personnel.

7. Develops traffic engineering programs, policies and procedures.

8. Determines the need for certain types of traffic control devices.

Environmental/Water Quality Duties:

1. Participates in a variety of professional engineering work, including the review of private development plans, subdivisions, special projects, and may provide public counter support.

2. Performs plan checks relating to Water Quality Management Plans (WQMP) procedures for subdivision development, transportation projects, and capital improvement projects.

3. Participates in the preparation and review of preliminary and final plans; and reports for public works and municipal projects.
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4. Evaluates compliance with laws, ordinances, and acceptable WQMP standards; recommends corrections or improvements.

5. Coordinates the work of consultants and reviews the work of Division field personnel in a variety of areas.

6. Develops public works and municipal programs/procedures.

QUALIFICATIONS

Knowledge of:
 Operations, services and activities of a public works engineering program including streets, signals, traffic control systems, traffic management, parks, City f acilities, and City water/wastewater systems.
 Civil, traffic or environmental engineering principles (as assigned).  Modern principles and practices of civil engineering design and construction including roadway design, traffic, grading, hydrology/hydraulics, soils, pavements, environmental compliance, water quality, and construction practices.
 Methods, and practices as applied in the planning, design, and construction of municipal public works projects.
 Methods employed in the preparation of land development projects.  Pertinent laws and regulations governing the design and construction of streets, capital projects and other public works including CEQA, Subdivision Map Act and Public Contracts Code.
 Budgets, contracts, agreements, plans, specifications, procedures, and forms associated with public works projects.
 Principles and techniques of engineering, drafting and estimating.  Alternative financing mechanisms for public works projects, including municipal finance principles and special assessment districts.
 Standard Specifications for Public Works Construction.  Principles and practices of construction surveying.
 Principles and practices of project and construction management.  Principles and practices of contract administration.
 Terminology, methods, practices and techniques used in technical civil engineering report preparation.
 Principles of mathematics as applied to engineering work.  Grant programs, grant applications, and compliance.
 Principles of City government organization, functions, and management.  Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
 Methods and techniques of research, statistical analysis, and report preparation.  Methods and techniques for effective record-keeping and maintenance. 503

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 Modern office procedures, methods, and equipment including computers and sup porting software applications.
 Recent and on-going developments, current literature, and sources of information related to the operations of the assigned areas.
 City and mandated safety rules, regulations, and protocols.

Ability to:
 Perform professional and increasingly complex engineering duties in support of a comprehensive public works engineering and construction program including Streets, Signals, Traffic Control Systems, Traffic Management, Parks, City Facilities, and City Water/Wastewater Systems.
 Conduct engineering studies and develop appropriate recommendations.  Review and check increasingly complex engineering designs, computations, plans and studies.
 Respond to emergency and problem situations in an effective manner.  Interpret and reconcile expenditure reports.
 Perform technical research and solve increasingly complex engineering problems.  Prepare and maintain technical civil engineering records and prepare comprehensive reports.  Compile rough technical data and prepare statistical and narrative reports from field studies.  Develop, review and modify civil engineering plans, designs, and specifications.  Exercise professional engineering judgment to achieve results consistent with objectives.  Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
 Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
 Exercise sound judgment and common sense.
 Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.  Interpret and apply federal, state, and local policies, laws, and regulations.  Develop and maintain effective interdepartmental coordination.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Communicate clearly and concisely, both orally and in writing.  Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
 Establish and maintain a variety of filing, record keeping, and tracking systems.  Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

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Experience:

Assistant Engineer
Experience in civil engineering as an Intern or in performing sub -professional engineering duties and responsibilities is highly desirable.

Associate Engineer
Three (3 ) years of increasingly responsible professional level experience in civil engineering and project management.

Training:

Assistant Engineer
Equivalent to a Bachelor’s degree from an accredited college or university with major course work in civil engineering or an engineering -related field. A Master’s degree in a related field is desirable.

Associate Engineer
Equivalent to a Bachelor’s degree from an accredited college or university with major course work in civil engineering or an engineering -related field. A Master’s degree in a related field is desirable.

Licenses and Certifications: (Certifications may vary depending on position)

All Positions
Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Capital Improvement Program (CIP) Division and Land Development Division Engineer-in-Training (EIT) Certificate or Certificate of Registration as a Professional Civil Engineer issued by the California State Board of Registration for Professional Engineers is highly desirable.

Land Development Division
Engineer-in-Training (EIT) Certificate / Land Surveyor -in-Training (LSIT) Certificate or Certificate of Registration as a Professional Civil Engineer and/or Land Surveyor issued by the California State Board of Registration for Professional Engineers is highly desirable.

Environmental/Water Quality
Engineer-in-Training (EIT) Certificate or Certificate of Registration as a Professional Civil Engineer issued by the California State Board of Registration for Professional Engineers is desirable.
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Certified as a Qualified Storm Water Pollution Prevention Plans (SWPPP) Practitioner and Developer (QSP/QSD) and/or Certified Professional in Storm Water Quality (CPSWQ) is desirable.

Traffic Engineering Division
Engineer-in-Training (EIT) Certificate or Certificate of Registration as a Professional Civil Engineer or Traffic Engineer in the State of California is desirable. Certified to operate a Radar Unit is desirable.

Special Requirements:

None

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Employees may interact with staff and/or the public and private representatives in various settings including the field or remote offices for meetings. The incumbent will be exposed to outdoor environmental elements on a limited basis with exposure to varying temperatures, moderate exterior noise levels including traffic, and may have limited exposure to dust and fumes.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit various City sites . Color vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person and over the telephone . T ouch is required in order to handle documents, and use a computer . Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classifica tion although standing in work areas and walking bet ween work areas may be required . Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. This position is also expected to perform some inspections of work in the field that may require greater noise exposur e from traffic, and walking on uneven ground, working around machinery, fumes, dirt and gas, and in varying temperatures.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; 506

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reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Assistant Engineer

TO: Associate Engineer

TO: Senior Engineer

Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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CLASSIFICATION DESCRIPTION

ASSISTANT PLANNER

ASSOCIATE PLANNER

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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, performs a variety of duties related to the collection, analysis, interpretation, and presentation of technical land use, environmental, zoning and other Cit y planning data; provides land use and zoning information as part of the city’s zoning counter efforts, and assistance on planning -related matters to the general public and other City staff; ensures compliance with the City’s development standards; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Assistant Planner
This is the entry level class in the Planner series. Incumbents at this level are responsible for performing general/routine professional tasks and duties assigned to positions within this series. The Assistant Planner is not expected to perform with the same independence of direction and judgment as are positions allocated to the Associate and/or Senior Planner. Since this class is typically used as a training class, employees may have only limited C ity planning related work experience. Employees work under direct supervision while learning job tasks.

Associate Planner
This is the journey level class in the Planner series. Incumbents at this level require demonstrated ability to perform a variety of responsible and increasingly complex professional planning tasks and duties with greater independence of direction and judgment; the Associate Planner is further distinguished from the Assistant Planner by the level of skill required, the complexity of assigned projects, and greater amount of time focused on planning projects as opposed to time spent working at the City’s planning counter.

Employees at this level receive general instruction or a ssistance as new or unusual situations arise and they are fully aware of the operating procedures and policies within the work unit.

Flex Staffing
This series may be flexibly staffed at either the entry or journey level. Incumbents appointed to the Assistant Planner (entry level) may reasonably expect to progress to the Associate Planner (journey level) upon attaining and demonstrating the full knowledge, skills and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall remain at the department head’s discreti on.

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SUPERVISION RECEIVED AND EXERCISED

Receives direct (Assistant Planner) to general (Associate Planner) supervision from the Senior Planner or Planning Manager, as assigned.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Collects, record s, and summarize s statistical and demographic information; establish es and maintains a comprehensive database.

2. Participates in the research, analysis, and interpretation of social, economic , population and land use data and trends.

3. Interprets the General Plan and Zoning Ordinance as it relates to project compliance with City plans, ordinances, and codes.

4. Plan checks sign proposals, reviews business registrations, and other permit applications.

5. Assists in reviewing development proposals and other requests made to the Planning Division for conformance with appropriate general plan and zoning regulations.

6. Reviews and approves, or denies plan checks for building projects.

7. Compiles information and make s recommendations on special studies; prepare s technical reports.

8. Makes presentations to the City Council, Planning Commission and Planning Director, standing and ad hoc committees, developers, community groups, and outside agencies.

9. Observes and complies with City and mandated safety rules, regulations, and protocols. Reviews development proposals, applications, and other requests made to the Planning Department for conformance with appropriate zoning regulations; prepares reports and make recommendations.

10. Checks commercial, industrial, and residential development plans for zoning clearance; processes zoning clearances, temporary use, sign and other permit applications.

11. Advises and confer with architects, builders, attorneys, contractors, engineers, and the general public regarding City development policies, standards, guidelines, and current and approved projects.

12. Performs inspections and related field work.
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13. Takes phone calls and inquiries from the public and other agencies; provides assistance to walk in customers at the counter.

14. Prepares staff reports and resolutions related to development projects and graphic displays.

15. Researches and drafts ordinances for review.

16. Attends a variety of meetings, including City Council and Planning Commission meetings and predevelopment meetings.

17. Interprets the General Plan and Zoning Ordinance as it relates to project compliance with City plans, ordinances, and codes.

18. Attends and participates in professional group meetings; maintains awareness of new trends and developments in the field of municipal planning; incorporate s new developments as appropriate into programs.

19. Performs environmental assessments, providing detailed written comments on negative declarations, mitigated negative declarations, environmental impact reports and special studies performed by outside consultants.

20. Observes and complies with City and mandated safety rules, regulations, and protocols.

21. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
 Principles, practices, methods, and procedures of urban and regional planning.  Applicable local, State and Federal laws, regulations, codes and ordinances related to planning, zoning and environmental analysis.
 The relationship and responsibilities of Federal, State, regional and local government agencies in the planning and regulation of land.
 Research and investigation procedures.
 Drafting and graphic presentations.
 Statistical and research methods as applied to the collection, analysis and presentation of planning data.
 Methods and techniques for record keeping and report preparation and writing.  Modern office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.  Operations and organizational structure of municipal government.  English usage, spelling, grammar, and punctuation.
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 Principles and practices of filing and record keeping.  Methods and techniques of public relations and customer service.  Safe and efficient work practices as they relate to code enforcement.  City and mandated safety rules, regulations, and protocols.

Ability to:
 Perform technical research and give reliable advice on planning problems.  Demonstrate tact and diplomacy with the public.
 Work well with people and handle a public counter and telephones of a public agency in a calm, self-assured, and confident manner.
 Use knowledge and experience to work with architects, engineers, contractors, real estate brokers, appraisers, and the public to solve problems and achieve cooperative relationships.  Read maps and learn the City's geography.
 Maintain and follow department policies and procedures.  Prepare reports and graphic presentations.
 Interpret and explain laws underlying general plans, zoning and land divisions.  Prepare and interpret maps, site and building plans, specifications, charts and tables.  Learn applicable environmental laws and regulations.
 Analyze, interpret, and compile technical and statistical information; and prepare reports.  Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
 Provide excellent customer ser vice to all members of the public as well as City and other public agency personnel.
 Communicate clearly and concisely, both orally and in writing.  Establish and maintain effective working relationships with those contacted in the course of work.
 Demonstrate an awareness and appreciation of the cultural diversity of the community.  Deliver quality customer service.
 Work independently and as a team member.
 Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

Assistant Planner
Experience is not requires; however a minimum of one (1 ) year of municipal or county planning experience is desired (planning internships are acceptable).

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Associate Planner
A minimum of two (2 ) years of responsible professional municipal or county planning experience.

Training:

Assistant Planner
Equivalent to the completion of a Bachelor’s degree from an accredited college or university with major course work in urban planning, geography, engineering, architecture, public administration or a related field.

Associate Planner
Equivalent to the completion of a Bachelor’s degree from an accredited college or university with major course work in urban planning, geography, engineering, architecture, public administration or a related field.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Special Requirements:

Employees in these classes may be required to work varying shifts and extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to ha zardous physical substances.

Employees may interact with staff and/or the public and private representatives in various settings including the field or remote offices for meetings. The incumbent will be exposed to outdoor environmental elements on a lim ited basis with exposure to varying temperatures, moderate exterior noise levels including traffic, and may have limited exposure to dust and fumes.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit various City sites . Color 512

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vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office cla ssification although standing in work areas and walking bet ween work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; observes and interprets people, and situations; learns and applies new information and skills; performs detailed work; deals with changing priorities, interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Assistant Planner

TO: Associate Planner

Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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CLASSIFICATION DESCRIPTION

ASSISTANT CITY CLERK

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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, assists in the planning, organizing, and administration of the functions of the City Clerk’s Office; performs the functions and duties assigned by the laws of the State of California, ordinances and resolutions enacted by the City Council; assists with agendas, posting requirements, noticing, minutes, records retention, public records requests and filing of City documents; act s in the capacity of the City Clerk in his/her absence; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the professional and supervisory level classification in the City Clerk series with responsibility to assist the City Clerk in the work involved in the publication, filing, indexing, and safekeeping of all proceedings of the City Council. The incumbent acts in the capacity of the City Clerk in her/his absence ; personally performs the most complex administrative work requiring the exercise of considerable initiative and indepe ndent judgment; and supervises the Records Manageme nt Program. Responsibilities include coordinating the activities of the department with those of other departments and outside agencies.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the City Clerk. Exercises general and/or direct supervision over Deputy City Clerk I’s and II’s, as assigned.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Participates in the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends, implements, and administers policies and procedures.

2. Attends regular and special City Council meetings, and City Council Subcommittee mee tings; and other board or commission meetings as assigned; oversees or performs an accurate recording of the proceedings.

3. Assists and acts for the City Clerk in attending City Council meetings, agenda conferences, and all other matters related to department activities.

4. Administers the provisions of the Brown Act, Political Reform Act, and Public Records Act.

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5. Assists with the processing of all City Council and City Manager documents, agreements, and forms for signature.

6. Assists with maintaining the City Clerk’s O ffice website; prepares outreach materials for public information.

7. Assists with maintaining the Wildomar Municipal Code.

8. Assists with coordinating municipal elections in conjunction with the County Registrar of Voters.

9. Assists with maintaining records of terms and prepares vacancy notices; coordinates appointments for all City Council, Commission, and Committee members including the onboarding process.

