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Home My WebLink About11 - Office of City Attorney Upgrade of Office Assistant to Department AssistantY a 1 Agenda Item No. 11 April 12, 2011 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Office of the City Attorney David R. Hunt, City Attorney (949) 644 -3131; dhunt @newportbeachca.gov PREPARED BY: David R. Hunt, City Attorney APPROVED: fv((ifi� TITLE: Authorization to Upgrade Office Assistant Position to Department Assistant Position Within the Office of the City Attorney ABSTRACT: Whether a support position within the Office of the City Attorney should be upgraded from that of an Office Assistant to a Department Assistant. RECOMMENDATION: Authorize upgrade of Office Assistant position to Department Assistant position within the Office of the City Attorney. FUNDING REQUIREMENTS: The current adopted budget includes sufficient funding for this change. It will be expensed to the General Fund (010), General Government (20) account in the Department, 0510 -7000 series. There will be approximately $2,825.17 impact in FY 11/12 which is offset by other salary savings in the Office of the City Attorney by not hiring into an authorized paralegal position and an annual impact of approximately $11,300.66 beginning in FY 11/12 as a cost differential between these two positions. DISCUSSION: A full -time Office Assistant position was approved in the Office of the City Attorney in FY 10/11 budget. The demands of that position have proven to be greater than originally anticipated. An upgrade of the position to one of a Department Assistant will allow the recruitment of a more senior and experienced assistant. If approved, recruitment will be structured to seek an assistant with significant law office background, preferably with litigation experience. Authorization to Upgrade Office Assistant Position to Department Assistant Position Within the Office of the City Attorney April 12, 2011 Page 2 1. Office Assistant and Department Assistant Differences: The Office Assistant position is the entry level clerical assistant position in the City. It does not require significant previous office experience. A copy of its job specification is appended as Attachment A. The Department Assistant position is more senior then the Office Assistant. It requires more significant skills and experience. A copy of the Department Assistant job specification is appended as Attachment B. The skills differential is significant in meeting the demands of the position of the Office of the City Attorney. This position needs to support at least two attorneys as well as juggle other support functions such as dealing with office mail, incoming telephone calls, and other demands. It is also legally specific in nature, and preferably will support the litigation side of the Office of the City Attorney. 2. Cost Differences: The cost difference between having an Office Assistant and a Department Assistant can be as little as zero as high as $11,300.00 salary since the scales overlap. The actual cost difference will depend upon the level of the employee recruited into the position. The Office Assistant's and Department Assistant's salary scales are below: Office Assistant $16.67- $23.47 Hourly $1,333.60 - $1,877.60 Biweekly $2,889.47 - $4,068.13 Monthly $34,673.60 - $48,817.60 Annually Department Assistant $19.50- $27.42Hourly $1,560.00 - $2,193.60 Biweekly $3,380.00 - $4,752.80 Monthly $40,560.00 - $57,033.60 Annually Each has the same load factors for health and welfare benefits. As a potential example, currently the Office Assistant position in the Office of the City Attorney is budgeted for a salary of $65,232.10 per year in FY 10/11. A step six Department Assistant position in the Office of the City Attorney could be budgeted for $76,532.76 in salary per year. The cost difference for that annual budget amount therefore equals $11,300.00. This example of the cost differential is represented in Attachment C, again depending upon the level of the individual hired, should this modification be approved. Authorization to Upgrade Office Assistant Position to Department Assistant Position Within the Office of the City Attorney April 12, 2011 Page 3 3. Other In -House City Attorney Operations: A review of the other cities that