RPVCCA_CC_SR_2014_07_22_02_Council_Liasion_DutiesCITY OF RANCHO PALOS VERDES
MEMORANDUM
TO:
FROM:
DATE:
SUBJECT:
REVIEWED:
HONORABLE MAYOR & CITY COUNCIL MEMBERS ~
SEAN M. ROBINSON, HUMAN RESOURCES MANAGER~
JULY 22, 2014
COUNCIL LIAISON POSITION fZ\
CAROLYNN PETRU, ACTING CITY MANAGER~
RECOMMENDATION
Discuss the Council Liaison recruitment update, duties, and responsibilities.
BACKGROUND
At the April 29, 2014 meeting, the City Council requested a position be added to the City's
personnel to assist the Council with community outreach, problem solving, and special
projects. As directed, Staff researched other agencies' experiences and implementation of
such a position. At the June 3, 2014 meeting, the City Council approved the Council
Liaison position and incorporated it into the Draft FY14/15 budget. At the same meeting,
the Council Liaison job description (Attachment A) was provided to the City Council and the
public as a part of the draft budget's late correspondence. At the June 17, 2014 meeting,
the City Council approved funding for the Council Liaison for FY14/15. At the July 15, 2014
meeting, the City Council requested further opportunity to review and discuss the job duties
and responsibilities of the position.
DISCUSSION
Staff researched the roles and responsibilities of such positions from several agencies with
similar functions and positional designations. From this research, a job description for the
Council Liaison was developed. Under the direct supervision of the City Manager, the
major functions of the Council Liaison include: assisting elected officials in managing a
variety of community outreach functions such as receiving and resolving constituent issues,
concerns, complaints, and requests for information; researching and analyzing policy
issues; and coordinating special events, projects, and programs. The Council Liaison is a
highly technical classification within the Administrative Analyst job series. The position is
responsible for performing varied and complex professional and confidential administrative
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Council Liaison Position
July 22, 2014
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work in support of City Council members.
On June 19, 2014, Staff broadcast the recruitment for the newly-approved and funded
Council Liaison position (Attachment B). The recruitment was scheduled to close on July
18, 2014. As of July 17, 2014, Staff had received a total of five (5) applications.
Depending on further direction provided by the City Council, Staff scheduled oral board
interviews for the Council Liaison candidates the latter part of July, 2014, onboarding the
new Council Liaison during the first part of August.
CONCLUSION
City Council previously approved the creation and inclusion of the Council Liaison in the
FY14/15 budget. While the recruitment is underway, Staff welcomes discussion of the
Council Liaison job description as identified in the attached document, and further direction
on the job duties and responsibilities of the position to aid in the completion of the
recruitment, or to provide other direction as the City Council deems appropriate.
Attachments:
• A: Council Liaison Job Specification
• B: Council Liaison Job Bulletin
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City of Rancho Palos Verdes
May 2014 CLASS NO: XXXX
COUNCIL LIAISON
DEFINITION
Under general direction of the City Manager, the Council Liaison assists elected
officials in managing a variety of community outreach functions, including:
receiving and resolving constituent complaints I concerns and requests for
information; researching and analyzing policy issues; and, coordinating special
events, projects, and programs.
DISTINGUISHING CHARACTERISTICS
This is a highly technical class within the administrative analyst series
responsible for performing varied and complex professional and confidential
administrative work in support of City Council members. This position is
designated as non-exempt and at-will.
EXAMPLES OF DUTIES
The duties listed below are examples of the work typically performed by employees in this class. An
employee may not be assigned all duties listed and may be assigned duties that are not listed below.
The essential functions of the Council Liaison may vary depending upon
assignment, and may include: coordinating responses I actions related to
constituent inquiries/ complaints I concerns; working with City departments to
resolve issues; developing reports and providing information related to status
requests; analyzing items and staff recommendations regarding agenda items;
making recommendations; conducting research and providing information to
officials; serving as Council office liaison; interacting with a variety of high-level
individuals, internally and within the community, to provide information,
disseminate departmental information, and assist in resolving administrative
issues. Organizing and coordinating staffing for various community events and
programs; developing and maintaining media contacts; promoting the City's
programs and services; writing press releases; writing talking points and
speeches; developing and coordinating newsletter articles; working with staff to
coordinate activities related to Council issues; researching and responding to
resident or constituent inqumes or complaints, and coordinating
interdepartmental action; preparing official correspondence on behalf of Council
members. Preparing recommendations for the improvement of communication
between Council and Commissions, Committees, departments, other agencies,
the public, and the business community; working with the City Manager and
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departments on administrative issues. Developing plans and programs. May
make oral presentations to the City Council, commissions, and committees, as
well as City staff and community groups and organizations. May serve on or as
staff to inter-departmental committees. May represent the City Manager and I or
City Council, as assigned. Performing such additional tasks and duties as
assigned by the City Manager or City Council.