10. Prepares certificates and proclamations on behalf of the City Council.

11. Assists with the receipt and processing of petitions relating to initiatives, recalls and referendums.

12. Assists with maintaining custody of the official City Seal and safeguards official records and archives of the City including ordinances, resolutions, contracts, deeds, and minutes; facilitates the recordation of such documents as required.

13. Assists with administering and filing oaths of office.

14. Assists with collecting and filing required disclosures under the Political Reform Act.

15. Assists with managing t he City’s records retention program ; m aintains working and official department files; performs indexing and filing of City records.

16. Provides technical and administrative assistance to members of the City Council as directed.

17. Receives official appeals, filings, and claims against the City.

18. Provides notary and attestation service for official records.

19. Assists with developing and administering the department budget; forecasts funds needed for staffing, equipment, materials, and supplies; monitors expenditures.

20. Participates in the selection of staff; trains, motivates, and supervises assigned personnel; provides or coordinates staff training; evaluates and reviews employee performance with employees to correct deficiencies.

21. Attends and participates in professional group meetings; stays abreast of new trends and innovations related to assigned area; evaluates the latest best practices as options for the City. 515

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22. Represents the Department to other City departments, elected officials and outside agencies; explains and interprets Department programs, policies, and activities; participates in resolving sensitive, significant and controversial issues.

23. Recommends and implements various systems and procedures to meet departmental goals, objectives, policies, and priorities.

24. Participates in developing requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; administers contracts to ensure compliance with City specifications and service quality.

25. Prepares staff and agenda reports and other necessary correspondence related to assigned activities and services; provides staff support and presents reports to various commissions, committees, and boards as necessary.

26. Responds to difficult and sensitive public inquiries and complaints, and assists with resolutions and alternative recommendations.

27. Ensures staff compliance with City and mandated safety rules, regulations, and protocols.

28. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
• Operational characteristics, services, and activities of a municipal City Clerk’s Office. • Modern principles and practices of City Clerk services program development and administration. • Parliamentary procedures.
• Principles and practices of a municipal records management program. • Principles and practices of program development and administration. • Organizational and project management principles and practices. • Principles and practices of municipal budget preparation and administration. • Principles of supervision, training, and performance evaluation. • Applicable Federal, State, and municipal laws, codes and regulations, such as the Brown Act, Public Records Act, Americans with Disabilities Act, Political Reform Act, California Elections Code, and Wildomar Municipal Code.
• Municipal government structure and organization of council/manager form of government. • Methods and techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Principles and practices of customer service and public relations. • Methods and techniques of research, statistical analysis, and report preparation. • Methods and techniques for effective record-keeping and maintenance. 516

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• Modern office procedures, methods, and equipment including computers and supporting software applications.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned areas.
• City and mandated safety rules, regulations, and protocols.

Ability to:
• Supervise and perform all associated functions and activities of a City Clerk’s Office. • Assist in the development and administration of department goals, objectives, and procedures. • Supervise, train, and evaluate assigned staff.
• Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
• Ensure compliance with Federal, State and municipal laws, rules, regulations, policies, procedures, and requirements related to the functions of the City Clerk. • Assist in the administration of the records management program, including receipt and maintenance of official City documents and records, electronic imaging, and developing and carrying out the Records Retention Schedule.
• Assist in maintaining current and past legislative history of City Council actions and provide research and reference services to the public and City staff. • Maintain confidentiality of sensitive information.
• Communicate clearly and concisely, verbally and in writing. • Plan, organize, and facilitate meetings.
• Assist in the administration of the departmental budget. • Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Exercise sound judgment and common sense.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. • Interpret and apply federal, state, and local policies, laws, and regulations. • Develop and maintain effective interdepartmental coordination. • Represent the City in a professional manner when dealing with the City Council, boards, community groups, and the general public.
• Effectively present information and respond to questions from groups of managers, council members, board, committee, and commission members, and the general public. • Demonstrate an awareness and appreciation of the cultural diversity of the community. • Establish and maintain effective working relationships with those contacted in the course of work. • Communicate clearly and concisely, both orally and in writing. • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Establish and maintain a variety of filing, record keeping, and tracking systems.

• Ensure adherence to safe work practices and procedures. • Operate a vehicle observing legal and defensive driving practices.

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Experience:

A minimum of four (4) years of increasingly responsible experience in a municipal City Clerk’s office or similar office with a minimum of two (2) years of management, administrative and/or supervisory or project management responsibility.

Training:

Equivalent to an Associate’s degree from an accredited college or university with major course work in public administration or a related field. A Bachelor’s degree in related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of Notary Public commission at time of appointment, or ability to obtain commission within one (1) year.

Possession of Certified Municipal Clerk (CMC) designation by the International Institute of Municipal Clerks and/or Certified Records Manager designation from the Association of Records Managers and Administrators (ARMA) are both desirable.

Special Requirements:

Employees in this class must be willing to attend meetings outside of normal working hours ; and may be required to work extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit various City sites . Color 518

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Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and c losed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathematical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Assistant City Clerk

TO: City Clerk

Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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CLASSIFICATION DESCRIPTION

BUILDING INSPECTION SUPERVISOR

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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, plans, organizes, assigns, supervises, reviews and participates in the work of staff performing routine to complex inspections of residential, commercial, and industrial building sites to enforce building, plumbing, mechanical, electrical, and environmental codes, using specific expertise, knowledge of, and emphasis in these building trades; ensures conformance with approved plans, specifications, standards, permits, and licensing; provides a variety of information to property owners, developers, architects, engineers, and contractors; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the full supervisory-level classification in the Building Inspector series that exercises independent judgment on specialized building inspection functions with accountability and ongoing decision-making responsibilities associated with the work. Incumbents are responsible for planning, organizing, reviewing and evaluating the work of assigned staff and for providing support to management in a variety of areas. Performance of the work requires the use of independence, initiative and discretion within established guidelines. This class is distinguished from the next higher classification of Chief Building Official in that the latter is responsible for the administration and management of the Building & Safety Division.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Chief Building Official. Exercises direct supervision over Building Inspectors and administrative support staff, as assignes.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Plans, organizes, assigns, supervises, reviews, and participates in the work of staff performing routine to complex inspections of residential, commercial, and industrial building sites to enforce building, plumbing, mechanical, electrical, and environmental codes; trains staff in work procedures; evaluates employee performance, counsels employees, and effectively recommends initial disciplinary action; assists in selection and promotion.

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2. Monitors activities of the assigned unit; identifies opportunities for improving service delivery and procedures; provides recommendations concerning process changes; reviews with appropriate management staff; implements improvements.

3. Plans, schedules, prioritizes, and assigns inspections; communicates status of inspections to appropriate staff.

4. Coordinates assigned services and operations with those of other divisions and outside agencies.

5. Implements goals, objectives, policies, and priorities for assigned services and programs; identifies resource needs; researches, recommends, and implements policies and procedures.

6. Performs the full range of building inspections of new and existing commercial, industrial, and residential properties for compliance with building codes and standards; reads and reviews project plans to verify construction.

7. Reviews and approves various stages of construction, such as framing, electrical, mechanical, heating, plumbing, and structural membrane; inspects throughout the construction period to completion; monitors construction sites; writes detailed correction notices for non-compliance or deviation from approved plans.

8. Conducts solar review, approval, submittal of corrections and final permit issuance; conducts inspections from inception to completion.

9. Investigates complaints regarding existing buildings or new construction to determine if code violations or problem conditions exist; writes “stop work” notices for work being done without permits or in an unsafe manner.

10. Reviews plans, blueprints, drawings, and maps, and prepares change orders.

11. Confers with property owners, contractors, and developers with respect to complaints and building code issues, and to respond to general questions on compliance issues.

12. Processes electricity and gas meter releases, and Certificates of Occupancy; reviews and approves temporary gas and electric meter releases for staff.

13. Prepares and maintains a variety of files, correspondence, reports, correction notices, and other written materials.

14. Serves as a liaison for the assigned function to other City departments, divisions, and outside agencies.

15. Observes and ensures staff compliance with City and mandated safety rules, regulations, and 521

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protocols.

16. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
• Principles and practices of employee supervision, including work planning, assignment review and evaluation, discipline, and training of staff in work procedures. • Principles and practices of leadership.
• Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Advanced methods and techniques used in conducting building inspections. • Building, plumbing, electrical, mechanical, and related codes. • Characteristics of common materials used in building construction. • Principles of trades areas as they relate to inspecting buildings and mechanical, plumbing, and electrical systems.
• Methods and techniques applied to the design and construction of residential, commercial, and industrial buildings.
• Safety standards and methods of building construction and materials used at all stages of construction.
• Applicable Federal, State, and local laws, codes, and procedures relevant to assigned areas of responsibility.
• Mathematical principles including algebra, geometry, and trigonometry. • Record keeping principles and procedures.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Operations and organizational structure of municipal government. • Principles and practices of research and report preparation. • Modern office procedures, methods and equipment including computers and supporting software applications.
• Computerized applications for building inspection.
• English usage, spelling, grammar, and punctuation.
• Principles and practices of record keeping.
• Methods and techniques of public relations and customer service. • Safe and efficient work practices as they relate to code enforcement. • City and mandated safety rules, regulations, and protocols.

Ability to:
• Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner. • Assist in the development and implementation of goals, objectives, practices, policies, procedures, and work standards.
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• Perform and oversee advanced level and complex inspections in residential, commercial and industrial buildings.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures.
• Review, understand, interpret, and analyze construction blueprints, plans, specifications, and architect and engineering drawings for application to inspection services. • Examine workmanship and materials to detect deviation from plans, regulations, and standard construction practices.
• Prepare clear and concise correction notices.
• Investigate building code violations and respond to inquiries and complaints in a fa ir, tactful, and timely manner.
• Prepare clear, effective, and accurate reports, correspondence, and other written materials. • Effectively represent the division and the City in meetings with other departments, public and private organizations, and individuals.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Analyze situations and develop sound solutions, while maintaining safety at all times. • Plan and organize multiple tasks and projects to meet deadlines. • Work fairly and courteously with all customers.
• Coordinate activities with other City departments, associated enforcement jurisdictions, and other parties of interest.
• Read maps and learn the City's geography.
• Establish and maintain accurate logs, records, and written records of work performed. • Lead, train, and review the work of lower level staff. • Make accurate mathematic computations.
• Maintain and follow department policies and procedures. • Operate and use modern office equipment including a computer and various software packages.
• Communicate clearly and concisely, both orally and in writing. • Demonstrate an awareness and appreciation of the cultural diversity of the community. • Establish and maintain effective working relationships with those contacted in the course of work.
• Deliver quality customer service.
• Work independently and as a team member.
• Ensure adherence to safe work practices and procedures. • Operate a vehicle observing legal and defensive driving practices.

Experience:

A minimum of five (5) years of increasingly responsible experience inspecting residential, 523

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commercial, or industrial buildings for a public agency , of which two (2) years were in a lead or administrative capacity.

Training:

Equivalent to the compl etion of a High School diploma supplemented by college-level coursework or technical training in construction technology, building inspection, or a related field. An Associate degree from an accredited college or university in construction technology or a related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of a State of California International Code Council (ICC) certification as a Building Inspector and at least two (2) additional ICC certifications such as plumbing, mechanical, or electrical inspector is required.

Possession of a State of Cal ifornia International Code Council (ICC) certification as a Commercial Building Inspector.

State of California International Code Council (ICC) certification as a Building Plans Examiner is highly desirable.

Special Requirements:

Employees in these classes may be required to work varying shifts and extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Employees in this class also work in a field environment with exposure to outdoor environmental elements on a regular basis with exposure to varying temperatures, moderate exterior noise levels including traffic, and may have limited exposure to dust and fumes.

Physical Demands:

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documents, and use a computer. Finger dexterity is needed to access, enter, and retr ieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking bet ween work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. This position is also expected to perform some inspections of work in the field that may require greater noise exposure from traffic, and walking on uneven ground, working around machinery, fumes, dirt and gas, and in varying temperatures.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Building Inspection Supervisor

TO: Chief Building Official

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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CLASSIFICATION DESCRIPTION

BUILDING INSPECTOR I/II

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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, performs routine to complex inspections of residential, commercial, and industrial building sites to enforce building, plumbing, mechanical, electrical, and environmental codes, with specific expertise, knowledge of, and emphasis on one of the building trades; ensures conformance with approved plans, specifications, standards, permits, and licensing; provides a variety of information to property owners, developers, architects, engineers, and contractors; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Building Inspector I
This is the entry level class in the Building Inspector series. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Building Inspector II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Incumbents at this level ar e expected to become fully knowledgeable of the assigned area and learn to perform the full range of building inspection related work.

Building Inspector II
This is the journey level class in the Building Inspector series. Positions at this level are distinguished from the Building Inspector I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Flex Staffing
This series may be flexibly staffed at either the entry or journey level. Incumbents appointed to the Building Inspector I (entry level ) may reasonably expect to progress to the Building Inspector II (journey level) upon attaining and demonstrating the full knowledge, skills and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall remain at the department head’s discretion.

SUPERVISION RECEIVED AND EXERCISED

Receives direct (Building Inspector I) to general supervision (Building Inspector II) from the Building Inspection Supervisor or Chief Building Official, as assigned, a nd lead direction from the Senior Building 526

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Inspector.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Performs the full range of building inspections of new and existing commercial, industrial, and residential properties for compliance with building codes and standards; reads and reviews project plans to verify construction.

2. Reviews and approves various stages of construction, such as framing, electrical, mechanical, heating, plumbing, and structural membrane; inspects throughout the construction period to completion; monitors construction sites; writes detailed correction notices for non-compliance or deviation from approved plans.

3. Conducts solar review, approval, submittal of corrections and final permit issuance; conducts inspections from inception to completion.

4. Investigates complaints regarding existing buildings or new construction to determine if code violations or problem conditions exist; writes "stop work" notices for work being done without permits or in an unsafe manner.

