CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

AB 1041
November 2, 2015
Consent Calendar

TO:

Honorable Mayor and Members of the City Council

Douglas J. Schmitz, City Administrator

FROM:

Sullivan Carey-Lang, Special Projects Manager and Ashlee Wright, City Clerk

SUBJECT:

Adoption of a Resolution 1. Amending the Salary Range for Project Manager and 2.
Amending the Job Description and Salary Range for Deputy City Clerk.
Project Manager
AMOUNT OF EXPENDITURE

$90,828

AMOUNT BUDGETED

$87,444

APPROPRIATION REQUIRED

$0

Deputy City Clerk

AMOUNT OF EXPENDITURE

$ N/A

AMOUNT BUDGETED

$64,596

APPROPRIATION REQUIRED

$ N/A

RECOMMENDATION
Adopt resolution 1. Amending the salary Range for Project Manager and 2. Amending the job
description and salary range for Deputy City Clerk.
SUMMARY
PROJECT MANAGER
The Project Manager plays an integral role in implementing the City's Capital Improvement Plan,
managing facility improvements, and overseeing contractor and City staff work. As part of the initiative
to ensure management and executive salaries are set on correct steps and to ensure the City stays
competitive with market standards the following adjustment to the salary range is proposed :
Current Sin
$71,928

$79,296

$87,444

$90 ,072

Recommended Ran e: 377

$87,576
$91,956

$96,552

$101,388

$106,452

The amount of expenditure reflects the remaining 9 months of the fiscal year ($90, 828). No
supplemental appropriation is required.

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116

DEPUTY CITY CLERK

The Deputy City Clerk will serve as principal assistant to the City Clerk and perform a variety of highly
responsible and complex clerical, secretarial and routine administrative duties in the City Clerk's Office,
which will potentially include: assisting in preparing City Council agendas and packets, and alternating
as recording secretary for the City Council meetings as assigned; assisting in maintaining official City
records, performing records management functions; assisting in coordinating City election processes;
providing professional and /or administrative support to the City Administrator or elected officials as
required; assisting with responding to Public Records Act Requests and assuming the administrative
and statutory responsibilities of the City Clerk when that person is absent. The job description has been
amended to clearly reflect these duties and responsibilities.
A competitive salary range that reflects the duties responsibilities of the position is also recommended
as follows:
Current Ran
$64 ,596

$71,208

$74,772

$78,516

$81 ,072

$85 ,128

$89 , 376

Recommended Ran e: 342

PRIOR CITY COUNCIL ACTION

PROJECT MANAGER
The job description was adopted by the City Council in August 2013.
DEPUTY CITY CLERK
At the 15 June 2015 Special Council Meeting Council approved Resolution 2015-040 which authorized
revisions to job descriptions and salaries, including Deputy City Clerk.
ATTACHMENTS
1. Resolution authorizing amending the salary range for Project Manager and job description and
salary range for Deputy City Clerk.
2. Deputy City Clerk revised job description

Date:

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117

ATTACHMENT -1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2015-_
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
1) AMENDING THE SALARY RANGE FOR PROJECT MANAGER AND 2) AMENDING THE
JOB DESCRIPTION AND SALARY RANGE FOR DEPUTY CITY CLERK

WHEREAS , existing job descriptions require amending to better encompass the City's
needs; and
WHEREAS, the duties of the positions have expanded and changed, and must be
reflected in the job description to ensure an accurate portrayal of the position; and
WHEREAS, salary ranges for certain positions require adjustment in order to stay
competitive with market rates ; 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:
1) Amend the Salary Range for the Project Manager position

$96 ,552

$101,388

$106,452

2) Amend the Job Description and Salary Range for Deputy City Clerk.

