CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

June 5, 2018
CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Maxine Gullo, Assistant City Administrator

APPROVED BY: Chip Rerig, City Administrator

Resolution 2018-057, Authorizing the City Administrator to Establish and Adopt the Job
Descriptions and Salary Ranges for Administrative Technician (At-Will) and
SUBJECT:
Administrative Analyst (At-Will)

RECOMMENDATION:
Adopt Resolution 2018-057 establishing and adopting the job description and salary ranges for:
1. Administrative Technician (At-Will)
2. Administrative Analyst (At-Will)
BACKGROUND/SUMMARY:
In 2016, the City of Carmel-by-the-Sea retained the services of Municipal Resource Group (MRG) to provide a
high-level assessment of the Administration Department. The assessment provided a report that contains
several recommendations for the City Administrator to consider and implement as needed to improve the
efficiencies in the Department’s structure and provide a higher level of customer service to the Village and client
departments.
As the Department has faced transition challenges, staff is working at capacity to provide hands-on customer
service and address internal and external mandates. This has provided the opportunity to review workload,
workflow, and staffing levels and assignments. Staff is recommending a new job series: Administrative
Technician and Administrative Analyst to perform a variety of technical administrative and entry-level analytical
assignments related to the research and analysis of administrative and business management policies and
practices while developing proficiency and experience related to government operations and administration.
The higher level position (Administrative Analyst) is proposed as a succession planning tool for growth
opportunities in the future. As indicated, promotion to the Administrative Analyst is not automatic or guaranteed
and is subject to City Administrator and budget authorization through the City Council process.
Administrative Technician Recommended Range:

$62,473 $65,620 $68,903 $72,349 $75,970

Administrative Analyst Recommended Range:

$72,936 $76,569 $80,402 $84,422 $88,617
FISCAL IMPACT:
The proposed FY 18/19 budget eliminates 1.0 Executive Assistant and adds 1.0 Administration Technician in the
Administration Department.

PRIOR CITY COUNCIL ACTION:

There is not prior City Council action on this matter.

ATTACHMENTS:

Resolution No. 2018-057, Authorizing New Job Description(s)

Attachment #1_Exhibit A_Job Description_Admin Technician_ Admin Analyst
Attachment #2_Exhibit B_Salary Schedule_At Will Classification
 CITY OF CARMEL-BY-THE-SEA Attachment 1
CITY COUNCIL
RESOLUTION NO. 2018-057
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING
THE CITY ADMINISTRATOR TO ESTABLISH AND ADOPT THE JOB DESCRIPTIONS AND SALARY
RANGES FOR ADMINISTRATIVE TECHNICIAN (AT-WILL) AND ADMINISTRATIVE ANALYST (AT-WILL)
WHEREAS, the City Council in accordance with (Carmel-by-the-Sea Municipal Code 2.52.040 (D))
approves jobs, positions and funding job descriptions and salaries; and
WHEREAS, the Administrative Technician (At-Will) and Administrative Analyst (At-Will) are new
positions; and
WHEREAS, adopting permanent Administrative Technician (At-Will) and Administrative Analyst (At-
Will) positions to perform a variety of technical administrative and entry-level analytical assignments related to
the research and analysis of administrative and business management policies and practices while developing
proficiency and experience related to government operations and administration will allow for greater flexibility
and higher levels of customer service within the assigned department; and
WHEREAS, Municipal Code 2.52.520 and amendments thereto provide, among other things, that the
City Council establish the legal current salary range from the salary schedule for each class of position; and
WHEREAS, the California Public Employee’s Retirement Law, at Section 570.5 of the California Code
of Regulations Title 2, requires the City to publish pay rates and ranges on the City’s internet site and the City
Council to approve the pay rates and range in its entirety each time a modification is made; and
WHEREAS, a salary resolution is adopted annually or periodically by the City Council upon review and
recommendation of the City Administrator.
NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

1) Adopt the Job Description Administrative Technician (At-Will) Exhibit A

2) Adopt the Job Description Administrative Analyst (At-Will) Exhibit A
3) Authorize and approve City of Carmel-by-the-Sea current pay rates and ranges (salary schedule)
for City of Carmel-by-the Sea At-Will Employees Exhibit B
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
5th day of June, by the following roll call vote:
AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS: None