5. Reviews plans, blueprints, drawings, and maps, and prepares change orders.

6. Confers with property owners, contractors, and developers with respect to complaints and building code issues, and to respond to general questions on compliance issues.

7. Processes electricity and gas meter releases, and Certificates of Occupancy; reviews and approves temporary gas and electric meter releases for staff.

8. Plans, schedules, prioritizes, and assigns inspections; communicates status of inspections to appropriate staff.

9. Participates in the monitoring of contracted work.

10. Serves as a liaison for the assigned function to other City departments, divisions, and outside agencies.

11. Prepares and maintains a variety of files, correspondence, reports, notices, and other written materials.

12. Observes and complies with City and mandated safety rules, regulations, and protocols.

13. Performs related duties as required.
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QUALIFICATIONS

Knowledge of:
• Methods and techniques used in conducting building inspections. • Building, plumbing, electrical, mechanical, and related codes. • Characteristics of common materials used in building construction. • Principles of trades areas as they relate to inspecting buildings and mechanical, plumbing, and electrical systems.
• Methods and techniques applied to the design and construction of residential, commercial, and industrial buildings.
• Safety standards and methods of building construction and materials used at all stages of construction.
• Applicable Federal, State, and local laws, codes, and procedures relevant to assigned areas of responsibility.
• Mathematical principles including algebra, geometry, and trigonometry. • Record keeping principles and procedures.
• Operations and organizational structure of municipal government. • Principles and practices of research and report preparation. • Modern office procedures, methods and equipment including computers and s upporting software applications.
• Computerized applications for building inspection.
• English usage, spelling, grammar, and punctuation.
• Principles and practices of filing and record keeping. • Methods and techniques of public relations and customer service. • Safe and efficient work practices as they relate to code enforcement. • City and mandated safety rules, regulations, and protocols.

Ability to:
• Perform the full range of assigned inspections in residential, commercial and industrial buildings.

Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures.
• Review, understand, interpret, and analyze construction blueprints, plans, specifications, and architect and engineering drawings for application to inspection services. • Examine workmanship and materials to detect deviation from plans, regulations, and standard construction practices.
• Prepare clear and concise correction notices.
• Investigate building code violations and respond to inquiries and complaints in a fair, tactful, and timely manner.
• Prepare clear, effective, and accurate reports, correspondence, and other written materials. • Effectively represent the division and the City in meetings with other departments, public and private organizations, and individuals.

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• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• Analyze situations and develop sound solutions, while maintaining safety at all times. • Plan and organize multiple tasks and projects to meet deadlines. • Work fairly and courteously with all customers.
• Coordinate activities with other City departments, associated enforcement jurisdictions, and other parties of interest.
• Read maps and learn the City's geography.
• Establish and maintain accurate logs, records, and written records of work performed. • Make accurate mathematic computations.
• Maintain and follow department policies and procedures. • Operate and use modern office equipment including a computer and various software packages. • Communicate clearly and concisely, both orally and in writing. • Demonstrate an awareness and appreciation of the cultural diversity of the community. • Establish and maintain effective working relationships with those contacted in the course of work.
• Deliver quality customer service.
• Work independently and as a team member.
• Ensure adherence to safe work practices and procedures. • Operate a vehicle observing legal and defensive driving practices.

Experience:

Building Inspector I
A minimum of one (1 ) year of experience in building inspection, building construction, remodeling, and building alteration work.

Building Inspector II
A minimum of two (2) years of experience in building inspection, building construction, remodeling, and building alteration work.

Training:

Building Inspector I
Equivalent to the comp letion of a High School diploma, supplemented by the completion of college level coursework or technical training in construction technology, building inspection, or a related field. The completion of an Associate’s degree from an accredited college or university in construction technology or a related field is highly desirable. 529

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Building Inspector II
Equivalent to the completion of a High School diploma, supplemented by the completion of college level coursework or tec hnical training in construction technology, building inspection, or a related field. The completion of an Associate’s degree from an accredited college or university in construction technology or a related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of a State of California International Code Council (ICC) certification as a Building Inspector or related ICC certification.

Special Requirements:

Employees in these classes may be required to work varying shifts and extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in a field environment with exposure to outdoor environmental elements on a regular basis with exposure to varying temperatures, moderate exterior noise levels including traffic , and may have limited exposure to dust and fumes.

Employees will also work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employee may interact with staff and/or the public and private representatives in various settings including the field or remote offices for meetings.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a computer; and to operate a motor vehicle to visit various sites in order to conduct inspections. Color vision is required to read printed materials and a computer screen as well as to discern violations found in the field. Hearing and speech is required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Standing in work areas and walking between work areas may be required both in the office and in the field . Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information and in order to conduct field inspections . Employees must possess the ability to lift, carry, push, and pull 530

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materials and objects up to 25 pounds. This p osition is also expected to perform some inspections of work in the field that may require greater noise exposure from traffic, and walking on uneven ground, working around machinery, fumes, dirt and gas, and in varying temperatures.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; observes and interprets people, and situations; learns and app lies new information and skills; performs detailed work; deals with changing priorities, interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Building Inspector I

TO: Building Inspector II

TO: Senior Building Inspector

Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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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, plans, organizes, administers, coordinates, and performs a wide variety of managerial, administrative and technical duties as a division manager overseeing the Building and Safety Division including building plan review, permit is suance, and building inspection; coordinates, supervises and participates in the more complex and difficult work of staff responsible for providing Building and Safety services; prepares a variety of operational, statistical, and activity reports ; provides complex and responsible support to the Community Development Director; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the Division Head/Manager level classification in the Building & Safety series, with responsibility for managing and participating in the work of the Building and Safety Division. Work assignments are typically given as broad, conceptual ideas and directives and incumbents are accountable for overall results and responsible for developing guidelines, action plans, and methods to produce deliverables on time and within budget. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies, and regularly exercise a high degree of professional judgment in accordance with accepted practice s and procedures, rules and regulations , and appropriate laws and codes.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Community Development Director. Exercises general and/or direct supervision over professional, para-professional, technical, administrative, and skilled and semi - skilled assigned staff.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Assists in the development and implementation of division goals, objectives, policies, and priorities for assigned functions and programs; participates in policy formulation; recommends, develops, implements, and admi nisters policies and procedures; p rovides leadership in the development of the Community Development Department’s short- and long-range plans.

2. Participates in the development and administration of the Community Development Department’s operating budgets; forecast s funds needed for the Building & Safety Division 532

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staffing, equipment, materials, and supplies; monitors and approves expenditures; implements adjustments.

3. Provides advice and highly responsible technical support and staff assistance to the Community Development D irector, Assistant City Manager and City Manager; conducts a variety of organizational studies and investigations; recommends and implements modifications to programs, policies, and procedures as appropriate.

4. Manages, directs, administers, and oversees the City’s Building & Safety Division, including building plan review, permit issuance, and building inspection.

5. Provides day-to-day leadership and works with supervisors and staff to ensure high performance, customer service oriented work environment which supports achieving City objectives and service expectations.

6. Plans, organizes, assigns, supervises, reviews and participates in the work of the plan checking work unit and/or contracted plan check services.

7. Oversees and performs difficult structural analysis , and reviews plan check submittal documents for permit applications for complex construction, alteration, or repair of residential, commercial, and industrial buildings for compliance with the City, State, and Federal codes and regulations.

8. Coordinates assigned services and operations with those of other divisions and outside agencies.

9. Reviews and evaluates construction documents including plans, drawings, blueprints, specifications, engineering calculations, and energy calculations for compliance; makes judgments as to whether structural designs or plans conform to applicable codes.

10. Confers with architects, engineers, contractors, homeowners and others relative to construction or building projects; coordinates plan examining activities with City departme nts and other agencies; confers and corresponds with other professional personnel in connection with building code interpretation and application.

11. Responds to public inquiries over the telephone or at the counter concerning questions regarding permit proc essing, building, or other construction -related questions; performs plan reviews at the customer service counter for the general public; assists applicants in achieving compliance with various codes and regulations; resolves disputes; assists the technicia ns by providing assistance and direction at the public counter.

12. Determines fee structuring for assigned activities and projects; prepares detailed cost estimates with appropriate justifications; maintains a variety of records and prepares routine plan che ck reports.
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13. Attends a variety of meetings to review and discuss plans, documents, and code requirements; performs field reviews as necessary.

14. Prepares analytical and statistical reports on operations and activities.

15. Participates in planning and developing new forms, procedures, policies, and programs.

16. Establishes positive working relationships with the public and co -workers, representatives of community organizations, state/local agencies, City management and staff.

17. Develops and monitors contracts with consultants and vendors.

18. Manages the work plan for assigned staff; assigns work activities, projects, and programs to carry out the work and goals of the division; monitors and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

19. Participates in and recommends the selection of assigned staff; provides or coordinates staff training; evaluates and reviews employee performance with employees to correct deficiencies; recommends and implements discipline.

20. Trains staff in proper inspection practices and methods and evaluate field practices; assesses needs for additional educational development; arranges and provides training and education programs for public as necessary.

21. Verifies work of assigned employees for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications; ensures adherence to safe work practices and procedures.

22. Serves as staff on a variety of boards, commissions and committees; pr epares and presents staff reports and other necessary correspondence; responds to Council, staff, media and the public as appropriate; attends assigned meetings including Planning Commission meetings, as necessary.

23. Attends and participates in professional group meetings; stays abreast of relevant issues and changes to codes, ordinances, laws, and regulations.

24. Maintains division records in accordance with departmental policy.

25. Develops and implements various systems and procedures to meet division goals, objectives, and policies.

26. Responds to difficult and sensitive public inquiries and complaints, and assists with resolutions and alternative recommendations.
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27. Ensures staff compliance with City and mandated safety rules, regulations, and protocols.

28. Performs other related duties as required.

QUALIFICATIONS

Knowledge of:
 Operations, services and activities of a comprehensive building and safety program.  Building, plumbing, electrical, mechanical, and related codes and regulations, including the California Building Code, Uniform Building Code, and International Building Code.  Methods, materials, techniques, and practices employed in building inspection design and construction.
 Principles, practices and methods of structural and building plan review.  Practices for documenting plan checking procedures and correcting discrepancies.  Fundamental principles, techniques, policies, and procedures of civil engineering.  Legal processes and considerations involved in prosecuting violations of the building codes and ordinances.
 Organization and functions of the various trades, agencies, and organizations involved in the construction process.
 Research methods and techniques related to all applicable codes.  Principles and practices of program development and administration, and budgeting.  Principles of City government organization, functions, and management.  Administrative principles and practices including goal setting, program development, implementation and evaluation.
 Pertinent Federal, State and local laws, codes and regulations.  Principles of supervision, training, and performance evaluation.  Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
 Principles and practices of leadership and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.  Principles and practices used in dealing wit h the public tactfully and the use of non- confrontational approaches.
 Methods and techniques of research, statistical analysis, and report preparation.  Methods and techniques for effective record-keeping and maintenance.  Modern office procedures, methods, and equipment including computers and supporting software applications.
 Recent and on-going developments, current literature, and sources of information related to the operations of the assigned areas.
 City and mandated safety rules, regulations, and protocols.

Ability to:
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 Perform managerial and professional duties in support of a comprehensive building and safety program.
 Provide administrative and professional leadership for the Building & Safety Division.  Understand, interpret, apply and explain federal, state, and local laws, regulations and codes pertaining to building and safety.
 Read and interpret building plans, specifications, and codes.  Examine and correct building plans, calculations and specifica tions in a rapid, uniform and accurate manner.
 Analyze, evaluate and solve or recommend effective solutions to building and code problems.  Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
 Evaluate legal violations and take appropriate action.  Make structural calculations necessary to determine the adherence of structural plans to code requirements.
 Recommend and implement division goals, objectives, and procedures.  Plan, organize, direct, and coordinate, the work of assigned staff.  Select, supervise, train, and evaluate staff.
 Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
 Research, analyze, and evaluate new service delivery methods and techniques.  Prepare and administer division budget.
 Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
 Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
 Exercise sound judgment and common sense.
 Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.  Develop and maintain effective interdepartmental coordination.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Effectively represent the division and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
 Communicate clearly and concisely, both orally and in writing.  Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
 Establish and maintain a variety of filing, record keeping, and tracking systems.  Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices. 536

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Experience:

A minimum of f ive (5 ) years of increasingly responsible professional experience in the administration and management of building inspect ion and structural plan review, of w hich two (2) years included administrative and supervisory experience.

Training:

Equivalent to the completion of a Bachelor’s degree from an accredited college or university in structural engineering, construction technology, architecture, public administration or a related field. Two years of additional qualifying experience may substitute for two years of the required education.
.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of Certification as a Building Official issued by CALBO/I nternational Code Council (ICC).

Special Requirements:

Employees in this class may be required to work extended hours including evenings and weekends.

WORKING CONDITIONS
The work environment characteristics and physical/mental demands described here are representative of those that must be met by employees to successfully perform the essential functi ons of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

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required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer . Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking bet ween work areas may be required . Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. This position is also expected to perform some inspections of work in the field that may require greater noise exposure from traffic, and walking on uneven ground, working around machinery, fumes, dirt and gas, and in varying temperatures.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Chief Building Official

TO: Community Development Director

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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CLASSIFICATION DESCRIPTION

CITY CLERK

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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 administrative and policy direction , manages, organizes, and directs the functions of the City Clerk’s O ffice; performs the functions and duties assigned by the laws of the State of California, ordinances and resolutions enacted by the City Council ; maintains responsibility for agendas, pos ting requirements, noticing, minutes, records retention, public records requests and filing of City documents; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is a Department Director classification that oversees, directs, and participates in all activities of the City Clerk’s Office including planning, development and administration of departmental policies, procedures, and services. Successful performance of the work requires knowledge of public policy and municipal functions and activities, including the role of an elected City Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the diverse, specialized, and complex work of the department. The incumbent also has significant accountability and decision-making responsibilities, which include departmental planning, budget administration, program evaluation and recommendation and implementation of policies, procedures, goals, objectives, priorities and standards for the City Clerk’s Office programs and operations. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the us e of considerable independence, initiative, and discretion within broad guidelines.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative and policy direction from the City Manager. The work provides for a wide variety of independent decision-making within legal and general policy and regulatory guidelines.

