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Resolution No. 6715193 RESOLUTION NO. 6715 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CYPRESS, AND ACTING AS EX -OFFICIO BOARD OF DIRECTORS OF THE CYPRESS RECREATION AND PARK DISTRICT, REVISING THE CLASS SPECIFICATION OF CITY CLERK AND ESTABLISHING THE PART-TIME CLASSIFICATION SPECIFICATION FOR CUSTOMER SERVICE SPECIALIST WHEREAS, the Personnel Rules and Regulations of the City of Cypress require that amendments or revisions to the Position Classification Plan, revisions to class specifications or salary adjustments for positions be approved by the City Council, and as acting as ex -officio Board of Directors of the Cypress Recreation and Park District; and WHEREAS, as a standard practice, classifications will be reviewed and revised on a periodic basis or as vacancies occur; and WHEREAS, the class specification for City Clerk has been revised and is attached hereto; and WHEREAS, the class specification for the temporary part-time position of Customer Service Specialist is established and attached hereto. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Cypress, and acting as the ex -officio Board of Directors of the Cypress Recreation and Park District, does hereby adopt the revised class specification for City Clerk and approve the class specification for Customer Service Specialist. PASSED AND ADOPTED by the City Council of the City of Cypress, and acting as ex -officio Board of Directors of the Cypress Recreation and Park District, at a regular meeting held on the 26th day of November, 2018. M OR OF HE CITY OF CYPRESS ATTEST: CITY CLERK OF THE CITY OF CYPRESS STATE OF CALIFORNIA } COUNTY OF ORANGE } I, DENISE BASHAM, City Clerk of the City of Cypress, DO HEREBY CERTIFY that the foregoing Resolution was duly adopted at a regular meeting of the said City Council held on the 26th day of November, 2018 by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Johnson, Morales, Yarc, Berry, and Peat NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None CITY CLERK OF THE CITY OF CYPRESS CITY OF CYPRESS DEFINITION To maintain all official City documents and records and to coordinate City Council agendas, minutes and conduct all municipal and special elections. 194 PREPARED: November 15, 2018 APPROVED BY CITY COUNCIL: November 26, 2018 CITY CLERK Administration Department FLSA Designation: Exempt SUPERVISION RECEIVED AND EXERCISED The position is appointed by and serves at the pleasure of the City Council. Receives general direction from the City Council and administrative direction from the City Manager and exercises direct supervision over assigned clerical staff. EXAMPLES OF DUTIES AND RESPONSIBILITIES Duties and responsibilities may include, but are not limited to, the following: Schedule and prepare the City Council meeting agenda. Coordinate all agenda reports utilizing the agenda and minutes management software. Prepare, post and submit notices of hearings to property owners and publishers and respond to inquiries from the press, interested parties and the general public; receive, copy and route responses to appropriate City representatives. Draft proclamations and resolutions for City Council approval. Maintain municipal code. Certify or notarize contracts and legal documents and coordinate document recordings. Maintain official City documents and records, including agendas, minutes, resolutions, ordinances and staff reports. Coordinate elections with the County including voter registration, candidate nominations and the review and filing of financial disclosure statements; advise candidates as to procedures and deadlines; coordinate the filing of initiatives, referendums and recall actions. Coordinate the filing of campaign financial statements, conflict of interest disclosures and similar matters. Administer oaths or affirmations. Coordinate commission appointment process. Supervise, train, and assign the work of assigned clerical staff; prepare and conduct performance evaluations. Organize, update, and manage the City's records management program. Receive and process all liability claims against the City. Serve as a member of the City's Executive Team, providing advice and input on a wide range of City matters. 195 City of Cypress City Clerk Page 2 of 2 Attend all City Council meetings. Perform other duties as assigned. An additional reference for qualifications, requirements, powers and duties is the CHARTER, CITY OF CYPRESS, Article V, CITY CLERK. Expectations: Maintain effective relations with the City Council, Boards, and Commissions; conduct duties, responsibilities, tasks, and assignments with a constructive, cooperative, positive, professional attitude and demeanor; support the values of: openness and honesty; integrity and ethics; accountability; outstanding customer service; teamwork; excellence; and fiscal and environmental responsibility. QUALIFICATIONS Knowledge of: Functions and organization of California local government; principles, practices and procedures of legal filing, retention, and reporting associated with municipal recordkeeping and general office management practices and procedures; regulations and practices governing California Elections and the California Fair Political Practices Commission; the Political Reform Act, the California Public Records Act and Robert Rules of Order/parliamentary procedure; municipal budgeting; basic principles of supervision and training; effective public relations. Ability to: Plan, organize, and