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12-09-2008 CC Rpt A16COUNCIL AGENDA STAFF REPORT CITY CLERK USE ONLY Meeting Date: December 9. 2008 Public Hearing: ❑ 2008 DEC, -2 PH 1,: 16 Discussion Item: ❑ „I ; ; ^,1 FflK Consent Item ❑ JCi}lisv Fill-Ls December 2, 2008 TO: HONORABLE MAYOR AND CITY COUNCIL MEMBERS FROM: CITY MANAGER SUBJECT: REVISION TO THE FISCAL YEAR 2008/2009 AUTHORIZED POSITIONS RECOMMENDATION: That the City Council Approve the amendment of the 2008/2009 Authorized Positions to change the Administrative Clerk (regular part-time 75%) position assigned to the Finance Department to a full-time Secretary position. 2. Approve appropriations in the amount of $7,500 from General Fund Unreserved Fund Balance to the Finance Department (Administrative Program) regular salaries and fringe benefits. DISCUSSION/JUSTIFICATION: The 2008/09 Authorized Positions assigned to the Finance Department currently includes a regular part-time Administrative Clerk budgeted for 30 hours per week (75%). This position has been in place and staffed for two years. The incumbent employee in this position resigned from City employment, effective as of December 1, 2008, as she is moving out of State. During the two years that the position has been staffed, the duties assigned to this position have evolved from the originally planned entry-level clerical duties to duties that are more appropriately assigned to a journey -level Secretary position. Some of the more complex duties that have been added include: typing and proofreading a variety of complex reports and documents, screening office and telephone callers, responding to complaints and requests for information, assisting with budget preparation, assisting with special projects, assisting in the organization and maintenance of the Finance Department's central filing system and its corresponding retention/destruction schedule, and performing backup duties in the absence of the Administrative Secretary. With the addition of these more complex duties assigned to the position, the Finance Department workload would be best served by increasing the budgeted hours by 10 additional hours per week and filling the position with a full-time Secretary with a salary range of $3,232 to $3,929 in comparison to a full-time Administrative Clerk with a salary range of $2,787 to $3,388. WIN AGENDA DATE: DECEMBER 2, 2008 PAGE TWO SUBJECT: REVISION TO THE FISCAL YEAR 2008109 AUTHORIZED POSITIONS FISCAL IMPACT: Additional appropriations in the amount of $7,500 would be required to fund the full-time Secretary position for the remainder of the budget year. The appropriations would be made from the General Fund Unreserved Fund Balance to the Finance Department (Administrative Program) for regular salaries and fringe benefits. Submitted by: Dougla0N. La Belle, Ciiy Manager Recommended by: Kathy Got�,i; Assistant City Manager