Agenda Item: 7.

D
CITY OF CARMEL-BY-THE-SEA
Council Report
November 3, 2014

To: Honorable Mayor and Members of the City Council
Douglas J . Schmitz, City Administrator

Submitted by: J anet Bombard, Library and Community Activities Director

Subject: Consideration of a Resolution Adopting a Revised J ob Description for the
Community Activities Assistant position.
RECOMMENDATION(S):
Adopt a revised job description for the Community Activities Assistant position.

EXECUTIVE SUMMARY:
Staff is proposing a revision of the job description of the Community Activities Assistant to
more accurately reflect the job duties and responsibilities of the position.

ANALYSIS/DISCUSSION:
The position of Community Activities Assistant (formerly Community Services Assistant) is
currently vacant.

The duties described in the current job description (Attachment A) place a heavy emphasis on
the secretarial aspects of the job, but do not adequately address the special events
coordination that is an essential function of the position.

Staff is recommending updating the job description in order to recruit qualified applicants with
the necessary combination of skills and abilities required to perform the job.
The Community Activities Assistant position and salary were approved by the City Council as
part of the Fiscal Year (FY) 2014-2015 operating budget.
FISCAL IMPACT:
Budgeted (yes/no) Funding Source( general fund, grant,
state)
Yes General Fund

PREVIOUS COUNCIL ACTION/DECISION HISTORY:
The City Council adopted FY 2014-15 Operating Budget in J une approving the funding
and position.

City Council Agenda Packet of Nov. 3, 2014
Page 63
City Council Agenda Packet of Nov. 3, 2014
Page 64
ATTACHMENTS:
1. Attachment A- Current Community Services Assistant Job Description
2. Attachment 8 - Proposed Community Activities Assistant Job Description
APPROVED:
Date:
Douglas J.
Agenda Item: 7.0
Agenda Item: 7.D


CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION 2014-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA ADOPTING
THE REVISED JOB DESCRIPTION FOR THE COMMUNITY ACTIVITIES ASSISTANT POSITION
WHEREAS, the City Council approved the position of Community Activities Assistant (formerly
titled Community Services Assistant) with the adoption of the Citys Fiscal Year (FY) 2014-15
operating budget; and
WHEREAS, the job duties described in the current job description do not adequately address
essential functions of the position; and
WHEREAS, the City Council in accordance with (CMC 2.52.040 (D)) approves jobs, positions
and funding including job descriptions and salaries;
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
Adopt the revised J ob Description for the Community Activities Assistant Position.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
this 3rd day of November, 2014 by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN: COUNCIL MEMBERS:

APPROVED ATTEST:


____________________ ________________________
J ason Burnett, Mayor Lori Frontella, MMC
Interim City Clerk











City Council Agenda Packet of Nov. 3, 2014
Page 65
Agenda Item: 7.D
Attachment A
CITY OF CARMEL-BY-THE-SEA
COMMUNITY SERVICES ASSISTANT
Exempt/At-Will


Definition
Under general supervision, performs a variety of responsible duties in support of the
Community Services department; to assist in planning, organizing, and coordinating support
activities, operations, and functions related to the assigned office; and to provide general
information and assistance to staff and the general public.

Distinguishing Characteristics
This position is at-will. Salary and benefits are subject to contractual agreement with the City
Administrator.

Supervision Exercised/Received

This position reports to the Community Services Director, but is able to perform under minimal
or no supervision.

Examples of Important and Essential Duties
Perform responsible secretarial and administrative work involving the use of independent
judgment and personal initiative; perform varied and responsible secretarial duties to assist in
the processing and completion of administrative operations for assigned staff.

Assist with pre-special event planning, set up and tear down of specific events, may include
posting of no parking signs, setting barricades, crowd control, traffic assistance.

Performs duties related to facility rentals including: gives out information on facility rental
procedures and procurement of insurance, follows up when changes or cancellations.

Receive, compile, and organize information for the preparation of correspondence,
documents, and reports as assigned; prepare a variety of correspondence, documents, and
reports including those pertaining to confidential, sensitive, and other matters.