Exercises general and/or direct supervision over professional, para -professional, technical, administrative, and skilled and semi- skilled assigned staff.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Assumes full management responsibility for all City Clerk’s Office services and activities including preparation of agendas, posting requirements, noticing, minutes, records retention, public records requests and filing of City documents.
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2. Directs and oversees the development and implementation of goals, objectives, policies, and priorities for assigned programs; recommends, implements, and administers policies and procedures.

3. Attends regular and special City Council meetings , and City Council Subcommittee meetings; and other board or commission meetings as assigned; oversees or performs an accura te recording of the proceedings.

4. Administers and directs the posting, mailing and publication of legally required notices and public hearings.

5. Prepares and distributes agendas, materials, minutes, and records of City Council regular, special subcommittee, and board or commission meetings as required.

6. Administers the provisions of the Brown Act, Political Reform Act, and Public Records Act.

7. Processes all City Council and City Manager documents, agreements, and forms for signature.

8. Maintains the City Clerk’s Office website; prepares outreach materials for public information.

9. Codifies and maintains the Wildomar Municipal Code.

10. Coordinates and administers municipal elections in conjunction with the County Registrar of Voters.

11. Maintains list of terms and prepares vacancy notices; coordinates appointments for all City Council, Commission, and Committee members including the onboarding process.

12. Prepares certificates and proclamations on behalf of the City Council.

13. Manages the receipt and processing of petitions relating to initiatives, recalls and referendums.

14. Maintains custody of the official City Seal and safeguards official records and archi ves of the City including ordinances, resolutions, contracts, deeds, and minutes; f acilitates the recordation of such documents as required.

15. Administers and files oaths of office.

16. Serves as Filing Officer and Filing Official for required disclosures under the Political Reform Act.

17. Manages the City’s records retention program; maintains and directs the maintenance of working and official department files; oversees indexing and filing of City records.

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18. Provides technical and administrative assistance to members of the City Council as directed.

19. Receives official appeals, filings, and claims against the City.

20. Provides notary and attestation service for official records.

21. Develops, directs, and manages department budget; forecasts funds needed for staf fing, equipment, materials, and supplies; monitors and approves expenditures.

22. Assesses and monitors workload distribution and support systems.

23. Selects, trains, motivates, and directs assigned personnel; provides or coordinates staff training; evaluates and reviews employee performance with employees to correct deficiencies; implements discipline and termination procedures.

24. Manages the work plan for assigned staff; assigns work activities, projects, and programs to carry out City Council priorities; monitors and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

25. Attends and participates in professional group meetings; stays abreast of new trends and innovations related to assigned area; evaluates the latest best practices as options for the City.

26. Represents the Department to other City departments, elected officials and outside agencies; explains and interprets Department programs, policies, and activities; negotiates and resolves sensitive, significant, and controversial issues.

27. Develops and implements various systems and procedures to meet departmental goals, objectives, policies, and priorities.

28. Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with City specifications and service quality.

29. Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; provides staff support and presents reports to various commissions, committees, and boards as necessary.

30. Responds to difficult and sensitive public inquiries and complaints, and assists with resolutions and alternative recommendations.

31. Ensures staff compliance with City and mandated safety rules, regulations, and protocols.

32. Performs related duties as required.
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QUALIFICATIONS

Knowledge of:
 Operational characteristics, services, and activities of a municipal City Clerk’s Office.  Modern and complex principles and practices of City Clerk services program development and administration.
 Parliamentary procedures.
 Principles and practices of municipal records management.  Principles and practices of program development and administration.  Organizational and project management principles and practices.  Principles and practices of municipal budget preparation and administration, contract administration, City -wide administrati ve practices, and general principles of risk management related to the functions of the assigned area.
 Principles of supervision, training, and performance evaluation.  Applicable Federal, State, and municipal laws, codes and regulations, such as the Brown Act, Public Records Act, Americans with Disabilities Act, Political Reform Act, California Elections Code, and Wildomar Municipal Code.
 Municipal government structure and organization of council/manager form of government.  Methods and techniques for effect ively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
 Principles and practices of customer service and public relations.  Methods and techniques of research, statistical analysis, and report preparation.  Methods and techniques for effective record-keeping and maintenance.  Modern office procedures, methods, and equipment including computers and supporting software applications.
 Recent an d on -going developments, current literature, and sources of information related to the operations of the assigned areas.
 City and mandated safety rules, regulations, and protocols.

Ability to:
 Manage and direct a comprehensive City Clerk’s Office and all associated functions and activities.
 Provide administrative, management, and professional leadership for the department and the City.
 Oversee the development and administration of department goals, objectives, and procedures.  Plan, organize, direct, and coordinate, the work of management, supervisory, professional, and technical personnel; delegate authority and responsibility.  Select, supervise, train, and evaluate staff.
 Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
 Comprehend and implement complex and comprehensive laws and regulations. 542

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 Ensure compliance with Federal, State and municipal laws, rules, regulations, policies, procedures, and requirements related to the functions of the City Clerk.  Administer the records management program, including receipt and maintenance of official City documents and records, electronic imaging, and developing and carrying out the Records Retention Schedule.
 Maintain curren t and past legislative history of City Council actions and provide research and reference services to the public and City staff.
 Maintain confidentiality of sensitive information.
 Communicate clearly and concisely, verbally and in writing.  Plan, organize, and facilitate meetings.
 Research, analyze, and evaluate new service delivery methods and techniques.  Prepare and administer departmental budget.
 Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
 Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
 Exercise sound judgment and common sense.
 Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.  Interpret and apply federal, state, and local policies, laws, and regulations.  Facilitate, develop, and work with groups to reach City Council goals and public interests.  Develop and maintain effective interdepartmental coordination.  Represent the City in a professional manner when dealing with the City Council, boards, community groups, and the general public.
 Effectively present information and respond to questions from groups of managers, council members, board, committee, and commission members, and the general public.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Communicate clearly and concisely, both orally and in writing.  Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
 Establish and maintain a variety of filing, record keeping, and tracking systems.  Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

Seven (7) years of increasingly responsible p rofessional level experience in a municipal City Clerk’s Office with a minimum of three (3) years of management, administrative and/or supervisory or project management responsibility.

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Training:

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in public administration or a related field. A Master’s degree in related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of Notary Public commission at time of appointment, or ability to obtain commission within one (1) year.

Special Requirements:

Employees in this class must be willing to attend meetings outside of normal working hours ; and may be required to work extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit various City sites . Color vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classifica tion although standing in work areas and walking bet ween work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.
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Mental Demands:

CAREER PROGRESSION

FROM: City Clerk

TO: Assistant City Manager

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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CITY MANAGER

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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 policy direction, plans, organizes, and provides administrative direction and oversight for all City functions and activities; coordinates and evaluates the work of the City in accordance with applicable laws, codes, and regulations and adopted policies and objectives of the City Council; provides policy guidance to management staff; encourages and facilitates provision of services to City residents and businesses; fosters cooper ative working relationships with State and local intergovernmental and regulatory agencies and various public and private groups; directs the pursuit of appropriate avenues of economic and community development; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

The City Manager serves as the Chief Executive Officer of the City, accountable to the City Council and responsible for enforcement of all City codes, ordinances, and regulations, the conduct of all financial activities, and the efficient and economical performance of the City's operations.

SUPERVISION RECEIVED AND EXERCISED

Receives policy direction from the City Council. Exercises general direction and supervision to the entire City staff through subordinate levels of management and supervision.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Plans, organizes, and administers operations of the City either directly or through subordinate management and supervisory staff; coordinates and evaluates the work of the City in accordance with applicable laws, codes, and regulations and adopted policies and objectives of the City Council.

2. Directs and coordinates the development and implementation of goals, objectives, and programs for the City; develops administrative policies, procedures, and work standards to ensure that the goals and objectives are met and that programs provide mandated services in an effective, efficient, and economical manner.

3. Oversees the preparation of the annual budget for the City; authorizes directly or through staff, budget transfers, expenditures, and purchases; provides information regarding the financial condition and needs to the City Council.
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4. Ensures that the Counc il is kept informed of City functions, activities, and financial status, and of legal, social, and economic issues affecting City activities.

5. Monitors changes in laws, regulations, and technology that may affect City operations; implements policy and procedural changes as required.

6. Develops and standardizes procedures and methods to improve and continuously monitor the efficiency and effectiveness of City services, projects, service delivery methods, and procedures; assesses and monitors workload, adminis trative and support systems, and internal reporting relationships; identifies and implements opportunities for improvement.

7. Provides leadership and supervision; selects, motivates, and directs assigned staff; ensures appropriate training is provided; evaluates and reviews work for acceptability and conformance with City standards; works with employees on performance issues; implements discipline and termination procedures; responds to staff questions and concerns.

8. Advises the City Council on issues, p rograms, and financial status; prepares and recommends long- and short -term plans for City service provision, capital improvements, and funding; and directs the development of specific proposals for action regarding current and future City needs.

9. Represents the City and the Council in meetings with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.

10. Provides for the investigation and resolution of complaints regarding the adm inistration of and services provided by the City government.

11. Provides for contract services and franchise agreements; ensures proper performance of obligations to the City; enforces all City codes, ordinances, and regulations.

12. Directs the preparation of and prepares a variety of correspondence, reports, policies, procedures, and other written materials.

13. Ensures the maintenance of working and official City files.

14. Responds to the most complex, difficult, and sensitive public inquiries and complaints and ensures they are promptly and properly addressed.

15. Ensures staff observe and comply with all City and mandated safety rules, regulations, and protocols.

16. Performs other related duties as required.

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QUALIFICATIONS

Knowledge of:
 Administrative principles and practices, including goal setting, program development, implementation, and evaluation, and supervision of staff, either directly or through subordinate levels of supervision.
 Principles and practices of leadership.
 Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
 Principles and practices of strategic plan development.  Principles and practices of budget administration.
 Principles, practices, and procedures of public administration in a municipal setting.  Functions, services, and funding sources of a municipal government.  Functions, authority and responsibilities of an elected City Council.  Public agency contract administration and City-wide administrative practices.  Technical, legal, financial, and public relations issues associated with the management of municipal services.
 Federal, State, and local laws, regulations, and codes relevant to assigned areas of responsibility.
 Current social, political, and economic trends af fecting City government and service provision.
 Principles of supervision, training, and performance evaluation.  Methods and techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, pro fessional, educational, regulatory, and legislative organizations.
 Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
 The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
 Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.
 City and mandated safety rules, regulations, and protocols.

Ability to:
 Plan, administer, coordinate, review, and evaluate the functions, activities, and staff of the City.
 Work cooperatively with, provide highly complex and responsible staff supp ort to, and implement the policies of the City Council.
 Develop and implement goals, objectives, practices, policies, procedures, work standards, and internal controls.
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 Conduct effective nego tiations and effectively represent the City in meetings with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations, and the media.  Direct the preparation of and prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
 Oversee all City financial activities, including administering investments, the development and implementation of the City budget, and the control of all expenditures and purchases.  Select and supervise staff, provide training and development opportunities, ensure work is performed effectively, and evaluate performance in an objective and positive manner.  Understand, interpret, and apply all pertinent laws, codes, regulatio ns, policies and procedures, and standards relevant to work performed.
 Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
 Demonstrate an awareness and appreciation of the cultural diversity of the community.  Independently organize work, set priorities, meet critical deadlines, and follow -up on assignments.
 Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
 Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.  Communicate clearly and concisely, both orally and in writing.  Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
 Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

A minimum of ten (10) years of increasingly responsible management or administrative experience in a public agency, six (6) years of which must be in a management capacity.

Training:

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in business or public administration, or a closely related field. A Master’s degree in a related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.
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Special Requirements:

Employees in this class may be required to work extended hours including evenings and weekends.

WORKING CONDITIONS
The work environment characteristics and physical/mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodation s may be made to enable individuals with disabilities to perform the essential functions.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit various City sites . Color vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person and over the telephone . T ouch is required in order to handle documents, and use a computer . Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking bet ween work areas may be required . Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, a nd pull materials and objects up to 20 pounds.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent t asks; and interacts with others encountered in the course of work.

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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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, plans, organi zes, administers, coordinates, and performs a wide variety of managerial, administrative and technical duties as a division manager overseeing the City’s Code Enforcement Division including Code Enforcement, Community Emergency Response Team (CERT), and Emergency Services programs ; coordinates, supervises and participates in the more complex and difficult work of staff responsible for providing Code Enforcement and Emergency Manage ment services; prepares a variety of operational, statistical, and activity reports ; provides complex and responsible support to the Community Development Director; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the Division Head/Manager level classification in the Code Enforcement series, with responsibility for managing and participating in the work of the Code Enforcement Division. Work assignments are typically given as broad, conceptual ideas and directives and incumbents are accountable for overall results and responsible for developing guidelines, action plans, and methods to produce deliverables on time and within budget. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies, and regularly exercise a high degree of professional judgment in accordance with accepted practice s and procedures, rules and regulations, and appropriate laws and codes.

SUPERVISION RECEIVED AND EXERCISED

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

2. Participates in the development and administration of the Community Development Department’s operating budgets; forecast s funds needed for the Code Enforcement Division 551

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staffing, equipment, materials, and supplies; monitors and approves expenditures; implements adjustments.

3. Provides advice and highly responsible technical support and staff assistance to the Community Development D irector, Assistant City Manager and City Manager; conducts a variety of organizational studies and investigations; recommends and implements modific ations to programs, policies, and procedures as appropriate.

4. Manages, directs, administers, and oversees the City’s Code Enforcement Division, including code enforcement, parking enforcement, graffiti management, commercial enforcement, weed and abandoned vehicle abatement; emergency management; and vector control programs.

5. Provides day-to-day leadership and works with supervisors and staff to ensure hig h performance, customer service oriented work environment which supports achieving City objectives and service expectations.

6. Develops and sustains public and private partnerships within the community; participates in the evaluation and maintains effectiveness i n serving the public; connects with community le aders, organizations, non-profits and faith based community as ambassadors a nd champions of the Cit y towards public safety programs.

7. Establishes relationships and works effectively with organized community groups and agencies for the promotion and coordination of programs; serves as the City’s representative with Police personnel, School District officials; internal City departments; and external partners and service providers.

