DATE: January 22, 2025
TO: Honorable Mayor and City Councilmembers
FROM: Water Utilities Department
TITLE: MODIFY AN EXISTING SENIOR OFFICE SPECIALIST POSITION TO ADMINISTRATIVE SECRETARY
RECOMMENDATION
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Staff recommends that City Council approve the modification of an existing authorized full-time benefited Senior Office Specialist position to a full-time benefited Administrative Secretary position in the Water Utilities Department, effective immediately.
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BACKGROUND AND ANALYSIS
The Water Utilities Department has one Senior Office Specialist position that was recently filled in January 2024.The position was recently vacated due to an employee resignation, allowing staff the opportunity to review the duties of the position and needs of the Department. Prior to their resignation, the incumbent had submitted a reclassification request to Human Resources, which was under review. Based on the information in that request, and assessment of the duties performed in this role, staff is recommending that the position be reclassified to an Administrative Secretary.
The Water Utilities Department's Administrative Division currently has a front-desk staff consisting of one full-time Senior Office Specialist, an Office Specialist II, and one part-time Professional Assistant. This team is the primary group responsible for handling the Department's purchase orders, change orders, accounts payable, payroll, mail correspondence, executive secretarial assistance, and phone line reception and routing. In addition, this group supports many other administrative tasks for the Department including personnel management, record-keeping, and personnel training and conference scheduling and coordination.
Reclassifying the Senior Office Specialist to an Administrative Secretary will allow for the assignment of more complex and confidential duties, and provide support to the Department Director and senior management that would otherwise not be available. This positi...
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