MINIMUM QUALIFICATIONS
Knowledge of: Applicable State, Federal, and local ordinances, codes, laws,
rules and regulations, and legislative issues. Public administration principles and
practices. Policy analysis techniques and processes. Research and analytical
methods. Methods of report presentation. Office management practices,
procedures, and safety. Organizational theory, cost analysis, and project
management techniques. Basic principles governing human resources
management and customer service. Correct English usage, spelling, grammar
and punctuation.
Skill in: Preparing clear and concise reports, correspondence, and other written
materials. Conflict resolution, using tact, discretion, initiative, and independent
judgment within established guidelines. Analyzing and resolving office
administrative situations and problems. Researching, compiling, and
summarizing a variety of informational and statistical data and materials.
Organizing work, setting priorities, meeting critical deadlines, and following up on
assignments with a minimum of direction. Applying logical thinking to solve
problems or accomplish tasks; understanding, interpreting, and communicating
complicated policies, procedures, and protocols. Effectively use automated
systems, including personal computers and office I specialized financial software
packages. Use of common office software including Microsoft Office. Organizing
and preparing clear and concise reports in a non-bureaucratic style. Providing
outstanding customer satisfaction (internally and externally). Techniques used in
effective interpersonal communication.
Ability to: Prepare logical and objective memoranda, staff reports, studies, and
correspondence. Analyze, interpret, and present data and information in
understandable and usable formats. Perform a wide variety of administrative
analysis work. Perform independent field and I or documentary research.
Establish and maintain effective and professional relationships with co-workers,
the public, and various governmental agency and private organization
representatives. Prepare and present oral and written reports to elected officials,
other groups and organizations, and City staff. Operate a personal computer
with competent skill in word processing and spreadsheet applications. Apply
general mathematical principles, including decimals and percentages, and
interpret statistical reports and I or formulation and equation data. Evaluate data
and information using established criteria in order to determine consequences
and to identify and select alternatives. Classify, compute, tabulate, and
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categorize data. Comprehend and utilize a variety of advisory and design data
and information such as budgets, staff reports, contracts, agreements, operating
manuals, ordinances, legal documents, professional journals and bulletins. Work
in a team environment. Communicate ideas and concepts effectively. Read,
comprehend, interpret, and apply laws, ordinances, codes, specifications,
policies, and regulations in the preparation of written reports and in oral
communications with the public, and other employees of the City. Establish and
maintain effective and professional relationships with the public, departmental
clients, professionals in other jurisdictions, co-workers, and other City staff.
Deliver prepared oral presentations to governmental bodies and public groups,
and respond appropriately to questions. Satisfactorily perform required duties;
communicate effectively in writing and orally; reason logically and creatively;
demonstrate initiative; work independently and on project matrix teams; legally
op~rate a motor vehicle in the State of California.
EXPERIENCE: The City uses the experience and education described below as
general guidelines to evaluate compliance with the qualifications described
above. Comparable experience and education is acceptable for meeting the
position's minimum qualifications. Specified licenses, certificates, and
registrations must be held and maintained.
Education and Experience: Bachelor's degree in Business Administration, Public
Administration, Political Science, Mass Communication, or Journalism, or a
closely related field from an accredited college or university is required. Master's
degree in Business Administration or Public Administration is highly desirable.
Five years of increasingly responsible experience in performing community
liaison and administrative functions for a public office or government agency.
SPECIAL REQUIREMENTS
Licenses. Certificates. and Registrations: Possession of a current valid Class C
California Driver's License.
PHYSICAL DEMANDS
Strength, dexterity, coordination and vision to use a keyboard and video display
terminal for long periods of time. Hearing and speaking ability to communicate
clearly on the telephone and at a public counter. Dexterity and coordination to
handle files and single pieces of paper; occasional lifting of objects weighing up
to 25 lbs. such as files, stacks of papers, reference and other materials. Moving
from place to place within an office; some reaching for items above and below
desk level.
WORKING CONDITIONS
Generally clean work environment with limited exposure to conditions such as
dust, fumes, odors, or noise. Video display terminal is used on a daily basis.
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Periodic contact with angry and upset individuals, frequent interruptions of
planned work activities by telephone calls, office visitors and response to
unplanned events.
SELECTION PROCESS
The selection process may include one or more of the following: application
review and evaluation, performance test, written test, and/or oral interview
examination. Questions asked during the selection process are based on the
knowledge and abilitie.s required to successfully perform the job. If you have a
disability that requires accommodation during the selection process, please notify
Human Resources at least 24 hours prior to the first phase of the selection
process. The successful candidate will be required to take and pass a post-offer
m~dical examination, including drug screening, by a City physician to ensure
their physical suitability to perform assigned duties. In addition, the City of
Rancho Palos Verdes conducts a thorough· background investigation prior to
appointment. This recruitment will establish an eligibility list that may be used to
fill future vacancies in this classification.
The City of Rancho Palos Verdes is an Equal Opportunity Employer. In
compliance with the Americans with Disabilities Act, the City will provide
reasonable accommodations to qualified individuals with disabilities and
encourages both prospective and current employees to discuss potential
accommodations with the employer.