$81,072

$85,128

$89, 376

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARM EL-BYTHE-SEA this 2nd day of November 2015 by the following roll call vote:
AYES :

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ABSTAIN:

COUNCIL MEMBERS:

SIGNED:

ATTEST:

Jason Burnett, MAYOR

Ashlee Wright, City Clerk

118

ATTACHMENT- 2

CITY OF CARMEL-BY-THE-SEA
Deputy City Clerk
At-Will Position
DEFINITION:
Under general direction, performs a variety of responsible, confidential and complex
professional, administrative, technical, programmatic duties in support of the City Clerk's
Office: assists in preparing City Council agendas and packets, and alternates as recording
secretary for the City Council meetings as assigned; assists in maintaining official City
records, performs records management functions; may assist in coordinating City election
processes; may provide professional and /or administrative support to the City Administrator
or elected officials as required ; and assume the administrative and statutory responsibilities of
the City Clerk when that person is absent.

EXAMPLE OF IMPORTANT AND ESSENTIAL DUTIES: Duties may include, but are not
limited to the following :
Perform a wide variety of complex, responsible, and confidential clerical, ad ministrative, and
statutory duties.
Perform administrative projects for management personnel.
Research and compile background data.
Maintain records and files regarding department administrative activities.
Screen calls, visitors, and mail.
Respond to moderately complex req uests for information.
Interpret and explain City and department policies, rules, and regulations in response to
inquiries.
Assist in developing department policies and procedures in order to meet department
objectives.
Assist the City Clerk with municipal elections, including issuance of nomination papers and
serving as filing officer for required FPPC documents; prepare agendas, assemble meeting
packets , attend meetings, take and transcribe minutes, and prepare follow-up
correspondence .
Schedule matters for consideration by City Council.

119

Prepare required public notices for commission vacancies.

Conduct bid openings for City projects.
Write and process agendas, minutes, ordinances, resolutions, staff reports, and legal
advertisements.
Perform records management duties, including sorting, filing, indexing, purging, microfilming,
scanning, research, and retrieval of documents in paper and digital form.
Respond to public records requests as required by the California Public Records Act.
Build and maintain positive working relationships with co-workers, other city employees and
the public, using principles of good customer service.
Perform related duties as assigned.

MINIMUM QUALIFICATIONS:
Knowledge of:
Applicable federal, state and municipal laws and procedures, including election laws and
procedures, and political reform requirements; standard procedures and rules for the conduct
of meetings; and state legislative procedures.
Principles and practices of records management including records retention laws.
Practices used in minute taking and preparation.
Principles and practices of basic fiscal, statistical, and administrative data collection and
report preparation.
Modern office procedures, methods, and equipment including computer equipment and
applicable software programs, including word processing, spreadsheet, PowerPoint and
data base applications.
English usage, spelling, vocabulary, grammar, and punctuation.
Principles and practices of business letter writing , drafting of staff reports, proclamations and
other acknowledgements.
Legislative procedures and operations.
Principles and techniques used in dealing with the public.
Principles and practices of public administration and policy analysis.

120

Ability to:
Properly interpret, explain and act in accordance with laws, regulations and policies.
Work under limited supervision within a broad 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.
Provide information and organize material in compliance with laws, regulations and
policies.
Assist with the retention/destruction of official records in accordance with applicable laws and
regulations .
Prepare official minutes, resolutions, and ordinances.
Prepare clean and concise written reports
Work under pressure and meet deadlines
Communicate effectively, both verbally and in writing
Develop and maintain good working relationships with City officials and good public relations
with the community.
Maintain confidential data and information. Independently prepare correspondence and
memoranda.
Compile and tabulate data and information and prepare summaries and reports. Plan and
organize work to meet schedules and timeliness .
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing
situations and needs.

Education and Experience:

Two years of college in any coursework with business administration or related field desirable ;
four years of increasingly responsible secretarial and clerical experience involving frequent
public contact. Experience in a City Clerk's Office is highly desirable.

License or Certificate:
Possession of a valid California driver's license; Possession of, or ability to obtain a Notary
Public Commission; Certification or the ability to obtain a Certified Municipal Clerk (CMC)
designation through the International Institute of Municipal Clerks is desirable.

121

Physical Requirements and Working Conditions:

Must possess mobility to work in a standard office setting and to use standard office
equipment, including a computer, and to attend meetings at various sites within and away
from the City; strength to lift and carry materials weighing up to 50 pounds; vision to read
printed materials and a computer screen; and hearing and speech to communicate in
person and over the telephone.

Effective Date: November 2015

$81,072

$85,128

$89,376

122