Administrative Office Specialist Salary $47,088.00 - $66,312.00 Annually Location CA 92651, CA Job Type Regular Full-Time Department Police Department Job Number 201800444 Closing 1/14/2019 11:59 PM Pacific Description The City of Laguna Beach is excited to announce that it is now accepting applications for an experienced, customer-service oriented Administrative Office Specialist to work in the Police Department . The Administrative Office Specialist plays a key role performing a variety of complex clerical support tasks with exceptional proficiency requiring specialized knowledge, skills, and abilities for an assigned City department. Qualified candidates will have : Three years of full-time clerical support experience The ability to type at a speed of 40 words per minute Strong Microsoft Office skills (Word, Excel, Outlook, PowerPoint) Customer service experience Clerical experience in law enforcement or a general municipal setting Experience with invoice processing and/or performing payroll duties Interested candidates must submit an online application by the filing deadline of Monday, January 14, 2019 at 11:59 PM. Applications will be screened carefully and selected applicants will be invited to undergo an interview evaluation of their knowledge, skills and abilities. Additional job-related skills testing may be used to assess an applicant's ability to perform successfully in this position. The appointing authority will further review the job-related qualifications of those deemed eligible for hire before making selection decisions. A candidate selected for this position must successfully complete a thorough reference check/employment verification, background investigation including a fingerprint check, and a pre-employment medical exam including drug testing. Examples of Duties Preparation of reports, memos, Agenda Bills and meeting minutes/notes Preparation of claim vouchers for invoice processing, and department purchase order processing Compilation and preparation of department timesheets for payroll processing Interaction with City vendors, personnel and the general public in person and via telephone Office-supply ordering Interaction with the public in person and via telephone Covering for other clerical staff during absences Departmental mail processing Special projects as assigned Scheduling and report preparation Performs related work as required Minimum Qualifications Education : Graduation from high school or equivalent. Experience : Three years of full-time work experience in the area of general clerical support with strong public contact experience. Supervision, or administrative and technical duties usually related to the department where assigned, or, some experience with the City as a Senior Office Specialist, or Police Records Specialist. License/Certificate Requirements : Due to the performance of some field duties, which may require the operation of a personal or City vehicle, a valid California Driver's license and an acceptable driving record are required. Supplemental Information Required Knowledge & Abilities Knowledge of : office practices and procedures; file maintenance and record keeping systems; proper operation of office equipment, including a personal computer using Windows based software for word processing, spreadsheets, and databases; basic math; appropriate business writing; correct English grammar, spelling; and effective public relations skills. Ability to : Type accurately at a speed of 45 words per minute (net); understand and carry out written and verbal instructions; operate standard office equipment, including a personal computer using Windows based software; ability to learn and understand pertinent procedures and functions quickly as related to division and/or department operations; furnish accurate information to others; perform under minimal supervision using appropriate judgment; work effectively under pressure in a busy office environment with frequent interruptions; accept responsibility and accountability for the performance of duties; maintain effective and cooperative working relationships with those encountered in the performance of duties, including the general public. BENEFITS FOR EMPLOYEE MEMBERS OF THE LAGUNA BEACH MUNICIPAL EMPLOYEES' ASSOCIATION [Current MOU Governs January 1, 2016 June 30, 2019] This report is for informational purposes only. Page 1 of 5 Regular Full-Time ~~SALARY AND COMPENSATION ~~ Pay Plan: The basic pay ranges are composed of eight (8) steps, with each step varying by approximately five percent (5%). Salary Adjustments: Effective 1/4/16 3.5%; 