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Home My WebLink About092-90 Ordinance RECORD OF ORDINANCES Dayton Legal Blank Co, Form No, 30043 Ordinance No. ----92=90-------- Passed_ ____ ___ _ __________________________19_ AN ORDINANCE AUTHORIZING A NEW "SECRETARY" POSITION WITHIN THE DIVISION OF BUILDING INSPECTION WHEREAS, Council has determined, upon the recommendation of the City Manager, the Director of Personnel & Purchasing, and the Director of Development, that a need exists for a new "Secretary" position within the Division of Building Inspection; and, WHEREAS , Council has determined that said position is necessary to enhance the operational effectiveness and efficiency of the Division of Building Inspection; NOW, THEREFORE, BE IT ORDAINED by the Council of the City of Dublin, State of I Ohio, ~ of the elected members concurring: Section l. That a new "Secretary" position within the Division of Building Inspection is hereby authorized. Section 2. That an amendment to the appropriations shall be submitted at the time the aforementioned position is filled and the annual wage and benefit costs have been determined. Section 3. That this Ordinance shall take effect and be in force at the earliest point permitted by law. Passed this 17th day of September , 1990. ~~ Attest: Sponsor: City Manager Director of Personnel and Purchasing Director of Development I ,hereby ce~i~ that copies of this Ord;nance/~esQIllfi9R YJere posted in he CIty of Dub/m 10 accordance with Section 731 25 of the 0fJ' R 'd d . . 10 eVIse Co , J~~.~ (/erk of Council, ublin, Ohio "--- -~ Revised: 5-11-90 CITY OF DUBLIN CLASSIFICATION DESCRIPTION SECRETARY General Description of Classification & Duties Under the administrative direction of a Department or Division Head, an incum- bent within this classification performs a variety of secretarial, clerical, and administrative support tasks for the superior and organizational unit to which he/she is assigned (Le. typing, filing, opening and sorting mail, answering telephones, taking dictation, distributing documents and information, ordering office supplies, maintaining records, greeting visitors, scheduling appointments and arranging meetings, coordinating communications between the Department or Division Head and other governmental officials or the public in general, prepar- ing & composing correspondence for the Department or Division Head's signature, etc.). Typing is performed through the use of word processing equipment and will be required to meet high quality standards. In addition, on an as needed basis, a Secretary may serve as a clerk to a particular City Board or Commission and attend meetings of that particular Board or Commission. Examples of Work (Illustrative Only) * Types and proofreads correspondence, statements, reports, documents, records, and other related material from clear copy, rough handwritten draft, etc. * Sorts, indexes, files, and maintains records and documents in an alphabeti- cal, subject, chronological, or other appropriate filing system; * Serves as receptionist, directing visitors to the appropriate person or office; answers questions from the public. * Accepts and records complaints from the public and reports them to the appropriate person. * Maintains an inventory of office supplies and orders replacement or new items as needed. * Maintains a calendar of events and meetings for appropriate managerial/de- partment/divisional superior; schedules appointments and arranges meetings for appropriate superior; coordinates communications between appropriate superior and other governmental officials or the public in general. * Prepares routine correspondence for appropriate superior's signature. * Distributes appropriate information and documents to the public. * Operates copy machine, postage meter, typewriter, word processing system, transcriber and/or other related office equipment. * May attend City Board or Commission meetings and maintain a record of the proceedings. * May prepare meeting notices, agenda, minutes, and other related materials for a Board or Commission. * Performs other related duties as required. Required Knowledges, Skills, and Abilities * Knowledge of office practices and procedures. * Knowledge of clerical & secretarial practices. * Good clerical & secretarial skills. Revised: 5-11-90 .. Required Knowledges, Skills, and Abilities (Continued) * Good written & verbal communication skills. * Good organizational skills. * Good interpersonal skills. * Considerable skill in the use of word processing equipment. * Ability to type at a minimum rate of 50 wpm with few errors. (A typing test is part of the selection process.) * Ability to operate other standard office equipment (i. e. postage meter, copy machine, transcriber, etc.) * Ability to follow written and oral directives. * Ability to organize and arrange information and maintain an accurate record and filing system. * Ability to gather, collate, and classify information and data regarding people, places, events, and meetings. * Ability to handle routine and sensitive inquiries from the public. * Ability to communicate with the public and co-workers in an effective, tactful, and courteous manner. Required Education/Experience * High School Diploma, G.E.D., or equivalent certificate. * Minimum of two years of clerical, secretarial, or related experience. * Additional clerical & secretarial classroom training desirable. * Prior experience with word processing equipment. Ul N "C~ r- H H o Q,l :>,-::1" (,),...; H Q,lU qj P::: ol-l Q,l H (,) Q,l tf.l ,...; qjHC"'l (,) O...-l 0'1 ~ '.-I ol-l 1- H (,) H ol-l Q,l .. ~~ (,) p. ..c: Q,l Ul ol-l ,...; t:: 00 t:: N ~H t:: 0 N Q,l OlZi -.-I H ~~H ol-l H ol-l (,) 0 tf.l ~ ~ Q,l ol-l ~~H p.qj ,...; Ul H qj ~~S t:: ol-l t:: H Ul 0 ~OH '.-I ,...;~O '.-I o = 00t:: qj Q,l...-l Ul ~I: t:: -.-I '.-I '.-I '.-I '.-1 S ol-l :> :> "C"C t:: Q,l . '.-1 H 0 ,...;< '---- Q,lP:::..c: p U -r-l "C (,) ~~ ;:l ,.-I t:: Q,l r:!l Ul qj E-i 4-1 Ul ~~ Q,l,...; 0 Q,l ol-l . P:::p.., . ol-l qj t:: ~H H Q,l qj..c: 0 l> Q,l"C (,) ol-l '.-I H t:: qj '.-1 ol-l ~ H H "C t:: qj o 00 t:: '.-I (,) (,) -.-I ..c: -.-I :>, ol-l4-1 ol-l qj Ul '.-I '.-I UlN ..c: p. Q,l ~ Ul OOH...-l 00 Ul Ul t:: 0 tf.l '.-I Ul Q,l Ul qj -.-I ol-l ~ H Q,l ..c: t::,...; "C(,),...... ol-l ol-l 0 (,) ,...; Q,l-::l" i H 0 t:: -.-I - -.-I P. '-' Q,l t:: Q,lol-l,.o ;:l Ul ~ Q,l H -.-I 0 r:!l t:: O"C qj Ul .,...., H ,...; P.O ~ P.H t:: (,) t:: qj '.-I 0 '.-I Q,l,...; ,...; ,...; ;:l H,.o H p.(,) Q,l Q,l '.-I '.-I ,.o..c: ,.ool-lol-l S (,) S,...; H ;:l qj ;:l ;:l qj Z Q,l Z S p. MEMORANDUM TO: Members of Dublin City Council ... FROM: Timothy C. Hansley, City Manager I /~:/ ,......Jr"-.;/f'c~?r SUBJECT: New Secretary Position within Division of Building Inspection DATE: September 11, 1990 BY: David L. Harding, Director of Personnel & Purchasing ~ Attached for your consideration please find Ordinance No. 92-90 authorizing a new Secretary position within the Division of Building Inspection. In evaluating the staffing needs within the Division of Building Inspection, Mr. Lenz (Building Inspection Administrator) and Mr. Foegler (Development Director) have recommended the creation of this position. The present staffing pattern within the Division of Building Inspection does not provide for a designated secretarial/ clerical support position for Mr. Lenz and Mr. Lenz and Mr. Foegler believe that such a position is necessary to enhance the operational effectiveness and efficiency within the Division. The primary function of this position would be to provide secretarial, clerical, and routine administrative support for Mr. Lenz and, in addition, to provide clerical support for the remainder of the Divi- sional staff as needed and as required by Mr. Lenz. (Attached for your reference is a copy of the Secretary classification description and a diagram depicting the organizational structure, by position, within the Division). The pay range established by the City Compensation Plan (Ordinance 17-90) for the Secretary classification is $18,200 - $25,200. Approval of this position by Council would establish consistency and equity relative to the level of secretarial, clerical, and administra- tive support provided to the Division Heads within the Development Department. Both the Director of Planning and the City Engineer each have a Secretary whose primary function is to provide the required secretarial, clerical, and routine administrative support to her respective Division Head. Mr. Foegler and Mr. Lenz should be in attendance at the September 17, 1990 Council Meeting to answer any questions or discuss any relevant concerns. DLH/mc