ABSENT: COUNCILMEMBERS: None

ABSTAIN: COUNCILMEMBERS: None

SIGNED: ATTEST:

Steve G. Dallas, Mayor Thomas A. Graves, MMC

City Clerk
 Attachment 2

CLASSIFICATION SPECIFICATION FOR

ADMINISTRATIVE TECHNICIAN (At-Will)
ADMINISTRATIVE ANALYST (At-Will)

Class specifications are intended to present a descriptive list of the range of typical duties performed by employees
in the class. Specifications are not intended to reflect all duties performed within the job, and all duties described
are not necessarily performed by all employees in the class.

FLEXIBLY STAFFED SERIES

This is a flexibly staffed series, meaning that incumbents may be promoted by successfully
demonstrating the ability to perform competently at the required level and by meeting the
qualifications for the next higher class. Promotion to a higher level is not automatic or guaranteed and is
subject to City Administrator and budget authorization.

POSITION SUMMARY
Incumbents in this series perform a variety of technical administrative and entry-level professional-level
activities related to the research and analysis of administrative and business management policies and
practices while developing proficiency and experience related to government operations and
administration. Assignments based on the assigned department and related programs, services, and
functions. Incumbents perform duties such as analyzing and tracking data, coordinating programs and
administering budgets, developing and maintaining complex records systems; assessing compliance with
program standards, researching and writing reports; working with community and regional groups, and
making presentations.

DISTINGUISHING CHARACTERISTICS
Administrative Technician is the technical classification in the administrative support family that serves
as a bridge to the administrative analysis job family. Incumbents perform a range of technical and
advanced administrative support duties, as directed by the supervisor. The nature of the work
performed involves complex procedures, systems, and records support functions. Considerable latitude
can be provided to these employees in searching departmental records, databases, and reports, and
determining the manner in which information is organized and presented. Employees may directly
support professional staff in the administration of projects and in the coordination of programs.

Administrative Analyst is the journey-level of the administrative analysis job series. Incumbents typically
provide analytical support to departmental programs and services with a particular emphasis on budget,
organizational and fiscal issues. Employees are expected to apply principles and concepts to work
problems and have more developed writing skills. Responsibilities include assisting in budget
development and expenditure monitoring, gathering data for studies and surveys, and assisting in the
preparation of reports and analyses. Under direction, incumbent prepare and present statistical and
related reports; provide administrative and analytical support; and, make recommendations regarding
budget, program, contract, and / or service delivery modifications. Incumbents may make written and
oral reports to management and the City Council.

Administrative Technician and Administrative Analyst

Page 1
 Attachment 2

ESSENTIAL FUNCTIONS
Administrative Technician
• Provide administrative support for departmental staff; schedule meetings, make travel
arrangements, and prepare agendas and meeting minutes.
• Organize, format, and compile data used for general and departmental use, including statistical
record and program activity summaries.
• Review, compare, proofread, and create abstracts for special reports.
• Design forms, and update filing and recordkeeping systems; suggest changes in existing
department policies or recommend new administrative procedures to improve efficiency.
• Evaluate applications, logs, and submitted documents for compliance with department
procedures; assist in interpreting department requirements to staff and external customers.
• Track and monitor budget actions; assemble, tally, and check balances and changes within
designated accounts.
• Proofread and verify data shown in contracts, purchase orders, invoices, and transactions;
procure supplies and equipment for assigned departmental unit.
• Investigate complaints related to departmental actions and records; formulates and
communicates appropriate responses.
• Prepare reports, memos, letters and other documents from rough draft to final form including
proofreading, editing, formatting and revisions.
• Prepare charts, graphs, and presentations using specialized software functions, including the
integration of media and digital images.
• Conduct internet and intranet searches, database queries, and literature searches; update
departmental websites to provide information to staff and service users.
• Act as liaison with community groups and community-based organizations and agencies;
develop and coordinate work of ad-hoc committees and public participation events.
• Assist professional and administrative support staff with various projects, and technical and
administrative functions.
• Provide technical and administrative support related to bargaining, disciplines and grievances.
OTHER FUNCTIONS

• Perform other duties as assigned.