This classification specification does not constitute an employment
agreement between the City and employee. It is subject to change by the
City, with the approval of Human Resources, as the needs of the City and
requirements change.
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SALARY RANGE:
FILING DEADLINE:
JOB LOCATION:
JOB SUMMARY:
REQUIREMENTS:
EVALUATION AND
SELECTION
FACTORS:
CITY OF RANCHO PALOS VERDES
JOB ANNOUNCEMENT
COUNCIL LIAISON
Examination No. 14-014
$58,638 -$76, 147 annually
Applications will be accepted until 4:30 p.m. on FRIDAY JULY 18, 2014.
There is a current vacancy for a Council Liaison in the City Manager's Department at Rancho Palos Verdes City Hall located
at 30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275. The Eligible List resulting from this announcement may be
used to fill any future vacancies.
The essential functions of the Council Liaison may vary depending upon assignment, and may include: coordinating
responses I actions related to constituent hquires/ compeints I concerns; working wth City departments to resolve
issues; developing reports and providing iiormation reeted to status requests; analyzing terns and staff
reccmnendations regarding agenda items; makhg recommendations; conducting research and provcing ilformation to
officials; serving as Council office eoon; iteracting with a variety of hgh-level hdlviduals, hternally and within the
community, to provide iiormation, disseminate departmental hformation, and assist i1 resolving administrative
issues. Organizilgandcoordinatingstaffingforvariouscommunlyeventsand programs; developing and mahtaini-g media
cortacts; pranoting the City's programs and services; writing press releases; writing talking points and speeches;
developing and coordinating newsletter articles; working with staff to coordinate activities related to Council issues;
researching and responding to rescent or constituent ilqui'es or complaints, and coordinating ilterdepartmental
action; preparing official correspondence on behalf d Council members. Preparing ra:ommendations for the illprovement of
communication between Council and Commissions, Committees, departments, other agencies, the public, and the
business community; working with the City Manager and departments on administrative issues. ceveloping pens and
programs. May make oral presentations to the City Council, commissions, and committees, as well as City staff and
community groups and organizations. May serve on or as staff to hter-departmental committees. May represent the
Cly Mancger and I or Cly Council as assigned. Performing such additional tasks and duties as assigned by the City
Manager or City Council.
Bachelor's degree i1 Bushess Admhistration, Public Administration, Poltical Science, Mass Communication, or
Journalism, or a cbsey related field from an accredited colege or university is required. Masler's degree h Business
Administration or Pubic Administration is hghly desirabe. Three years of hcreasin~ responsbe experience i1
performing community IElison and administrativefunctionsforapublicoffceorgovernmentagency. Licenses, Certificates, and
Registrations: Possession of a current valid Class C California Driver's License.
Factors which may be evaluated in the selection process include knowledge of: Applcable State, Federal, and bcal
ordinances, codes, ews, rues and regulations, and egislative issues. Pubic administration principes and practices. Polby
anatysis techniques and processes. Research and analytical methods. Methods of report presentation. Office
management practices, procedures, and safety. Organizational theory, cost analysis, and project management
technques. Basic principes governing human resources management and customer service. Correct English usage,
spelling, grammar and punctuation. Preparing clear and concise reports.correspondence, and otherwritten materials. Conflbt
· resolufon, using tact, discretion, ilitiative, and hdependent judgmert within established guidehes. Analyzing and
resolving office administrative sluations and prd:>ems. Researching, comping, and summarizing a variety of
hformational and statistical data and materials. Organizing work, setting prbrlies, meetingcriticaldeadliles,andfollowing
up on assignments with a minirum of dir~tbn. Applying bgical thinking to solve problems or accomplsh tasks;
understanding, ilterpreting, and communicating complbated pocies, procedures, and protocols. Effectwely use
alternated systems, hcluding personal computers and office I speciali!:edfinancialsoftware packages. l..Sedcommon dfice
software hcluding Mcrosoft Ofice. Organizing and preparing clear and concise reports h a non-bureaucratic style.
Provi:ling outstanding customer satisfaction (internally and externally). Technques used h effective hterpersonal
communication.
SELECTION PROCESS: Based on an evaluation of information contained in both the employment and supplemental application, the most qualified
applicants will be invited to participate in an oral interview.
HOW TO APPLY: Applicants must complete and submit a City of Rancho Palos Verdes employment application, supplemental application and
resume describing the education and experience pertinent to the position. Application materials are available online at
http://www.palosverdes.com/rpv/citymanaqer/employmentrindex.cfm, in person at Rancho Palos Verdes City Hall, 30940
Hawthorne Blvd, Rancho Palos Verdes, CA 90275; or by calling (310) 544-5331. Completed application materials may be
submitted in person at the above address or mailed to: City of Rancho Palos Verdes, Attn: Human Resources, 30940
Hawthorne Blvd, Rancho Palos Verdes, CA 90275-5391.
DATE: June 19, 2014 2-7