This report recommends amending the Classification Plan and Salary Resolution to include the new classification of Deputy City Clerk.

In December 2001, Koff and Associates conducted an audit to assess the staffing needs of the City Clerk Division of the Office of the City Manager. This project included an evaluation of the division’s request for a single-position class of Deputy City Clerk, a review the proposed class specification, and a salary survey for this class, if it is recommended for creation.

Based on the information obtained through interviews with the City Clerk and the Assistant City Manager as well as the information provided in the draft documents, the primary responsibilities of this proposed position are to include:

• Providing responsible professional and technical assistance in the development, administration and implementation of City and division programs, which include: records management, Council, Board and Commission support, and maintenance of City legislative history.
• Coordinating the compilation of agenda items for City Council Meetings, preparing the Council Agenda and directing the assembly and distribution of packets for City Council meetings.
• Attending City Council meetings, as required, and preparing the digest of actions and official minutes of legislative actions;
• Organizing and overseeing the Board and Commission recruitment program, including training seminars, orientations and recognition events.
• Assisting in conducting municipal elections.
• Directing public records and public information programs, including processing requests from the City Council, the City staff, and the public for research and information regarding City codes, ordinances and established policies and procedures.
• Researching and analyzing complex legal or administrative issues and compiling data for administrative and public reports.

While this position has some office support duties, its technical and analytical responsibilities tend to place it at a high-level technical support or responsible professional administrative support level. Considering scope and level of responsibility, requirements, and salary range, this class is most closely related to the current City class of Administrative Analyst. In the City, this class is used in a wide variety of situations, but all appear to have responsibilities, while department specific, that are professional in nature and which can be learned in a reasonable period of time through departmental experience. Employees in this class with City experience can move from one department to another with a relatively brief period of orientation.

In contrast, the details of a City Clerk function are quite specific to that function, and can have significant legal ramifications if errors occur. Normally, this type of work is learned through a period of on-the-job training in a public agency, supplemented by targeted seminars or college-level training. It would be difficult for an individual without such targeted training or prior experience to fulfill the majority of the job responsibilities in a brief orientation. A separate job classification appears to be warranted.

Given all factors, it is recommended that the City establish the classification of Deputy City Clerk and adopt the draft class specification. It is further recommended that the salary range for this class be set at the current salary range of Administrative Analyst.

FISCAL IMPACT

There will be no fiscal impact to the City, since this classification is replacing a vacant Administrative Analyst position. The costs of the new classification is included in the current budget and will be incorporated into subsequent budgets.

The public will be informed through posting of the agenda on the City’s official notice bulletin board, posting of the agenda and report on the City’s web page, and the availability of the report in the Library and in the City Clerk’s office.

Staff recommends Alternative 1 above, approval of amendments to the City’s Classification Plan and Salary Resolution.

Prepared by:
Andrea Thorin
Management Analyst, Human Resources

Reviewed by:
Mark C. Gregersen
Director of Human Resources

Approved by:
Robert S. LaSala
City Manager

1. Resolution to Amend the Classification Plan
   Classification Specification: Deputy City Clerk (Exhibit 'A"]
   
2. Resolution to Amend the Salary Resolution: Deputy City Clerk