Administrative Analyst
• May supervise clerical or support staff to include: prioritizing and assigning work; conducting
performance evaluations, ensuring staff are trained; and making hiring, termination and
disciplinary recommendations.
• Provides professional – level staff assistance and preliminary analysis of routine policies
involving organization, procedures, finance and/or services.

Administrative Technician and Administrative Analyst

Page 2
 Attachment 2

• Manages special division level studies and projects, which includes: setting up contracts;
establishing and monitoring timelines; preparing requests for proposals; selecting consultants;
ensuring compliance with applicable regulations, specifications, and/or requirements;
monitoring project budgets; tracking projects; preparing related reports; and, performing other
related duties. May serve as a project lead and provides direction to lower level staff on
assignments.
• Serves as a technical resource for City information in assigned area of responsibility.
• Prepares a wide variety of analytical reports on operations and activities in assigned area of
responsibility.
• Reviews City Council Agenda items; ensures background information and supporting materials
are available; assists departments in maintaining agenda standards.
• Conducts surveys and performs research and statistical analysis; prepares related reports.
• Participates in preparing requests for proposals for outside contractors.
• Assists with budget preparation and administration; assists departments in preparing cost
estimates for budget recommendations.
• Performs related duties of a similar nature or level.
• Provide analytical support related to bargaining, disciplines and grievances.
OTHER FUNCTIONS
• Perform other duties as assigned.

TOOLS AND TECHNOLOGY USED

The following are examples of tools and technology used to perform typical duties; this list is not
exhaustive.

• Computers, including desktops and laptops

• Personal digital assistants (PDA) or electronic organizers
• Scanners and copiers
• Compliance software
• Databases such as Access or SQL queries
• Desktop publishing software
• Multiline telephone systems and conference equipment
• Financial software such as a Financial Management System for processing requisitions and
generating reports
• Email
• Office Suite software such as Microsoft Office, Word, Excel, Power Point

Administrative Technician and Administrative Analyst

Page 3
 Attachment 2

MINIMUM QUALIFICATIONS:

Administrative Technician: Three years of complex and varied administrative and technical support
experience is required. College-level coursework or technical training or certification is highly desirable.

Administrative Analyst: Two years of analytical and professional experience involving analysis, report
preparation, and administrative or operational support. A Bachelor’s degree from an accredited four-
year college or university with a major in Public Administration, Business Administration, or a related
field; or equivalent combination of education and experience. Project management, government
background and a Master’s degree in public administration is preferred, but not required.

Knowledge, Skills, and Abilities

Knowledge of:
• Principles and practices of local governmental services and administration;
• City policies and practices related to the business functions of the department;
• Pertinent State and federal Laws and regulations, and local codes, policies, and standards
related to assignments and projects;
• Principles and practices of budget and program administration;
• Office methods, procedures, software, and equipment applications;
• Research methods and report writing techniques;
• Statistical methods and mathematical computations using software applications;
• Administrative and clerical procedures and systems such as word processing, managing files and
records, designing forms, and understanding other office procedures and terminology;
• Structure and content of the English language including the meaning and spelling of words, rules
of composition, and grammar;
• Principles and processes for providing customer services;
• Effective public relations techniques. Skill in:
• Establishing and maintaining effective working relationships with a variety of people including
department managers, elected officials, employees, the public and volunteers, and consultants,
contractors, vendors, and other public and private parties.
• Effective written and oral communication, including public speaking;
• Analyzing problems, evaluating options, and making sound recommendations;
• Working effectively as part of a group;
• Prioritizing assignments/workload and responding to deadlines.

