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1982-135-Approving Revised Job Classification DescriptionsRESOLUTION NO. 1982 -135 A RESOLUTION OF THE TOWN COUNCIL OF THE TOWN OF LOS GATOS APPROVING REVISED JOB CLASSIFICATION DESCRIPTIONS. RESOLVED, that the Town Council of the Town of Los Gatos does hereby approve and adopt the amended job descriptions for TEA - represented positions (copies of which are attached hereto). PASSED AND ADOPTED BY THE TOWN COUNCIL OF THE TOWN OF LOS GATOS, CALIFORNIA, at a regular meeting held this 6th day of 1982, by the following vote: AYES: COUNCIL MEMBERS Ruth Cannon, Thomas J. Ferrite, MarLyn J. Rasmussen and Mayor Peter W. Siemens NOES: COUNCIL MEMBERS None ATTEST: CLER 1K O F TH 0 N OF LOS O$" Town of Los Gatos SECRETARY TO THE TOWN MANAGER DEFINITION July 1482 The Secretary to the Town Manager performs a variety of secretarial and support functions on behalf of the Town Manager, his administrative staff, and members of the Town Council. Work is performed without significant supervision. The incumbent may direct the work of other clerical employees. DISTINGUISHING CHARACTERISTICS This classification is distinguished from other secretarial classes on the basis of the high degree of confidentiality that must be maintained and the initiative, judgment and tact which must be exercised in dealing with the Manager's staff, Council members, and other Town personnel and officials of other agencies. EXAMPLES OF DUTIES - Performs secretarial and general clerical functions on behalf of the Town Manager, the administrative staff, and the Town Council. These entail the use of independent judgment and a thorough knowledge of the Town's policies, procedures, and organization. - Compiles and prepares the complete Council agenda to the point of final typing and distribution. - Initiates and responds to correspondence. - Types material from handwritten notes, copy, dictating machine and /or shorthand notes. - Screens telephone calls and visitors, directing them to the appropriate official or department. Disseminates to interested parties diverse information, which is often of a sensitive nature, and may research appropriate inquiries. - Arranges appointments, meeting, conferences and trips for staff and Council members. - Establishes and maintains necessary records systems, and may develop reports based upon data provided by such systems. - May prepare purchase orders, expense statements and related transactions. - May assist the Personnel Division in recruitment and related activities. - May attend meetings, record proceedings, and prepare summaries or minutes. - May direct the work of other clerical employees. Secretary to the Town Manager Page 2 - Operates a variety of office equipment, including typewriters, dictating equipment, calculators and word processors. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and six years of increasingly responsible experience in clerical and secretarial work, at least two years of which must have been in an office management or supervisory capacity. Additional qualifying education may be substituted for up to two years of the desired experience on a year -for- year basis. Knowledge of: The functions, policies and organization of the Town; principles of office management; basic mathematics, correspondence forms and correct punctuation, spelling, grammar and vocabular; records reten- tion systems, and modern office equipment. Ability to: Manage and coordinate office clerical functions; work independently; make decisions on procedural matters with only limited direction received; take shorthand at a speed of 100 words per minutes and transcribe at a rate of 30 words per minute; type at a speed of not less than 60 net words per minute from clear copy; and maintains effective working relationships with those contacted in the course of work. APPROVED BY COUNCIL ACTION DAVID R. MORA, Town Manager /Personnel Officer Date Town of Los Gatos ACCOUNTING TECHNICIAN DEFINITION July 1982 The Accounting Technician performs a variety of skilled bookkeeping duties in the maintenance of the Town's fiscal records system. These functions include complete preparation of the payroll, the processing of all accounts payable, and the maintenance and reconciliation of all fund balances. The majority of work is performed under administrative direction and review. The incumbent may provide limited work direction to clerical employees on a project basis. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other Town classes through its responsibility for maintaining virtually all aspects of the agency's fiscal records system. EXAMPLES OF DUTIES - Receives and deposits revenues from all sources, and credits such income to the proper accounts. - Processes all accounts payable, which includes: the checking of invoices for accuracy and completeness; insuring that the proper account or fund is charged dealing with vendors; and preparing warrants. - Computes and prepares the Town payroll and maintains all supporting records. Allocates expenditures by department and fund. - Prepares and posts journal entries, fund transfers and supplemental appro- priations as required. - Reconciles and posts all expenditures and revenues on a monthly basis. - Maintains other fiscal records such as deposit books, grant funds, and group insurance and retirement accounts. - Prepares a variety of reports for administrative staff and the Town Council, including warrant lists, Treasurer's reports, and recaps of revenues and expenditures. - Closes ledgers at year's end and prepares new ledgers reflecting new fiscal year appropriations and revenue estimates. - As directed, prepares trial balances for audits and prepares reports for outside agencies. - Provides appropriate information and assistance to administrative staff, operating departments, auditors, and outside agencies. Accounting Technician Page 2 - Performs typing, filing, and other clerical duties incidental to the above responsibilities and uses computer terminals to input and retrieve fiscal data. - May direct the work of clerical employees on a project basis. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and six years of increasingly responsible experience in the maintenance of fiscal records. Additional, qualifying education may be substituted for up to two years of the desired experience. Knowledge ofo Current accounting and bookkeeping principles as regards governmental operations; applicable Federal, State and local reporting requirements; applicable Town regulations, policies and programs; and applications and operation of modern office equipment, including mini- computers. Ability too Accurately review, reconcile and maintain fiscal data; prepare accurate and complete fiscal reports; make accurate and rapid arithmetical calculations; correctly apply applicable regulations, requirements and policies; maintain effective working relationships with those contacted in the course of work; and operate a variety of office equipment, including mini - computers. Driver's Licensee Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos SENIOR DEPUTY TOWN CLERK DEFINITION July 1982 The Senior Deputy Town Clerk position performs a variety of difficult and responsible clerical duties in support of the Town Clerk's function. Work is performed under general supervision. The incumbent directs the work of other clerks in the absence of the Town Clerk. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other Town clerical classifica- tions by the specialized knowledge required in the maintenance of official Town records and in its responsibility for acting as Town Clerk in that manager's absence. EXAMPLES OF DUTIES - Provides a variety of information on Town operations in general, and the Clerk's office in particular, both by telephone and in person. This infor- mation will include explanations and interpretations of applicable codes, regulations and policies. - Types minutes, resolutions, correspondence, and other material from dictating equipment, clear copy, or draft. May independently compose routine correspondence in accordance with established guidelines. - Prepares business license billings. Receives and records revenues collected by the Town. - Insures that all Town warrants are accurate in amounts paid and complete in terms of supporting documentation. - Computes balances due from property owners in assessment districts. - In the absence of the Town Clerk, attends Council meetings, takes back -up notes and prepares the action minutes; and assumes other responsibilities of the Town Clerk except for the signing of warrants. - Accepts, certifies, publishes and records documents as legally required. - Establishes and maintains filing systems. - Researches and compiles information from official records for the public and members of Town staff. - Operates a variety of office equipment, including typewriters, calculators, cash register, dictating equipment and word processors. - Performs other related duties as assigned. Senior Deputy Town Clerk Page 2 MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and three years of increasingly responsible experience in typing and general clerical work. Additional qualifying education may be substi- tuted for up to one year of the desired experience. Knowledge of: Office practices and procedures; basic mathematics, correspondence forms, and correct punctuation, spelling, grammar and vocabulary; and records retention systems and modern office equipment. Ability to: Operate a variety of office equipment; develop a thorough knowledge of department and Town operations; follow written and verbal instructions; make decisions in procedural matters without immediate supervision; type at a speed of not less than 60 net words per minute from clear copy; assume responsibility for management of the Department in the Town Clerk's absence; and maintain effective working relationships with those contacted in the course of work. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos SENIOR CLERK- TYPIST DEFINITION July 1982 Senior Clerk- Typist positions perform a variety of responsible and difficult clerical tasks requiring a good working knowledge of subject matter and of the operating unit to which assigned. Work is performed under general supervision. Incumbents may direct the work of other clerical employees on an intermittent or project basis. DISTINGUISHING CHARACTERISTICS This classification is distinguished from the class of Clerk- Typist in that its work is more complex, requires a higher degree of job knowledge, and is per- formed more independently. However, its duties lack the diversity and complexity of Principal Clerk positions. This classification is distinguished from all Town secretarial classes in that the latter have additional duties of providing secretarial support to managers and their staffs and of relieving them of significant amounts of administrative detail. EXAMPLES OF DUTIES - Types a variety of correspondence, forms, legal documents, reports, financial or statistical statements, technical specifications, resolutions and minutes from dictating equipment, clear copy, or draft. Assembles required supplemental material and may independently compose routine correspondence and reports in accordance with established guidelines. - Compiles basic data for inclusion in reports and forms or for use by other departmental staff. - Provides assistance to visitors and callers by referring them to appropriate sources of information or directly provides information concerning department operations. - Reviews and checks documents for accuracy, completeness and conformance to applicable rules and regulations. - Maintains filing systems. - May provide instruction or limited direction to other clerical employees. May provide limited secretarial support to divisional or departmental staff. - Opens and routes mail; and maintains a stock of office supplies. - Operates a variety of office equipment, including typewriters, calculators, dictating equipment, and word processors. - Performs other related duties as assigned. Senior Clerk - Typist Page 2 MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and two years of increasingly responsible experience in typing and general clerical work. Knowledge of: Office practices and procedures; basic mathematics, corres- pondence forms and correct punctuation, spelling, grammar and vocabularly; and records retention systems and modern office equipment. Ability to: Operate a variety of office equipment; develop a good working knowledge of department operations; follow written and verbal instructions; make decisions in procedural matters without immediate supervision; type at a speed of not less than 50 net words per minute from clear copy; and main- tain effective working relationships with those contacted in the course of work. License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos BUILDING INSPECTOR DEFINITION July 1982 Building Inspector positions perform skilled tasks in the enforcement of applicable codes through the inspection of new construction and remodeling work on residential, commercial, and industrial structures. The majority of work is performed with considerable independence and is primarily subject to review only as to results. Incumbents do not direct the work of other employees except where designated to act in the absence of the Building Official. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other inspection- related Town classes through the specialized knowledge, skills and background required to perform the work. EXAMPLES OF DUTIES - Checks building plans, issues permits and provides information concerning all code requirements and Department policies regarding construction and remodeling projects. This information is provided to a variety of interested parties, including homeowners, contractors, architects and engineers. - Conducts inspections at various stages and upon completion to insure conformity with plans and all applicable codes and regulations. These regulations include the Town Zoning Ordinance, the National Electrical Code and the Uniform Building, Plumbing and Mechanical Codes. Notes deficien- cies and deviations from plans and directs the means and timing of compliance with the appropriate party; as necessary, refers serious problems and disagreements on interpretation to the Building Official. - Consults with the contractor, owner, or other appropriate party to assist in the correction of design deficiencies not covered by the building plans. - Conducts other types of inspections to gain compliance with such codes and ordinances as Federal and State energy regulations, handicap regulations, and miscellaneous other codes. - Presents records and appears as a witness in court cases. - Performs a variety of duties attendant to assigned projects, including maintaining records, preparing letters and reports, and researching new or amended regulations. - As assigned, may direct the work of other Department personnel in the absence of the Building Official. - Performs other related duties as assigned. Building Inspector Page 2 MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade plus two years of experience as a journeyman in one of the construction trades or two years inspection experience with a city or county. A two -year college degree in Building Inspection Curriculum may be sub- stituted on a year -for -year basis. Knowledge of: State and local codes and ordinances relating to Building Construction, construction materials and usage, principles and techniques of building inspection. Ability to: Develop a thorough knowledge of all State and Town codes and ordinances; accurately interpret building plans and maintain accurate records; detect and locate deficiencies in construction and violations of codes at the earliest possible stage; work independently; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. Certificates: Possession of a Building Inspector's Certificate issued by the International Conference of Building Officials is desirable. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos July 1982 PLANNER DEFINITION Planner positions perform a variety of journey - level, professional planning work with primary emphasis on current planning and zoning enforcement func- tions. The majority of work is performed under general supervision. Incumbents may direct the work of lower -level personnel, such as interns, on an intermittent or project basis. DISTINGUISHING CHARACTERISTICS This is the experienced, entry -level classification in the Town's professional planning series. It differs from the next higher classification of Senior Planner by the latter having responsibilities for long -range planning and for directing the work of the Planners. EXAMPLES OF DUTIES - Reviews various applications such as for zoning changes, use and occupancy permits, variances, signs and development projects. As appropriate, con- ducts field investigations and prepares recommendations concerning application approval. - Investigates complaints of zoning violations, including making field investigations, notifying violators, and conducting the necessary follow -up concerning compliance. - Assists with special studies regarding such subjects as General Plan review and non - conforming use. - Advises the public, developers, and other interested parties on a variety of planning and zoning matters. - Prepares reports, correspondence, exhibits and presentations in connection with the above and related functions. - Attends meetings of the Planning Commission and the Development Review Committee. Prepares follow -up letters on behalf