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HomeMy WebLinkAbout01-05-87 - Resolutions RESOLUTION NO. 1-5-87 A RESOLUTION OF THE BOARD OF DIRECTORS OF THE FOOTHILL FIRE PROTECTION DISTRICT, COUNTY OF SAN BERNARDINO, STATE OF CALIFORNIA AMENDING RESOLUTION NO. 2-10-77, AUTHORIZING THE RECLASSIFICATION OF EXISTING CLERK I AND ADMINISTRATIVE CLERK CLASSIFICATIONS TO THE CLASSIFICATIONS OF OFFICE ASSISTANT AND ADMINISTRATIVE SERVICES ASSISTANT RESPECTIVELY WHEREAS, the Board of Directors did request a classifi- cation study be conducted by Cooperative Personnel Services for the existing classifications of Clerk I and Administrative Clerk; and WHEREAS, Cooperative Personnel Services did recommend a reclassification of the existing classification of Clerk I to the classification of Office Assistant; and WHEREAS, Cooperative Personnel Services did recommend a reclassification of the existing classification of Administra- tive Clerk to the classification of Administrative Services Assistant; and WHEREAS, the recommended reclassifications do, in fact, meet the intent of accurately defining the duties and responsibilities of the positions ; NOW, THEREFORE, BE IT RESOLVED that the Board of Directors of the Foothill Fire Protection District authorizes the reclassification of Clerk I to Office Assistant and Administrative Clerk to Administrative Services Assistant, as follows : OFFICE ASSISTANT DEFINITION: Under general supervision, to perform a variety of difficult and specialized technical office assistance, typing, data entry and retrieval, recordkeeping, public contact, receptionist and general clerical duties ; and to do related work as required. DISTINGUISHING CHARACTERISTICS: Positions allocated to this class are distinguished by the perfor- mance of duties involving the exercise of a significant degree of independent judgment, technical knowledge and initiative with a minimum of direction and supervision. Incumbents are assigned primary responsibility for supporting administrative staff, maintaining records, carrying out procedures and effecting public contacts which require a thorough knowledge of specific Resolution No. 1-5-87 Page Three ' DESIRABLE QUALIFICATIONS KNOWLEDGE OF: Modern office methods, supplies and equipment; filing and inventory systems , letter and report writing ; correct English usage, spelling, grammar and punctuation; receptionist and telephone techniques ; basic operations , procedures, rules and regulations of the office or division to which assigned. ABILITY TO: Perform a wide variety of difficult and responsible clerical, technical and office assistance work with minimal supervision; independently set up and maintain records and complex files ; assemble data and prepare reports ; perform a variety of general secretarial and administrative support duties ; quickly learn and apply rules , regulations and policy applicable to the office, work area or division to which assigned ; type at a speed of 60 words per minute from clear copy; take and transcribe dictation or utilize transcribing equipment; learn to operate a computer terminal and word processing equipment; establish and maintain cooperative working relationships and meet the public with ' courtesy and tactfulness ; operate a variety of office equipment; read and write at the level required for successful fob performance. TRAINING AND EXPERIENCE: Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain these knowleges and abilities would be: Two years of increasingly responsible clerical and office assistance experience, preferably including experience involving frequent public contact. Education: Equivalent to graduation from high school, preferably supplemented by courses in office and secretarial practices . ADMINISTRATIVE SERVICES ASSISTANT DEFINITION• Under general direction, to perform a variety of difficult and specialized technical duties involved in the preparation and maintenance of accounting, purchasing, payroll, insurance, personnel and related records , files and reports ; to provide ' technical information and assistance to District staff and representatives of other public agencies ; and to do related work as required. Resolution No. 1-5-87 Page Two ' division, office or District policies and procedures . Incumbents are expected to deal with the public and solve most work-related problems independently and refer to supervisory personnel only those matters which involve policy decisions , technical questions and unusual public relations situations or problems . Positions may be assigned to any of the District' s divisions or may work in a central pool of support personnel under the direction of an office manager or administrator. EXAMPLES OF DUTIES : Any one position may not include all of the duties listed, nor do the listed examples include all the duties which may be assigned positions in the class. Performs a variety of complex technical office assistance, typing, data entry and retrieval, recordkeeping, public contact, recep- tionist and general clerical duties ; types correspondence and other material requiring the application of subject matter know- ledge and discrimination in the selection of data or interpreta- tion of laws , rules or policies ; types memos , directives, policy and training materials , resolutions , ordinances, minutes, cards and reports ; proofreads and corrects materials for completeness ' and accuracy of spelling, grammar and punctuation; collates or staples materials by hand or machine ; folds, inserts and seals materials in envelopes by hand or machine ; wraps , weighs , stamps and mails materials ; assembles materials and supporting documentation for Board packets ; receives the public and answers the phone; acting as District receptionist, provides routine information and directs visitors to the appropriate office or party; checks , compiles and records information for the prepara- tion of reports and maintenance of filing systems ; helps coordinate the gathering of materials for and types a wide variety of reports ; schedules a variety of meetings and conferences ; maintains and updates records ; prepares and distributes materials ; may train and supervise the work of part time office personnel ; may perform a variety of secretarial duties for an administrative official, making appointments, screening callers , screening correspondence, initiating replies to routine correspondence, assembling information from a variety of sources and relieving the administrator of routine office details ; maintains and revises filing systems ; provides information to District personnel and members of the general public by interpreting and explaining policies , procedures, rules and regulations ; receives, opens , stamps and routes mail ; may operate a computer terminal to input and retrieve data; assembles and compiles data and prepares statistical reports ; prepares correspondence independently; may take and transcribe dictation; operates a variety of office ' equipment, including copiers , calculators , dictaphones, typewriters , computer terminals and word processing equipment. Resolution No . 