Prepare information needed in administrative decisions and in facilitating the implementation
of Department policies and programs; research, collect, compile, tabulate, analyze, and
summarize data and information pertaining to specified activities, operations, or functions as
assigned; prepare a variety of fiscal, statistical, and administrative summaries and reports.

Maintain detailed calendar of Department activities and for assigned staff; arrange interviews,
appointments, schedules, conferences, travel arrangements, and itineraries.

Take and transcribe minutes at meetings and designated committees and commissions;
prepare meeting packets for distribution; represent the assigned department in meetings and
groups as assigned.

Establish and maintain complete records and files including financial, budget, personnel,
operational, and administrative records.

City Council Agenda Packet of Nov. 3, 2014
Page 66
Agenda Item: 7.D
Coordinate, supervise, and monitor special projects, assignments and activities as assigned;
maintain control files on matters in progress and expedite their completion.

Operate modern office machines and equipment including word processors, typewriters,
printers, copiers, calculators, and FAX machines; routinely use a full range of word
processing, spreadsheet, desktop publishing and other computer software applications and
have the ability to learn and maintain proficiency in said programs.

Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare
purchase orders.

Assist in the preparation and monitoring of Department's budget including securing purchase
orders, process invoices, monitoring account balances, and performing account transfers.

Maintain and account for limited office funds including petty cash fund.

Determine and collect fees; complete deposits.

Input, update, and verify payroll information.

Attend and participate in staff meetings and related activities; attend workshops, conferences,
and classes to increase professional knowledge.

Other Job Related Duties
Position may require the operation of a two-way radio.

Perform related duties and responsibilities as assigned.

Job Related and Essential Qualifications

Knowledge of:
Principles and practices of basic fiscal, statistical, and administrative data collection and
report preparation.

Principles and practices of special event planning.

Modern office procedures, methods, and equipment including computer equipment and
applicable software programs.

English usage, spelling, vocabulary, grammar, and punctuation.

Principles and practices of business letter writing.

Principles and procedures of record keeping.

Principles and techniques used in dealing with the public.

Word processing methods, techniques, and programs including spreadsheet and data base
applications.

Practices used in minute taking and preparation.
City Council Agenda Packet of Nov. 3, 2014
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Agenda Item: 7.D

Basic mathematical and bookkeeping principles.

Skill to:
Operate modern office equipment including computer equipment.

Type at a speed necessary for successful job performance.

Take dictation at a speed necessary for successful job performance.

Ability to:
Learn the procedures and functions of assigned position.

Interact with public/community on a regular basis.

Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations
including administrative and departmental policies and procedures.

Work under limited supervision within a framework of standard policies and procedures.

Use independent judgment, initiative, and good human relations and problem solving skills in
the application and follow through on decisions.

Understand the organization and operation of the City and of outside agencies as necessary
to assume assigned responsibilities.

Respond to questions from the public and City personnel regarding policies and procedures
for the assigned area.

Work cooperatively with other departments, City officials and outside agencies.

Perform responsible and difficult administrative and secretarial work involving the use of
independent judgment and personal initiative.

Analyze situations carefully and adopt effective courses of action.

Independently prepare correspondence, memoranda, and minutes of meetings.

Perform mathematical computations quickly and accurately.

Compile and tabulate data and information and prepare summaries and reports.

Plan and organize work to meet schedules and timelines.

Maintain confidentiality of sensitive information and data.

Exercise good judgment, flexibility, creativity, and sensitivity in response to changing
situations and needs.

Communicate clearly and concisely, both orally and in writing.

City Council Agenda Packet of Nov. 3, 2014
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Agenda Item: 7.D
Establish, maintain, and foster positive and harmonious working relationships with those
contacted in the course of work.

Experience and Training Guidelines:
Any combination equivalent to experience and training that would provide the required
knowledge, skills, and abilities would be qualifying. A typical way to obtain the knowledge,
skills, and abilities would be:

Experience:
Two years of increasingly responsible administrative secretarial experience and one year of
experience in a position meeting and dealing with the public.

