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Resolution No. 6580405 RESOLUTION NO. 6580 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 SPECIFICATIONS OF OFFICE ASSISTANT I /II AND POLICE SERVICES OFFICER. WHEREAS, the Personnel Rules and Regulations of the City of Cypress require that revisions to class specifications be approved by Resolution of the City Council; and WHEREAS, as a standard practice, classifications will be reviewed and revised as vacancies occur; and WHEREAS, the revised class specifications of Office Assistant I /II and Police Services Officer are 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, hereby adopt the revised class specifications for the positions of Office Assistant I /II and Police Services Officer at the regular meeting of July 11, 2016. 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 11th day of July, 2016. ATTEST: CITY CLERK OF THE CITY OF CYPRESS STATE OF CALIFORNIA ) COUNTY OF ORANGE ) SS 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 11th day of July, 2016, by the following roll call vote: AYES: 5 COUNCIL MEMBERS: Berry, Johnson, Peat, Morales and Yarc NOES: 0 COUNCIL MEMBERS: None ABSENT: 0 COUNCIL MEMBERS: None Acji,,te CITY CLERK OF THE CITY OF CYPRESS 406 CITY OF CYPRESS DEFINITION PREPARED: June 1, 2016 APPROVED BY CITY COUNCIL: July 11, 2016 OFFICE ASSISTANT I /II FLSA Designation: Non - Exempt Under direct supervision performs a wide variety of general clerical and /or operational support duties. DISTINGUISHING CHARACTERISTICS OFFICE ASSISTANT I: This entry level class in the Office Assistant series is distinguished from the Office Assistant II level by routine and repetitive duties performed according to established procedures. At this level incumbents are not yet able to perform the full range of duties assigned to the journey level without immediate supervision. OFFICE ASSISTANT II: This journey level class in the Office Assistant series requires the incumbent to perform the full range of duties and meet the qualifications standards for the journey level class. An Office Assistant II is expected to perform assigned duties with only occasional and minimal instruction and /or assistance, and work is normally reviewed only upon completion. ESSENTIAL DUTIES, RESPONSIBILITIES AND EXPECTATIONS Receives general direction from supervisory staff as determined by the Department Head. Functional or technical supervision may be received from higher level secretarial and /or paraprofessional staff. Duties and responsibilities may include, but are not limited to, the following: Take and respond to phone calls, screen inquiries, take messages, schedule appointments and answer questions requiring an understanding of policies and procedures of the Department and /or Division. Greet visitors and answers and refer telephone calls, questions and complaints to appropriate staff members or other departments. Perform varied clerical work involving initiative and some independent judgment including typing, proofreading, filing, verifying and posting information accurately on records. Conduct simple and accurate record keeping by transferring data, matching, sorting, tabulating and filing data and records; File materials into and retrieve materials from established filing systems and develop standard office filing systems for record storage and retrieval. Receive cash payments and maintain petty cash, daily cash and daily revenue records. May open, date stamp, sort and distribute mail. Make copies and collate materials. Operate a variety of office equipment, such computers. Inventory and maintain office supplies. May process out -going mail. as photocopiers, fax machines„ and personal Handle confidential information regarding controversial matters or affairs of a sensitive nature with diverse implications; and performs 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. 407 QUALIFICATIONS OFFICE ASSISTANT I: Knowledge of: Office administration practices and procedures and techniques, including operation of office equipment, and a personal computer using Windows based software for word - processing and spreadsheet applications; correct English usage, spelling, grammar, and punctuation; basic math skills; and filing and record keeping systems. Ability to: Deal tactfully and effectively with the public; type accurately at a speed of forty -five (45) words per minute; perform clerical work, including maintaining appropriate records, and extracting data from records for report purposes; efficiently operate a variety of office equipment, including a personal computer using Windows based software for word processing and /or spreadsheet applications; understand and follow both oral and written instructions; apply accurate English usage, spelling, grammar and punctuation to written materials; proofread typed materials; make basic math computations; Education and Experience One (1) year of experience performing standard clerical duties, including public contact experience, and high school diploma or G.E.D. OFFICE ASSISTANT II: In addition to the requirements for Office Assistant I, must be able to type accurately at a speed of fifty (50) words per minute and possess one (1) additional full -time year of experience performing duties comparable to those of an Office Assistant I. License: Due to the performance of field duties, an incumbent may be required to 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. 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; input data into computer, typewriter, and calculator for prolonged periods of time; read correspondence, reports and other records; and, 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, typewriter, photocopier, and other office equipment. 408 CITY OF CYPRESS PREPARED: June 1, 2016 APPROVED BY CITY COUNCIL: July 11, 2016 POLICE SERVICES OFFICER Police Department FLSA Designation: Non - Exempt DEFINITION Under general supervision, performs non -sworn police services duties in various areas of the police department including patrol, property and evidence, crime_ scene investigation, digital forensics, and emergency services. ESSENTIAL DUTIES, RESPONSIBILTIES AND EXPECTATIONS General supervision is provided by a Police Sergeant or Commander. Technical or functional supervision may be provided by other sworn police personnel. Duties and responsibilities may include, but are not limited, to the following: Receive, search, fingerprint, book, photograph, supervise, and complete record checks of incoming prisoners. Maintain physical control of prisoners using minimal restraint techniques. Assume responsibility for the welfare and safety of all prisoners within the City jail facility; perform security, safety, and heath checks of persons and facilities. Release prisoners by issuing citations, receiving bail or transporting them to the County jail. Assist with