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CC SR 20250715 E - Approval of Class Specifications CITY COUNCIL MEETING DATE: 07/15/2025 AGENDA REPORT AGENDA HEADING: Consent Calendar AGENDA TITLE: Consideration to approve certain new or amended City employment Class Specifications. RECOMMENDED COUNCIL ACTION: (1) Approve a revised Class Specification for Part-time Staff Assistant; (2) Approve a new Class Specification for Open Space and Trails Coordinator; and (3) If acceptable, adopt Resolution No. 2025-___- RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, STATE OF CALIFORNIA, AMENDING, APPROVING AND ADOPTING REVISED CLASS SPECIFICATION FOR PART-TIME STAFF ASSISTANT AND NEW CLASS SPECIFICATION OPEN SPACE AND TRAILS COORDINATOR. FISCAL IMPACT: If approved, the revised and new Class Specifications apply to existing positions included in the FY 2025-26 Adopted Budget of $15.9 million for salaries and benefits and will not result in any additional fiscal impact. VR Amount Budgeted: $15.9 million Additional Appropriation: N/A Account Number(s): Various (All Funds – Salaries & Benefits) VR ORIGINATED BY: Vanessa Godinez, Human Resources and Risk Manager VG REVIEWED BY: Catherine Jun, Deputy City Manager CJ APPROVED BY: Ara Mihranian, AICP, City Manager ATTACHED SUPPORTING DOCUMENTS: A. Resolution No. 2025-____ (page A-1) B. Class Specification: Staff Assistant, redlined (page B-1) C. Class Specification: Staff Assistant, final (page C-1) D. Class Specification: Open Space and Trails Coordinator, new (page D-1) BACKGROUND: 1 Class Specifications are formal descriptions outlining the required duties, responsibilities, qualifications, knowledge, skills and working conditions for specific positions in the City. Class Specifications also serve as the official guideline for hiring, promotions, salary setting, performance evaluation, and organization planning. As a best practice, Class Specifications that are newly created or require revisions should be presented to the City Council for consideration. As part of the City’s ongoing efforts to support daily operations and align staffing with service demands, the Human Resources Division has completed a review of two Class Specifications that are fully funded in the City’s operating budget. This includes one revised Class Specification for Staff Assistant (part-time), and the creation of one new Class Specification for Open Space and Trails Coordinator (full-time). The associated labor groups, American Federation of State, County and Municipal Employees, District Council 36 (AFSCME) and Rancho Palos Verdes Employee Association (RPVEA), have reviewed and approved the Class Specifications applicable to their respective bargaining unit pursuant to the meet and confer requirements of the Meyers-Milias-Brown Act (MMBA). Staff now requests City Council consideration to formally approve them, as discussed below. DISCUSSION: Revised Class Specification The Class Specification for Staff Assistant (part-time) has been amended to more accurately reflect modifications to the position’s scope of work and responsibilities. • More detailed, specific, and modern description of duties • Added clerical tasks • Expanded computer and technical skill expectations • Clearer physical demands and environmental conditions • Stronger emphasis on customer service and communication In FY 2025-26, the City has two budgeted, part-time Staff Assistant positions that are assigned to the Reception Desk at the City Hall lobby. The positions are responsible for greeting and assisting visitors; providing general information about City services via phone, email and in person; managing the mail center; and managing a variety of clerical duties and administrative projects, as requested. The current salary range for the part-time Staff Assistant is $23.82 to $30.95 per hour. The City’s negotiating team continues to work towards a Tentative Agreement and Memorandum of Understanding (MOU) with the City’s part-time employees labor group, AFSCME District Council 36, whose current MOU expired on June 30, 2025. Once a successor MOU is approved, the City will return with an updated Salary Schedule for 2 AFSCME employees that represent any negotiated terms, including a new salary range for their applicable positions, which includes the Staff Assistant. New Class Specification Open Space and Trails Coordinator (full-time) is a newly created position to coordinate, implement, and evaluate the City’s Open Space and Trails areas including the Palos Verdes Nature Preserve, trails, beaches, and associated parking and access areas. The position will also coordinate and direct the maintenance, operational duties, and public education performed by the part-time Open Space and Trails Workers and Open Space and Trails Crew Leads. A series of Open Space and Trails positions were created as part of the 2023 Classification and Compensation Study, which included Open Space and Trails Worker, Crew Lead, Specialist, Supervisor, and Manager. On May 6, 2025 the City Council approved the new Class Specifications for Open Space and Trails Worker and Open Space and Trails Crew Lead. As part of the FY2025-26 Budget, the City Council approved converting the Open Space and Trails Specialist positions (two part-time) to one full-time Open Space and Trails Coordinator. At this time, the Council is only being asked to approve the new Open Space and Trails Coordinator Class Specification. The Open Space and Trails Supervisor and Manager Class Specifications will be req uested for consideration at a future time. Approval of the revised part-time Staff Assistant and new Open Space and Trails Coordinator Class Specifications support the City's goals of operational readiness and community service