CITY OF CARMEL-BY-THE-SEA

Council Report
February 3, 2014
To:

Honorable Mayor, Members of the City Council

Douglas J. Schmitz, City Administrator

From:

Sullivan Carey-Lang, Special Projects Manager

Subject:

Consideration of a Resolution Adopting a Revised Job Description for the

Administrative Coordinator (Public Works and Community Building and
Planning)

RECOMMENDATION(S):
Adopt by Resolution, revised job descriptions for the Administrative Coordinator (Public
Works) and Administrative Coordinator (Community Building and Planning).
EXECUTIVE SUMMARY:
Staff is proposing a revision of the job description of the Administrative Coordinator (Public
Works) and Administrative Coordinator (Community Building and Planning) to more
accurately reflect the job duties and responsibilities of the position.
ANALYSIS/DISCUSSION:
The position of Administrative Coordinator position in the Public Works Department is
currently vacant while the Administrative Coordinator in the Community Building and Planning
Department is currently filled by temporary staffing.
The duties described in the current job description (Attachment A) place a heavy emphasis on
the secretarial aspects of the job, but do not adequately address the specifics of the
departments needs.
By revising the general job description of Administrative Coordinator and creating the subclasses it will allow the City to recruit the candidates with the experience and knowledge most
closely related to the Departments needs.
The Administrative Coordinator position and salary in both departments were approved by the
City Council as part of the Fiscal Year (FY) 2014-2015 operating budget.
FISCAL IMPACT:
The City has salary savings due to vacant positions in an amount sufficient to accept the
increase in salary.
Budgeted:
Funding Source:
Yes
General Fund

City Council Meeting February 3, 2015

Page 79

Agenda Item: 7.E

Page 1

PREVIOUS COUNCIL ACTION/DECISION HISTORY:

The City Council adopted Fiscal Year 2014-15 Operating Budget in June approving the
funding and position.

ATTACHMENTS:

1. Attachment A- Current Administrative Coordinator Job Description

2. Attachment B - Proposed Administrative Coordinator (Public Works) Job Description
3. Attachment C- Proposed Administrative Coordinator (Community Planning and
Building) Job Description
APPROVED:

Date:
dministrator

City Council Meeting February 3, 2015

Page 80

A~~ /s-

Agenda Item: 7.E

Page 2

RESOLUTION 2014-

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

ADOPTING THE REVISED JOB DESCRIPTION FOR THE ADMINISTRATIVE
COORDINATOR (PUBLIC WORKS) AND ADMINISTRATIVE COORDINATOR
(COMMUNITY BUILDING AND PLANNING) POSITION
WHEREAS, the City Council approved the position of Administrative Coordinator with the
adoption of the Citys Fiscal Year (FY) 2014-15 operating budget; and
WHEREAS, the job duties described in the current job description do not adequately address
essential functions of the position; 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:
Adopt the revised Job Description for the Administrative Coordinator (Public Works) and
Administrative Coordinator (Community Building and Planning).
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
this 3 day of February, 2015 by the following roll call vote:
rd

AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ABSTAIN:

COUNCIL MEMBERS:

APPROVED

ATTEST:

____________________
Victoria Beach, Mayor ProTem

________________________
Lee Price, MMC

Interim City Clerk

City Council Meeting February 3, 2015

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Agenda Item: 7.E

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Attachment A
CITY OF CARMEL-BY-THE-SEA
ADMINISTRATIVE COORDINATOR

Definition
Under general supervision, to perform a variety of responsible secretarial and administrative
duties in support of assigned City Department, Department Director, and Department staff; 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.
Supervision Exercised
May exercise technical and functional supervision over lower level secretarial and clerical
staff.
Examples of Important and Essential Duties
Attend to and process administrative details not requiring the immediate attention of assigned
staff members; open and process sensitive mail and correspondence; independently respond
to and compose routine letters and general correspondence and prepare reports pertaining to
standard policies.
Perform responsible and difficult secretarial and administrative work involving the use of
independent judgment and personal initiative; perform varied and responsible secretarial
duties to assist in the processing and completion of administrative operations for assigned
staff.
Serve as a resource and information source regarding Department policies, procedures,
objectives, and operational functions; receive and interview office visitors and telephone
callers; answer questions and provide information where judgment, knowledge and
interpretations are utilized; resolve complaints; refer caller to appropriate source as
necessary.
Receive, compile, and organize information for the preparation of correspondence,
documents, and reports as assigned; prepare a variety of correspondence, documents, and
reports including those pertaining to confidential, sensitive, and other matters.
Prepare information needed in administrative decisions and in facilitating the implementation
of Department policies and programs; research, collect, compile, tabulate, analyze, and
summarize data and information pertaining to specified activities, operations, or functions as
assigned; prepare a variety of fiscal, statistical, and administrative summaries and reports.
Maintain detailed calendar of Department activities and for assigned staff; arrange interviews,
appointments, schedules, conferences, travel arrangements, and itineraries.