directing traffic. Enforce parking regulations, issue citations, and impound vehicles. Prepare crime incident, traffic collision, and miscellaneous police reports. Assist in crime prevention and community relations programs. Operate motor vehicles and communications equipment. Process, itemize, store, and maintain police property and evidence; maintain accurate records of the chain of evidence. Notify owners and /or determine proper disposal of property when court action has concluded. Assist with the preparation of a variety of correspondence and reports including monthly activity status and year -end report. Conduct crime scene investigations to recognize, search for, and collect various types of evidence. Collect digital evidence, establish and preserve the chain of custody, perform device tear -down and acquisition and content analysis. Complete and prepare court packages. Present criminal cases to the appropriate Deputy District Attorney for filing. Coordinate the presentation of physical evidence and officer testimony by maintaining an awareness of trial and police duty schedules. Log and serve subpoenas to appropriate individuals. Maintain appropriate records and processes related paperwork. Relay information, requests, and complaints to police personnel for District Attorneys, Judges, or various court personnel. 409 Prepare and maintain City -wide emergency service programs. Coordinate the research, development, review and drafting of organizational training and operation plans, including emergency preparedness exercises and drills. Identify the training needs of local emergency preparedness resources and conduct training sessions. Coordinate and maintain a Community Emergency Response Team. Assist in coordinating all City activities and operational procedures during an emergency situation which requires activation of the City's Emergency Operations Center (EOC). Maintain operational preparedness of City EOC. Make budget and expenditure recommendations. Prepare project applications. Submit claims for reimbursement under appropriate state and federal guidelines in the areas of disaster relief and assistance. Conduct presentations before various groups. Maintain all documents in compliance with federal, state and local mandates. Provide Cardiac Pulmonary Resuscitation (CPR) and Basic First Aid instruction and conduct bio- hazard and communicable disease prevention training. Supervise citizen volunteer program including conducting recruitment and training activities. Perform other related duties as directed. Expectations: Establish and maintain effective working relationships and work cooperatively with City staff, 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, policies, goals and objectives. QUALIFICATIONS Knowledge of: Laws pertaining to rules of evidence and the disposition, custody, and handling of prisoners; fingerprinting; basic techniques of photography; general clerical and record keeping skills; jail operations; basic functions of a modern police department; principles and practices in dealing with the public; criminal law, laws of arrest, search, and seizure and related legal basis of police activities; rules of evidence and laws governing custody of persons; mechanics of the criminal justice system; department procedures and forms; types of subpoenas and their requirements; principles and practices associated with municipal emergency preparedness planning, including federal and state compliance mandates; Statewide Emergency Management System; principles of organization, program implementation, statistical research methods and analysis; survey techniques; effective training methods; public information methods and techniques; familiarity with various computer applications and software; and effective public speaking techniques. Ability to: Learn, interpret, and apply the policies, procedures, laws, codes and regulations pertaining to assigned programs and functions; learn laws of arrest and pertinent local, state, and federal laws; dust for and compare latent fingerprints; learn standard broadcasting procedures of a police communication system; take photographs and maintain photo records; type accurately 50 words per minute; operate modern office equipment, including personal computers; communicate clearly and concisely, both orally and in writing; understand departmental policies and procedures; follow written and oral instructions; maintain accurate and complete logs, files and records; analyze crime and arrest reports accurately to determine facts, evidence, legal issues and elements of crimes; hold pre -trial conferences with the prosecution; determine if court proceedings are progressing as scheduled; establish good working relationships with court, its official agencies, the office of the District Attorney, and police personnel; safely operate a motor vehicle; act quickly and calmly in stressful situations; and establish and maintain effective work relationships with those contacted in the performance of required duties; work shifts, holidays, and /or weekends. 410 Education and Experience: A high school diploma or G.E.D and two years full -time experience involving extensive public contact and /or customer interaction, preferably in a police department or similar agency. Experience and /or coursework or professional training in emergency preparedness planning, civil defense operations and training in public safety operations, public administration or a related field is desirable. License: 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. May be required to possess a valid CPR and First Aid certification or be able to acquire such certifications within six (6) months of employment or assignment. Physical Tasks and Environmental Conditions: Ability to maintain physical condition necessary for this position which includes: sitting or standing for prolonged periods of time; walking, turning, twisting, bending, pushing, crouching, dragging, pulling, climbing; reaching above or below shoulder level to retrieve records, reports and property from files, shelves and storage areas; input data into a computer for prolonged periods of time; hear and speak to those encountered in the performance of duties on the phone or in person; read reports and other records; and read from a computer terminal. Work is performed outdoors and indoors in a controlled office environment. May be occasionally exposed to hazardous materials being stored in evidence storage areas. Exposures to computer glare and vibrations and pitch of computer and other office equipment; direct sunlight, heat, humidity, rain, and cold while working outdoors, and noises such as, but not limited to, sirens, alarms, vehicular traffic, gunfire, and radio communication equipment. May frequently lift and carry up to 40 pounds, and occasionally lift up to 100 pounds without assistance.