07/01/17 3%; 07/01/18 3% Acting Pay: Employees will receive an additional five percent (5%) of their current base salary for working out of classification for fifteen (15) or more consecutive workdays. Exceptional Performance Pay: Employees may be recommended for an early step advancement or performance bonus pay if merited. Bonus pay is a lump sum amount of up to five percent (5%) of gross annual salary. Overtime/Compensatory Time: Employees shall receive compensatory time off or pay at the rate of time and one-half for all hours in excess of forty (40) hours actually worked. Maximum accumulation for employees other than lifeguards is twenty-four (24) hours. Full-time lifeguards may accrue up to ninety-six (96) hours. Assignment Pay: A five percent (5%) assignment pay increment in salary will be provided to employees who take minutes on a regular basis at certain designated City meetings. ~~LEAVE TIME~~ Vacation: Each full-time regular and probationary employee shall accrue vacation leave with pay as follows: 0 to 5 years of service: 96 hours per year 6 to 9 years of service: 136 hours per year 10 + years of service: 176 hours per year There are two vacation banks. Vacation accrued prior to June 24, 2013 may be paid at the straight time hourly equivalent salary rate in lieu of time off at the employee's rate of pay as of June 23, 2013. Vacation accrued on or after June 24, 2013 is subject to a 400 hour cap. Any vacation accrual above 400 hours will be paid each December at the straight time hourly equivalent salary rate in lieu of time off. Aside from the December pay-out, vacation time may BENEFITS FOR EMPLOYEE MEMBERS OF THE LAGUNA BEACH MUNICIPAL EMPLOYEES' ASSOCIATION (Regular Full-Time) continued This report is for informational purposes only. Page 2 of 5 be paid at the above-noted rates in lieu of time off with the Department Head and City Manager's approval. Sick: Every full-time, regular and probationary employee shall accrue sick leave time at the rate of eighty (80) hours per year. Unused sick leave may be accumulated without limit. Use of accrued sick leave is permitted in accordance with Federal and State laws to care for an ill parent, spouse or child. Payment for Unused Sick Leave: There are three sick leave banks with varying cash-out rates as follows: 1. Sick leave earned before June 13, 1988 ("Old" sick leave) 50% rate of pay as of June 23, 2013; 2. Sick leave earned June 13, 1988 through June 23, 2013 100% rate of pay as of June 23, 2013; 3. Sick leave earned on or after June 24, 2013 50% rate of pay. Sick leave earned in the second bank must be used before the other two sick leave banks. Holidays: Employees receive eighty (80) hours for ten (10) paid holidays per year. Employees who work an alternate work schedule, e.g. 9/80 plan: When a holiday falls on a regularly scheduled day off, the first work day following the observed holiday shall be deemed to be a holiday, e.g. Tuesday when the observed holiday falls on a Sunday or Monday. For those employees who work in City Hall, if a holiday falls on a regularly scheduled Friday off, eight (8) hours shall be banked in the employee's vacation leave bank. Bereavement: Employees will be paid twenty-four (24) hours per incident (fortyeight (48) hours maximum per year) for the death or terminal illness of an immediate family member of the employee, the employee's spouse or domestic partner. ~~MISCELLANEOUS BENEFITS~~ Retirement: Non-Safety Members: Miscellaneous members hired before January 1, 2013 are under the California Public Employees Retirement System ("CalPERS") two and one-half percent at fifty-five (2.5% @ 55) defined benefit plan. The following optional benefits are in effect: One (1) Year Final Compensation, Service Credit for Unused Sick Leave and the 1959 Survivors Benefit Level IV. Employees in this tier pay the full eight percent (8%) member contribution. BENEFITS FOR EMPLOYEE MEMBERS OF THE LAGUNA BEACH MUNICIPAL EMPLOYEES' ASSOCIATION (Regular Full-Time) continued This report is for informational purposes only. Page 3 of 5 In accordance with The California Pension Reform Act of 2013 (PEPRA), the following retirement benefits are available to employees hired on or after January 1, 2013 as follows: Existing, or "Classic" Miscellaneous Members employees hired on or after January 1, 2013 who are determined to be existing or "classic" members of CalPERS shall be under the CalPERS two and one-half percent at fifty-five (2.5% @ 55) defined benefit plan. Classic members receive the same optional benefits as those noted above and also contribute the full