of the Commission advising the applicants of actions taken by that body. - May direct the work of other personnel on an intermittent or project basis, or provide training and technical assistance to interns. Performs other related duties as assigned. Planner Page 2 MINIMUM QUALIFICATIONS Education and Experience: Equivalent to a Bachelor's Degree in Planning or a related field, and two years of planning experience. A Master's Degree in Planning or a closely related curriculum may be substituted for the desired experience. Knowledge of: Current principles and trends in urban planning and zoning; and drafting and mapping techniques. - Ability to: Accurately interpret and administer applicable codes and regulations; analyze, research and investigate issues and to prepare concise reports on findings; prepare accurate drawings and maps; communi- cate effectively in writing and verbally; and maintain effective working relationships with those contacted in the course of work. - Driver's License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos PRINCIPAL CLERK DEFINITION July 1982 Principal Clerk positions perform a variety of diverse and complex clerical tasks, and usually serve as the only clerical position in the assigned division or department. Work is performed under general supervision. Incumbents do not direct the work of other employees. DISTINGUISHING CHARACTERISTICS Positions in this classification are distinguished from those in the class of Senior Clerk- Typist by the complexity and /or diversity of assignments and the greater amount of technical job knowledge required to perform them. They differ from Town secretarial classificaions in that any secretarial tasks per- formed are minor and secondary to technical functions. EXAMPLES OF DUTIES Principal Clerk positions may perform any of the duties set forth in the class specifications for Clerk - Typist and Senior Clerk - Typist. In addition, they: - Compile and process a variety of transactions, documents and records in support of one or more primary activities of the division or department. These may include employment applications, equipment maintenance records, building permits, labor and materials costs, and purchase orders. - Disseminate information on a regular basis concerning the above functions to other Town personnel, the public, vendors and other outside agencies and businesses. This entails the possession of extensive knowledge regarding the process and of the policies and regulations of the division or depart- ment. - Type a variety of correspondence, forms, legal documents, reports, financial or statistical statements and technical specifications from dictating equipment, clear copy, or draft. - Assemble required supplemental material and may independently compose routine correspondence and reports in accordance with established guide- lines. - Serve as office receptionist, providing assistance to visitors and callers. - Open and route mail; and maintain a stock of office supplies. - Operate a variety of office equipment, including typewriters, calculators, dictating equipment, and word processors. - may arrange appointments, schedule meetings, and perform related tasks for division or department managers. Principal Clerk Page 2 - May provide limited technical assistance or training to other clerical employees. - Perform other related duties as required. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and three years of increasingly responsible experience in typing and general clerical work. Additional, qualifying education may be substi- tuted for up to one year of the desired experience. Knowledge of: Office practices and procedures; basic mathematics, correspondence forms and correct punctuation, spelling, grammar and vocabulary; and records retention systems and modern office equipment. Ability to: Operate a variety of office equipment; develop a detailed knowledge of division or department operations; follow written and verbal instructions; make decisions in procedural matters without immediate supervision; type at a speed of not less than 50 words per minute from clear copy; and maintain effective working relationships with those con- tacted in the course of work. License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos T.TRRARTAN DEFINITION July 1982 Librarian positions perform the full range of professional librarian duties in providing reference, children's and related services to patrons. Work is performed under the direction of the Town Librarian. Incumbents train and direct the work of sub - professional personnel, and may assume limited administrative responsibilities in the absence of the Town Librarian. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all sub - professional librarian classes of the Town through its responsibilities for a primary function such as reference or children's services, and the application of a considerably broader range of technical knowledge and knowledge of Department programs and objec- tives. EXAMPLES OF DUTIES The Librarian position may perform any of the duties set forth in the class specifications for all sub- professional library classes. In addition, the Librarians: - Oversee a primary library function such as reference of children's services; and train and direct the work of assigned sub - professional personnel. - Coordinate assigned functions with other Department sections and with other library systems. - Assess community needs and interests, and develop programs and resources to meet them. Promote patron usage of facilities and involvement in programs. - Order children's books, magazines, and other material. - Preovide advanced reference services in providing patrons with requested books or material or identifying the means to obtain them if not available through the Library. - Weed collections and select books, publications, and pamphlets for ordering. - Select, schedule, and supervise pages. - Administer supportive programs and services such as the Inter - Library Loan Program, services to shut -ins, development of history collections, and selection of art prints. Librarian Page 2 - Attend workshops and conferences. - Conduct special studies and research. - Prepare reports attendant to the above functions. - Perform other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to a Master of Library Science Degree and one year of professional library experience. - Knowledge of: Principles and practices of professional library work, including methods and techniques of library classification and cataloging; reference techniques and resources; Department programs, policies, and pro- cedures; community needs and interest, and of local and regional resources available to meet them; and basic principles of supervision. Ability to: Effectively implement and administer assigned programs and functions; effectively promote usage of library facilities and involvement in its programs; direct the work of others; communicate effectively in writing and verbally; work irregular hours; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos LIBRARY ASSISTANT I DEFINITION July 1982 Library Assistant I positions perform routine and moderately difficult clerical and technical tasks in support of library functions and services. Work is performed under close to general supervision, depending upon the assignment. Incumbents assist in the training and work direction of lower - level personnel. DISTINGUISHING CHARACTERISTICS This classification is distinguished from the higher class of Library Assis- tant II in that it is the entry level in the Town's sub - professional library series and normally performs work which does not entail detailed knowledges of library work beyond the clerical level or of Department programs, policies, or procedures. It differs from all other Town clerical and technical classes through the specialized nature of the work performed. EXAMPLES OF DUTIES - Performs a wide range of clerical and technical tasks in support of such library functions as technical processing, circulation and children's services. - Performs a variety of patron services at the circulation desk, including issuing library cards, checking books in and out, providing directions, and answering basic informational questions. - Sends notices of overdue books, and collects and records fines and fees. - Restocks new book shelves and checks shelves for requested books and for books which are out of place. - Assists in the book processing section through affixing covers, pasting pockets, and stampings. - Provides reference assistance in the Children's Section. - Contacts patrons regarding the availability of books and materials requested by them. - Types a variety of material in support of the above and related functions, and may operate other office equipment such as calculators, dictating equipment, and word processors. Sorts and distributes mail and maintains stocks of office supplies. - Assists in the training and work direction of lower -level personnel. - Performs other related duties as assigned. Library Assistant I Page 2 MINIMUM QUALIFICATIONS: Experience and Education: Equivalent to completion of the twelfth grade and one year of general clerical experience, preferably in a library system. Additional qualifying education may be substituted for the desired experience. Knowledge of: Basic types and uses of library materials; office practices and procedures; basic mathematics, correspondence forms and correct punc- tuation, spelling, grammar and vocabulary; and basic records retention systems. - Ability to: Develop a working knowledge of Department programs, policies, and procedures; follow written and verbal instructions; effectively assist patrons in the location and use of Library materials; communicate effectively; work irregular hours; type at a speed necessary for adequate job performance; and maintain effective working relationships with those contacted in the course of work. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos LIBRARY ASSISTANT II DEFINITION July 1982 Library Assistant II positions perform moderately difficult to difficult clerical and technical tasks in the support of all library services and func- tions. The majority of work is performed under general supervision. Incumbents assist in the training and direct the work of lower -level personnel. DISTINGUISHING CHARACTERISTICS This classification is distinguished from the lower -level class of Library Assistant I through being the experienced or journey -level class in the Town's sub - professional library series. Library Assistant Its perform the more complex aspects of Library Assistant I assignments and assume additional responsibilities in such areas as assisting in providing adult reference services. This classification differs from the next higher level of Library Assistant III in that the latter has supervisory responsibilities over the technical processing function and also performs secretarial duties for the Town Librarian and Library Board. EXAMPLES OF DUTIES Library Assistant II positions may perform any of the duties set forth in the class specification for Library Assistant I. In addition, they: - Oversee the work of lower -level personnel assigned to the circulation desk and handle the more difficult questions and situations which require a greater knowledge of the collection and of Library programs, procedures, and policies. - Assist in providing adult reference services through answering basic reference questions, instructing patrons in the use of various reference aids and resources and researching reference questions. Refer the more difficult questions to a professional librarian. - Prepare letters concerning overdue books and telephone patrons regarding same. Compile information for small claims court actions and, depend- ing upon book value, may request assistance from the Police Department. - Order periodicals and insure that they are being received. - Direct the work of lower -level personnel and assist in their training. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and two years of increasingly responsible library experience. Additional qualifying education may be substituted for up to one year of the desired experience on a year - for -year basis. Librarian Assistant II Page 2 Knowledge of: Library procedures of a complex nature including catalog- ing, bibliographic search and reference tools; Department programs, policies and procedures; office practices and procedures; basic mathe- matics, correspondence forms and correct punctuation, spelling, grammar and vocabulary; and records retention systems and modern office equipment. Ability to: Effectively assist and advise patrons on a variety of subjects; follow written and verbal instructions; work independently; communicate effectively; direct the work of other employees; work irregular hours; type at a speed necessary for adequate job performance; and main- tain effective working relationships with those contacted in the course of work. Certificates: Possession of Library Technical Assistant certificate is desirable. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos LIBRARY ASSISTANT III DEFINITION July 1982 The Library Assistant III performs a variety of advanced sub - professional library duties, supervises book and materials processing, and serves as secretary to the Town Librarian and the Library Board. Work is performed under general supervision. The incumbent will regularly supervise the work of other sub - professional personnel and assume the responsi- bility for administering and modifying Department work schedules in the absence of the Town Librarian. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other sub - professional library classes through its supervisory and secretarial duties. EXAMPLES OF DUTIES The Library Assistant III position may perform any of the duties set forth in the class specifications for Library Assistant I and II. In addition, the incumbent: - Supervises and participates in the processing of all new books and other library material; catalogs fictional material. - Functions as secretary to the Town Librarian and the Library Board, including attendance at monthly Board meetings and the preparation of its minutes from handwritten notes. - Performs limited payroll functions in terms of computing the wages of hourly employees and preparing time sheets for salaried personnel; computes and records amounts collected from fines. - In the absence of the Town Librarian, implements the work schedule for all Department personnel and makes modifications as necessary. - Oversees the work of pages in the absence of the professional librarian normally responsible for this function. - Establishes and maintains various records and files. - Operates a variety of office equipment, including typewriters and calculators. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and five years of increasingly responsible library experience. Additional qualifying education may be substituted for up to two years of the desired experience on a year - for -year basis. Library Assistant III Page 2 Knowledge of: Library procedures of a complex nature including circulation, cataloging and the use of reference sources; principles of supervision and office management; basic mathematics, correspondence forms and correct punctuation, spelling, grammar and vocabulary; and records retention systems and modern office equipment. Ability to: Comprehend and apply Department policies and procedures; direct the work of others; make decisions on procedural matters with only limited direction received; type at a speed of not less than 50 words per minute from clear copy; and maintain effective working relationships with those contacted in the course of work. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos DEFINITION July 1982 Park Ranger positions perform patrol code and ordinance enforcement; main- tenance and interpretive duties as non -sworn personnel of the Town's Parks and Forestry Department. Work is performed under general supervision. Incumbents may direct the work of other employees on an intermittent or project basis. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other Town classifications through the specialized knowledge, skills and training required for the per- formance of the work. EXAMPLES OF DUTIES - On assigned shifts, patrols Town parks for the purpose of enforcing, and preventing violations of, applicable codes and ordinances; and for the purposes of reporting unsafe conditions, incidents of vandalism, and other related conditions. - Issues warnings and citations; as necessary, calls for assistance from the Police Department and may assist officers during the arrest and trans- portation of subjects. Prepares necessary follow -up reports and appears in court to present evidence and testimony. - Assists ill or injured park visitors until proper medical aid arrives. - As assigned, performs the duties of Park Maintenance Workers. - Develops and presents interpretive programs. The development of programs is accomplished in accordance with guidelines established by the Superin- tendent of Parks and Forestry and presentations are, depending upon circumstances, made either independently or in conjunction with a supervisor. - Prepares reports and maintains records of activities; may make recommenda- tions on relevant subjects such as modifications to equipment or facilities to reduce vandalism. - May direct the work of other employees on an intermittent or project basis. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience. Equivalent to completion of the twelfth grade supplemented by two years of college in park management, environmental science, police science, or a related curriculum. Twelve- months experience as a Park Ranger or twenty -four months experience as Park Maintenance Worker or seasonal ranger. Park Ranger Page 2 Knowledge of: Code enforcement, and basic techniques, tools, and equipment used in park maintenance and management. Ability to: Comprehend and enforce applicable codes and ordinances; function effectively under stress and exercise sound judgment, develop and present interpretive programs; prepare clear and concise reports; communi- cate effectively; perform moderately heavy manual labor and safely use tools and equipment; work in inclement weather and work irregular hours; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's licsne. Certificates: Possession of an 832 P.C. Certificate upon employment. Possession of multi- media, first aid, and CPR certificates. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos COMMUNITY SERVICES AGENT DEFINITION July 1982 The Community Services Agent performs a variety of duties designed to advise the community of means to reduce the incidence of preventable crimes. Work is performed with considerable independence, with review and direction normally provided by a Police Sergeant. The incumbent does not direct the work of other employees. DISTINGUISHING CHARACTERISTICS This classification is distinguished from sworn classifications in that its emphasis is on the promotion of security and safety programs and does not entail the direct performance of law enforcement duties. It is distinguished from other community- oriented classes, such as Housing Specialist, by its responsibility for the development and implementation of programs. EXAMPLES OF DUTIES - Initiates residential and commercial security inspections designed to inform citizens of measures that can be taken to reduce the incidence of burglaries, i.e., locks, lighting and alarms. - Presents home alert and other crime prevention programs to neighborhood groups, businesses, schools and other appropriate organizations. These presentations address causes, patterns and preventive measures regarding such crimes as burglary, robbery, shoplifting and crimes against the elderly. - Develops program material through research of documents and statistics maintained by the Department, the State and other agencies; and through consultation with Department personnel. - Prepares promotional material in the form of news articles, public service announcements, newsletters and brochures. - Maintains attendant records and files. - Represents the Police Department on the Town's Development Review Committee. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to possession of a Bachelor's Degree in a curriculum that would adequately prepare the incumbent for the per- formance of the above duties. Examples are public relations and journalism, or police science and criminology. Prior qualifying experience with a law enforcement agency may be substituted for up to two years of the desired education on a year- for -year basis. Community Services Agent Page 2 Knowledge of: Research and communications techniques; and basic crime prevention techniques. Ability to: Communicate effectively in writing and verbally; accurately analyze basic crime statistics and to develop prevention programs geared to meeting the needs of the community; work effectively with minimal super- vision; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos POLICE RECORDS CLERK DEFINITION July 1982 Police Records Clerk positions perform a variety of difficult typing and general clerical work in maintaining Police Department records. Work is performed under close to general supervision depending upon assignment. Incumbents do not direct the work of other employees. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other Town clerical classifica- tions by the specialized nature of the work performed. EXAMPLES OF DUTIES - Type, record and file a wide variety of police records, reports and materials. - Operates teletype machine to enter, modify and retrieve data. - Assemble, code, record and summarize a variety of data including serious crime offenses, stolen vehicles, crime reports, booking sheets and inter- rogation cards. - Provides information to other Town personnel, other law enforcement agencies and the public in accordance with legal requirements and Town and Department policy. - Compiles data for use by Department staff. - Maintains a variety of files. - Operates a variety of office equipment including typewriters, calculators, dictating equipment, word processors and computer terminals. - May assist in the search or transport of prisoners. - Responds to callbacks. - May assist in the training of new personnel. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and two years of experience in typing and general clerical work. Six months of experience with a law enforcement agency is desired. Additional, qualifying education may be substituted for up to eighteen months of the desired experience. Police Records Clerk Page 2 Knowledge of: Office practices and procedures; basic mathematics, corres- pondence forms and correct punctuation, spelling, grammar and vocabulary; and records retention systems and modern office equipment. Ability to: Operate a variety of office equipment; develop a thorough working knowledge of Department operations, procedures and regulations; follow written and verbal instructions; make decisions in procedural matters without immediate supervision; work protracted or irregular hours; work effectively under stress and exercise sound judgment; type at a speed of not less than 50 net words per minute from clear copy; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos ASSISTANT CIVIL ENGINEER DEFINITION July 1482 The Assistant Civil Engineer position supervises and participates in the activities of the Traffic - Design Section of the Public Works Department. Work is performed under the direction of the Director of Public Works, with the incumbent being responsible for all aspects of section operations, including budget preparation and personnel administration. DISTINGUISHING CHARACTERISTICS This classification is distinguished from the lower class of Junior Civil Engineer principally through its supervisory responsibilities. EXAMPLES OF DUTIES The Assistant Civil Engineer position may perform any of the duties set forth in the class specifications for Junior Civil Engineer and all sub-professional engineering classes. In addition, the Assistant Civil Engineer: - Organizes and directs the activities of the Traffic - Design Section of the Public Works Department. - Confers with the Director of Public Works in the development of policy and program; and implements policy and program. - Assists the Director in the development of the Capital Improvement projects and budget. - Administers personnel matters for the Traffic - Design Section. Makes recommendations on personnel transactions, including discipline. - Designs public works projects such as traffic signals, roadways and facilities; prepares, or supervises the preparation of, the plans, specifications and cost estimates of projects. - Conducts or directs, traffic engineering studies in such areas as design, traffic flow and traffic volume. Oversees the preparation of charts, diagrams and related material; and confers with staff concerning the data collected and findings. - Conducts specialized studies and investigations. - Prepares a variety of reports, correspondence and presentations in con- junction with the above and related duties. Coordinates activities with and provides technical assistance to other divisions of the Department. - Performs other related duties as assigned. Assistant Civil Engineer Page 2 MINIMUM ¢UALIFICATIONS Education and Experience: Equivalent to a Bachelor's Degree in civil engineering and two years of experience in public works engineering. Knowledge of: Principles and practices of public works engineering; methods, materials and techniques used in the construction of public works; trends and innovations regarding cost - effective means of public works design and construction; and applicable Department programs, regulations and policies. Ability to: Effectively direct the the work of other employees; design public works projects and prepare plans, specifications and cost estimates; conduct engineering studies and surveys; prepare concise reports and main- tain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. Certificates: Possession of an Engineer -in- Training certificate. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos JUNIOR CIVIL ENGINEER DEFINITION July 1982 The Junior Civil Engineer position performs a variety of professional engineering duties in conjunction with the design, research and administration of public works projects. Depending upon assignment, work is performed under direct or general super vision and may either be reviewed by a higher -level engineer at varying stages of an assignment or only as to results. The incumbent may direct the work of sub - professional engineers on an intermittent or project basis. DISTINGUISHING CHARACTERISTICS This classification is distinguished from the next higher level of Assistant Civil Engineer through the performance of assignments which do not carry full - tame supervisory responsibilities and which are of moderate difficulty. EXAMPLES OF DUTIES The Junior Civil Engineer position may perform any of the duties set forth in the class specifications for all sub - professional engineering classes. In addition, the Junior Civil Engineer- - Conducts reviews concerning a wide variety of subjects relating to public works projects and private developments involving public right -of -ways. These entail determinations such as the conformance of parcel maps to applicable regulations and the technical correctness and feasibility of developers' plans. - Performs a number of functions attendant to the above reviews such as advising developers of deficiencies in maps and plans and the preparation, negotiation and administration of contracts and the preparation of bonds for development projects. - Prepares, negotiates, reviews and administers a variety of contracts and other documents covering such matters as property descriptions, project specifications, easements, access maintenance, and Town franchises. - Conducts studies involving the research, investigation and recommended disposition of engineering problems regarding existing public works or improvements to them, i.e., erosion control, street lighting, parking, drainage, etc. - Prepares reports, correspondence, exhibits and presentations in connec- tion with the above and related assignments. - Performs a variety of drafting and engineering computations. Junior Civil Engineer Page 2 - May direct the work of sub - professional engineering personnel on an intermittent or project basis. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to a Bachelor's Degree in civil engineering or possession of a valid Engineer -in- Training Certificate as issued by the State Board of Registration for Professional Engineers. Knowledge of: Principles and practices of public works engineering; and methods, materials and techniques used in the construction of public works. Ability to: Accurately review engineering plans, specifications, maps and computations; mak engineering computations and draftings; develop a good working knowledge of Department programs, regulations and policies; prepare concise reports and presentations; communicate effectively in writing and verbally; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. Certificates: Possession of an Engineer -in- Training certificate is desir- able. APPROVED BVY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos SUPERVISING ENGINEERING TECHNICIAN DEFINITION July 1982 The Supervising Engineering Technician supervises and participates in the activities of the Construction Section of the Public Works Department. These activities primarily involve construction inspection and land surveying, but also include the Town's sidewalk repair and weed abatement programs. Work is performed under the direction of the Director of Public Works, with the incumbent being responsible for all aspects of Section operations, including budget preparation and personnel administration. DISTINGUISHING CHARACTERISTICS This classification is distinguished from other sub - professional engineering classes through its supervisory responsibilities. EXAMPLES OF DUTIES The Supervising Engineering Technician position may perform any of the duties set forth in the class specifications for other sub - professional engineering classifications. In addition, the Supervising Engineering Technician will: - Organize and direct the activities of the Construction Section of the Public Works Department. - Confer with the Director of Public Works in the development of policy and program; and implement policy and program. - Administer personnel matters for the Construction Section. Make recommen- dations on personnel transactions, including discipline. - For public works projects let by the Town, insure that all necessary bonds and insurances are provided prior to commencement of work, and conduct pre - job conferences with contractor personnel. Monitor work in progress and authorize payments to the contractor. Negotiate and issue contract change orders and prepares the necessary documentation upon completion and accep- tance of the project by the Town. Confer with inspectors and contractors regarding inspection policy interpretation; may direct the closure of a Town or private project where there is a demonstrated safety or code violation. - Serve as chief of party on all major and most minor land surveys undertaken by the Town. Perform attendant duties including: the preparation of legal descriptions; overseeing the preparation and maintenance of necessary survey records and maps; and providing technical assistance to Department staff, outside surveyors and the general public. - Approve building occupancy certifications based upon inspections of structures. Supervising Engineering Technician Page 2 - Oversee and coordinate the Town's weed abatement and sidewalk repair programs, and provide for the issuance of encroachment permits for work to be done in public rights-of -way. - Prepare activities reports and the annual budget for the Construction Section. - Perform other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of two years of college in an engineering or closely related curriculum and six years of increasingly responsible public works engineering experience of which at least one year must have been in construction inspection of land survey- ing. Additional qualifying education may be substituted for up to two years of the desired experience on a year -for -yeas basis. Knowledge of: Principles, procedures, materials and equipment used in public works construction and in land surveying; basic principles of engineering design and drafting; and principles of supervision. Ability to: Effectively direct the work of other employees; accurately interpret and apply applicable codes, regulations and policies; oversee and conduct land surveys; work in inclement weather; prepare concise reports and maintain accurate records; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. Certificates: Possession of a State Land Surveyor's License is desired. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos ENGINEERING TECHNICIAN I DEFINITION July 1982 Engineering Technician I positions perform a variety of journey - level, sub - professional engineering duties, both in the office and in the field. These include drafting, design, field survey and traffic engineering duties. Work is normally performed under the general supervision of a professional engineer or a higher -level Technician classification. Incumbents may direct the work of employees in lower classifications on an intermittent or project basis. DISTINGUISHING CHARACTERISTICS This classification is distinguished from that of Engineering Aide through its more complex assignments, such as in engineering design, and the greater independence under which incumbents work. It is distinguished from the higher classification of Engineering Technician II in that the latter class primarily functions as construction inspector, which requires considerably more public contact and the exercising of more independent judgment due to the absence of immediate supervision. EXAMPLES OF DUTIES - Prepares plans for capital improvement projects in accordance with initial designs provided by professional engineers. This entails the making of engineering calculations, the drafting of plans and the preparation of cost estimates, project specifications, and contract documents. - Conducts traffic studies and surveys involving such matters as traffic flow and vehicle speeds. Prepars written analyses and recommendations based upon study results. May oversee the work of striping crews for the marking (CAT tracking) of streets prior to painting. - Investigates, and prepares recommendations regarding, engineering problems such as insufficient road drainage and soil erosion. - Responds verbally or in writing to inquiries and complaints concerning appropriate subjects. - Conducts topographic surveys in connection with the design of improvement projects; may direct and train lower -level personnel in connection with field survey work. - Does drafting and makes a variety of engineering computations in connection with design and survey work. - Conducts title searches, handles the recording of appropriate documents and prepares legal descriptions for annexations. Maintains records, files and equipment in connection with the above duties. Engineering Technician I Page 2 - May conduct inspections of public works projects and of private develop- ments. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade, including or supplemented by course work in advanced mathematics and drafting; and four years of increasingly responsible experience in public works engineering. Additional qualifying education may be substituted for up to two years of the desired experience on a year- for -year basis. Knowledge o €: Principles, procedures and equipment used in engineering drafting, design, calculations and survey work; and of applicable regulations, policies and ordinances concerning design and construction. Ability to: Make complex engineering and field survey computations; perform complex drafting work; reduce, interpret and apply field notes; make accurate computations of material quantities, application rates and production measures; prepare accurate and concise reports; work in inclement weather; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos ENGINEERING TECHNICIAN II DEFINITION July 1982 Engineering Technician II positions perform a variety of advanced, sub - professional engineering duties with primary emphasis on the inspection of public works projects and private developments. The majority of work is performed with considerable independence and is primarily subject to review only as to results. Incumbents may direct the work of lower level personnel on an intermittent or project basis. DISTINGUISHING CHARACTERISTICS This classification is distinguished from other non - supervisory, sub- profes- sional levels by its emphasis on construction inspection and the considerable independent in the performance of work. EXAMPLES OF DUTIES Engineering Technician II positions may perform any of the duties set forth in the class specifications for Engineering Technician I and Engineering Aide. In addition, they: - Review plans and specifications of assigned public works projects with a supervising technician or engineer, and attend pre -job conferences. - Inspect projects at various stages and upon completion to insure conformity with plans, specifications and applicable regulations. Note deficiencies and deviations from plans and direct the means and timing of compliance with contractor personnel; refer serious problems and disagreements on interpretation to their supervisor. - Inspect materials used for conformity to specifications and record the amounts and types of materials used. - Take samples of materials for examination or analysis, and may perform tests on soils and concrete. - Inspect private developments for conformance with plans and specifications approved by the Town. Conduct inspections for the issuance of grading and encroachment permits, and in conjunction with the Town's weed abatement program. - Perform a variety of duties attendant to assigned projects, including coordination with other Town departments and utilities, communications with the contractor and the preparation of activity records and reports. - Perform other types of advanced sub - professional engineering work which may include design, drafting, traffic or land survey duties. Engineering Technician II Page 2 - May direct the work of lower -level employees on an intermittent or project basis. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience. Equivalent to completion of the twelfth grade supplemented by specialized course work or formal training in civil engineering; and five years of increasingly responsible experience in public works engineering. Possession of a two -year degree in civil engineering may be substituted for up to two years of the desired experience on a year - for -year basis. Knowledge of: Principles, methods, materials, equipment and safety hazards of construction; advanced mathematics; basic soil mechanics and geology; material sampling, testing and estimate procedures; and applicable regula- tions, codes and Department policies. Ability to: Accurately interpret engineering plans and specifications and maintain accurate records; communicate effectively in writing and verbally; detect and locate deficiencies in construction and violations of applicable codes at the earliest possible stage; work independently; work in inclement weather; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos HOUSING SPECIALIST DEFINITION July 1982 The Housing Specialist performs a variety of technical duties in conjunction with providing loans to qualified residents under the Town's Housing Conserva- tion Program (HCD). These functions entail direct dealings with the homeowner in terms of advising and assisting in the loan process, in monitoring work performed, and in authorizing payments to the contractor. Work is performed under the general provision of the Director of Community Programs. The incumbent does not direct the work of other employees. DISTINGUISHING CHARACTERISTICS This classification is distinguished from all other inspection - related classes utilized by the Town in that it does not involve inspections requiring any specialized knowledges. This class differs from the next higher level of Director of Community Programs in that the latter has administrative responsi- bilities for the development and implementation of a variety of community programs including senior services, rental mediation, and a neighborhood center. EXAMPLES OF DUTIES - Advises applicants for housing assistance of the conditions for eligi- bility, the purposes of the Program, and the various steps associated with the rehabilitation process. - Collects and reviews necessary financial information from applicants, and conducts inspections of dwellings in conjunction with a County of Santa Clara Housing Rehabilitation Specialist. - Recommends loans to the Town Loan Committee; upon approval, prepares the necessary documentation to process the loan. Advises homeowners on the selection of contractors and on the terms and conditions of the approved loan. - Monitors homeowners' loan payments and advises those who become delin- quent in payments. - Monitors contractors' work, assists in settling disputes between con- tractors and homeowners, and authorizes payments to contractors. - Receives, records and disburses loan and grant proceeds. Maintains attendant records and prepares periodic reports concerning Program activities. - Serves as staff to the Rental Mediation Board which assists with the administration of the Rental Dispute Ordinance. This function includes arranging meetings, preparing agendas, and assisting the Board in the conduct of the sessions. - Performs other related duties as assigned. Housing Specialist Page 2 MINIMUM QUALIFICATIONS Education and Experience: Equivalent to a Bachelor's Degree in business administration, economics, social science, or a related curriculum. Rnowledae of: Basic purposes and processes concerning housing rehabili- tation programs; and basic terminology and procedures concerning home financing. Ability to: Accurately comprehend and effectively communicate the purposes, procedures and qualifications associated with the Program; prepared and present reports; maintain complete and accurate records; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Town of Los Gatos ENGINEERING AIDE DEFINITION July 1982 Engineering Aide positions perform a variety of semiskilled, sub - professional engineering tasks involving land surveying, traffic engineering, drafting and public works inspection. Work is normally performed under close supervision except where assignments entail routine or repetitive tasks. As incumbents gain experience in certain fields, work is performed without immediate supervision. Incumbents do not direct the work of other employees. DISTINGUISING CHARACTERISTICS This classification is distinguished from higher-level, sub - professional engineering classes in that it is the entry level to the series where incum- bents perform the most routine tasks under the supervision of a professional engineer or a journey -level technician. EXAMPLES OF DUTIES - Serves as a rod or chainman with engineering survey parties; may also operate survey equipment in a training capacity. - Performs basic drafting work such as annexation maps, and maintains map files, plans and field survey books. - Assists in traffic engineering surveys by setting counters and taking manual counts; tabulates and plots the field data collected for analysis of traffic patterns and flow. - Monitors activity on surety bonds by means of processing status inquiries, preparing acceptance certificates and completion notices, and issuing orders for the release of bonds and retention funds. - As directed, responds to inquiries and complaints concerning engineering problems; makes field inspections to examine the source of complaints and reports on findings. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade, including or supplemented by courses in advanced mathematics and drafting; and one year of experience in field survey or drafting work. Additional, qualifying advanced education may be substituted for the desired experience. Knowledge of: Basic principlers, techniques and equipment involved in land surveying and drafting. Engineering Aide Page 2 Ability to: Accurately make basic engineering computations, field survey notes and draftings; follow written and verbal instructions; develop a working understanding of relevant Department programs and policies, work in inclement weather; and maintain effective working relationships with those contacted in the course of work. Driver's Licensee Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos CLERK - TYPIST DEFINITION July 1982 Clerk - Typist positions perform general typing and clerical work of moderate difficulty and represent the experienced, entry -level class in the Town's clerical series. Work is performed under close to general supervision depending upon the assignment. DISTINGUISHING CHARACTERISTICS This classification is distinguished from the next higher level of Senior Clerk- Typist in that the latter performs duties requiring greater typing skill, greater job knowledge, and the ability to perform a substantial segment of their duties without direct supervision. EXAMPLES OF DUTIES - Types a variety of correspondence, forms, legal documents, reports, financial or statistical statements and technical specification from dictating equipment, clear copy, or draft. - Maintains files. - Provides basic information by telephone or in person. - Researches records for information and prepares basic summaries and tabulations. - Codes items for posting, entering or listing; and makes basic arith- metical calculations. - Receives and receipts for cash payments and balances cash receipts. - Operates a variety of office equipment, including typewriters, calcu- lators, dictating equipment, and word processors. - Performs other related duties as assigned. MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and one year of general clerical experience. Knowledge of: Office practices and procedures; basic mathematics, correspondence forms and correct punctuation, spelling, grammar and vocabulary; and basic records retention systems. Ability toe Operate a variety of office equipment; develop a general knowledge of division or department operations; follow written and Clerk- Typist Page 2 verbal instructions; type at a speed of not less than 40 net words per minute from clear copy; and maintain effective working relationships with those contacted in the course of work. Driver's License: Possession of a valid appropriate State of California driver's license. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos SECRETARY DEFINITION July 1452 Secretary positions perform a variety of clerical support functions for a major division or office. Work is performed under general supervision. Incumbents may direct the work of other clerical employees on an intermittent or project basis. DISTINGUISHING CHARACTERISTICS This class is distinguished from lower -level clerical classes by the additional function of performing secretarial duties for division managers and their staffs. It differs from the next higher class of Administrative Secretary in that Secretaries will normally assume lesser amounts of administrative detail from managers and do not regularly direct the work of other clerical employees. EXAMPLES OF DUTIES - Performs secretarial and general clerical functions for a division manager and staff which involve independent judgment and a thorough knowledge of unit operations. - Provides a variety of information which, depending upon job assignment, may entail knowledge of specialized and technical subject matter. - Responds to correspondence which may involve composition by the incumbent. - Types material from handwritten notes, copy, dictating machine, or short- hand notes. - Collects and tabulates a variety of data for projects and studies. - Establishes and maintains comprehensive records systems. - Arranges appointments, meetings, conferences and trips for the department manager and staff. - Screens telephone calls and visitors. - Prepares purchase requisitions, expense statements, and related trans- actions. - May attend meetings, record proceedings, and prepare summaries or minutes. - May direct the work of other clerical personnel on an intermittent or project basis. - Operates a variety of office equipment, including typewriters, dictating equipment, calculators, and word processors. - Performs other related duties as assigned. Secretary Page 2 MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and three years of responsible experience in clerical and secretarial work. Additional qualifying education may be substituted for up to one year of the desired experience. Knowledge of: The functions and procedures of the operating unit and of the Town; principles of office management; basic mathematics; correspon- dence forms and correct punctuation, spelling, grammar and vocabulary; and records retention systems and modern office equipment. Ability to: Coordinate office clerical functions; work independently; make decisions on procedural matters with only limited direction received; take shorthand at a speed of 90 words per minute and transcribe at a rate of 30 words per minute; type at a speed of not less than 60 words per minute from clear copy; and maintain effective working relationships with those con- tacted in the course of work. APPROVED BY COUNCIL ACTION on DAVID R. MORA, Town Manager /Personnel Director Date Town of Los Gatos ADMINISTRATIVE SECRETARYT DEFINITION July 1982 Administrative Secretary positions perform a variety of difficult and complex support functions in behalf of department heads and their staffs. Work is performed under general supervision. Incumbents may direct the work of other clerical employees either on a regular or intermittent basis. DISTINGUISHING CHARACTERISTICS This classification is distinguished from lower -level clerical classes in the performance of advanced secretarial functions and of significant administrative detail. EXAMPLES OF DUTIES - Performs secretarial and general clerical functions for a department head and staff which involve independent judgment and a thorough knowledge of departmental operations. - Provides a variety of information which, depending upon job assignment, may entail knowledge of specialized and technical subject matter. - Initiates and responds to correspondence which may involve composition by the incumbent. - Types material from handwritten notes, copy, dictating machine or shorthand notes. - Collects and tabulates a variety of data for projects, studies and budget review, and may consolidate such data into preliminary report form. - Establishes and maintains comprehensive records systems, and may deveop reports based upon data provided by such systems. - Arranges appointments, meetings, conferences and trips for department heads and staff. - Screens telephone calls and visitors. - Prepares requisitions, expense statements and related transactions. - May attend meetings, record proceedings and prepare summaries or minutes. - May direct the work of other clerical personnel, including the responsi- bility for work assignments and priorities. - Operates a variety of office equipment including typewriters, dictating equipment, calculators, and word processors. - Performs other related duties as assigned. Administrative Secretary Page 2 MINIMUM QUALIFICATIONS Education and Experience: Equivalent to completion of the twelfth grade and four years of responsible experience in clerical and secretarial work. Additional qualifying education may be substituted for up to one year of the desired experience. Knowledge of: The functions and procedures of the operating unit and of the Town; principles of office management; basic mathematics, correspon- dence forms and correct punctuation, spelling, grammar and vocabulary; and records retention systems and modern office equipment. Ability to: Manage and coordinate office clerical functions; work inde- pendently; make decisions on procedural matters with only limited direction received; type at a speed of not less than 60 net words per minute from clear copy; and maintain effective working relationships with those contacted in the course of work. NOTE: The ability to take shorthand and the speed required shall be established for the individual position based upon the operational needs of the department. APPROVED BY COUNCIL ACTION on June 21, 1982. DAVID R. MONA, Town Manager /Personnel Director Date