1-5-87 Page Four ' EXAMPLES OF DUTIES : Any one position may not include all of the duties listed, nor do the listed examples include all the duties which may be assigned positions in the class . Performs a variety of technical duties involved in the preparation and maintenance of accounting, purchasing, payroll, insurance, personnel and related records , files and reports ; opens , verifies , balances and ad3usts accounts ; maintains ledger and account recordkeeping systems ; posts, assembles , tabulates and compares financial and statistical data; maintains records of cash transac- tions and receipts issued; performs a variety of accounts payable and accounts receivable recordkeeping duties ; maintains petty cash records ; checks claims , warrants , labor reports, vouchers , deposits , computer source documents , and other records for mathe- matical accuracy, legality, consistency, and budget classifica- tions ; makes mathematical calculations and verifies totals and extensions ; may prepare and process purchase orders and requisi- tions ; maintains inventory records and per-item costs ; prepares or checks payroll, performing such tasks as posting, entering changes affecting status or amount of pay, computing leave time, reviewing labor reports for correctness, and giving routine ' information to departmental personnel ; performs technical duties related to insurance coverages , PERS, FLSA and new employee orientation; compiles a variety of reports by extracting and/or tabulating information from sources such as files , correspondence, meeting notes, logs , previous reports , and/or verbal instruction; uses data processing equipment to enter, update, review or extract information and automated records ; assists in the compilation of budget information; provides information and data for the annual audit; provides technical information and assistance to District staff and representatives of other public agencies ; serves in a technical liaison capacity between Administrative Services and San Bernardino County Offices ; types a variety of documents in draft and final form, such as correspondence, standard forms, charts, and reports using standard electric typewriter or word processing equipment; types from written, recorded, or printed sources and/or verbal instructions ; proof- reads materials for correct grammar, spelling, and punctuation; sorts and/or files materials such as correspondence, fiscal documents, or personnel records ; maintains cross-reference files or indices ; purges filing system and destroys purged records ; operates a variety of office equipment, such as photocopiers, adding machines, calculators , computer terminals , and peripheral equipment; may perform equipment/system maintenance checks ; may receive and process materials of sensitive nature and maintains confidentiality of such information; provides temporary ' and vacation relief for related positions . Resolution No. 1-5-87 Page Five DESIRABLE QUALIFICATIONS KNOWLEDGE OF: Accounting and financial recordkeeping methods , practices and procedures ; general District and office policies , procedures , and rules ; modern office practices and procedures ; recordkeeping and report preparation procedures ; basic operation and application of computers ; purchasing and payroll recordkeeping practices . ABILITY TO: Perform a wide variety of technical financial recordkeeping work; prepare clear and accurate reports and correspondence ; perform a variety of technical accounting duties related to accounts payable and receivable, payroll, insurance, fringe benefits and purchasing; apply basic accounting and bookkeeping principles to special District requirements ; operate calculating and adding equipment with speed and accuracy; maintain required confidentiality in carrying out work assignments ; operate a computer terminal to input and retrieve data; assist in the preparation of special reports ; update and maintain a variety ' of statistical and financial files and records ; meet the public tactfully and courteously and answer questions in person and over the telephone; establish and maintain cooperative working relationships ; type at a speed of 50 words per minute from clear copy; analyze situation accurately and adopt an effective course of action; read and write at the level required for successful fob performance. TRAINING AND EXPERIENCE: Any combination of training and experience which would provide the required knowledge and abilities is qualifying. A typical way to obtain these knowledges and abilities would be : Four years of experience in financial, accounting or statistical recordkeeping duties performing duties comparable to those described above. EDUCATION: Equivalent to graduation from high school and including completion of at least 12 units of course work from an accredited college or university in accounting, bookkeeping, finance or a closely related area. 1 Resolution No. 1-5-87 Page Six BE IT, FURTHER RESOLVED that the Board of Directors of the Foothill Fire Protection District amends Resolution No. 2-10-77 to include the foregoing reclassifications and repeals the classifications of Clerk I and Administrative Clerk in the District' s salary and classification plan at the time of official reclassification. William J. Al ander, Pre dent i ennis Michae , Secret y LDM/ss STATE OF CALIFORNIA ) COUNTY OF SAN BERNARDINO ) CITY OF RANCHO CUCAMONGA ) I , L. DENNIS MICHAEL, Secretary in and for the Foothill Fire Protection District, do hereby certify that the foregoing Resolution No. 01-05-87 of said District was introduced at a reconvened regular meeting of said District held on the 28th day of May, 1987 , and passed thereafter on the 28th day of May, 1987 , by the following vote : AYES:_Alexander, Eggleston, Latipow, Wheatley NOES: NONE. ABSENT Lvons s i tennis MichaeV Secret ry