8. Serves as a liaison for the Community Enhancement Response Team with other divisions, departments and outside agencies.

9. Plans, directs, and participates in the investigation of potential violations and the enforcement of municipal codes, ordinances, standards, and health and safety regulations; documents violations by securing photographs and other pertinent data; researches ownership records, prior complaints, municipal codes and ordinances, and state regulations to establish violations ; manages and handles the most complex code enforcement cases, investigations, studies and projects.

10. Investigates complaints made by the public; works with appropriate City departments to resolve issues; explains priorities, programs and policies to the public when required; responds to emergency calls from the public and other agencies and takes appropriate action; resolves complaints in an efficient and timely manner.

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11. Conducts on-site inspections and determines existence and type of code violations; investigates and attempts to correct alleged violations of municipal codes and zoning ordinances.

12. Oversees and initiates contacts with residents, business representatives, and other parties to explain the nature of incurred violations and to encourage compliance with municipal codes, ordinances, and community standards.

13. Prepares cases for nuisance abatement hearings and court proceedings; testifies in court actions as necessary.

14. Monitors the clerical functions of the division to ensure accurate preparation of case files, including the establishment of legal owners and verifying information necessary to conduct investigations and enforcement activity; documents and maintains case files; reviews criminal compliant packets for the City Attorney’s Office.

15. Maintains files, databases, and reports related to citations and violations; prepares a variety of written reports, memoranda and correspondence.

16. Participates in planning and developing new forms, procedures, policies, and programs pertaining to field services and inspection practices; assists in preparing code amendments and City Council staff reports.

17. Establishes positive working relationships with the public and co -workers, representatives of community organizations, state/local agencies, City management and staff.

18. Develops and monitors contracts with consultants and vendors.

19. Manages the work plan for assigned staff; assigns work activities, projects, and programs to carry out the work and goals of the division; monitors and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

20. Participates in and recommends the selection of assigned staff; provides or coordinates staff training; evaluates and reviews employee performance with employees to correct deficiencies; recommends and implements discipline.

21. Trains staff in proper inspection practices and methods and evaluate field practices; assesses needs for additional educational development; arranges and provides training and education programs for public as necessary.

22. Verifies work of assigned employees for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications; ensures adherence to safe work practices and procedures.
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23. Serves as staff on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence; responds to Council, staff, media and the public as appropriate; attends assigned meetings including Planning Commission meetings, as necessary.

24. Attends and participates in professional group meetings; stays abreast of rel evant issues and changes to codes, ordinances, laws, and regulations.

25. Maintains division records in accordance with departmental policy.

26. Develops and implements various systems and procedures to meet division goals, objectives, and policies.

27. Responds to difficult and sensitive public inquiries and complaints, and assists with resolutions and alternative recommendations.

28. Ensures staff compliance with City and mandated safety rules, regulations, and protocols.

29. Performs other related duties as required.

QUALIFICATIONS

Knowledge of:
• Operations, services and activities of a comprehensive code enforcement program. • Advanced principles and practices of a code enforcement program including identifying violations and investigation techniques.
• State and local codes and regulations pertaining to building, substandard housing, zoning, and vehicle codes.
• Methods of office and field inspection work.
• Research methods involving discovering property ownership and zoning background. • Emergency management principles, practices, and regulations inc luding Community Emergency Response Team (CERT).
• Research methods and techniques related to all applicable codes. • Principles and practices of program development and administration, and budgeting. • Principles of City government organization, functions, and management. • Administrative principles and practices including goal setting, program development, implementation and evaluation.
• Pertinent Federal, State and local laws, codes and regulations. • Principles of supervision, training, and performance evaluation. • Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• Principles and practices of leadership and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly. 554

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• Principles and practices used in dealing wit h the public tactfully and the use of non- confrontational approaches.
• Methods and techniques of research, statistical analysis, and report preparation. • Methods and techniques for effective record-keeping and maintenance. • Modern office procedures, methods, and equipment including computers and supporting software applications.
• Recent and on-going developments, current literature, and sources of information related to the operations of the assigned areas.
• City and mandated safety rules, regulations, and protocols.

Ability to:
• Perform managerial and professional duties in support of a comprehensive code enforcement program.
• Provide administrative and professional leadership for the Code Enforcement Division. • Understand, interpret, apply and explain federal, state, and local laws, regulations and codes pertaining to land use, building, zoning, housing, parking, and graffiti restitution, business license, abandoned vehicles, weed abatement, and vector control abatement. • Recommend and implement division goals, objectives, and procedures. • Plan, organize, direct, and coordinate, the work of assigned staff. • Select, supervise, train, and evaluate staff.
• Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
• Research, analyze, and evaluate new service delivery methods and techniques. • Prepare and administer division budget.
• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Exercise sound judgment and common sense.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. • Develop and maintain effective interdepartmental coordination. • Demonstrate an awareness and appreciation of the cultural diversity of the community. • Establish and maintain effective working relationships with those contacted in the course of work.
• Effectively rep resent the division and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
• Communicate clearly and concisely, both orally and in writing. • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Establish and maintain a variety of filing, record keeping, and tracking systems. 555

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• Ensure adherence to safe work practices and procedures. • Operate a vehicle observing legal and defensive driving practices.

Experience:

A minimum of f ive (5) years of increasingly responsible experience enforcing administrative rules and regulations involving field investigations pertaining to code compliance , of which two (2) years included administrative and supervisory experience.

Training:

Equivalent to the completion of a Bachelor’s degree from an accredited college or university in public or business administration, criminal justice, o r a f ield related to code enforcement .

Additional qualifying experience may substitute for the required education on a year for year basis.
.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of a P. C. 832 Peace Officer’s Standards and Training (POST) Certificate is required at the time of appointment.

Possession of ICS and Oleoresin Capsicum spray certification at time of appointment.

Successful completion of Identification of Substandard Residences course by CACEO at time of appointment.

Special Requirements:

Employees in this class may be required to work extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Employees in this class also work in a field environment with exposure to outdoor environmental 556

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elements on a regular basis with exposure to varying temperatures, moderate exterior noise levels including traffic, and may have limited exposure to dust and fumes.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a computer; and to operate a motor vehicle to visit various City sites. Color vision is required to read printed materials and a computer screen . Hearing and speech is required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer . Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking bet ween work areas may be required . Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. This position is also expected to perform some inspections of work in the field that may require greater noise exposure from traffic, and walking on uneven ground, working around machinery, fumes, dirt and gas, and in varying temperatures.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathematical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Code Enforcement Manager

TO: Community Development Director

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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CODE ENFORCEMENT OFFICER I/II

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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, performs a variety of technical duties in support of the City's code enforcement program; monitors and enforces a variety of applicable ordinances, codes, and regulations related to land use matters, building, housing, health and safety, property maintenance, general inspection of mobile home parks, abandoned vehicle abatement, noise abatement, and other matters of public concern; investigates violations and initiates procedures to abate violations and obtain compliance including issuing notices of violations, citations, and other correspondence specifying necessary corrective actions, compliance, and compliance dates; serves as a resource and provides information on City regulations to property owners, residents, businesses, the general public, and other City departments and divisions; carries out special projects, and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Code Enforcement Officer I
This is the entry level class in the Code Enforcement Officer series. Positions at this level are not expected to function with the same amount of program knowledge or skill level as positions allocated to the Code Enforcement Officer II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Incumbents at this level are expected to become fully knowledgeable of the assigned area and learn to perform the full range of code enforcement investigative work.

Code Enforcement Officer II
This is the journey level class in the Code Enforcement Officer series. Positions this level are distinguished from the Code Enforcement Officer I level by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully a ware of the operating procedures and policies of the work unit.

Flex Staffing
This series may be flexibly staffed at either the entry or journey level. Incumbents appointed to the Code Enforcement Officer I (entry level) may reasonably expect to progress to the Code Enforcement Officer II (journey level) upon attaining and demonstrating the full knowledge, skills and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall rema in at the department head’s discretion.

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SUPERVISION RECEIVED AND EXERCISED

Receives direct (Code Enforcement Officer I) to general supervision (Code Enforcement Officer II) from the Code Enforcement Manager, and lead direction from the Senior Code Enforcement Officer.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Enforces municipal codes and other applicable codes related to nuisance, zoning, pest infestation, noise, blight, graffiti, signage, junk and debris, abandoned or inoperable vehicles on private property, housing, and related abatement activities.

2. Performs field investigat ions; conducts on-site inspections of residential, indus trial, and/or commercial areas to identify nuisances, potentially hazardous conditions and code violations; prepares photographic evidence of violations; records observations.

3. Takes action on community complaints concerning a variety of code violations in the implementation of the City’s code enforcement program; i nstructs responsible parties concerning needed corrections to obtain compliance; conducts follow-up inspections to ensure corrections are made; notes actions taken and results achieved in case files and on computer database.

4. Reads, interprets, explains, and applies applicable codes to assigned duties; performs the issuance of infraction and misdemeanor citations for violations relating to public nuisances, including zoning, litter, abandoned vehicles, weeds, debris accumulation, and oversized vehicles in residential areas and parking violations.

5. Seeks compliance through written and personal contact; issues warnings and/or notices f or code violations as required; p repares noncompliance letters, and final notices to p roperty owners notifying them of violations; as appropriate, affixes a notice of violation on the property.

6. Determines compliance of specific land use permits, variances and development plans where improvements have been directed to meet zoning requirements.

7. Coordinates joint abatement and investigation activities with other city departments and agencies; informs departments of pending and ongoing investigations and activities; provides follow-up reports, records, and data to assist other departments involved in the zoning and abatement process.

8. Advises applicants, homeowners or developers of the City’s requirements and the correct procedures to be taken to ensure compliance.
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9. Responds to citizen complaints; issues infractions and misdemeanor citations for violations of applicable codes.

10. Prepares and maintains a variety of records , reports, logs, memoranda, and files related to field and office investigations and activities.

11. Maintains communication/action logs for code enforcement cases; enters and retrieves information from records systems.

12. Compiles code violation cases for presentation at public hearings, City Council meetings and judicial proceedings under the direction of his/her supervisor; gathers evidence; and appears as a witness in court regarding violation cases.

13. Participates in joint inspections of properties with other agencies and City departments.

14. Researches property ownership and zoning, building and parcel histories.

15. Observes and complies with City and mandated safety rules, regulations, and protocols.

16. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
 Basic principles and practices of code enforcement.
 State and local codes and regulations pertaining to building, substandard housing, zoning, and vehicle codes.
 Methods of office and field inspection work.
 Research methods involving discovering property ownership and zoning background.  Research methods and techniques related to all applicable codes.  Operations and organizational structure of municipal government.  Principles and practices of research and report preparation.  Record keeping principles and procedures.
 Modern office procedures, methods and equipment including computers and s upporting software applications.
 English usage, spelling, grammar, and punctuation.
 Principles and practices of filing and record keeping.  Methods and techniques of public relations and customer service.  Safe and efficient work practices as they relate to code enforcement.  City and mandated safety rules, regulations, and protocols.

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Ability to:
 Interpret and apply zoning and land use regulations and planning concepts to unusual or difficult zoning or municipal code violations.
 Understand and apply the rules of evidence related to public hearing and judicial cases.  Research, interpret, explain, and apply applicable codes and ordinances to abatement work.  Design public information and education programs related to code compliance activities.  Make presentations to community groups and testify in hearings and court proceedings.  Analyze situations and develop sound solutions, while maintaining safety at all times.  Plan and organize multiple tasks and projects to meet deadlines.  Obtain information through a variety of interview techniques.  Work fairly and courteously with all customers.
 Coordinate activities with other City departments, associated enforcement jurisdictions, and other parties of interest.
 Read maps and learn the City's geography.
 Develop and accurately maintain a variety of work records and documents including complete case files, logs, reports, and memoranda.
 Make presentations to community groups concerning codes, ordinances and city compliance programs.
 Compile and analyze technical information.
 Learn and apply investigative techniques.
 Maintain and follow department policies and procedures.  Operate and use modern office equipment including a computer and various software packages.  Communicate clearly and concisely, both orally and in writing.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Deliver quality customer service.
 Work independently and as a team member.
 Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

Code Enforcement Officer I
A minimum of two (2) years of experience enforcing administrative rules and regulations involving field investigations pertaining to code compliance and extensive public contact.

Code Enforcement Officer II
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A minimum of three (3 ) years of experience enforcing administrative rules and regulations involving field investigations pertaining to code compliance and extensive public contact.

Training:

Code Enforcement Officer I
Equivalent to the completion of a High School diploma. Th e completion of an Associate’s degree from an accredited college or university is highly desirable.

Code Enforcement Officer II
Equivalent to the completion of a High School diploma. Th e completion of an Associate’s degree from an accredited college or university is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Code Enforcement Officer I

Possession of or ability to obtain a P.C. 832 Peace Officer’s Standards and Training (POST) Certificate within the first six (6) months of appointment.

Possession of or ability to obtain Statewide California Association of Code Enforcement Officials (CACEO) Basic Module certifications within one (1) year of appointment.

Possession of ICS and Oleoresin Capsicum spray certification within six (6) months of appointment.

Successful completion of Identification of Substandard Residences course by CACEO within six (6) months of appointment.

Code Enforcement Officer II

Possession of or ability to obtain a P.C. 832 at time of appointment.

Possession of Statewide California Association of Code Enforcement Officials (CACEO) Basic Module certifications at time of appointment, and ability to obtain the Intermediate Module certification within one (1) year of appointment.

Possession of ICS and Oleoresin Capsicum spray certification at time of appointment.

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Successful completion of Identification of Substandard Residences course by CACEO at time of appointment.

Special Requirements:

Employees in these classes may be required to work varying shifts and extended hours including evenings and weekends.