enhancement, and approval is necessary to finalize recruitment. If approved, recruitment for the full-time Open Space and Trails Coordinator position will commence in July 2025. The FY2025-26 annual salary range for the full-time Open Space and Trails Coordinator is $74,182 to $96,435. ADDITIONAL INFORMATION: Separately, the Human Resources Division is engaging in a more systematic review of all Class Specifications, working with the City’s Department Heads to ensure that they accurately reflect the work that their incumbents are currently performing. Upon preparing all of the updated Class Specifications, Staff will bring them to City Council for final consideration in a future meeting as it has come to their attention that they have not previously been approved. Presenting them to the City Council ensures transparency and greater understanding of the individual roles that contribute to the daily operations of the City. CONCLUSION: 3 Staff recommends the City Council approve the revised and new Class Specifications to ensure timely recruitment and fulfillment of staffing needs across departments. ALTERNATIVES: In addition to the Staff recommendation, the following alternative actions are available for the City Council’s consideration: 1. Do not approve the revised and new Class Specifications and do not adopt the resolution, and provide staff with further direction. 2. Approve, with modifications, the revised and new job classifications and direct staff to coordinate with the two City labor units and return at a future meeting for Council consideration. 3. Take other action, as deemed appropriate. 4 RESOLUTION NO. 2025-___ A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES, STATE OF CALIFORNIA, AMENDING, APPROVING AND ADOPTING REVISED CLASS SPECIFICATION FOR PARTY-TIME STAFF ASSISTANT, AND NEW CLASS SPECIFICATION OF OPEN SPACE AND TRAILS COORDINATOR WHEREAS, Title 2, Chapter 2.46, Section 2.46.030 of the Rancho Palos Verdes Municipal Code, and Rule III, Section 1, of the Competitive Service Employee Rules authorizes the City Manager to prepare, maintain, and amend the classification plan as needed, which shall contain job specifications for job classifications for positions covered by the Rules; and WHEREAS, Rule III, Section 3 of the Competitive Service Employee Rules sets forth the requirement that the classification plan consists of job specifications, which shall set forth a descriptive title, typical duties and responsibilities, essential functions of the position, and the training, experience, and other qualifications necessary or desirable for the effective performance of each position within a job classification; and WHEREAS, the Meyers-Milias-Brown Act (the MMBA) imposes on public employers and recognized employee organizations a “mutual obligation” to meet and confer regarding wages, hours, and other terms and conditions of employment, and thereby freely exchange information, opinions, and proposals to reach an agreement on matters within the scope of representation; and WHEREAS, the change to the job specification of a represented classification falls, respectively, within the scope of bargaining between the City Council and Rancho Palos Verdes Employees Association (RPVEA) and American Federation of State, County and Municipal Employees, District Council 36 (AFSCME). Labor relations representatives completed the meet and confer process with the City, and RPVEA and AFSCME have no objections regarding revising and approving the job descriptions for Staff Assistant (part- time) and Open Space and Trails Coordinator (full-time); and WHEREAS, the City Council, RPVEA and AFSCME desire to amend and approve the job descriptions for Staff Assistant (part-time) and Open Space and Trails Coordinator (full-time), by accepting, adopting and implementing this resolution; NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF RANCHO PALOS VERDES DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: Section 1: The City Council finds the above recitals are true and correct and incorporated herein by this reference. A-1 Resolution No. 2025- Page 2 of 2 Section 2: The City Council approves and adopts the attached revised Class Specification for part-time Staff Assistant provided herewith as Exhibit B-2, and approves and adopts the attached new Class Specification for Open Space and Trails Coordinator provided herewith as Exhibit C-1. Section 3: This resolution shall be effective on July 15, 2025. The City Clerk shall certify the adoption of this Resolution. PASSED, APPROVED and ADOPTED this 15th day of July 2025. _____________________________ Mayor Attest: ____________________________ City Clerk STATE OF CALIFORNIA ) COUNTY OF LOS ANGELES ) ss CITY OF RANCHO PALOS VERDES ) I, Teresa Takaoka, City Clerk of the City of Rancho Palos Verdes, hereby certify that the above Resolution No. 2025-__ was duly and regularly passed and adopted by the said City Council at a regular meeting thereof held on July 15, 2025. __________________________ City Clerk A-2 CLASS SPECIFICATION DATE: TBD FLSA: NON-EXEMPT JOB CLASS: G150 STAFF ASSISTANT (part-time) Definition and Class Characteristics To perform a variety of general clerical and operational support duties, including but not limited to: assist visitors and staff via telephone, in person, or electronic communication by supplying general information about the City and directing specific requests to City Departments, according to established procedures; prepare informational materials such as forms, fliers, emails, memoranda, and correspondence;, provide administrative support to help implement City programs; prepare for events and meetings; help coordinate events and meetings; and conduct general research as requested by