have in -house City Attorney departments supports this approach. A table of an informal survey of other Orange County cities as well as Santa Barbara showing the support configuration of their City Attorney Offices is appended as Attachment D. While they class their support staff as legal in nature, often using the phrase "Legal Assistant ", a review of pay scales shows they are generally in the area of approximately the Department Assistant range. In fact, they pay a small increment more that Newport Beach, in the vicinity of $4,000.00 to $5,000.00 per year with the exception of Santa Ana which pays approximately $5,000.00 per year less. We do not recommend changing the pay scale of our positions. With the significant changes in all budgets for cities, we believe the pay scale is adequate. Additionally, an informal review of private sector law firms indicates our pay scale is in the range that should draw significant candidates with legal experience from private industry. Therefore, we believe the current structure and pay scale of the City should be adequate for recruiting an excellent candidate for the position. The recruitment will be conducted as an open and promotional recruitment, thus having it open to existing City staff as well as candidates from outside the City. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act ( "CEQA ") pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). Authorization to Upgrade Office Assistant Position to Department Assistant Position Within the Office of the City Attorney April 12, 2011 Page 4 CONCLUSION: We recommend approval of this position upgrade in order to meet the staffing needs of the department. Submitted by: David R. Hunt, City Attorney Attachments: A. Office Assistant's Job Specification B. Department Assistant's Job Specification C. Comparison of Office Assistant to Department Assistant D. Table of Informal Survey [A09-00423] MBCC 6om DRH 04.12.11 re OA to DA (~ Comedlons) Office Assistant's Job Specification City of Newport Beach - Class Specification Bulletin CITY OF NEWPORT BEACH Revision Date: May 4, 2006 Page 1 of 2 ASSISTANT OFFICE class code: � 1060 SALARY RANGE $16.67 - $23.47 Hourly $1,333.60 - $1,877.60 Biweekly $2,889.47 - $4,068.13 Monthly $34,673.60 - $48,817.60 Annually DEFINITION: To perform basic and varied clerical work in support of assigned office and administrative staff; provide information and assistance to the public, prepare and maintain various logs, records, and reports; and perform other related duties. DISTINGUISHING CHARACTERISTICS: This is the entry-level classification in the administrative support series. Employees at this level possess fundamental knowledge of office practices and procedures, utilize standard office equipment, and assist professional, administrative, and operations staff as well as other office support positions. SUPERVISION RECEIVED AND EXERCISED: Receives moderate supervision from Administrative Assistant, Department Assistant, and other professional, administrative, managerial, and supervisory positions within the department. Employees may train and coordinate the work of part-time and temporary positions, depending upon the department and division assignment. ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: • Answer telephone and counter inquiries; refer questions, take messages, and provide basic information; • Prepare, type, and disseminate documents including correspondence, agendas, reports, memos, and summaries; • File and retrieve records and files; • Check and verify the accuracy of applications, data, and reports; • Maintain and update logs and computerized records; • Provide information and forms to the public; collect and process information; • Receive, sort, and distribute incoming and outgoing mail; • Copy and distribute reports, correspondence, and memos; • Maintain inventory of office supplies; and • Perform related duties as assigned.. QUALIFICATIONS: To perform this job successful /y, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, ski //, and /or ability required. Knowledge of: English usage, spelling, grammar, and punctuation; Microsoft Office software; Basic record keeping methods and procedures; and http: // agency. govemmentjobs .cominewportbeach /default.cfm? action= speebulletin &ClassSpe... 