Environmental Conditions:

Physical Demands:

Must possess mobility to work in a standard office setting incl uding use of standard office equipment, including a computer; and to operate a motor vehicle to visit various sites in order to conduct inspections. Color vision is required to read printed materials and a computer screen as well as to discern violations found in the field. Hearing and speech is required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Standing in work areas and walking between work areas may be required both in the office and in the field . Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information and in order to conduct field inspections . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds. This position is also expected to perform some inspections of work in the field that may require greater noise exposure from traffic, and walking on uneven ground, working around machinery, fumes, dirt and gas, and in varying temperatures.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; observes and interprets people, and situations; learn s and applies new information and skills; performs detailed work; deals with changing priorities, interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work. 563

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CAREER PROGRESSION

FROM: Code Enforcement Officer I

TO: Code Enforcement Officer II

TO: Senior Code Enforcement Officer

Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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CLASSIFICATION DESCRIPTION

CODE ENFORCEMENT TECHNICIAN

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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 direct supervision, learns and performs routine field inspections and investigations related to property maintenance violations, zoning and housing code violations; performs research and writes reports regarding zoning and municipal code violations; carries out special projects, and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the entry level training classification in the Code Enforcement job series. This classification is distinguished from the Code Enforcement Officer I classification in that incumbent s performs less complex and more routine code enforcement responsibilities while learning code enforcement procedures for State and municipal codes, and the rules and regulations of the Code Enforcement Division.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from the Code Enforcement Manager, and lead direction from the Senior Code Enforcement Officer.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Learns and enforces municipal codes and other applicable codes related to nuisance, zoning, pest infestation, noise, blight, graffiti, signage, junk and debris, abandoned or inoperable vehicles on private property, housing, and related abatement activities.

2. Learns and performs field investigat ions; makes on -site inspections of residential, industrial , and/or commercial areas; notes possible violations at other property site s during field investigations; takes photographs of violations in assisting in the implementation of the City’s code enforcement program.

3. Learns and performs the issuance of infraction and misdemeanor citations for violations relating to public nuisances, including zoning, litter, abandoned vehicles, weeds, debris accumulation, and oversized vehicles in residential areas and parking violations.

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4. Learns, prepares and issues notices of violation and noncompliance letters, and final notices to property owners notifying them of violations; as appropriate, affixes a notice of violation on the property.

5. Learns to the level of possessing the ability to determine if development projects are in compliance with zoning ordinances and regulations.

6. Advises applicants, homeowners or developers of the City’s requirements and the correct procedures to be taken to ensure compliance.

7. Responds to citizen complaints; issues infractions and misdemeanor citations for violations of applicable codes.

8. Prepares written daily reports and maintains accurate records and files.

9. Assists in the preparation of code violation cases for presentation at public hearings, City Council meetings and judicial proceedings under the direction of his/her supervisor; and appears as a witness in court regarding violation cases.

10. Participates in joint inspections of properties with other agencies and City departments.

11. Researches property ownership and zoning, building and parcel histories.

12. Observes and complies with City and mandated safety rules, regulations, and protocols.

13. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
 Operations and organizational structure of municipal government.  Principles and practices of research and report preparation.  Modern office procedures, methods and equipment including computers and s upporting software applications.
 English usage, spelling, grammar, and punctuation.
 Principles and practices of filing and record keeping.  Methods and techniques of public relations and customer service.  Safe and efficient work practices as they relate to code enforcement.  Applicable Federal, State, and municipal laws, codes and regulations, related to code enforcement.
 City and mandated safety rules, regulations, and protocols.

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Ability to:
 Learn, interpret and apply zoning and land use regulations and planning concepts to unusual or difficult zoning or municipal code violations.
 Learn and understand rules of evidence related to public hearing and judicial cases.  Compile and analyze technical information.
 Learn and apply investigative techniques.
 Maintain and follow department policies and procedures.  Operate and use modern office equipment including a computer and various software packages.  Communicate clearly and concisely, both orally and in writing.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Deliver quality customer service.
 Work independently and as a team member.
 Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

A minimum of two (2) years of experience in municipal government, including one (1) year of responsible public contact work.

Training:

Equivalent to the completion of a High School diploma . Knowledge of and/or experience in construction, code enforcement, permit issuance or other building and construction related activities preferred.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of or ability to obtain a P.C. 832 within the first six (6) months of appointment.

Possession of or ability to obtain Statewide California Association of Code Enforcement Officials (CACEO) Basic Module certifications within one (1) year of appointment.

Possession of ICS and Oleoresin Capsicum spray certification within six (6) months of appointment.

Successful completion of Identification of Substandard Residences course by CACEO within six 567

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(6) months of appointment.

Special Requirements:

Employees in this class may be required to work varying shifts and extended hours including evenings and weekends.

Environmental Conditions:

Physical Demands:

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; observes and interprets people, and situations; learns and app lies new information and skills; performs detailed work; deals with changing priorities, interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

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CAREER PROGRESSION

FROM: Code Enforcement Technician

TO: Code Enforcement Officer I

Approved by Name: Title:

Effective Date: FLSA Status: Non-Exempt

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CLASSIFICATION DESCRIPTION

COMMUNITY DEVELOPMENT DIRECTOR

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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 administrative and policy direction, manages, organizes, and directs the operations and activities of the Community Development Department including current, advanced, and environmental planning; building and safety ; community code enforcement ; emergency management; business licensin g; and housing programs. M anages the effective use of assigned resources to improve organizational productivity and customer service; fosters cooperative working relationships among City departments and with intergovernmental and regulatory agencies ; provides complex and responsible support to the City Manager in areas of expertise; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is a Department Director classification that oversees, directs, and participates in all activities of the Community Development Department including planning, development and administration of departmental policies, procedures, and services. Successful performance of the work requires knowledge of public policy and municipal functions and activities, including the role of an elected City Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas.

Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the diverse, specialized, and complex work of the department. The incumbent also has significant accountability and decision-making responsibilities, which include departmental planning, budget administration, program evaluation and recommendation and implementation of policies, procedures, goals, objectives, priorities and standards for the City's Community Development Department programs and operations. Incumbents serve as a professional- level resource for organizational, managerial, and operational analyses and studies. Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative and policy direction from the City Manager. The work provides for a wide variety of independent decision-making within legal and general policy and regulatory guidelines.

Exercises general and/or direct supervision over professional, para -professional, technical, administrative, and skilled and semi- skilled assigned staff.

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ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Assumes full management responsibility for all Community Development Department services, programs, and activities including planning, building and safety, community code enforcement, emergency management, business licensing, and housing programs.

2. Directs and oversees the development and implementation of goals, objectives, policies, and priorities for assigned programs; participates in policy formulation; recommends, develops, implements, and administers policies and procedures; p rovides leadership and direction in the development of short- and long-range plans.

3. Oversees and participates in the development and administration of the Community Development Department’s operating budgets; forecasts funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; implements adjustments.

5. Provides advice and highly responsible and complex technical support and staff assistance to the Assistant City Manager and City Manager; oversees and conducts a variety of organizational studies, investigations, and operational studies; recommends and implements modifications to programs, policies, and procedures as appropriate.

6. Informs and updates Assistant City Manager, City Manager, and elected and appointed officials on community development matters.

7. Assesses, develops, and standardizes community development procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs, service delivery methods, and procedures; assesses and monitor workload, administrative and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.

8. Cultivates relationships with the community for the purpose of facilit ating networks to coordinate and enhance services to residents.

9. Develops partnerships and collaborations with other agencies and community -based organizations; established and maintains communication lines for receiving public input into various projects and programs.

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10. Develops, implements, and maintains the City's general plan; directs current , long -term, and environmental planning a ctivities including zoning, development applications, subdivisions, variances, environmental review, and design review activities; presents and justifies proposed plans, plan revisions, ordinances, and other recommendations involving current a nd advanced planning objectives; provides staff direction regarding department policy interpretation and conducts meetings with the public regarding related issues.

11. Oversees City compliance with current environmental laws and acts, including providing necessary direction and updated information to staff, setting policies, and drafting a variety of review reports.

12. Oversees land use and planning activities, including analyzing and reviewing complex development proposals; negotiates and manages consultant contracts or planning projects as well as development agreements.

13. Directs and participates in the preparation of planning studies including analysis, review, and presentation of narrative and statistical findings and recommendations.

14. Manages current planning functions that includes all planning and building permit processing and insures compliance with all local, state, and federal regulations such as the California Environmental Quality Act (CEQA) and the National Environmental Policy Act (NEPA).

15. Manages current and advanced planning functions and related to development projects and design projects and plans, policy develop ment, and major policy documents including general plan, zoning, specific plan, development agreements, and various master plans and special studies.

16. Provides project management for the most complex planning studies; analyzes site design, terrain constraints, circulation, land use compatibility, utilities, and other urban services for all planning applications; ensures compliance with federal, state, local laws, rules and regulations.

17. Confers with engineers, developers, architects, and a variety of agencies and the general public in acquiring information and coordination of planning, zoning, subdivision, building, environmental, and related matters; provides information regarding City development.

18. Oversees the Community Development Department’ s building, landscape, and grading (non - engineered) plan check review process to ensure compliance with approved development plans reviewed and approved by the Planning Commission and City Council.

19. Oversees activities and operations of the City Building Division's building inspection and building code enforcement functions to ensure compliance with City and mandated rules, regulations, policies, and procedures.

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20. Oversees and manages business taxation, and administers business licensing program.

21. Oversees contract services providing Building Official services; or subordinate staff serving as the Building Official.

22. Oversees and participates in the operations and activities of the Community Emergency Response Team (CERT) and Emergency Services programs including implementing City activities and events.

23. Oversees and administers the City’s Code Enforcement program; s erves as the City’s facilitator in interpreting municipal code violations with repre sentation from legal, police, and planning; determines public nuisances, and issues civil fines when administrative remedies are unsuccessful in gaining code and permit compliance.

24. Researches grant funding opportunities as requested by the City Manager ; prepares grant applications; manages the implementation of grant funded programs and evaluates programs for accomplishment of stated objectives; manages and oversees the Community Development Block Grant (CDBG) programs and administration including housing rehabilitation loan program.

25. Coordinates with local and regional partners related to growth, housing, and transportation issues.

26. Coordinates and promotes enterprise zone activities, downtown revitalization projects, and similar programs in support of redevelopment and economic development goals and objectives.

27. Serves as liaison for the City with the financial and business community, government agencies, Chamber of Commerce, and other representatives to facilitate business expansio n and development opportunities; serves as the liaison to the City Planning Commission and coordinates all commission activities.

28. Manages the work plan for assigned staff; assigns work activities, projects, and programs to carry out City Council priorities; monitors and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

29. Selects, trains, motivates, and directs assigned personnel; provides or coordinates staff training; evaluates and reviews employee performance with employ ees to correct deficiencies; implements discipline and termination procedures.

30. Maintains and directs the maintenance of working and official department files.

31. Represents the Department to other City departments, elected officials and outside agencies; explains and interprets Department programs, policies, and activities; negotiates and resolves sensitive, significant, and controversial issues.
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32. Develops and implements various systems and procedures to meet departmental goals, objectives, policies, and priorities.

33. Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with City specifications and service quality.

34. Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; provides staff support and presents reports to various commissions, committees, and boards as necessary.

35. Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of recreation programming and natural resource management; research emerging products and enhancements and their applicability to City needs.

36. Responds to difficult and sensitive public inquiries and complaints , and assists with resolutions and alternative recommendations.

37. Monitors changes in laws, regulations, and technology that may affect City or departmental operations; implements policy and procedural changes as required; monitors legislative activity and funding availability for Community Development programs.

38. Ensures staff compliance with City and mandated safety rules, regulations, and protocols.

39. Performs other related duties as required.

QUALIFICATIONS

Knowledge of:
• Operations, services, and activities related to a comprehensive community development program, including planning, building and safety, community code enforcement, emergency management, business licensing, and housing programs.
• Principles and practices of development services programs and management in a municipal setting.
• Theories, principles, and contents of General Plan, land use, zoning, subdivision, and urban planning regulations, natural resource protection, and environmental laws. • Principles and te chniques of conducting site planning, architectural review, subdivision design, land use, and other analytical studies; evaluating alternatives and making sound recommendations.
• Principles and practices of a comprehensive building services program includi ng building inspection, plan check, construction management, and community code compliance activities. 574

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• Methods and techniques of administering Community Development Block Grant (CDBG) programs.
• Historic preservation laws and practices.
• State housing laws and housing program practices.
• Current social, political and environmental issues influencing community development programs.
• Building, electrical, mechanical, and related codes and regulations, including the Uniform Building Code.
• Administration, principles, and practices of grant funding and administration. • Principles and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.
• Principles and practices of program development and administration. • Organizational and project management principles and practices. • Principles and practices of municipal budget preparation and administration, contract administration, City -wide administrative practices, and general principles of risk management related to the functions of the assigned area.
• Principles of supervision, training, and performance evaluation. • Pertinent federal, state, and local laws, codes, and regulations. • City organization and functions of the various departments in the City. • Methods and techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations.
• Principles and practices of customer service and public relations. • Methods and techniques of research, statistical analysis, and report preparation. • Methods and techniques for effective record-keeping and maintenance. • Modern office procedures, methods, and equipment including compute rs and supporting software applications.
• Recent and on -going developments, current literature, and sources of information related to the operations of the assigned areas.
• City and mandated safety rules, regulations, and protocols.

Ability to:
• Manage and direct a comprehensive community development program. • Provide administrative, management, and professional leadership for the department and the City.
• Oversee the development and administration of department goals, objectives, and procedures. • Plan, organize, direct, and coordinate, the work of management, supervisory, professional, and technical personnel; delegate authority and responsibility. • Select, supervise, train, and evaluate staff.
• Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
• Research, analyze, and evaluate new service delivery methods and techniques. • Prepare and administer large program budgets.
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• Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
• Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
• Exercise sound judgment and common sense.
• Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines. • Interpret and apply federal, state, and local policies, laws, and regulations. • Facilitate, develop, and work with groups to reach City Council goals and public interests. • Develop and maintain effective interdepartmental coordination. • Represent the City in a professional manner when dealing with the City Council, boards, community groups, and the general public.
• Effectively present information and respond to questions from groups of managers, council members, board, committee, and commission members, and the general public. • Conduct effective media and public relations.
• Demonstrate an awareness and appreciation of the cultural diversity of the community. • Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing. • Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
• Establish and maintain a variety of filing, record keeping, and tracking systems. • Ensure adherence to safe work practices and procedures. • Operate a vehicle observing legal and defensive driving practices.

