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CC - Item 2 - City Clerk Interviews• E M E S O ~s ova ~r N; ,~F9 0 ROSEMEAD CITY COUNCIL STAFF REPORT TO: THE HONORABLE MAYOR AND CITY COUNCIL FROM: OLIVER CHI, CITY MANAGER (20u-C-Lo DATE: DECEMBER 18, 2007 SUBJECT: CITY CLERK INTERVIEWS SUMMARY At the October 9, 2007 City Council Meeting, Council directed staff to conduct the recruitment process for the City Clerk. Staff opened the recruitment and accepted applications for the period of October 18, 2007 through November 29, 2007. Sixteen applications were received and copies of resumes and/or applications were provided to the City Council on December 6, 2007. Staff has developed some standard questions (Attachment A) related to the City Clerk position which may be used for the interview process. We have also included the City's Guidelines for Interview Raters (Attachment B), which will need to be signed prior to the interview process. Lastly, we have provided a listing of all the candidates (Attachment C) for your reference. PUBLIC NOTICE PROCESS This item has been noticed through the regular agenda notification process. Submitted by: Matthew E. Hawkesworth Assistant City Manager - Internal Business Units Attachments A: City Clerk interview questions B. Guidelines for Interview Raters form C: Candidate list APPROVED FOR CITY COUNCIL AGENDA: 0 • ITEM NUMBER: 0 0 CITY OF ROSEMEAD ORAL INTERVIEW QUESTIONS DIRECTOR OF PARKS AND RECREATION QUESTION 1 Please summarize your background and experience which you believe qualifies you for this position. 2 Please describe your process for developing agendas and preparing minutes for Council and Commission meetings. 3 Do you have experience with document imaging and management systems and have you ever been involved in the implementation of one of theses stems? The City Clerk serves as the Elections Officer for municipal elections. Please describe what roles 4 you have played in the election process. 5 The City receives public records requests on a regular basis. As the person responsible for ensuring that the Public Records Act is followed, please describe your method of maintaiing compliance. Optional Questions 6 Describe our approach to budgeting and fiscal management. 7 What would be your plan for evaluating the effectiveness of the division's programs and procedures? 8 What concepts and behavior do you encourage from our staff? 9 Do you currently have a notary certificate? If not, would you be able to acquire one within six months and are you familiar with the requirements to obtain one? 10 Is there anything else you would like to share that you feel sets you apart from the rest of the candidates? Attachment A City Clerk 12/18107 S L Y f . s o, CITY OF ROSEMEAD HUMAN RESOURCES GUIDELINES FOR INTERVIEW RATERS The City of Rosemead appreciates your willingness to serve as an interview rater for one of our employment examinations. The results of the interview examinations have a direct bearing on hiring decisions. Your contribution as an interview rater is crucial in enabling the City to maintain a highly qualified workforce. Please review these quidelines thoroughly prior to the interview date representative during the interview briefing. CONFIDENTIALITY & IMPARTIALITY Job applications are submitted in confidence. It is important that the identities of the applicants are kept confidential. Your rating is to be based solely on information obtained within the examination process. That information must be kept in confidence. Any knowledge or information which you may process about a candidate, learned outside of the examination process, should not be considered in evaluating candidates and should be disclosed to City staff prior to the examination. We are seeking your objective rating. THE RATING PROCESS As an interview rater, you are asked to appraise each candidate's qualifications in relation to the requirements of the position. The duties and requirements of the position were announced in the recruitment bulletin and will be further discussed (usually with a representative from the hiring department) on the day of the examination. Human Resources will prepare questions and a rating guide to ensure that all candidates have equal opportunity to demonstrate their qualifications and are rated according to the same factors. All candidates should be asked the same set of standard questions, although limited follow-up questions may be asked to gain clarification or additional detail. Certain areas of inquiry are prohibited by Federal and State law and should be avoided. Unacceptable inquiries are those designed to elicit information regarding the race, religion, color, national origin, ancestry, or the age of the candidate. Other areas which should be avoided include issues related to gender, physical handicap, political affiliation or opinion, arrangements for childcare, transportation, marital status, sexual preference, or any other personal information not related to the duties and requirement for the position. Attachment B City of Rosemead • • Guidelines for Interview Raters Page 2 Questions concerning a candidate's physical or medical fitness for the position will be addressed on the City's medical examination process. If information on any of these points is volunteered by the candidate, further discussion of it should be avoided. OBJECTIVITY & FAIRNESS It is important for interview raters to maintain a neutral stance toward candidates' responses to avoid having the candidate misinterpret feedback on their performance during the examination. We believe that candidates are best able to present their qualification most fully when they are comfortable. To the extent possible, please ensure that this is the case. If it is helpful to you, notes may be made unobtrusively during the interviews. Rating should be made after the interview has been concluded and the applicant has left the room. Each panel member's ratings should be independent of the other member's ratings, but group discussion of candidate's strengths and weaknesses is permissible to the extent that it enables members to clarify their own evaluations in relation to the position's requirements. It is usually advisable to make initial rating tentative until all candidates have been interviewed. Our rating sheets ask for a numerical score on a scale of 100. A disqualifying score of 65 or less must be documented by notes on the candidate's deficiencies in relation to the requirements of the position. Thank you again for assisting the City of Rosemead in the selection of qualified employees. RATER CERTIFICATION I have read the foregoing and certify I will abide by these Guidelines for Interview Raters. I agree to excuse myself from an interview for which my previous SIGNATURE DATE AGENCY 12-5-07 T:1Personnel\RECRUITMENnTEMPLATES & FORMSIQAI1Guideline for Interview Raters.doc ° Ilk City of Rosemead • City Clerk Qualifications Appraisal Interview Tuesday, December 18, 2007 Margarita Macias Marianna Amirkhanyan Florina Arroyo Valerie Guzman Dale LaCasella Kitty Lam Ana Maria Lara Sarah Lo Jackie Nutting Lisa Ramirez Roselle Rios Beatriz Torres Lannie Tran Gloria Molleda Jessica Duban Jose Montes was unavailable on December 18, 2007 and has asked that the City Council select a second possbile date for interviews. Panel Members John Tran, Mayor John Nunez, Mayor Pro-Tem Margaret Clark, Councilmember Polly Low, Councilmember Gary Taylor, Councilmember Attachment C