Definition Under administrative direction, manage the City computer system development and operations activities; provide professional assistance to City staff in information systems development analysis. Assist in management of all information system activities throughout the City by coordinating, planning, and evaluating operation of the system, to include systems analysis, programming, computer operations, network administration and management, and equipment and software acquisitions, installation and repair. Supervision Received And Exercised The Assistant City Administrator or his/her designee provides general supervision. Responsibilities include direct supervision of any clerical positions assigned to help on an as needed basis. This position will also coordinate technology tasks with the Library's Automated Systems Technician. Examples Of Duties Design, acquire, install, customize, document and maintain all hardware and software. Provide a point-of-contact for vendor support to departments. Maintain liaison with equipment manufacturers and vendors to ensure satisfactory support. Manage and provide direct technical and administrative support for the operation of the area Novell networks Citywide. Receive and prioritize requests for computer application development and assistance and oversee the implementation process. Resolve service complaints and implement corrective action on a timely basis. Repair or return defective hardware/software or coordination with vendors for replacement of defective equipment/software. Evaluate and recommend software for purchase and/or programmers who provide services to the City. City of Cannel-by-the-Sea lnfonnation Systems/Network Manager (continued) Examples Of Duties (continued) Serve as liaison between the City and outside agencies in all matters pertaining to information systems including database administration, computer operating systems, networks, and Geo-graphical Information Systems. Serve as system supervisor for managing the computer system including network security, passwords, new user configurations, and changes to accommodate individual and departmental needs. Develops, recommends, justifies and monitors the annual budget for the citywide information services program. Drafts, recommends, and implements policies and procedures related to the use of the citywide information system. Insures proper maintenance, repair, and servicing of equipment. As time permits and as prioritized by management develops and programs software systems for City and departmental applications and oversees implementation of these programs. Provide 24 hour support to emergency services (Police and Fire) computer operations with timely response (preferably 1 hour). Assist in coordination of use of the Computer System in the event of an emergency and develop disaster preparedness plans as they relate to the computer system. Maintains and updates detailed citywide computer inventory. Confers with users to identify training needs and coordinates training schedule(s). May conduct training as needs are determined. Serve as Chairperson for Citywide computer users group. Keeps informed regarding developments in computer technology and techniques affecting City operations and distribute pertinent information to departments and users. Attends outside organization meetings and training seminars as related to City needs. Examples Of Duties (continued) 2 City of Cannel-by-the-Sea Infonnation Systems/Network Manager (continued) Provide monthly written and/or oral reports to management concerning the status of the computer system, overall system performance, and status of current computer projects. Maintains availability via phone and pager. Makes arrangements for computer system coverage when unavailable, i.e. vacations, seminars. Maintains accurate and complete records. Other Job Related Duties Perform related duties and responsibilities as required. Job Related And Essential Qualifications Knowledge of: Novell NetWare operating systems, architecture, and topologies. Local and Wide Area networking systems design, integration and management. Ethernet, ARCNet and X.25 protocols. Microcomputer hardware troubleshooting, maintenance and network integration. Microcomputer communications technology including Bulletin Board Systems, Internet connectivity and TCP/IP communications protocols. MicroSoft Windows installation, maintenance and trouble shooting on a Wide Area Network. WordPerfect installation, maintenance and trouble shooting on a Wide Area Network. Microsoft applications i.e., Office, Access, Excel, Presentations, Project, and other software applications which may be installed on a Wide Area Network. Various programming languages, including Basic and PYX. Municipal financial systems and budget preparation. Ability to: Trouble shoot errors and quickly identify the source as being Network, DOS, application or 3 City of Cannel-by-the-Sea Information Systems/Network Manager (continued) hardware. Design, write, and debug computer programs in a variety of programming languages and database systems. Manage multiple priorities. Communicate effectively with users who possess a widely diverse experience level in all matters of computer automation. Communicate effectively in written documents and orally with city staff, users and outside agency