eight percent (8%) towards the member contribution. "New" Members employees hired on or after January 1, 2013 who are "new" CalPERS members or who have been out of the CalPERS system for six (6) months or longer shall be covered by the CalPERS two percent at sixty-two (2% @ 62) defined benefit plan. The following optional benefits are in effect: Three (3) Years Final Compensation, Service Credit for Unused Sick Leave and the 1959 Survivors Benefit Level IV. "New" members are required to contribute at least fifty percent (50%) of the total normal cost of their retirement benefit. Currently this rate is six and one quarter percent (6.25%) of pensionable income. Safety Members: Other Safety members (Regular Marine Safety) hired prior to January 1, 2013 are covered by the three percent at fifty-five (3% @ 55) defined benefit plan. The following optional benefits are in effect: One (1) Year Final Compensation, Service Credit for Unused Sick Leave and the 1959 Survivors Benefit Level IV. Employees pay the full nine percent (9%) member contribution in addition to amounts paid towards the employer contribution as described below: Effective 1/4/16, members contribute an additional 1% towards the employer contribution for a total contribution of ten percent (10%). Effective 7/1/17, members contribute an additional 1% towards the employer contribution for a total contribution of eleven percent (11%). In accordance with The California Pension Reform Act of 2013 (PEPRA), the following retirement benefits are available to employees hired on or after January 1, 2013 as follows: Existing, or "Classic" Other Safety members (Regular Marine Safety) hired on or after January 1, 2013 who are determined to be existing or "classic" members of CalPERS shall be covered by the CalPERS three percent at fifty-five (3% @ 55) defined benefit plan. Classic members receive BENEFITS FOR EMPLOYEE MEMBERS OF THE LAGUNA BEACH MUNICIPAL EMPLOYEES' ASSOCIATION (Regular Full-Time) continued This report is for informational purposes only. Page 4 of 5 the same optional benefits and pay the same towards employee and employer member contributions as those listed above. "New" Other Safety members (Regular Marine Safety) hired on or after January 1, 2013 who are new CalPERS members or who have been out of the CalPERS system for six (6) months or longer shall be covered by the CalPERS 2.7% @ 57 defined benefit plan. The following optional benefits are in effect: Three (3) Years Final Compensation, Service Credit for Unused Sick Leave and the 1959 Survivors Benefit Level IV. "New" members will be required to contribute at least fifty percent (50%) of the total normal cost of their retirement benefit. Currently this rate is eleven and one-half percent (11.5%) of pensionable income. Please reference the CalPERS website, www.calpers.ca.gov, for an explanation of benefits. Health: City pays one hundred percent (100%) for employee only coverage. City pays eighty percent (80%) for dependent coverage with the employee responsible for the remaining twenty percent (20%). The City's maximum contribution for premium sharing is limited to the amount contributed by the City for the HMO family rate. Medical and Dental coverage is provided for domestic partners. Medical and Dental coverage is offered for eligible retired employees who elect this option. The employee is responsible for the entire premium. A medical insurance waiver program is available for employees covered by medical insurance other than the City's medical insurance. The program pays sixty percent (60%) of the monthly HMO employee only rate on a biweekly basis. RHS: The City, on the employee's behalf, will contribute one hundred dollars ($100) per month to a Retirement Health Savings Plan (RHS) managed by the International City Management Association (ICMA). Aside from "old" sick leave, all accrued sick leave will be deposited into the employee's RHS account upon retirement from City service at the rates identified above under "Payment of Unused Sick Leave". Additionally, subject to certain terms and conditions, employees may cash in accrued sick leave into their RHS accounts twice a year. Disability: A fifty thousand dollar ($50,000) group term Life and Accidental Death and Dismemberment policy is provided. Long Term Disability insurance coverage consists of sixty percent (60%) of the first five thousand ($5,000) of monthly salary after the employee's sick leave is exhausted and a sixty (60) calendar day elimination period has been satisfied. BENEFITS FOR EMPLOYEE MEMBERS OF THE LAGUNA BEACH MUNICIPAL EMPLOYEES' ASSOCIATION (Regular Full-Time) continued This report is for informational purposes only. Page 5 of 5 Employee Assistance Program: The City contracts with an Employee Assistance Program which provides confidential counseling and referrals to employees and their families, free of charge. Education Reimbursement Program: The City administers an educational reimbursement program for eligible employees. Reimbursement is limited to one thousand dollars ($1,000) per fiscal year and eligible expenses. The program is subject to budgetary constraints. Alternate Work Schedule: City Hall is currently operating on a 9/80 work schedule. Other work schedules may be available including, but not limited to, a 4/10, 9/80, 5/8 or other work schedule which may suit the operational needs of the City. Alternate work schedules are subject to City Manager approval. 01 Applicants responses to the following supplemental questionnaire will be evaluated for inclusion in the selection process for the Administrative Office Specialist position. Please provide answers that are complete and truthful. Comments such as "see resume" or "see application" in lieu of completed responses will lead to an application being considered incomplete. Please click 'yes' indicating that you have read and understood the above instructions. Please click 'no' indicating that you have not read or do not understand the above instructions. 02 What is the highest level of education that you have completed? Some high school High school diploma or equivalent Some college Associates Degree Bachelor's Degree Graduate Degree 03 How many years of full-time general clerical support including strong public contact experience do you have? I have no experience in this area Less than one year of experience One year, but less than two years Two years, but less than three years Three years, but less than four years Four years, but less than five years Five years or more 04 Please describe your full-time general clerical support experience, including your strong public contact experience. (If you have no experience in this area, please enter 'n/a.') 05 Please describe your experience using the Microsoft Office suite (Word, Excel, PowerPoint, and Outlook). Provide examples of tasks you have performed with each software. (If you have no experience in this area, please enter 'n/a.') 06 Describe your experience performing payroll duties and/or invoice processing. (If you have no experience in this area, please enter 'n/a.') 07 Describe any prior experience that you may have in a law enforcement setting, or municipal/related government setting. (if you have no experience in this area, please enter 'n/a.') 08 Please describe your customer service experience, and provide examples of how you have provided excellent customer service. (If you have no experience in this area, please enter 'n/a.') 09 DISQUALIFYING FACTORS 1. Any false statement or any omission of information, either on the employment application, the personal history statement or verbally to the oral board or the background investigator is disqualifying or grounds for termination of employment. 2. Unlawful sales of any drug or narcotic (including marijuana). 3. Any convictions for theft or theft-related offenses. 4. Any felony conviction. 5. Applicants on criminal probation at the time of intended hire. 6. Applicants with a DUI conviction within the past three years. 7. Lack of a valid driver's license. 8. Being at fault in three traffic accidents within the past five years. 9. Any sex acts perpetrated against the will of the other party. 10. Any sex acts in which the applicant was an adult and the other party was under 14 years old. 11. Suicide attempts. 12. Failure to keep assigned appointments. 13. Failure to submit all documentation in a complete, neat and timely fashion. MAY BE DISQUALIFYING 1. Any pending criminal/civil cases. 2. Any adult misdemeanor conviction. 3. Adult convictions for three moving violations within the past three years. 4. Any failure to appear on driving record. 5. Violation of CVC 16028 (A) Mandatory Vehicle Insurance. 6. Applicant under psychological care. 7. Military discipline: Article 15/Court Martials/General or Dishonorable discharge. 8. Unlawful use of any drug or narcotic. You will be questioned regarding the above factors during the polygraph examination. BY CHECKING "YES" BELOW, I AM ACKNOWLEDGING THAT I HAVE READ AND UNDERSTAND THE INFORMATION PROVIDED ABOVE. Yes No Required Question Agency City of Laguna Beach Address 505 Forest Avenue Laguna Beach, California, 92651 Phone (949) 497-0324 (949) 497-0311 Website