Ability to:
• Research practices, study factors, infer trends and relationships, and draw conclusions using
analytical methods;
• Evaluate the effectiveness of work programs, policies, and procedures, and make
recommendations for improvement;
• Provide information to supervisors, co-workers, and others by telephone, in written form, email
or in person;
• Use computers and computer systems;
• Perform day-to-day administrative tasks such as maintaining paper and electronic files;
• Gather information by observing, receiving, and filtering various sources;
• Develop and maintain constructive and cooperative working relationships with others;

Administrative Technician and Administrative Analyst

Page 4
 Attachment 2

• Represent the organization to various community groups, legislative and ad-hoc committees,
and regional organizations;
• Plan, organize, and prioritize work;
• Enter, transcribe, record, store and maintain information in written and electronic form;
• Deal directly with the public, including receiving and assisting visitors.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS

Positions in this class typically require: reaching, standing, walking, lifting, fingering, grasping, talking,
hearing, seeing and repetitive motions.

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently,
and/or negligible amount of force constantly to move objects. If the use of arm and/or leg controls
requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time,
the job is rated for Light Work.

Employees work indoors in a computerized office environment, in direct contact with other City
personnel and the public.

SPECIAL REQUIREMENTS
Depending upon the position assignment, may require a valid Class C California driver’s license,
acceptable driving record, and proof of insurance in compliance with the City’s Vehicle Insurance Policy
standards.

In accordance with California Government Code Section 3100, City of Carmel-by-the-Sea employees, in
the event of a disaster, are considered disaster service workers and may be asked to protect the health,
safety, lives, and property of the people of the State.

In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation
to qualified individuals with disabilities and encourages both prospective and current employees to
discuss potential accommodations with the employer.

Representation: EEOC Category: FLSA:

Unrepresented, At-Will Administrative Technician: Administrative Administrative Technician: Exempt
Administrative Analyst: Professional Administrative Analyst: Exempt

Established date: May 28, 2018

Adoption date: June 5, 2018 (pending approval)
Resolution No:

Administrative Technician and Administrative Analyst

Page 5
  

CITY OF CARMEL‐BY‐THE‐SEA
PAY SCHEDULE FOR AT‐WILL CLASSIFICATIONS
EFFECTIVE JULY 1, 2018 (pending approval)

Barg. Effective Minimum Maximum

Grade Classification Resolution #
Unit Date Annual Salary Annual Salary
1 ATWILL City Administrator Resolution 2016‐012 5/2/2016 $      190,000.00

1 ATWILL Assistant City Administrator  Resolution 2017‐019 3/7/2017 $      140,000.00 $ 175,000.00

1 ATWILL Public Safety Director Resolution 2015‐062 8/4/2015 $      154,752.00 $ 181,245.00

ATWILL Public Safety Director Resolution 2015‐040 6/15/2015 $      100,000.00 $ 160,000.00

1 ATWILL Public Works Director Resolution 2015‐062 8/4/2015 $      147,996.00 $ 184,995.00

ATWILL Public Works Director Resolution 2015‐040 6/15/2015 $      100,000.00 $ 160,000.00

2 ATWILL Community Planning and Building Director Resolution 2015‐062 8/4/2015 $      127,500.00 $ 159,375.00

ATWILL Community Planning and Building Director Resolution 2015‐040 6/15/2015 $      100,000.00 $ 160,000.00

2 ATWILL Director of Budgets and Contracts Resolution 2015‐040 6/15/2015 $      100,000.00 $ 160,000.00

1 ATWILL Library and Community Activities Director Resolution 2015‐040 6/15/2015 $      100,000.00 $ 160,000.00

440 ATWILL Library and Community Activities Director Resolution 2015‐040 6/15/2015 $      119,928.00 $  125,916.00 $ 132,204.00 $ 138,816.00 $ 145,764.00

443 ATWILL Police Commander Resolution 2015‐074 9/1/2015 $       121,740.00 $  147,984.00

404 ATWILL Police Commander Resolution 2015‐062 8/4/2015 $       100,200.00 $  121,788.00

AT WILL Finance Manager Resolution 2015‐040 6/15/2015 $      100,000.00 $  160,000.00

459 AT WILL Finance Manager Resolution 2013‐042 8/6/2013 $      100,200.00 $  105,204.00 $ 110,472.00 $ 116,004.00 $ 121,788.00 $ 125,448.00