03/31/2011 City of Newport Beach - Class Specification Bulletin Page 2 of 2 Modem office practices, procedures, methods, and equipment. Ability to: Plan, organize, and prioritize tasks in order to meet deadlines; Prepare, proofread, disseminate, and file a variety of office documents; Learn and correctly apply office practices and procedures pertaining to division, programs, and functions to which this position is assigned; Use word processing, spreadsheet software application and database programs; Type at a net rate of 50 words per minute or at an established rate which is proficient for the job assignment; Operate standard office equipment such as photocopiers, facsimile machines, and ten -key calculators; Perform basic math computations quickly and accurately; Interact cooperatively with staff, management, and other individuals; Understand and follow oral and written instructions; Communicate clearly and concisely, both orally and in writing; Appear for work on time; Follow directions from a supervisor; Understand and follow posted work rules and procedures; Accept constructive criticism; and Establish and maintain cooperative working relationship with those contacted in the course of work. This position may be required to work overtime hours as needed. EXPERIENCE & TRAINING AND LICENSE /CERTIFICATE: A combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: One or more years of clerical, receptionist, and office support experience. Training: Equivalent to completion of high school. License /Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license. Additional Requirement: Prior to employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted by Newport Beach Police Department. Disaster Service Worker: In accordance with Government Code Section 3100, City of Newport Beach employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly. http: / /agency.governmentj obs. com/newportbeach/default. cfin? action= specbulletin &C1assSpe... 03/31/2011 1 Council Meeting ®401 2011 Request for Authorization to Upgrade Office Assistant Position to Department Assistant Position within the Office of the City Attorney Department Assistant's Job Specification City of Newport Beach - Class Specification Bulletin CITY OF NEWPORT BEACH Revision Date: May 4, 2006 Pagel of 3 ASSISTAfNT DEPARTMENT class code: r 1450 SALARY RANGE $19.50 - $27.42 Hourly $1,560.00 - $2,193.60 Biweekly $3,380.00 - $4,752.80 Monthly $40,560.00 - $57,033.60 Annually DEFINITION: To perform varied secretarial and clerical work in support of assigned managerial, professional, operations, administrative, and office staff; research and provide detailed worksheets, records, and reports; provide assistance to staff and public and private representatives; and perform other related duties. DISTINGUISHING CHARACTERISTICS: This is the fully qualified journey -level Classification in the Administrative Support series. Employees at this level possess broad knowledge of division practices and office procedures; utilize a range of software programs; support management, professional, and operations staff; and relieve Administrative Assistants during employee absences. The scope of employee job responsibilities is more diverse than the Office Assistant classification, and the employees may be required to possess dictation skills. SUPERVISION RECEIVED AND EXERCISED: Receives general supervision from an Administrative Assistant or managerial level positions within the department. Employees may train and provide direction to part-time and temporary positions, depending upon the department and division assignment. ESSENTIAL DUTIES: Duties may include, but are not limited to, the following: • Maintain calendars, make appointments, and schedule meetings and activities; • Answer telephone and screen and refer messages and questions to appropriate parties; review, disseminate, and distribute electronic communications; • Provide counter assistance and offer information on departmental and City policies and procedures as required; • Compose, type, and proofread a variety of documents including correspondence, agendas, reports, agreements, and memos, including working from dictation recordings or verbal instructions; • Coordinate, train, and supervise the work of part-time