Training:
Equivalent to the completion of the twelfth grade supplemented by specialized secretarial
course work in office practices, business record keeping, and/or similar course work.

Special Requirements:
Assignments require a valid California Motor Vehicle Operators license

Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment to include heavy periods of typing (word
processing. Ability to sit, stand, walk, kneel, couch, stoop, squat, and lift 30 lbs.; exposure to
outdoors and noise; ability to travel to different sites and locations; availability for evening
meetings and events scheduled during weekend hours.


Effective Date:












City Council Agenda Packet of Nov. 3, 2014
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Agenda Item: 7.D
ATTACHMENT B

CITY OF CARMEL-BY-THE-SEA
COMMUNITY ACTIVITIES ASSISTANT
Exempt/At-Will

Definition

Under general direction, performs a variety of responsible duties in support of the Community
Activities department; to assist in planning, organizing and coordinating support activities operations
and functions related to the assigned office; and to provide general information and assistance to staff
and the general public.

Distinguishing Characteristics

This position is exempt and at-will. Salary and benefits are subject to contractual agreement with the
City Administrator.

Supervision Exercised/Received

This position reports to the Community Activities Director, but is able to use discretion and
independent judgment under general supervision.

Examples of Important and Essential Duties

Coordinates the Special Event Permit process, including conducting and attending planning meetings
with special event organizers to interpret and convey guidelines for City event policies and procedures.

Oversees administrative processes, requirements, and permits for all special event applications
ensuring compliance with governing codes and policies.

Serves on the City's Special Event Team, coordinates with outside agencies and internal customers.

Determines fees and charges for all special events, prepares invoices and supporting documentation,
bills events, and ensures payments are collected; completes deposits.

Plans, coordinates and stages City-sponsored special events, festivals, concerts, and related
activities; serves as a liaison to said events.

Assists with pre-special event planning, identifies and anticipates the needs of events, and provides
on-site monitoring including set up and tear down of specific events. Duties may also include posting
of no parking signs, setting barricades, crowd control, and traffic assistance.

Evaluates strengths and weaknesses of all special events, measures customer satisfaction, solicits
feedback from all involved parties and the special events team. Schedules and conducts after-action
review meetings and implements changes and improvements.

Takes and transcribes minutes at meetings of designated committees and commissions; prepares and
distributes meeting packets; represents the assigned department in meetings and groups as assigned.

Operates modern office machines and equipment; routinely uses a full range of word processing,
spreadsheet, desktop publishing other computer software applications and the internet, and has the
ability to learn and maintain proficiency in said programs.

City Council Agenda Packet of Nov. 3, 2014
Page 70
Agenda Item: 7.D
Negotiates and monitors contracts for service providers, e.g., sound, portable toilets, trash disposal,
performers, vendors, suppliers, contract employees and barricades, for city-wide special events while
adhering to budget constraints

Orders, receives, inventories, stores and distributes supplies, forms, and related items; prepares
purchase orders.

Assists in the preparation and monitoring of departmental budget, including securing purchase orders,
processing invoices, and monitoring account balances. Maintains and accounts for limited office funds
including petty cash fund.

Prepares ads and public service announcements; coordinates with communications staff for
dissemination of announcements

Manages, oversees, and distributes the master calendar for all City special events.

Coordinates and schedules use and/or rentals of City facilities. Performs duties related to facility
rentals, including giving out information on facility rental procedures and procurement of insurance,
following up when changes or cancellations.

Receives, compiles, and organizes information for the preparation of correspondence, documents, and
reports as assigned; prepares a variety of correspondence, documents, and reports including those
pertaining to confidential, sensitive, and other matters.

Establishes and maintains complete records and files including financial, budget, personnel,
operational and administrative records.

Performs all work duties and activities in accordance with City policies and procedures.

Other Job Related Duties

Possesses excellent communication and customer service skills.