Experience:

Seven (7) years of incr easingly responsible professional level experience in planning, building and safety, community code enforcement, emergency management, business licensing, and housing programs, including three (3) years of management and administrative responsibility.

Training:

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in urban planning, community development , architecture, civil engineering, geography, landscape architecture, business or public administration, or a related field. A Master’s degree in a related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.
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Possession of job related certifications are highly desirable and may consist of the A merican Institute of Certified Planners (AICP) Certification, Congress of New Urbanism Accreditation (CNU-A), and/or professional engineering license(s).

Special Requirements:

Employees in this class may be required to work extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; and to operate a motor vehicle to visit various City sites . Color vision is required to read printed materials and a computer screen. Hearing and speech is required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking bet ween work areas may be required. Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and inter acts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Community Development Director
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TO: Assistant City Manager

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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CLASSIFICATION DESCRIPTION

COMMUNITY SERVICES DIRECTOR

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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 administrative and policy direction, manages, organizes, and directs the operations and activities of the Community Services Department and the Wildomar Cemetery District, including recreation facilities and programs, special events, facility rentals, parks, cemetery, and open spaces; manages the effective use of assigned resources to improve organizational productivity and customer service; fosters cooperative working relationships among City departments and with intergovernmental and regulatory agencies; provides complex and responsible support to the City Manager in areas of expertise; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is a Department Director classification that oversees, directs, and participates in all activities of the Community Services Department and Cemetery District including planning, development and administration of departmental policies, procedures, and services. Successful performance of the work requires knowledge of public policy and municipal functions and activities, including the role of an elected City Council, and the ability to develop, oversee, and implement projects and programs in a variety of areas. Responsibilities include coordinating the activities of the department with those of other departments and outside agencies and managing and overseeing the diverse, specialized, and complex work of the department. The incumbent also has significant accountability and decision-making responsibilities, which include departmental planning, budget administration, program evaluation and recommendation and implementation of policies, procedures, goals, objectives, priorities and standards for the City's Community Services Department programs and operations. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies.

Performance of the work requires the use of considerable independence, initiative, and discretion within broad guidelines.

SUPERVISION RECEIVED AND EXERCISED

Receives administrative and policy direction from the City Manager. The work provides for a wide variety of independent decision-making within legal and general policy and regulatory guidelines.

Exercises general and/or direct supervision over professional, para -professional, technical, administrative, and skilled and semi- skilled assigned staff.

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ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Assumes full management responsibility for all Community Services Department, and Wildomar Cemetery District programs, services, and activities, including planning, directing, supervising, and coordinating the work, facilities, and programs of the parks, recreation, special events, open spaces, contracted services, and Cemetery District operations.

2. Directs and oversees the development and implementation of goals, objectives, policies, and priorities for assi gned programs; participates in policy formulation ; recommends, develops, implements, and admi nisters policies and procedures; p rovides leadership and direction in the development of short- and long-range plans.

3. Oversees and participates in the development and administration of the Community Services Department’s operating budgets; forecast s funds needed for staffing, equipment, materials, and supplies; monitors and approves expenditures; implements adjustments.

5. Provides advice and highly responsible and complex technical support and staff assistance to the Assistant City Manager and City Manager; oversees and conducts a variety of organizational studies, investigations, and operational studies; recommends and implements modifications to programs, policies, and procedures as appropriate.

6. Informs and updates Assistant City Manager, City Manager, a nd elected and appointed officials on community services matters.

7. Assesses, develops, and standardizes recreation, community services, and Cemetery District procedures and methods to improve and continuously monitor the efficiency and effectiveness of assigned programs, service delivery meth ods, and procedures; assesses and monitor workload, administrative and support systems, and internal reporting relationships; identifies opportunities and makes recommendations for improvement.

8. Cultivates relationships with the community for the purpose of facilitating networks to coordinate and enhance services to residents.

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10. Advises and assists in the development of long -range plans and goals for land use, buildings, parks, and equipment for recreation programs, and the Cemetery District.

11. Directs the maintenance and repair of City facilities and equipment used to deliver recreation, community services, and Cemetery District services.

12. Coordinates the issuance of special event permits and the rental of City facilities, buildings, and park sites.

13. Responds to and meets with property owners, homeowner groups, business districts, and the public.

14. Manages and participates in the development and implementation of the comprehensive capital project program for the department; coordinates City -wide planning needs with other departments; plans and directs the development of new facilities and programs and improvements to existing facilities and programs.

15. Reviews and advises on park and landscape maintenance inspection reports; advises staff on how to enforce and interpret scope of services for contract maintenance services ; to identify and resolve work problems; and to determine additional needs.

16. Manages the work plan for assigned staff; assigns work activities, projects, and programs to carry out City Council priorities; monitors and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

17. Selects, trains, motivates, and directs assigned personnel; provides or coordinates staff training; evaluates and reviews employee performance with employees to correct deficiencies; implements discipline and termination procedures.

18. Maintains and directs the maintenance of working and official department files, including, but not limited to all records and files for City financial, personnel, risk management, and technology programs and activities.

19. Represents the Department to other City departments, elected officials and outside agencies; explains and interprets Department programs, policies, and activities; negotiates and resolves sensitive, significant, and controversial issues.

20. Develops and implements various systems and procedures to meet departmental goals, objectives, policies, and priorities.

21. Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with City specifications 581

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and service quality.

22. Prepares and presents staff and agenda reports and other necessary correspondence related to assigned activities and services; provides staff support and presents reports to various commissions, committees, and boards as necessary.

23. Attends and participates in professional group meetings; stays abreast of new trends and innovations in the field of recreation programming and natural resource management; research emerging products and enhancements and their applicability to City needs.

24. Responds to difficult and sensitive public inquiries and complaints , and assists with resolutions and alternative recommendations.

25. Monitors changes in laws, regulations, and technology that may affect City, departmental, or Cemetery District operations; implements policy and procedural changes as required; monitors legislative activity and funding availability for Parks, Community Services, or Cemetery District programs.

26. Ensures staff compliance with City and mandated safety rules, regulations, and protocols.

27. Performs other related duties as required.

QUALIFICATIONS

Knowledge of:
 Operations, services, and activities related to a comprehensive community services program, including the use of parks, park facilities, special events, facility rentals, cemetery facilities, and open spaces.
 Recreational and social needs and interests of the community.  Materials, methods, techniques, and terminology related to the maintenance and repair of City parks, park facilities, cemetery facilities, and open spaces.  Modern methods and techni ques of planning and appraising municipal parks, recreation facilities, and the cemetery.
 Administration, principles, and practices of grant funding and administration.  Principles and techniques for working with groups and fostering effective team interact ion to ensure teamwork is conducted smoothly.
 Procedures for planning, implementing, and maintaining a variety of recreation and leisure activities and programs through community participation.  Principles and practices of park planning and design.  Principles and practices of program development and administration.  Organizational and project management principles and practices. 582

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 Principles and practices of municipal budget preparation and administration, contract administration, City -wide administrative pract ices, and general principles of risk management related to the functions of the assigned area.
 Principles of supervision, training, and performance evaluation.  Pertinent federal, state, and local laws, codes, and regulations.  City organization and functions of the various departments in the City.  Methods and techniques for effectively representing the City in contacts with governmental agencies, community groups, and various business, professional, educational, regulatory, and legislative organizations
 Principles and practices of customer service and public relations.  Methods and techniques of research, statistical analysis, and report preparation.  Methods and techniques for effective record-keeping and maintenance.  Modern office procedures, methods, and equ ipment including computers and supporting software applications.
 Recent and on -going developments, current literature, and sources of information related to the operations of the assigned areas.
 City and mandated safety rules, regulations, and protocols.

Ability to:

 Manage and direct a comprehensive community services program.  Provide administrative, management, and professional leadership for the department and the City.
 Oversee the development and administration of department goals, objectives, and procedures.  Plan, organize, direct, and coordinate, the work of management, supervisory, professional, and technical personnel; delegate authority and responsibility.  Select, supervise, train, and evaluate staff.
 Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
 Research, analyze, and evaluate new service delivery methods and techniques.  Prepare and administer large program budgets.
 Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
 Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals.
 Exercise sound judgment and common sense.
 Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.  Interpret and apply federal, state, and local policies, laws, and regulations.  Facilitate, develop, and work with groups to reach City Council goals and public interests.  Develop and maintain effective interdepartmental coordination.  Represent the City in a professional manner when dealing with the City Council, boards, community groups, and the general public.
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 Effectively present information and respond to questions from groups of managers, council members, board, committee, and commission members, and the general public.  Conduct effective media and public relations.
 Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Communicate clearly and concisely, both orally and in writing.  Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
 Establish and maintain a variety of filing, record keeping, and tracking systems.  Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

Seven (7 ) years of increasingly responsible professional level experience in Recreation, Community Services, or Parks, including three (3) years of management and administrative responsibility.

Training:

Equivalent to a Bachelor’s degree from an accredited college or university with major course work in recreation administration, public or business administration, or a related field. A Master’s degree in related field is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of CPR and First Aid Certifications are highly desirable.

Special Requirements:

Employees in this class may be required to work extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. 584

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Employee may interact with staff and/or the public and private representatives in various settings including the field or remote offices for meetings. The incumbent will be exposed to outdoor environmental elements on a daily basis with regular exposure to varying temperatures and excessive noise; and may have limited exposure to dust, fumes and allergen; unpleasant odors; and vermin, insects, and parasites . The incumbent will be required to occasionally work at heights up to six feet, work in confi ned spaces, and use protective clothing an d equipment. The incumbent may infrequently be exposed to hostile, violent and/or offensive individuals.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a compu ter; to operate a motor vehicle to visit various City sites and to observe project sites and work in progress. Color vision is required to read printed materials , a computer screen and to observ e ground conditions. H earing and speech is required to communicate in person and over the telephone. Smell is required in order to discern safety issues.

Touch is required in order to use a computer and in monitoring working conditions. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classification although standing in work areas and walking bet ween work areas may be req uired, as well as regular visits to the field and work sites. Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information and to perform tasks in the field . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 50 pounds.

Mental Demands:

While performing the duties of this class, an employee uses written and oral comm unication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly de tailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Community Services Director

TO: Assistant City Manager

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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COMMUNITY SERVICES MANAGER

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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, plans, organizes, administers, coordinates, and performs a wide variety of managerial, administrative and technical duties as a division manager overseeing the City’s Parks and Cemetery District ; p articipates, coordinates, and supervises special events, recreation facilities; facility rentals, parks, cemetery and open spaces; manages the effective use of division resources to improve organizational productivity a nd customer service; prepares a variety of operational, statistical, and activity reports ; provides complex and responsible support to the Community Services Director; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

This is the Division Head/Manager level classification in the Community Services series, with responsibility for managing and participating in the work of the Community Services D ivision. Work assignments are typically given as broad, conceptual ideas and directives and incumbents are accountable for overall results and responsible for developing guidelines, action plans, and methods to produce deliverables on time and within budget. Incumbents serve as a professional-level resource for organizational, managerial, and operational analyses and studies, and regularly exercise a high degree of professional judgment in accordance with accepted practice s and procedures, rules and regulations , and appropriate laws and codes.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from the Community Services Director. Exercises general and/or direct supervision over professional, para-professional, technical, administrative, and skilled and semi - skilled assigned staff.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Assists in the development and implementation of division goals, objectives, policies, and priorities for assigned functions and programs; participates in policy formulation; recommends, develops, implements, and admi nisters policies and procedures; p rovides leadership in the development of the Community Services Department’s short- and long-range plans.

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2. Participates in the development and administration of the Community Services Department’s operating budgets; forecast s funds needed for the staffing, equipment, materials, and supplies; monitors and approves expenditures; implements adjustments.

3. Provides advice and highly responsible technical support and staff assistance to the Community Services Director, Assistant City Manager and City Manager; conducts a variety of organizational studies and investigations; recommends and implements modifications to programs, policies, and procedures as appropriate.

4. Manages, directs, administers, and oversees the City’s Parks and Cemetery District; participates, coordinates, and supervises special events, recreation facilities; facility rentals, parks, cemetery and open spaces, as assigned.

6. Develops and sustains public and private partnerships within the community; participates in the evaluation and maintains effectiveness i n serving the public; connects with community le aders, organizations, non-profits and faith based community as ambassadors and champions of the Cit y towards public safety programs.

7. Establishes relationships and works effectively with organized community groups and agencies for the promotion and coordination of programs; serves as the City’s representative with internal City departments; and external partners and service providers.

8. Plans, schedules, and supervises the work of crews responsible for the construction, maintenance, and repair of parks and cemetery facilities and related structures; tree trimming and removal; and mowing services.

9. Inspects park areas and cemetery facilities to evaluate work in progress and upon completion to assure that repairs, maintenance, and project activities are performed in accordance with City regulations, policies, and operating procedures and practices; identifies and resolve work problems and determine additional needs.

10. Monitors work sites and ensures adherence to safe and efficient work practices and procedures; responds to and resolves complex work related or equipment operating problems.

11. Develops and manages requests for proposals for professional and/or contracted services; prepares scope of work and any technical specifications; evaluates proposals and recommends award; negotiates contracts; administers contracts to ensure compliance with City specifications and service quality.
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12. Participates in planning and developing new forms, procedures, policies, and programs pertaining to cemetery and community services programs.

13. Establishes positive working relationships with the public and co -workers, representatives of community organizations, state/local agencies, City management and staff.

14. Develops and monitors contracts with consultants and vendors.

15. Manages the work plan for assigned staff; assigns work activities, projects, and programs to carry out the work and goals of the division; monitors and evaluates work products, methods, and procedures; meets with staff to identify and resolve problems.

16. Participates in and recommends the selection of assigned staff; provides or coordinates staff training; evaluates and reviews employee performance with employees to correct deficiencies; recommends and implements discipline.

17. Trains staff in proper inspection practices and methods and evaluate field practices; assesses needs for additional educational development; arranges and provides training and education programs for public as necessary.

18. Verifies work of assigned employees for accuracy, proper work methods, techniques, and compliance with applicable standards and specifications; ensures adherence to safe work practices and procedures.

19. Serves as staff on a variety of boards, commissions and committees; prepares and presents staff reports and other necessary correspondence; responds to Council, staff, media and the public as appropriate; attends assigned meetings including Planning Commission meetings, as necessary.

