Admin Services Functional Org Chart 2006
Functional Organization Chart
Administrative Services
January 2007
Carol Atwood
Director/Treasurer
Dorothy Steenfott
Administrative
Assistant
Marsha Hovey
Steffanie TuriniDavid WooGary Kornahrens
Mariyah SerratosKimberly Smith
Sandy Abe
Emergency Svcs.
Neighborhood Finance Director/Senior Code
IT ManagerCity Clerk
HR Director
Coordinator
Watch CoordinatorAssistant TreasurerEnforcement Officer
(Reduced Workweek)
(Part-time)
Disaster Prep
Coord. (Part-time)
Alex WykoffJeff Trybus
Tina MaoVacant
Yulia RumaleanCandice Kido
Quinton AdamsNikki Nowack
Vacant
Laura Miyakawa
Maria Jimenez
Code EnforcementCode Enforcement
Account ClerkAdmin Clerk
Account ClerkReceptionist
Network SpecialistGIS Coordinator
HR Technician
HR Technician
OfficerOfficer
Kevin Nguyen
Larry Sacks
Richard WongJennifer Chang
Grace SchdmitMary Redwine
Code Enforcement
IT Assistant
Account ClerkAccountant
Deputy City ClerkMail Courier
Officer (Part-time)
60%
Community OutreachInformation TechnologyEconomic DevelopmentHuman ResourcesFinance/TreasuryCity ClerkCode Enforcement
Emergency ServicesNetwork Upgrades/ApplicationsJoint Committee City/ChamberRecruitment & SelectionTreasuryElections ManagementCode Enforcement
Provide community training via:Support City WAN/LANLiason to committeePublishing vacanciesManage/invest $44 million in pooled Review/file campaign finance disclosuresEnforce Municipal
Code
CERT ProgramStandardize software/hardwareEnhance business environmentConduct outreach efforts investmentsOversee conflict of interest reportingIssue citations
Kaleidoscope Youth ProgramMonitor licensing agreementsPromote education of community Develop & administer selection processMonitor investment lawsPlan/direct municipal electionsFacilitate
neighborhood disputes
CPRUpgrade systems as necessary interdependenceEstablish & certify eligible listsPrepare annual investment policyAssist sheriff as needed
First AidProvide desktop supportRecruit compatible businesses to the cityPrepare monthly council reportsPublic Information Abatement proceedings
Coordinate neighborhood preparednessPropose and implement state-of- Develop a sense of public/private Classification & CompensationAdminister debt issuanceMaintain employee/commission
phone books Liaison to Animal Control JPA
Coordinate school emergency preparedness the-art systems partnershipsEstablish, revise & streamline class specificationsProvide reception & phone services for City Hall
groupMonitor maintenance agreementsLiason to Chamber, brokers, business Survey compensation levelsInternal/External ReportingAssist PIO in declared emergency
Update Emergency Plan as Needed associationsMake salary recommendations & maintainPrepare/monitor annual & 5 year budgetRespond/forward email requests for information
Liason for EOC/Shelter Operations/CARESDepartment SystemsPromote a strong economy to enhance salary planPrepare annual audit reportPublish legal notices, record documents
Markets emergency preparedness servicesLiason for major department system quality of lifeProcess all internal/external reporting Council agendas, minutes & process documents
Coordinates periodic emergency drills conversions/modificationsWork with business to identify retention Negotiations/Employee Relations including Federal/State/County reports
Distribute preparedness info via internet, Planning barriersNegotiate labor agreementsAccount for all city assetsRecords Management
displays, presentations & printed brochures BudgetConduct quarterly labor management meetingsMonitor reporting changesRecords retention schedule
Coordinate city staff preparedness & InstallationUpdate MOU's and personnel policies &Implement GASB standardsOn & off site records search & retrieval
EOC/SEMS training Troubleshooting proceduresMicrofilming services for all departments
InterfaceRespond to grievancesRevenuesPurging, microfilming, storage & destruction
Neighborhood WatchProvide consulation on progressive disciplineDeposit & account for $56 million in revenueComply with Public Records Act including
Internet AccessProcess city receivables/collections document processing
