Job Description

COUNCIL REPORTER COORDINATOR

JOB CODE 01050

Effective Date:	12/92A

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to supervise the activities of the Council Reporters and secretaries providing staff support in the City Clerk Department, Administrative Services Division. Work involves the resolution of work related problems; work scheduling, selection, training and evaluation of employees; and the proofing of Council agendas, Record of Council, and related correspondence to ensure accuracy. Work is performed with independence within established policies and procedures. This class reports to a Deputy City Clerk.

ESSENTIAL FUNCTIONS:

• Supervises employees responsible for taking shorthand notes at the Council formal and recessed sessions, preparing the Record of Council, and the Council agenda, and secretaries providing staff support to the division;
• Develops and writes policies, standards, and procedures relating to equipment;
• Ensures the correct agenda placement of Citywide requests for Council action, following established sequence;
• Manages the reformatting into the agenda document of Citywide requests for Council action submitted by computerized electronic mail;
• Verifies Council agendas prior to printing to ensure accuracy and conformance to established format;
• Plans, organizes, and schedules work of staff involved in administrative functions and preparation of City Council agendas and in writing the official record of these meetings for the Administrative Services Division of the City Clerk Department;
• Answers inquiries from City staff and the public regarding Council weekly formal, biweekly recessed, and special agendas and action take at those meetings;
• Manages preparation of the Record of Council, the official report of formal, recessed, and special City Council meetings;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Principles and practices of personnel management and supervision.
• Modern office management practices and operations of office equipment.
• City Council proceedings.
• Business English, spelling, and grammar.

Ability to:

• Perform a broad range of supervisory responsibility over others.
• Work independently within established procedures and policies.
• Work closely and cooperatively with other City employees and the public.
• Operate a variety of office equipment requiring continuous or repetitive arm-hand movements.
• Enter data or information into a terminal, PC or other keyboard device.
• Produce written documents and reports in the English language with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Communicate in the English language with individuals in a face-to-face one-to-one setting or by telephone.
• Comprehend and make inferences from materials written in the English language.

Additional Requirements:

• Some positions will require the performance of other essential and marginal functions depending upon work assignment.

ACCEPTABLE EXPERIENCE AND TRAINING:
Three years of work experience as a Council Reporter, including one year of supervisory experience of a clerical function. Other combinations of education and experience that meet the minimum requirements may be substituted.