Agenda - Council - 03/12/1996 - Laserfiche WebLink

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Review of Administrative Services Clerical Positions by Linda Waite Smith, Administrative Services Manager March 1996 On January 9,~ 1996, the City Council directed me to study the work flow among the Administrative Services clerical staff and provide two recommendations: 1) How we should use the 1,040 additional clerical hours added in the 1996 budget; and 2) How we can address the request of Accounting Clerk Linda Mayer to be excused from minute taking duties at the Park and Recreation Commission. This report summarizes the information I collected during the interviews and explains my recommendations. The Process The information needed to formulate recommendations came mainly from the people who do the work. I asked each clerical employee in Administrative Services to review her job deserilption and note any discrepancies between the written descriptions and actual job duties. I then interviewed each person for at least an hour, using a structured set of questions. I. distributed a draft report of my conclusions and recommendations to all Administrative Services clerical employees for their review and comment before I produced the final report. I also interviewed the Mayor, each Councilmember, and several other staff members, using another set of questions. Because Administrative Services staff provides backup transcription services to the Police Department, I also interviewed the sergeant, both clerical employees and two officers in that department. "~ What's Working Well in Administrative Services? Most of the Administrative Services clerical employees like the pool concept under which they work. They feel they get along well and function effectively as a team. They like the variety of tasks they do, and the fact that each person can handle a number of different responsibilities. .- They believe that they are especially good at meeting deadlines, despite a number of ' obstacles that will be explained in the next section of this report. They also believe they consistently respond to citizens in a timely, courteous manner.