16. adoption of revised community activities assistant job description10!05!15

8/20/2019 16. Adoption of Revised Community Activities Assistant Job Description10!05!15

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CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

TO: Honorable Mayor and Members of the City Council

Douglas J. Schmitz City Administrator

FROM: Sullivan Carey-Lang Special Project Manager

SUBJECT: Adoption

of

revised Community Activities Assistant Job Description

AMOUNT OF EXPENDITURE 15 000

AMOUNT

BUDGETED

Budgeted in full for FY

2015-2016

APPROPRIATION REQUIRED

0

RECOMMENDATION

Adopt the revised job description for the position of Community Activities Assistant.

SUMMARY

AB

1 3

October 2015

Consent Calendar

The Community Activities Assistant was budgeted as a part-time position

in

support of the Community

Activities Department.

In

order to better support the Department and City the

job

description is being

revised to expand the scope duties to include various special projects as needed for other City

Departments.

PRIOR CITY COUNCIL ACTION

The job description was adopted by the City Council in November 2014 and was revised earlier this

year in June to provide a more accurate representation

of

duties.

ATTACHMENTS

1. Revised Job Description

2

Resolution adopting a revised part-time Community Activities Assistant Job Description

Co

un

cil Meeting Date: 10/05/2015

Agenda Item: i

t;

Page

1



ATTACHMENT 1

CITY OF CARMEL BY THE SEA

Community Activities Assistant

Definition

Under general direction, performs a variety o responsible duties in support

o

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. May be assigned to various City departments for

special projects as needed.

Supervision Exercised/Received

This position reports to the Library and Community Activities Director, but is able to use discretion and

independent judgment under general supervision.

Examples o 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 o events, and provides on

site monitoring including set up and tear down

o

specific events. Duties may also include posting

o

no

parking signs, setting banicades, crowd control, and traffic assistance.

Evaluates strengths and weaknesses o 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 o designated committees and commissions ; prepares and

distributes meeting packets; represents the assigned department in meetings and groups

s

assigned.

Council Meeting Date: 10 05 2 5

Agenda Item:

-



Operates modem office machines and equipment; routinely uses a full range o word processing

spreadsheet desktop publishing other computer software applications and the internet and has the

ability to learn and maintain proficiency in said programs.

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 o 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 o announcements .

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

Coordinates and schedules use and/or rentals

o

City facilities. Performs duties related to facility

rentals including giving out information on facility rental procedures and procurement o insurance

following up when changes or cancellations.

Receives compiles and organizes information for the preparation

o

correspondence documents and

reports as assigned; prepares a variety o 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

o

special events concerts festivals and related activities

Council Meeting Date: 10 05 2015

Agenda Item:

-'



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

ofb

sic fiscal statistical and administrative data collection and report

preparation

Modem 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 method

s

techniques and programs including spreadsheet and database applications

Practices used in minute taking and prep ration

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

Counci l Meeting Date: 10 05 201 5

Agenda Item:

v

Page



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 jo 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

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 t 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


Agenda Item:

l . l



Establish, maintain, and foster positive and harmonious working relationships with those contacted in

the course

of

work.

Experience and Training Guidelines:

ny combination equivalent t 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

expe1ience in a

position meeting and dealing with the public.

Training:

Equivalent to the completion of the twelfth grade.

Special Requirements:

Assignments require a va lid California Motor Vehicle Operator s 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.

• Exposure to outdoors and noise

• Abili ty to travel to different sites and locations

• Scheduling flexibility for evening, weekend, and holiday events

CLASS HISTORY

Adoption Date: ovember 3, 2014

Resolution Number: Resolution 2014-067

Revised: June 15, 2015


Agenda Item:

b



CITY OF CARMEL BY THE SEA

CITY COUNCIL

RESOLUTION 2015

ATTACHMENT- 2

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL BY THE SEA

AUTHORIZING THE CITY ADMINISTRATOR TO AMEND THE JOB DESCRIPTION

FOR THE POSITION OF COMMUNITY ACTIVITIES ASSISTANT

WHEREAS the Community Activities Assistant was budgeted for the

2015 2016

Fiscal

Year as a part-time position; and

WHEREAS the duties of the position have expanded and changed and must be

reflected in the job description to ensure an accurate portrayal

o

the position.

NOW THEREFORE BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF

CARMEL-BY-THE-SEA does hereby:

Adopt a Resolution Authorizing the City Administrator to Amend the Job

Description for the Position

o

Community Activities Assistant.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY

THE-SEA this th day o October 2 15 by the following roll call vote:

AYES: COUNCIL MEMBERS:

NOES: COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN : COUNCIL MEMBERS:

SIGNED:

Jason Burnett MAYOR

ATTEST:

Lee Price MMC

Interim City Clerk

Council Meeting Date: 1 /05/2015

Agenda Ite

m:

16. adoption of revised community activities assistant job description10!05!15

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