Performs related duties and responsibilities as assigned.


Job Related and Essential Qualifications

Knowledge of:

Planning, administrative, organizational, scheduling, coordination, and promotional activities related to
the staging of special events, concerts, festivals, and related activities

Coordination of materials, services, and support systems required for staging special events

City regulations and policies regarding special events, risk management and safe work and
recreational practices

Project management and implementation

Negotiation and conflict management

Principles and practices of basic fiscal, statistical, and administrative data collection and report
preparation

City Council Agenda Packet of Nov. 3, 2014
Page 71
Agenda Item: 7.D
Modern office procedures, methods, and equipment including computer equipment and applicable
software programs

English usage, spelling, vocabulary, grammar, and punctuation

Principles and practices of business letter writing

Principles and procedures of record keeping

Principles and techniques used in dealing with the public

Word processing methods, techniques, and programs including spreadsheet and database
applications

Practices used in minute taking and preparation

Basic mathematical and bookkeeping principles

Ability to:

Assess community needs for special event activities

Coordinate the planning, scheduling, implementation, promoting and staging of special events,
concerts, and festivals

Prepare and deliver oral and written reports, maintain activity records

Follow set spending levels and reconcile to budgets
Assist with coordination with other city departments for event support and services

Operate standard office equipment related to the position and operate a personal computer using
program applications appropriate to assigned duties

Work under pressure and make decisions using sound judgment

Display a high degree of customer service orientation

Attend to administrative details of several special event projects simultaneously

Convey information to employees, departments and the public in a clear and concise manner

Work with a team of city participants from various departments in the planning of events

Maintain courtesy and tact while dealing constructively with conflict

Display an attitude of cooperation and work harmoniously with all levels of City employees, the public
and other organizations

Communicate concisely and effectively - both orally and in writing - in the English language at a level
necessary for efficient job performance

Complete assignments in a timely fashion; plan and organize work to meet schedules and timelines

Understand and comply with all City rules, policies and regulations

City Council Agenda Packet of Nov. 3, 2014
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Agenda Item: 7.D
Maintain prompt and regular attendance

Learn the procedures and functions of assigned position.

Interact with public/community on a regular basis.

Learn, interpret, and apply pertinent Federal, State, and local laws, codes and regulations including
administrative and departmental policies and procedures

Work under general supervision within a framework of standard policies and procedure

Use independent judgment, initiative, and good human relations and problem solving skills in the
application and follow through on decisions

Understand the organization and operation of the City and of outside agencies as necessary to
assume assigned responsibilities

Respond to questions from the public and City personnel regarding policies and procedures for the
assigned area

Perform responsible and difficult administrative and secretarial work involving the use of independent
judgment and personal initiative.

Compile and tabulate data and information and prepare summaries and reports.

Maintain confidentiality of sensitive information and data.

Exercise good judgment, flexibility, creativity, and sensitivity in response to changing situations and
needs

Establish, maintain, and foster positive and harmonious working relationships with those contacted in
the course of work.

Experience and Training Guidelines:
Any combination equivalent to experience and training that would provide the required knowledge,
skills, and abilities would be qualifying. A typical way to obtain the knowledge, skills, and abilities
would be:

Experience:

Two years of increasingly responsible event planning experience and one year of experience in a
position meeting and dealing with the public.

Training:

Equivalent to the completion of the twelfth grade.

Special Requirements:

Assignments require a valid California Motor Vehicle Operators license. Individuals must be capable
of operating vehicles safely and have an acceptable driving record.

Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment to include heavy periods of word processing
Ability to sit, stand, walk, kneel, crouch, stoop, squat and lift 50 lbs.
City Council Agenda Packet of Nov. 3, 2014
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Agenda Item: 7.D
Exposure to outdoors and noise
Ability to travel to different sites and locations
Scheduling flexibility for evening, weekend, and holiday events

CLASS HISTORY

Adoption Date: Bargaining Unit: At- Will
Resolution Number: FLSA Status: Exempt
Revised: November 2014


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