403 AT WILL Human Resources Manager Resolution 2015‐048 7/7/2015 $         99,720.00 $  104,700.00 $ 109,932.00 $ 115,440.00 $ 121,212.00
AT WILL Human Resources Manager Resolution 2015‐040 6/15/2015 $      100,000.00 $  160,000.00
364 AT WILL Human Resources Manager Resolution 2014‐072 11/3/2014 $         82,080.00 $    86,184.00 $   90,492.00 $   95,016.00 $   99,768.00
314 ATWILL Human Resources Manager Resolution 2013‐042 8/6/2013 $         63,960.00 $    67,164.00 $   70,524.00 $   74,040.00 $   77,748.00 $   80,088.00

403 ATWILL Information Services/Network Manager Resolution 2015‐040 6/15/2015 $         99,720.00 $  104,700.00 $ 109,932.00 $ 115,440.00 $ 121,212.00
ATWILL Information Services/Network Manager Resolution 2015‐040 6/15/2015 $      100,000.00 $  160,000.00
364 ATWILL Information Services/Network Manager $         82,080.00 $    86,184.00 $   90,492.00 $   95,016.00 $   99,768.00

377 ATWILL Environmental Compliance Manager Resolution 2016‐050 7/12/2016 $         87,756.00 $    91,956.00 $   96,552.00 $ 101,388.00 $ 106,452.00

377 ATWILL Project Manager Resolution 2015‐098 11/2/2015 $         87,576.00 $    91,956.00 $   96,552.00 $ 101,388.00 $ 106,452.00
312 ATWILL Project Manager Resolution 2013‐042 8/6/2013 $         71,928.00 $    75,540.00 $   79,296.00 $   83,268.00 $   87,444.00 $   90,072.00

Page 1 of 2
  

CITY OF CARMEL‐BY‐THE‐SEA
PAY SCHEDULE FOR AT‐WILL CLASSIFICATIONS
EFFECTIVE JULY 1, 2018 (pending approval)

Barg. Effective Minimum Maximum

Grade Classification Resolution #
Unit Date Annual Salary Annual Salary
AT WILL City Clerk Resolution 2015‐040 6/15/2015 $      100,000.00 $  160,000.00
400 ATWILL City Clerk Resolution 2014‐030 4/1/2014 $         98,332.00 $  103,140.00 $ 108,288.00 $ 113,700.00 $ 119,388.00
418 ATWILL City Clerk Resolution 2014‐023 3/4/2014 $      107,460.00 $  112,836.00 $ 118,488.00 $ 124,404.00 $ 130,632.00
364 ATWILL City Clerk Resolution 2013‐061 11/5/2013 $         82,080.00 $    86,184.00 $   90,492.00 $   95,016.00 $   99,768.00 $ 102,756.00

366 ATWILL Building Official Resolution 2013‐061 11/5/2013 $         82,896.00 $    87,036.00 $   91,380.00 $   95,952.00 $ 100,752.00 $ 103,776.00

342 ATWILL Deputy City Clerk Resolution 2015‐098 11/2/2015 $         73,536.00 $    77,220.00 $   81,072.00 $   85,128.00 $   89,376.00
316 ATWILL Deputy City Clerk Resolution 2013‐061 11/5/2013 $         64,596.00 $    67,824.00 $   71,208.00 $   74,772.00 $   78,516.00 $   80,880.00

362 AT WILL Senior Human Resources Analyst Resolution 2013‐061 11/5/2013 $         81,264.00 $    85,322.00 $   89,592.00 $   94,068.00 $   98,772.00 $ 101,736.00

3 ATWILL Executive Assistant* $         77,664.00 $   84,000.00

AT WILL Administrative Technician Resolution 2018‐XXX 6/5/2018 $         62,473.00 $    65,620.00 $   68,903.00 $   72,349.00 $   75,970.00

AT WILL Administrative Analyst Resolution 2018‐XXX 6/5/2018 $         72,936.00 $    76,569.00 $   80,402.00 $   84,422.00 $   88,617.00

Notes:
*The Executive Assistant classification will be eliminated through attrition.

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