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 4

Examples of Important and Essential Duties (continued)

Take and transcribe minutes at regular and special meetings and designated committees and
commissions; prepare meeting packets for distribution; represent the assigned department in
meetings and groups as assigned.
Establish and maintain complete records and files including financial, budget, personnel,
operational, and administrative records.
Coordinate, supervise, and monitor special projects, assignments and activities as assigned;
maintain control files on matters in progress and expedite their completion.
Participate and assist in the administration of the assigned office; recommend organizational
or procedural changes affecting support activities; recommend improvements in work flow,
procedures, and use of equipment and forms.
Operate modern office machines and equipment including word processors, typewriters,
printers, copiers, calculators, and FAX machines; routinely use a full range of word processing
and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare
purchase orders.
Assist in the preparation and monitoring of Department's budget including to secure purchase
orders, process invoices, monitor account balances, and perform account transfers.
Maintain and account for limited office funds including petty cash fund.
Determine and collect fees; complete deposits.
Input, update, and verify payroll information.
Attend and participate in staff meetings and related activities; attend workshops, conferences,
and classes to increase professional knowledge.
When assigned to Community and Cultural:
Serve as landlord/property manager for assigned facilities; book room rentals; prepare lease
agreements; invoice rent; resolve tenant problems; respond to other landlord/tenant issues as
needed.
When assigned to Fire:
Receive and document emergency and non-emergency radio and telephone calls for fire and
ambulance assistance; dispatch personnel and equipment.
Provide basic medical assistance to walk-ins at the Fire Station as necessary.

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 5

Other Job Related Duties

Some positions may operate a two-way radio.
Perform related duties and responsibilities as assigned.
Job Related and Essential Qualifications
Knowledge of:
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.
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 methods, techniques, and programs including spreadsheet and data base
applications.
Practices used in minute taking and preparation.
Basic mathematical principles.
Skill to:
Operate modern office equipment including computer equipment.
Type at a speed necessary for successful job performance.
Take dictation at a speed necessary for successful job performance.
Ability to:
Learn the procedures and functions of assigned position.
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations
including administrative and departmental policies and procedures.
Work under limited supervision within a framework of standard policies and procedures.

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 6

Ability to: (continued)

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 to questions from the public and City personnel regarding policies and procedures
for the assigned area.
Work cooperatively with other departments, City officials and outside agencies.
Perform responsible and difficult administrative and secretarial work involving the use of
independent judgment and personal initiative.
Analyze situations carefully and adopt effective courses of action.
Independently prepare correspondence, memoranda, and minutes of meetings.
Perform mathematical computations quickly and accurately.
Compile and tabulate data and information and prepare summaries and reports.
Plan and organize work to meet schedules and timelines.
Maintain confidentiality of sensitive information and data.
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing
situations and needs.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain, and foster positive and harmonious working relationships with those
contacted in the course of work.
Experience and Training Guidelines:
Any combination equivalent to 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:
Three years of increasingly responsible administrative secretarial experience.
Training:
Equivalent to the completion of the twelfth grade supplemented by specialized secretarial
course work in office practices, management, or business administration.

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 7

License or Certificate:
When assigned to Fire:
Possession of, or ability to obtain, a valid CPR Certificate.
Possession of, or ability to obtain, a valid Emergency Medical First Responder Certificate.
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment.
Effective Date: April, 1995

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 8

Attachment B
CITY OF CARMEL-BY-THE-SEA
ADMINISTRATIVE COORDINATOR
(Public Works)

Definition
Under general supervision, to perform a variety of responsible secretarial and administrative
duties in support of the Public Works 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.
Supervision Exercised
May exercise technical and functional supervision over lower level secretarial and clerical
staff.
Examples of Important and Essential Duties
Attend to and process administrative details not requiring the immediate attention of assigned
staff members; open and process sensitive mail and correspondence; independently respond
to and compose routine letters and general correspondence and prepare reports pertaining to
standard policies.
Perform responsible and difficult secretarial and administrative work involving the use of
independent judgment and personal initiative; perform varied and responsible secretarial
duties to assist in the processing and completion of administrative operations for assigned
staff.
Serve as a resource and information source regarding Public Works policies, procedures,
objectives, and operational functions; receive and interview office visitors and telephone
callers; answer questions and provide information where judgment, knowledge and
interpretations are utilized; resolve complaints; refer caller to appropriate source as
necessary.
Receive, compile, and organize information for the preparation of correspondence,
documents, and reports as assigned; prepare a variety of correspondence, documents, and
reports including those pertaining to confidential, sensitive, and other matters.
Prepare information needed in administrative decisions and in facilitating the implementation
of Department policies and programs; research, collect, compile, tabulate, analyze, and
summarize data and information pertaining to Capital Improvement Projects, Public Works
policies, and Forestry functions as assigned; prepare a variety of fiscal, statistical, and
administrative summaries and reports.
Maintain a detailed calendar of Public Works activities for assigned staff; arrange interviews,
appointments, schedules, conferences, travel arrangements, and itineraries.

