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G63-99 Ordinance No. G63-99 AN ORDINANCE AMENDING THE PAY PLAN FOR THE CLERICAL/TECHNICAL EMPLOYEE GROUP OF THE CITY OF ELGIN BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF ELGIN, ILLINOIS : Section 1 . That Ordinance No. S15-98 entitled "An Ordinance Establishing a Pay Plan for the Clerical/Technical Employee Group of the City of Elgin" be and is hereby further amended by amending Section 1 thereof as follows : The position of "Bilingual Clerk/Typist" at Range 6S be and is hereby added. Section 2 . That all ordinances or part of ordinances in conflict with the provisions of this ordinance be and are hereby repealed. Section 3 . That this ordinance shall be in full force and effect immediately after passage and publication in the manner provided by law. s/ Ed Schock Ed Schock, Mayor Presented: October 27, 1999 Passed: October 27, 1999 Omnibus Vote : Yeas 7 Nays 0 Recorded: October 28, 1999 Published: October 29, 1999 Attest : s/ Dolonna Mecum Dolonna Mecum, City Clerk L.c?K of t<c/ti City of Elgin Agenda Item No. r • iqp ; _4„,„ ,0, October 1, 1999 TO: Mayor and Members of the City Council FROM: Joyce A. Parker, City Manager SUBJECT: Creation of Bilingual Clerk/Typist Position in the Clerical/Technical Employee Group Ordinance PURPOSE The purpose of this memorandum is to provide the Mayor and members of the City Council with information for revising the Clerical/Technical Employee Group Ordinance to create a Bilingual Clerk/Typist position. If created, the budgeted yet vacant regular Clerk/Typist position in the Department of Code Administration and Development Services would be filled with this new Bilingual (English/Spanish) Clerk/Typist position. BACKGROUND rik The position for the Clerk/Typist has been vacant since October 1998 . It is presently being filled with a temporary bilingual clerk hired through an employment agency. The Code Enforcement Officers, Zoning Officer, Development Services staff, and the general public have expressed a growing need for more assistance in translations and interpretations. The creation of a Bilingual Clerk/Typist position will be necessary to address this need on a permanent basis . This new position would be in addition to the current Clerk/Typist position. Its job description would be similar to the existing job description for the regular Clerk/Typist but would add the requirement that the candidate be fluent in English and Spanish (see Attachment A) .. COMMUNITY GROUPS/INTERESTED PERSONS CONTACTED The general public and personnel in the department have expressed their interest in more translation assistance . FINANCIAL IMPACT ("A' Funds for this position are presently budgeted in account number 010-1604-717 . 01-01 (approximately $24, 000 plus benefits) . There is no change in the compensation for this position. r • • Bilingual Clerk/Typist Position October 1, 1999 Page 2 LEGAL IMPACT 1014( None . ALTERNATIVES The alternative is to not amend this ordinance and instead have only one Clerk/Typist job description within the Clerical/Technical Group. RECOMMENDATION It is recommended that the City Council amend the Clerical/Technical Employee Group Ordinance to create a Bilingual Clerk/Typist position. r - .ectfully submitte J.Ar ce Parker City Manager JAP/mtb Attachments CITY OF ELGIN CLASS SPECIFICATION Attachment A BI-LINGUAL CLERK/TYPIST DISTINGUISHING FEATURES OF WORK: Under direct supervision, serves as main clerical staff for an operating division or as a member of the secretarial staff of a larger department; performs varied typing activities requiring some independent judgement on content and format; assists department staff by translating (English/Spanish) as needed; performs a variety of clerical activities which permit a limited choice of procedures and independence of action in the disposition of routine matters. ILLUSTRATIVE EXAMPI PS OF WORK: 1. Types a variety of material including correspondence,records,reports,forms, and stencils which may require independent judgement in selection of information and suitable format; reviews work for typing, spelling, and grammatical accuracy. 2. Establishes and maintains confidential files, records, and correspondence; assists supervisor in gathering, compiling, and preparing special reports. 3. Performs general office receptionist functions; answers telephone/greets visitors,fulfills requests for information, arranges appointments, and refers telephone or personal callers to appropriate individuals. 4. Receives, sorts, opens and distributes incoming mail; prepares and routes outgoing mail; may receive monies which are prepared for deposit or transmittal. 5. Assembles special studies and reports; audits records; prepares tabular statements; proofreads data; compiles tables, charts, and graphs as needed by department staff. 6. Prepares permits, requisitions, vouchers, certificates, and other related forms or documents; checks contents for accuracy, and forwards to appropriate office or prepares for transmittal to proper agency. 7. Assist in the translation of documents, codes, department procedures, customer and general public conversations and other information as needed by the department staff. 8. Performs other duties as required or assigned. Bi-lingual Clerk Typist (continued) DESIRABLE REQUIREMENTS: Education Requires knowledge, skill and mental development equivalent to the completion of four years of high school with coursework in typing. Experience Requires one year of general office experience including care and use of a typewriter. Requires working knowledge of modern office methods, practices, and procedures. Requires fluency in the Spanish language. Requires working knowledge of business English, spelling, and commercial arithmetic. Requires elementary knowledge of methods and procedures of records processing and maintenance, including data entry. Significant Responsibilities Requires ability to translate verbally and in writing. Requires ability to type accurately at a working rate of speed. Requires ability to maintain clerical records and prepare reports derived from such records. Requires ability to prepare, maintain, and forward all requisite records, reports, and files. Requires ability to meet the public and respond to inquires for information and for requests for service. Requires ability to understand and follow varied oral and written instructions. Requires ability to establish and maintain effective working relationships with staff,fellow workers, and the general public.