coordinate the work of the City Clerk function; understand, organize, index and reference a wide variety of administrative records, publications and files; ensure cooperation from all operating units in the timely submission of staff reports for City Manager review; recommend policies and procedures and establish project objectives; efficiently operate computerized records management scanning system; exercise independent judgement; maintain work effectiveness with frequent changes in workload and priority of assignments to meet deadlines; learn and interpret City codes, laws, ordinances and rules; prepare and present effective written and oral presentations as assigned; handle confidential and/or sensitive situations with tact and discretion; establish and maintain effective working relationships with those encountered in the performance of duties; supervise, assign, direct, train and evaluate the work of assigned clerical staff. Experience and Education: Five years of increasingly responsible administrative support work with at least three years of municipal experience, including the conduct of elections, as a Clerk or Deputy of a Council/Commission or other Boards, and a Bachelor's degree in Public Administration, Business Administration or closely related field. License/Certification: Due to the performance of field duties which may be required, an incumbent may drive a City vehicle in the course of business. If so, an incumbent is required to possess, provide, and maintain a valid California driver license and proof of an acceptable driving record. Certification as a Notary Public in the State of California is required. Designation as a Certified Municipal Clerk by the International Institute of Municipal Clerks is highly desirable. Physical Tasks and Environmental Conditions: include, but are not limited to, the following: ability to maintain physical condition necessary for sitting or standing for prolonged periods of time; input data into a calculator or computer; read written correspondence and other records; hear and speak with others on the telephone or in person; frequently stand, reach, lean, twist, grasp and lift and carry a minimum of twenty-five (25) pounds. Work is performed primarily indoors in a controlled office environment. Exposures include computer glare and vibrations and pitch of computer and other office equipment. CITY OF CYPRESS PREPARED: October 18, 201896 APPROVED BY CITY COUNCIL: November 26, 2018 CUSTOMER SERVICE SPECIALIST Recreation and Community Services (Part -Time) FLSA Designation: Non -Exempt DESCRIPTION Under the general supervision of a Recreation Supervisor, assist the public at the front counter and over, the telephone; perform general clerical work as assigned. EXAMPLES OF DUTIES AND RESPONSIBILITIES Duties and responsibilities may include, but are not limited to, the following: Provide front desk customer service in the Recreation and Community Service department, responding to email, in-person and telephone requests for information and services and directing patrons to appropriate departments and/or facilities. Act as a front desk receptionist to the public, taking and responding to phone calls, screening inquiries, taking messages, and answering questions and/or providing information on scheduled events and other activities. Accept and process payments for class registration and facility rentals using specialized Recreation software. Open, sort, and distribute mail. Provide back-up staff support related to the responsibilities for preparing recreation program and facility deposits and petty cash balances. Type general correspondence, reports and forms. Provide general data entry to maintain accurate records and files. Copy, collate, staple and bind a variety of materials; prepare bulk mailing. Perform other related duties as required. Expectations: Establish and maintain effective working relationships and work cooperatively with City staff, elected officials, other agencies and the community; deliver outstanding internal and external customer service; communicate effectively, orally and in writing, with the public and fellow employees; solve problems and support the City's mission, policy, goals and objectives. QUALIFICATIONS Knowledge of: Proper business telephone etiquette; Microsoft Office Suite applications and programs; recordkeeping methods and basic math. Ability to: Communicate clearly and concisely with the public and staff; effectively interact with a wide variety of patrons while maintaining a professional demeanor; operate a variety of office equipment including a photocopier, fax machine and plotter; learn and apply appropriate policies and procedures; work with minimal supervision. Experience and Education: Two years of experience involving extensive public contact and a high school diploma or G.E.D. License/Certification: Possession of a valid California driver license. 197 City of Cypress Customer Service Specialist Page 2 of 2 Physical Tasks and Environmental Conditions: include, but are not limited to the following: Ability to frequently sit, stand, reach, lean, twist, turn, grasp, lift, push, pull, bend and kneel; sit for prolonged periods of time; read correspondence, reports or other records; hear and speak to those contacted in the performance of duties, either on the telephone or in person. Work is performed in a controlled office environment. Exposure to computer glare; vibrations and pitch of computer, photocopier, and other office equipment.