City Council Meeting February 3, 2015

Page 87

Agenda Item: 7.E

Page 9

Examples of Important and Essential Duties (continued)

Take and transcribe minutes at regular and special meetings of the Forest and Beach
Commission; assist in preparing meeting packets for distribution; represent the assigned
department in meetings and groups as assigned.
Establish and maintain complete records and files including financial, budget, personnel,
operational, and administrative records.
Coordinate, supervise, and monitor projects, duties and activities as assigned; maintain
control files on matters in progress and work to expedite their completion.
Participate and assist in the administration of the assigned office; recommend organizational
or procedural changes affecting support activities; recommend improvements in work flow,
procedures, and use of equipment and forms.
Operate modern office machines and equipment including word processors, typewriters,
printers, copiers, calculators, and FAX machines; routinely use a full range of word processing
and spreadsheet computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare
purchase orders.
Assist in the preparation and monitoring of the Public Works departmental budget including to
secure purchase orders, process invoices, monitor account balances, and perform account
transfers.
Maintain and account for limited office funds including petty cash fund.
Determine and collect fees; complete deposits.
Attend and participate in staff meetings and related activities; attend workshops, conferences,
and classes to increase professional knowledge.
Maintain and manage the fuel maintenance software program.
Other Job Related Duties
Some positions may operate a two-way radio.
Perform related duties and responsibilities as assigned.
Job Related and Essential Qualifications

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 10

Knowledge of:
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.
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 methods, techniques, and programs including spreadsheet and data base
applications.
Practices used in minute taking and preparation.
Basic mathematical principles.
Skill to:
Operate modern office equipment including computer equipment.
Type at a speed necessary for successful job performance.
Take dictation at a speed necessary for successful job performance.
Ability to:
Learn the procedures and functions of assigned position.
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations
including administrative and departmental policies and procedures.
Work under limited supervision within a 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.
Respond to questions from the public and City personnel regarding policies and procedures
for the assigned area.

City Council Meeting February 3, 2015

Page 89

Agenda Item: 7.E

Page 11

Work cooperatively with other departments, City officials and outside agencies.
Perform responsible and difficult administrative and secretarial work involving the use of
independent judgment and personal initiative.
Analyze situations carefully and adopt effective courses of action.
Independently prepare correspondence, memoranda, and minutes of meetings.
Perform mathematical computations quickly and accurately.
Compile and tabulate data and information and prepare summaries and reports.
Plan and organize work to meet schedules and timelines.
Maintain confidentiality of sensitive information and data.
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing
situations and needs.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain, and foster positive and harmonious working relationships with those
contacted in the course of work.
Experience and Training Guidelines:
Any combination equivalent to 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:
Three years of increasingly responsible administrative secretarial experience.
Education:
Equivalent to an AA Degree supplemented by specialized secretarial course work in office
practices, management, or business administration.
License or Certificate:
Valid California Drivers License.
Possession of, or ability to obtain, a valid CPR Certificate.
Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment.

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 12

Adopted Date: April, 1995

Revisions Effective: February, 2015

City Council Meeting February 3, 2015

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Agenda Item: 7.E

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Attachment C
CITY OF CARMEL-BY-THE-SEA
ADMINISTRATIVE COORDINATOR
(Community Planning and Building)

Definition
Under general supervision, to perform a variety of responsible secretarial and administrative
duties in support of the Community Planning and Building Department and staff; to assist in
planning, organizing, and coordinating support activities, operations, and functions related to
the Department; and to provide general information and assistance to staff and the general
public.
Supervision Exercised
May exercise technical and functional supervision over lower level secretarial and clerical
staff.
Examples of Important and Essential Duties
Attend to and process administrative details not requiring the immediate attention of assigned
staff members; open and process sensitive mail and correspondence; independently respond
to and compose routine letters and general correspondence and prepare reports pertaining to
standard policies.
Perform responsible and difficult secretarial and administrative work involving the use of
independent judgment and personal initiative; perform varied and responsible secretarial
duties to assist in the processing and completion of administrative operations for assigned
staff.
Serve as a resource and information source regarding Department policies, procedures,
objectives, and operational functions; receive and interview office visitors and telephone
callers; assist in the intake, processing, and issuance of Departmental permits; answer
questions and provide information where judgment, knowledge and interpretations are
utilized; resolve complaints; refer caller to appropriate source as necessary.
Receive, compile, and organize information for the preparation of correspondence,
documents, and reports as assigned; prepare a variety of correspondence, documents, and
reports including those pertaining to confidential, sensitive, and other matters.
Prepare information needed in planning decisions and in facilitating the implementation of
Department policies and programs; research, collect, compile, tabulate, analyze, and
summarize data and information pertaining to specified activities, operations, or functions as
assigned; prepare a variety of fiscal, statistical, and administrative summaries and reports.
Maintain a detailed calendar of Department activities for assigned staff; arrange interviews,
appointments, schedules, conferences, travel arrangements, and itineraries.