Provide/maintain Internet/IntranetEmployee BenefitsMonitor grant revenuesQuarterly updates to municipal code
Maintain website/ISP contractEvaluate/negotiate employee benefitsAutomated document management & scanning
Administer benefit plans and contractsExpendituresFile creation, tracking & storage of current records
Leadership SeriesAdministrationProvide employees with benefit information Process/account for $60 million expendituresAssist departments with records management tasks
Provide for a community leadershipPrepare/implement Tech 2005 PlanProvide in-house payroll processing for 145
lecture seriesPrepare budget/contracts/RFP'sEmployee Training full time employees and up to 150 part timeOther
Provide disaster plan/ongoing backupCoordinate City-wide BEST training program employeesProvide city interoffice & postal services
Provide adequate firewalls/security Conduct training needs assessmentPrepare all Federal/State/local tax obligationsProvide city wide duplication services
systemsMonitor required trainingManage board/commission appt. process
Ensure staff trainingOtherCompile,print, distribute, post, upload
Risk ManagementStaff liason to audit committee agendas, minutes, & packets to the web
Negotiate insurance contractsAdministrative functions including supplies,Liason to Fine Arts Commission including
Administer general liability claims personnel, etc. special projects: Cherry Blossom Festival
Administer self-insured workers' compensationBanking relationships children's art show, Distinguished Artist of the
= Vacant Position
program
Year, Art in Public Places, bi-annual fine arts
Represent City in claim litigationLicensing/Ordinance Compliance grants
Conduct quarterly safety meetings andIssue business licenses
risk management meetingsEnforce compliance with city ordinance
= Upcoming Vacancy
Process utility tax exemptions/reports
MAJOR DIVISION PROJECTS - 2006/07
Provide monthly updates onUpgrade the Finance system (new version)Continue automated records management
Coordinate on-going EOC drillsImplement 2nd year of Tech 2005NegotiationsEnhance park monitoring/
community development
Pandemic Flu ProjectBuilding Inspectors System UpgradeHiring Outreach PolicyFee Analysis/Planning and BuildingReferenda relationships
Implment an ED Website
Mass Prophylaxis ProjectE-services Application, Permit/BLRecruitments: Plan Check Engineer,Fee Analysis/MiscellaneousCity Clerk's Staff Reorganization - Lobby Changes/
National Junior Water Polo Olympics
Managing Spontaneous VolunteersNetwork Upgrade Part I - Servers RDA/Econ Dev Mgr; Recreation Coord.,Actuarial Study/Workers Compensation Welcome Screen
General Plan In Lieu Fee
NIMS City-Wide TrainingNetwork Upgrade Part II - Permits Technician, Media Coordinator,Actuarial Study/Retiree MedicalElections Preparation for 2007
Fiscal Strategic Plan: BL Ordinance,
Post-Disaster Repair Ordinance Network Room Maintenance Worker, Account Clerk,Council Expense Reimbursement PolicyElections - Candidate's Handbook & Other Prep
ARKs for CUSD and DeAnzaNetwork Upgrade Part III - Hansen Annexation, Entertainment Engineering Technician, City Clerk Revision Work
Restart/revamp the Leadership Cupertino Network Infrastructure Tax, TOT increase, UUT Ordinance, Staffing, Upcoming RetirementsCash Control Review - All LocationsAdministrative
Record - Rhoda Fry
ProgramPentamation Conversion/HRP&R - Part-Time HiresAnnual AuditAdministrative Record - Critzer Appeal
Pentamation Conversion/FinanceP&R - Part-Time Raise PolicyRecords Management - Public Works Scanning
Pentamation Conversion/IT UpgradesP&R - Workers Comp Limitations Startup
GIS - Community Outreach DatabaseLitigated/Mediated General Liability ClaimsRecords Management - Paper Records Conversion
GIS - Economic Development Risk Management Policy All City Records into Laserfiche or Purged
Injury & Illness Prevention ProgramSupport for Fine Arts Public Art - Various
Risk Management Grants - Sidewalks, Trees Developments
Defensive DrivingRecords Management - Community Development
JPA Options for Dental, Life & LTD Insurance Scanning Startup
Explore Cafeteria Plan & HSA for EmployeeCity Council/Planning Agenda Automation
Benefits
Best Program Offerings