and temporary office personnel; • Organize and maintain office records, statistics, and activity reports; create and update software databases; maintain and update distribution lists; • Collect and assemble data and background materials for a variety of activity, revenue, and expenditure reports; verify accuracy of information and research discrepancies and recorded information; • Apply departmental policies and procedures in determining completeness of applications, records, and reports; • Receive, sort, and distribute incoming and outgoing mail; copy and distribute reports, correspondence, and memos; • Order and maintain inventory of office supplies as necessary; • May take minutes at commission and committee meetings; and • Perform related duties as assigned. QUALIFICATIONS: http: / /agency. govemmentj obs. cominewportbeachldefault.cfm? action= specbuiletin &ClassSpe... 03/31/2011 City of Newport Beach - Class Specification Bulletin To perform this job successfully, an individual must be able to perform each essential function. The requirements listed below are representative of the knowledge, skill, and /or ability required. Knowledge of: English usage, spelling, grammar and punctuation; Assigned division work practices, administrative policies and procedures; Business writing practices; Record keeping methods and procedures; Modern office practices, procedures, methods, and equipment; and Word processing and spreadsheet software applications programs. Ability to: Plan, organize, and prioritize tasks in order to meet deadlines; Prepare, proofread, disseminate and file a variety of office documents; Page 2 of 3 Interpret office practices and procedures pertaining to division, programs and functions to which this position is assigned; Use word processing and spreadsheet software application programs; Type at a net rate of 50 words per minute or at an established rate which is proficient for the job assignment; Operate standard office equipment such as photocopiers, facsimile machines, and ten -key calculators; Perform basic math computations quickly and accurately; Interact cooperatively with staff, management, other departments, and public and private representatives; Communicate clearly and concisely, both orally and in writing; Appear for work on time; Follow directions from a supervisor; Understand and follow posted work rules and procedures; Accept constructive criticism; and Establish and maintain cooperative working relationship with those contacted in the course of work. Depending upon position assignment, may be required to take and transcribe dictation at commission and committee meetings. This position may be required to work overtime hours as needed. EXPERIENCE & TRAINING AND LICENSE /CERTIFICATE: A combination of experience and training that would likely provide the required knowledge and abilities may be qualifying. A typical way to obtain the knowledge and abilities would be: Experience: Three or more years of increasingly responsible secretarial and clerical experience. Training: Equivalent to completion of high school, supplemented by coursework or training in word processing and spreadsheet software programs, and work planning and management. License /Certificate: Possession of, or ability to obtain, an appropriate, valid California driver's license. Additional Requirement:Prior to employment, the prospective candidate must successfully complete a thorough background review, including being fingerprinted by Newport Beach Police Department. http: / /agency.goverDmentj obs. cominewportbeachldefault. cfin? action= specbulletin &ClassSpe... 03/31/2011 City of Newport Beach - Class Specification Bulletin Page 3 of 3 Disaster Service Worker: In accordance with Government Code Section 3100, City of Newport Beach employees, in the event of a disaster, are considered disaster service workers and may be asked to respond accordingly. http: // agency. govemmentjobs .com /newportbeachldefault.cfm? action= specbulletin &ClassSpe... 