supervisors. Essential Job Functions Perform general clerical duties related to an assigned functional area. Represent the City to all callers and visitors in a professional and effective manner. Utilizing office automation equipment, type, proofread, and process and package a variety of documents including general correspondence, memoranda and other documents from written draft; edit and revise documents as necessary; print final documents and distribute. Assist the public by supplying information about the procedures and business of the department; handle telephone and email inquiries and counter requests, direct calls and visitors to the proper information source; may process purchase orders; check invoices and packing slips; type purchase and check requisitions. Receive, distribute and dispatch mail. Inventory, maintain and order office supplies. Attend and participate in department staff meetings, public meetings, and events as required. Maintain a variety of department files and mailing lists. May Rreceive money and perform related tasks including, cashiering, daily cash balancing and preparation of cash reports. May Aassist the public in filling out business and other license or permit applications or other forms. May oOperate a multi- line telephone system/mini-switchboard console. May assist the public in filling out forms. May Ttrack, process and maintain fees, deposits, petty cash, and a variety of records, files, and information to the computer. May Ggenerate computer reports and research in regards to department activity records or other informational documents. Perform other related duties as required. Qualification Guidelines Experience and Education Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Experience: One (1) year of experience performing standard clerical duties including public contact. Education: Graduation from high school or equivalent. Licenses, Certificates and Registrations: None Knowledge of: Understanding of modern office practices, clerical procedures, record-keeping systems, and office automation equipment. Proficiency in Microsoft Office Word, Excel, and other office software for document processing, record maintenance, and report generation. Knowledge of proper grammar, B-1 spelling, punctuation, and formatting for professional correspondence and reports. Understanding of effective public relations, customer service techniques, and professional etiquette. Familiarity with relevant ordinances, regulations, and policies governing permits, licenses, and departmental operations. Knowledge of multi-line telephone systems, professional call handling, and email correspondence. Understanding of filing systems, data entry, and document retention policies. Knowledge of cashiering, daily cash balancing, and financial transaction processing. Awareness of ordering, tracking, and maintaining office supplies. Understanding of meeting protocols, note-taking, and professional participation in public and staff meetings. Microsoft Office; modern office methods, procedures and equipment; filing and record keeping systems. Correct English usage, spelling, grammar and punctuation. Principles of customer service and public relations. Ability to: Perform general clerical tasks, maintain records, process documents, and handle correspondence. Interact professionally with callers, and visitors and colleagues, provide accurate information, and assist with inquiries. Understand and convey information effectively through verbal and written communication. Proofread and edit documents, track records, and maintain accuracy in processing paperwork. Manage files, mailing lists, inventory, and office supplies efficiently. Operate office equipment, word processing software, and maintain electronic records. Handle multiple responsibilities, including processing applications, operating a telephone system, sorting incoming mail and deliveries and attending meetings. Process check invoices. , handle money, perform cashiering, and balance daily cash reports. Understand and apply ordinances, regulations, and policies related to licenses and permits. Attend meetings, collaborate with staff, and contribute to departmental goals. Deal tactfully, professionally, and effectively with the public and other employees. Type accurately at 45 words per minute. Perform clerical work including maintenance of appropriate records. Learn the operation of the City's word processing equipment. Understand and follow oral and written instructions. Perform routine mathematical calculations accurately. Operate a busy, multi-line telephone system. Understand and apply selected ordinances and regulations governing licenses and permit and other City policies. Physical Demands The following conditions represent the requirements an employee must meet to successfully perform the essential functions of this job. Reasonable accommodations may be provided to support individuals with disabilities in fulfilling these duties. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally 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. Environmental Elements Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. B-2 CLASS SPECIFICATION DATE: TBD FLSA: NON-EXEMPT JOB CLASS: G150 STAFF ASSISTANT (part-time) DEFINITION AND CLASS CHARACTERISTICS To perform a variety of general clerical and operational support duties, including but not limited to: assist visitors and staff via telephone, in person, or electronic communication by supplying general information about the City and directing specific requests to City Departments, according to established procedures; prepare informational materials such as forms, fliers, emails, memoranda, and correspondence; provide administrative support to help implement City programs; prepare for events and meetings; and conduct general research as requested by supervisors. EXAMPLES OF TYPICAL JOB FUNCTIONS The examples provided illustrate the general scope of the position and are not exhaustive. The City reserves the right to adjust job responsibilities as needed to meet operational requirements, including adding, modifying, or removing functions: Perform general clerical duties related to an assigned functional area. Represent the City to all callers and visitors in a professional and effective manner. Utilizing office automation equipment, type, proofread, process and package a variety of documents including general correspondence, memoranda and other documents from written draft; edit and revise documents as necessary; print final documents and distribute. Assist the public by supplying information about the procedures and business of the department; handle telephone and email inquiries and requests, direct calls and visitors to the proper information source; may process check invoices and packing slips. Receive, distribute and dispatch mail. Inventory, maintain and order office supplies. Attend and participate in department staff meetings, public meetings, and events as required. Maintain a variety of department files and mailing lists. Assist the public in filling out business and other license or permit applications or other forms. Operate a multi-line telephone system/mini- switchboard console. Track, process and maintain a variety of records, files, and information to the computer. Generate computer reports and research in regard to department activity records or other informational documents. Perform other related duties as required. QUALIFICATIONS Knowledge of: • Understanding of modern office practices, clerical procedures, record-keeping systems, and office automation equipment. Proficiency in Microsoft Office Word, Excel, and other office software for document processing, record maintenance, and report generation. • Knowledge of proper grammar, spelling, punctuation, and formatting for professional correspondence and reports. • Understanding of effective public relations, customer service techniques, and professional etiquette. • Familiarity with relevant ordinances, regulations, and policies governing permits, licenses, and departmental operations. C-1 • Knowledge of multi-line telephone systems, professional call handling, and email correspondence. • Understanding of filing systems, data entry, and document retention policies. Awareness of ordering, tracking, and maintaining office supplies. • Understanding of meeting protocols, note-taking, and professional participation in public and staff meetings. Ability to: • Perform general clerical tasks, maintain records, process documents, and handle correspondence. • Interact professionally with callers, visitors and colleagues, provide accurate information, and assist with inquiries. Understand and convey information effectively through verbal and written communication. • Proofread and edit documents, track records, and maintain accuracy in processing paperwork. • Manage files, mailing lists, inventory, and office supplies efficiently. Operate office equipment, word processing software, and maintain electronic records. • Handle multiple responsibilities, including operating a telephone system, sorting incoming mail and deliveries Process check invoices. • Understand and apply ordinances, regulations, and policies related to licenses and permits. • Attend meetings, collaborate with staff, and contribute to departmental goals. Education and Experience: Any combination of experience and education that would provide the required knowledge and abilities is qualifying. A typical way to obtain knowledge and abilities would be: • One (1) year of experience performing standard clerical duties including public contact. • Graduation from high school or equivalent. Licenses and Certifications: n/a PHYSICAL DEMANDS & ENVIRONMENTAL ELEMENTS The following conditions represent the requirements an employee must meet to successfully perform the essential functions of this job. Reasonable accommodation may be provided to support individuals with disabilities in fulfilling these duties. Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard, typewriter keyboard, or calculator and to operate standard office equipment. Positions in this classification occasionally 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. Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. C-2 CLASS SPECIFICATION DATE: TBD FLSA: NON-EXEMPT JOB CLASS: TBD Class Specification: Open Space & Trails Supervisor 1 of 3 OPEN SPACE AND TRAILS COORDINATOR DEFINITION AND CLASS CHARACTERISTICS Under general supervision, coordinates, implements, and evaluates maintenance needs for the City’s open space and trails areas including the Palos Verdes Nature Preserve, trails, beaches, and associated parking and access areas; patrols the City’s open space areas to perform open space operational duties and public education. The Open Space and Trails Coordinator coordinates and directs the maintenance, operational duties, and public education performed by the part-time Open Space and Trails Workers and Open Space and Trails Crew Leads. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the Open Space and Trails Supervisor. Coordinates and directs the work performed by part-time Open Space and Trails staff, does not exercise supervision. EXAMPLES OF TYPICAL JOB FUNCTIONS The examples provided illustrate the general scope of the position and are not exhaustive. The City reserves the right to adjust job responsibilities as needed to meet operational requirements, including adding, modifying, or removing functions: • Coordination o Coordinates and directs the work of the part-time Open Space and Trails Wokers and Open Space and Trails Crew Leads o Coordinates and identifies trainings for Open Space and Trails staff, including safety, technical, maintenance, interpretive, and other trainings. o Coordinates with Park Rangers on open space maintenance, operational, and public education needs. o Coordinates with the City’s public safety and natural resource management agencies in the management of the City’s open space areas. • Maintenance o Coordinates, plans, organizes, implements, and assists with maintenance of the City’s open space areas and associated parking and access areas; including litter abatement, vegetation management, trail building and repair, erosion control, and inspections. o Operates gas-powered and powered landscaping and maintenance tools and equipment, including power tools and mowers, for facility upkeep. o Inventories, maintains, issues, and collects open space and recreation tools, equipment, supplies, and fleet. o Maintains accurate logs and records of work performed and materials and equipment used. · • Safety D-1 Class Specification: Open Space & Trails Coordinator 2 of 3 o Ensures facilities and work areas are clean, orderly, and secure; and closes and secures facilities after use. o Conducts regular safety inspections of open space facilities. o Identifies and coordinates safety and related trainings for Open Space and Trails staff. o Coordinates maintenance and inventory of Open Space and Trails Division tools, equipment, and fleet. • Patrols Open Space and Park Areas o Patrols and coordinates the patrol of Open Space and Trails staff in open space areas. Patrols are conducted by foot and vehicle to provide public service and public education. o Monitors facility use by the public, ensuring safety and adherence to rules and regulations. o Coordinates with Park Rangers on open space operations and public interaction and education. • Facility Management o Conducts and coordinates the operational duties within the City’s open space areas, including facility openings, closures, and inspections. o Collects fees (if applicable), and staffs facilities. o Performs office duties such as cashiering, answering phones, greeting patrons, data entry, copying, filing, updating and maintaining databases, and writing and preparing reports. o Inventories and requisitions materials and equipment. o Uses various facility maintenance, reservation, and operations software programs. o Resolves facility operations, maintenance, and customer service issues within established guidelines and suggests improvements. o Provides training and guidance to new and existing employees. • Customer Service o Acts as a City representative, addressing public inquiries and concerns regarding open space and recreation programs, activities, and services in person, over the phone, and in writing. o Educational/Interpretive Programming o Leads and conducts open space and recreation activities in the City’s open space areas, and occasionally parks. o Assists in planning and organizing community events, programs, and facility rentals, including setup and takedown of equipment. o Develops program flyers, brochures, and registration forms. • Performs other related duties as assigned. QUALIFICATIONS Knowledge of: • Safety principles and practices, including basic first aid and CPR methods • Safety precautions and procedures related to open space, trails, and facility maintenance D-2 Class Specification: Open Space & Trails Coordinator 3 of 3 • Safe work practices, including safe operation of handheld tools, power tools, and vehicles • Standard office practices, including the use of office equipment, record-keeping, arithmetic, and computer and software applications. • Cash handling procedures and basic customer service techniques Ability to: • Work independently and coordinate the work of Open Space and Trails Crew staff • Provide excellent customer service and represent the City positively in all public interactions • Interact with diverse individuals and groups • Effectively communicate in English in writing and verbally. • Handle medical emergencies calmly, including performing basic first aid and CPR, • Learn and apply facility use policies and procedures • Adapt to changing responsibilities • Follow safe work practices and use appropriate safety equipment • Operate modern office equipment and software, make accurate arithmetic calculations, and perform routine equipment maintenance • Organize tasks, set priorities, and meet deadlines Education and Experience: Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be: • Bachelor’s degree in an open space management or related field or one year of experience coordinating open space management and operations. • Experience coordinating work groups is highly desirable. Licenses and Certifications: Must obtain American Red Cross First Aid Certificate and CPR Certificate for infant, child, and adult within 30 days of employment PHYSICAL DEMANDS & ENVIRONMENTAL ELEMENTS This position requires occasional bending, stooping, kneeling, reaching, climbing, and walking on uneven surfaces during open space and recreational activities. Physical stamina is needed to operate landscaping and power tools, lift and move facility structures, vegetation, and equipment; and to handle materials and objects weighing up to 75 pounds. Employees work both indoors and in open space areas and may be exposed to loud noise, extreme temperatures, wind, and wet conditions. Interaction with upset individuals, including staff and the public, may occur when interpreting and enforcing departmental policies and procedures. The position works a variable schedule including days, evenings, weekends, and holidays. D-3