20. Attends and participates in professional group meetings; stays abreast of relevant issues and changes to codes, ordinances, laws, and regulations.

21. Maintains division records in accordance with departmental policy.

22. Develops and implements various systems and procedures to meet division goals, objectives, and policies.

23. Responds to difficult and sensitive public inquiries and complaints, and assists with resolutions and alternative recommendations.

24. Ensures staff compliance with City and mandated safety rules, regulations, and protocols.

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25. Performs other related duties as required.

QUALIFICATIONS

Knowledge of:
 Operations, services and activities related to the use of parks, park facilities, special events, facility rentals, cemetery facilities, and open spaces.  Materials, methods, techniques, and terminology related to the maintenance and repair of City parks, park facilities, cemetery facilities, and open spaces.  Principles and practices of park planning and design.  Procedures for planning, implementing, and maintaining a variety of recreation and leisure activities and programs through community participation.  Administrative principles and practices including goal setting, program development, implementation and evaluation.
 Principles and practices of program development and administration, and budgeting.  Principles of City government organization, functions, and management.  Pertinent Federal, State and local laws, codes and regulations.  Principles of supervision, training, and performance evaluation.  Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
 Principles and practices of leadership and techniques for working with groups and fostering effective team interaction to ensure teamwork is conducted smoothly.  Principles and practices used in dealing wit h the public tactfully and the use of non- confrontational approaches.
 Methods and techniques of research, statistical analysis, and report preparation.  Methods and techniques for effective record-keeping and maintenance.  Modern office procedures, methods, and equipment including computers and supporting software applications.
 Recent and on-going developments, current literature, and sources of information related to the operations of the assigned areas.
 City and mandated safety rules, regulations, and protocols.

Ability to:
 Perform managerial and professional duties in support of a comprehensive community services program.
 Provide administrative and professional leadership for the Community Services Parks and Cemetery District Division.
 Respond to maintenance and repair emergencies.
 Understand, interpret, apply and explain federal, state, and local laws, regulations and codes pertaining to land use, building, zoning, housing, parking, and graffiti restitution, business license, abandoned vehicles, weed abatement, and vector control abatement.  Recommend and implement division goals, objectives, and procedures. 589

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 Plan, organize, direct, and coordinate, the work of assigned staff.  Select, supervise, train, and evaluate staff.
 Understand the organization, operation, and services of the City and of outside agencies as necessary to perform assigned responsibilities.
 Research, analyze, and evaluate new service delivery methods and techniques.  Prepare and administer division budget.
 Prepare clear and concise reports, correspondence, policies, procedures, and other written materials.
 Analyze problems, identify alternative solutions, project c onsequences of proposed actions, and implement recommendations in support of goals.
 Exercise sound judgment and common sense.
 Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.  Develop and maintain effective interdepartmental coordination.  Demonstrate an awareness and appreciation of the cultural diversity of the community.  Establish and maintain effective working relationships with those contacted in the course of work.
 Communicate clearly and concisely, both orally and in writing.  Operate office equipment including computers and supporting word processing, spreadsheet, and database applications.
 Establish and maintain a variety of filing, record keeping, and tracking systems.  Effectively represent the division, district and the City in meetings with governmental agencies, community groups, and various businesses, professional, and regulatory organizations, and in meetings with individuals.
 Ensure adherence to safe work practices and procedures.  Operate a vehicle observing legal and defensive driving practices.

Experience:

A minimum of f ive (5) years of increasingly responsible management and/or administrative experience in parks, recreation, and community services program administration, of which two (2) years included administrative and supervisory experience.

Training:

Equivalent to the completion of a Bachelor’s degree from an accredited college or university in recreation administration, public or business administration, or a related field. Two years of additional qualifying experience may substitute for two years of the required education. .

Licenses and Certifications:
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Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Special Requirements:

Employees in this class may be required to work extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Physical Demands:

Must possess mobility to work in a standard office setting including use of standard office equipment, including a computer; and to operate a motor vehicle to visit various City sites. Color vision is required to read printed materials and a computer screen . Hearing and speech is required to communicate in person and over the telephone . Touch is required in order to handle documents, and use a computer . Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. This is primarily a sedentary office classifica tion although standing in work areas and walking bet ween work areas may be required . Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 50 pounds. This position is also expected to perform some inspections of work in the field that may require greater noise exposure from traffic, and walking on uneven ground, working around machinery, fumes, dirt and gas, and in varying temperatures.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; uses math, and mathe matical reasoning; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with chan ging deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

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CAREER PROGRESSION

FROM: Community Services Manager

TO: Community Services Director

Approved by Name: Title:

Effective Date: FLSA Status: Exempt

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CITY OF WILDOMAR

CLASSIFICATION DESCRIPTION

DEPUTY CITY CLERK I/II

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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, performs a wide variety of administrative and support tasks in the City Clerk’s Department; performs the duties of the City Clerk in the City Clerk’s absence; provides information and assistance to the public regarding department activities; assists in the conduct of municipal elections, records management, and Public Records Act requests; and performs related work as required.

DISTINGUISHING CHARACTERISTICS

Deputy City Clerk I
This is the entry level class in the Deputy City Clerk series. Positions at this level are not expected to function with the same amount of knowledge or skill level as positions allocated to the Deputy City Clerk II level and exercise less independent discretion and judgment in matters related to work procedures and methods. Incumbents at this level are expected to become fully knowledgeable of the assigned area and learn to perform the full range of administrative and technical work associated with the City Clerk’s Office.

Deputy City Clerk II
This is the journey level class in the Deputy City Clerk series. Positions at this level are distinguished from the Deputy City Clerk I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative . Incumbents are expected to perform the more difficult administrative and technical duties requiring a thorough knowledge of the City Clerk’s Office systems and procedures. Positions at this level receive only occasional instruction or assista nce as new or unusual situations arise and are fully aware of the operating procedures and policies of the City Clerk’s Office. The Deputy City Clerk II level may serve in the full role of City Clerk in his/her absence at City Council meetings, as required. This class is further distinguished from the Assistant City Clerk in that the higher level assists in the administration of the City Clerk’s Office; performs the most complex administrative work; oversees the Records Management Program, and exercises supervisory responsibility.

Flex Staffing
This series may be flexibly staffed at either the entry or journey level. Incumbents appointed to the Deputy City Clerk I (entry level) may reasonably expect to progress to the Deputy City Clerk II (journey level) upon attaining and demonstrating the full knowledge, skills and abilities of the job classification and meeting the qualifications and department requirements established for progression, which shall remain at the City Clerk’s discretion.

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DEPUTY CITY CLERK I & II

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SUPERVISION RECEIVED AND EXERCISED

Receives direct (Deputy City Clerk I ) to general supervision (Deputy City Clerk II) from the City Clerk or Assistant City Clerk as assigned.

ESSENTIAL FUNCTION STATEMENTS--Essential duties and responsibilities may include, but are not limited to, the following:

1. Performs a wide variety of responsible, and confidential duties for the publication, filing, indexing, and safeguarding of City Council, Commission, and Committee proceedings.

2. Assists in the preparation, development, distribution, filing, and archiving of official City documents; and assists the City Clerk in the management and administration of the City’s Records Management Program.

3. Assists in the preparation of City -wide Re cords Disposal surveys and scheduling of disposal/retention; assists with preparation of departmental inventory and records disposal lists in accordance with applicable laws, policies, and procedures.

4. Provides administrative support to department heads re lated to various Commissions and Committees; attends meetings, takes notes , and prepares minutes of Commission and Committee meeti ngs and other proceedings. Additionally, w hen assigned to the Deputy City Clerk II level, serves as Clerk to the Commission or Committee including conducting roll call and announcing votes.

5. Provides administrative support to the City Council in the absence of the City Clerk; attends City Council meetings, takes notes, and prepares minutes. Additionally, when assigned to the Deputy City Clerk II level, serves as City Clerk to the City Council including conducting roll call and announcing votes.

6. Prepares, posts, and distributes notices of public meetings and hearings; and prepares and distributes other notices in accordance with municipal, State, and Federal requirements.

7. Administers active records; verifies and coordinates document completion prior to imaging and/or filing documents; processes records which include assigning a record code to documents.

8. Researches and drafts letters, memoranda, and administrative reports.

9. Assists in the compiling of the City Council , Commission, and Committee agendas; suggests revisions; assists in the distribution of agenda packets to the City Council, City Attorney, Committee Members, City Manager, City departments and general public in a complete and timely manner.

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DEPUTY CITY CLERK I & II

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10. Compiles original documents, transmittal letters, affidavits and exhibits from City Council , Commission, and Committee Meeting agenda items ; prepares meeting minutes; processes actions resulting from meetings.

11. Assists in the drafting of ordinances and resolutions; ensures proper distribution and recording of ordinances, resolutions, agreements, and deeds.

12. Assists the City Clerk in organizing and administering the filing of Statement of Economic Interest and Campaign Statements for elected and appointed City officials and employees; examines and verifies nomination papers from candidates.

13. Researches City records; responds to Public Records Act Requests; prioritizes research requests (internal and external) to meet imposed deadlines; standardizes classificatio n and indexing of records on imaging system for efficient query response and correct classification.

14. Keyboards and proofreads a wide variety of reports, letters, memoranda, correspondence and statistical charts from rough draft, verbal instruction, or tra nscribing machine; independently composes correspondence related to assigned area of responsibility.

15. Receives, reviews, and processes various reports and records including agenda items (all documentation presented to City Council, Commissions and Committees ), agreements, bid contracts, Council correspondence (materials received from external resources), insurance certificates, bonds, preliminary notices, stop notices, minutes, ordinances, resolutions, Municipal Code, deeds, and notices of completions.

16. Serves on various commissions and committees, and attends meetings as assigned.

17. Prepares and presents staff r eports to the City Council , Commissions and Committees as required, when assigned to the Deputy City Clerk II level.

18. Utilizes various computer applications including Microsoft Office products and software systems and Laser Fiche; enters and maintains data; generates reports from a database or network system; creates documents using word processing software.

19. Maintains and orders office supplies; prepares purchase orders and check requests; receives invoices, checks for accuracy and processes for payment.

20. Sets up meeting rooms with necessary table arrangements, audio-visual equipment, and related supplies; breaks down meeting rooms by returning items to their original destination and/or arrangement.

21. Serves as a certified Notary Public for City business matters.

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DEPUTY CITY CLERK I & II

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22. Provides back-up support to other office staff as required, and works within a team environment.

23. Assumes responsibility for ensuring the duties of the position are performed in a safe, efficient manner.

24. Observes and complies with City and mandated safety rules, regulations, and protocols.

25. Performs related duties as required.

QUALIFICATIONS

Knowledge of:
• Operations and organizational structure of municipal government. • Principles and practices of research and report preparation. • Modern office procedures, methods, and equipment including computers and related software applications such as word processing, spread sheets and databases. • Office and records management principles, methods and procedures. • Principles and procedures of record keeping and filing. • Practices used in minute taking and preparation.
• English usage, spelling, grammar and punctuation.
• Applicable federal, state and local laws, codes and regulations. • Methods and techniques of public relations and customer service. • City and mandated safety rules, regulations, and protocols.

Ability to:
• Perform responsible administrative and technical support duties. • Learn, interpret, and apply administrative and departmental policies and procedures. • Respond tactfully, clearly, concisely and appropriately to inquiries from the public or other agencies on issues in area of responsibility.
• Keyboard at a speed necessary for successful job completion. • Maintain confidentiality of information and exercise tact and diplomacy in interpersonal dealings which are difficult, highly sensitive and confidential. • Follow written and oral directions.
• Plan and organize work to meet changing priorities and deadlines. • Communicate clearly and concisely, both orally and in writing. • Exercise sound independent judgment within areas of responsibility. • Understand, interpret, and apply laws, rules, regulations, policies and procedures related to assigned duties.
• Maintain and follow department policies and procedures. • Operate and use modern office equipment including a computer and various software packages. • Demonstrate an awareness and appreciation of the cultural diversity of the community. • Establish and maintain effective working relationships with those contacted in the course of work. 596

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• Deliver quality customer service.
• Work independently and as a team member.
• Ensure adherence to safe work practices and procedures. • Operate a vehicle observing legal and defensive driving practices.

Experience:

Deputy City Clerk I
A minimum of two (2) years of experience performing specialized, technical administrative support work.

Deputy City Clerk II
A minimum of two (2) years of experience performing specialized, technical administrative support work in a City Clerk’s Office or public agency including maintaining complex files and records; providing varied and complex technical assistance regarding policies, procedures and regulations to staff and the public; and the preparation of agendas and taking minutes of public meetings.

Training:

Deputy City Clerk I
Equivalent to the completion of a n Associate’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, o r a related field. Two (2) years of additional qualifying experience may substitute for up to two (2) years of the required education.

Deputy City Clerk II
Equivalent to the completion of an Associate’s degree from an accredited college or university with major coursework in Business Administration, Public Administration, or a related field. Two (2) years of additional qualifying experience may substitute for up to two (2) years of the required education. The possession of a Bachelor’s degree is highly desirable.

Licenses and Certifications:

Possession of a State of California driver’s license and the ability to maintain insurability under the City’s vehicle insurance program.

Possession of, or ability to obtain, a valid certificate as a Notary Public issued by the State of California.

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Possession of a Certified Municipal Clerk certificate is highly desirable.

Special Requirements:

Employees in these classes may be required to work varying shifts and extended hours including evenings and weekends.

Environmental Conditions:

Employees in this class generally work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances.

Employee may interact with staff and/or the public and private representatives in various sett ings including the field or remote offices for meetings.

Physical Demands:

Must be able to sit for prolonged periods of time. Positions in this classification regularly bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information . Employees must possess the ability to lift, carry, push, and pull materials and objects up to 20 pounds.

Mental Demands:

While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information, and documents; analyzes and solves problems; observes and interprets people, and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions, and multiple concurrent tasks; and interacts with others encountered in the course of work.

CAREER PROGRESSION

FROM: Deputy City Clerk I

TO: Deputy City Clerk II

TO: Assistant City Clerk

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Wildomar City CouncilNovember 9, 2022

Wildomar City Council
November 9, 2022