03/31/2011 Council Meeting 04.12.11 Request for Authorization to Upgrade Office Assistant Position to Department Assistant Position within the Office of the City Attorney Comparison of Office Assistant to Department Assistant Comparison for Office Assistant to Department Assistant Office of the City Attorney Office Assistant Step 5 (As Budgted for FY 11) Total Sal & Ben 65,232.10 Dept Assistant Step 6 (Based on FY 11 Benefits) Salary 42,161.60 149.13 *FM Medicare 657.13 - 1001 PERS EE 2,951.31 46.88 1002 56.30 2910 Caf /Med - 1018 PERS ER 3,544.10 - 1056 EPMC -EE 206.59 1058 EPMC -ER 248.09 2910 Caf /Med 13,866.00 7166 Life Ins 98.70 7202 EAP 22.92 7900 Cmp Abs 1,475.66 Total Sal & Ben 65,232.10 Dept Assistant Step 6 (Based on FY 11 Benefits) Total Sal & Ben 76,532.76 A09 -00413 Atty Costing Request Office/Dept Assistant Difference (Savings /Overage) Salary Salary 51,729.60 149.13 *FM Medicare 806.26 - 1001 PERS EE 3,621.07 46.88 1002 56.30 2910 Caf /Med - 1018 PERS ER 4,348.39 - 1056 EPMC -EE 253.48 1058 EPMC -ER 304.39 2910 Caf /Med 13,866.00 7166 Life Ins 105.00 7202 EAP 22.92 7900 Cmp Abs 1,475.66 Total Sal & Ben 76,532.76 A09 -00413 Atty Costing Request Office/Dept Assistant Difference (Savings /Overage) Salary 9,568.00 *FM Medicare 149.13 1001 PERS EE 669.76 1002 - 1018 PERS ER 804.29 1056 EPMC -EE 46.88 1058 EPMC -ER 56.30 2910 Caf /Med - 7166 Life Ins 6.30 7202 EAP - 7900 Cmp Abs 0.00 Total Sal & Ben 11,300.66 #'able of Informal Survey Office Staffing Comparisons: Position Qualifications Duties Newport Bench 5 5.7Attorneys; One Paralegal, Three Support Staff $ Paralegal 5 Admin.Assistant to the City Attorney HS; supplemented by Office Manager and six support staff. certification as Legal Law Office Manager Assistant; 3 Yrs Responsible $ legal and secretarial $ 1950 support experience Department Assistant HS; coursework or training 40,560.00 In word processing, Legal Assistant spreadsheet software and work planning and management Office Assistant HS; one year of clerical /office experience Huntinaton beach 5 7 Attorneys: City Attorney, two Assistant City $ Attorneys, two Sr. Deputy City Attorneys, two 5 Deputy City Attorneys 17), an Investigator; o Low $ 24.45 Office Manager and six support staff. 34.42 Law Office Manager HS; 2 years specialized $ training In legal admin or $ 1950 paralegal; 5 years law 27.42 office experience Including 40,560.00 2 years supervision Legal Assistant HS; supplemented by certification as Legal Assistant; 3 Yrs Responsible legal and secretarial support experience (A09.00423)•Anolysis of Other OC41Support Staff Pay Low Hourly High Hourly Low Annual HlghAnnual $ 26.07 5 36.68 $ 54,225.00 5 76,294.00 $ 24.45 $ 34.42 $ 50,856.00 $ 71,593.01) $ 1950 5 27.42 $ 40,560.00 $ 57,033.60 $ 16.67 $ 23.47 $ 34,673.60 5 48,817.60 $ 33.04 $ 40.93 $ 68,724.00 $ 85,140.00 $ 23.76 $ 29.45 5 49,416.00 $ 61,260.00 S Anaheim Twenty-Three Lawyers: 2 Sr. Assistants; 5 Asslstonts; 13 Deputies Law Office Administrator Administrative Assistant Litigation Specialists (4) Legal Secretaries (2) P.T. Litigation Specialist (1) Legal Clerk Orange 4 Lawyers (City , Attorey, 3 AC4), Three Support Staff Legal Secretary Admin Assistant Santa Ana 9Attorneys, Legal Mgt Assist; 2 Paralegals; 2 Support Staff Paralegal Legal Secretary Legal Office Assistant Santa Barbara 6 Attorneys • CA and five ACA; plus they have part- time per my converstarlon with the U; 5 support staff IA09- 00423 }Analysis of Other OC415uppart Staff BS; 5 years law office experience with 2 In supervision Highly skilled at executive office level with legal experience. Experience; knowledge and skill Experience In legal clericalfsecretarial work; ability; knowledge of legal rules, etc. $ 24.21 $ 30.90 $ 50,357.OD $ 64,272.00 $ 23.73 $ 30.28 S 49,358.00 5 62,982.00 $ 22.28 $ 28.43 S 46,342.00 $ 59,134.00 $ 18.40 5 23.48 5 38,272.00 $ 48,838.00 $ 2358 $ 30.24 5 49,044.00 $ 62,892.00 $ 21.88 $ 28.06 $ 45,516.00 $ 58,356.00 S 23.24 $ 29.69 $ 49,092.00 $ 62,712.00 S 19.60 $ 20.17 S 41,388.00 $ 52,848.00 $ 15.81 $ 20.17 5 33,384.00 $ 42,600.00 1 Legal Office Supervisor Litigation Paralegal Legal Secretary II Legal Secretary I fA09- W423J- Anolyslr of Other OCA/Support Staff HS; Specialized Legal Course Work AA Degree and Paralegal Certificate; 2 Yrs Increasing research and clerical experience 2 yrs Increasing responsibility legal secretary experience 2 years secretarial with some legal preferable $ 30.39 $ 36.94 $ 63,209.00 $ 76,831.00 25.78 $ 31.33 $ 53,616.00 $ 65,171.00 $ 15.27 $ 30.71 $ 52,557.00 $ 63,884.00 $ 20.91 $ 25.41 $ 43,483.00 $ - 52,854.00