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 14

Examples of Important and Essential Duties (continued)

Take and transcribe minutes at regular and special meetings for the Historic Resources Board
and Planning Commission; prepare meeting packets for distribution; represent the
Department in meetings and groups as assigned.
Establish and maintain complete records and files including financial, budget, operational, site
plans and building permit records.
Coordinate, supervise, and monitor special projects, assignments and activities as assigned;
maintain control files on matters in progress and expedite their completion.
Participate and assist in the administration of the office; recommend organizational or
procedural changes affecting support activities; recommend improvements in work flow,
procedures, and use of equipment and forms.
Operate modern office machines and equipment including computers, printers, copiers,
calculators, and FAX machines; routinely use a full range of word processing, spreadsheet,
cloud-based, and other applicable computer software applications.
Order, receive, inventory, store, and distribute supplies, forms, and related items; prepare
purchase orders.
Assist in the preparation and monitoring of Department's budget including to secure purchase
orders, process invoices, monitor account balances, and perform account transfers.
Maintain and account for limited office funds including petty cash fund.
Attend and participate in staff meetings and related activities; attend workshops, conferences,
and classes to increase professional knowledge.
Other Job Related Duties
Some positions may operate a two-way radio.
Perform related duties and responsibilities as assigned.
Job Related and Essential Qualifications
Knowledge of:
Principles and practices of basic fiscal, statistical, and administrative data collection and
report preparation.
Basic planning and zoning regulations, permit processes, planning and building applications,
and site maps.
Modern office procedures, methods, and equipment including computer equipment and
applicable software programs.
English usage, spelling, vocabulary, grammar, and punctuation.

City Council Meeting February 3, 2015

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Agenda Item: 7.E

Page 15

Tree removal applications and encroachment permits.

Principles and practices of business letter writing.
Principles and procedures of record keeping.
Principles and techniques used in dealing with the public.
Word processing methods, techniques, and programs including spreadsheet and data base
applications.
Practices used in minute taking and preparation.
Basic mathematical principles.
Skill to:
Operate modern office equipment including computer equipment.
Type at a speed necessary for successful job performance.
Take dictation at a speed necessary for successful job performance.
Ability to:
Learn the procedures and functions of assigned position.
Learn, interpret, and apply pertinent Federal, State, and local laws, codes, and regulations
including administrative and departmental policies and procedures.
Work under limited supervision within a 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.
Respond to questions from the public and City personnel regarding policies and procedures
for the Department.
Work cooperatively with other departments, City officials and outside agencies.
Perform responsible and difficult administrative and secretarial work involving the use of
independent judgment and personal initiative.
Analyze situations carefully and adopt effective courses of action.
Independently prepare correspondence, memoranda, and minutes of meetings.
Perform mathematical computations quickly and accurately.

City Council Meeting February 3, 2015

Page 94

Agenda Item: 7.E

Page 16

Compile and tabulate data and information and prepare summaries and reports.
Plan and organize work to meet schedules and timelines.
Maintain confidentiality of sensitive information and data.
Exercise good judgment, flexibility, creativity, and sensitivity in response to changing
situations and needs.
Communicate clearly and concisely, both orally and in writing.
Establish, maintain, and foster positive and harmonious working relationships with those
contacted in the course of work.
Experience and Training Guidelines:
Any combination equivalent to 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:
Three years of increasingly responsible administrative secretarial experience or some
combination of experience that would be equivalent to this requirement.
A bachelors degree may substitute for two years of this experience.
Training:
Equivalent to the completion of an AA degree supplemented by specialized administrative
course work or experience in business administration, building codes, planning management
or construction trade.
License or Certificate:
Valid California Drivers License.
Possession of, or ability to obtain, a valid CPR Certificate.

Special Requirements:
Essential duties require the following physical skills and work environment:
Ability to work in a standard office environment.
Adopted Date: April, 1995
Revisions Effective: February 2015

City Council Meeting February 3, 2015

Page 95

Agenda Item: 7.E

Page 17