representatives. Conduct formal and informal training sessions. Prepare written documentation and users guides for internal systems. Deal effectively with Department Managers, City Staff and outside vendors. Experience and Training Guidelines: Any combination equivalent to experience and training that would provide the required knowledge, skills, and abilities would be qualifYing. A typical way to obtain the knowledge, skills, and abilities would be: Experience: 5 years experience with increasing responsible professional work in Novell network administration and Management Information Systems. Education: Equivalent to graduation from an accredited 4-year educational institution with a major course work in Application Programming, Business Data Processing, Computer Science, or Management Information Systems. Note: At the sole discretion of the City, extensive, applicable experience may be substituted for 2 years of required education. License or Certificate: Possession of, or ability to obtain, an appropriate, valid driver's license. 4 City of Carmel-by-the-Sea Information Systems/Network Manager (continued) Possession of a certificate as a Certified Network Administrator, preferred. Special Requirements: Essential duties require the following physical skills and work environment: Ability to sit, stand, walk, kneel crouch, stoop, squat, and lift 50 lbs.; ability to travel to different facilities, availability for emergency on-call work during non-working hours; ability to work in a standard office environment. Effective Date: Revisions Effective: March 1997 July 1, 1998 5 POLICY NO. C03<-01 City ofCarmel-by-the-Sea Computer, E-Mail and Internet Policy GENERAL POLICY A. The City of Cannel-by-the.;Sea computer, e-mail and Internet systems are business tools made available to City employees In order to ellhance efficiency andjob performance. The City's e-mail and Internet systems are resources that are provided for the transmission of City business and information. B. The City of recognizes that the use of computers, e-mail and the Internet by City employees raises numerous policy issues with respect to communication, creation of information and systems, retrieval and storage ofrecords, and proper use of technology. C. The City respects the individual privacy of its employees. However; an . empl()yee cannot rea,sonably expect privacy rights to extend to work-related conduct or to the use of City-owned equipment or supplies. The deletion of a message or file sent or stored on electronic media by an employee may not fully eliminate the message from the City's information system. Additionally, information created or stored on electronic:; media .is generally subject to public disclQsure under the Public Records Act or in litigation. D. The general policyofthe City ofCarmel-by-tbe-Seais thatuseofCity computer equipment, electronic facilities and electronic data are limited to officiahCity purposes during working hours. Employees shall use the information systems for City bl)siness during working hours. E. Electronic mail and information systems ofthe Cio/ shall also notbe used in any wa)l that may be offensive to others or harmful. to morale. , For example, the City prohibits the display or transmission ofsexually expliditimages, messages, or cartoons,. or any tram;,mission: or use of e-mail comtn1Jnications that contain ethnic slurs; r&cialepithets Qt anythfug that maybe c(mstrued as barassmentordispataging of base<fon race, national origin, color, sex, sexual age, disability, or religious or political beliefs. F. The followfug policies apply to the use of computers, Internet and all other electronic media by City employees and independent con.tra<:;tors who .are authorized to use City equipmentduringworking hours. ""'317- Policy No. Page Two CITY'S RIGHT TO ACCESS INFORMATION A. Although employees have individual access codes to their computers, and computer network systems, these systems are City property and are accessible at all times by the City, and may be subJect to periodic unannounced inspections by the City. The. City has the ability and may access all phone-mail, e;.mail, and computer accounts without the use of passwords at any time. The City may also monitor any activity on. its .information systems including, but not limited to, the monitoring of individual keystrokes, trackiJ:Ig of activity, and examination of any files in the system. Backup copies of e-mail, personal computer files and phone mail are maintained and can be referenced for business and JegaJ R. System security features including passwords and message delete functions do not negate in any way the Cityts ability to access any message at any time. Employees are advised that the possibility of such access by City management always exists. Therefore, employees should have no expectation that electronic communications or the storage ofinformation: on electronic media is confidential. Ulq SY$TEMS USE RESTRICTED TO CITY BUSINESS A. Employees. are expected to use the email, phone-mail, and computer network systems forC.it)i business during working hours. Personal.purposes include, but are not limited soliciting or proselytizing for commercial religio-us or political causes, outside organizations, orothet riottwjob related activities. AU personal use of such systems, excepting infrequent incidental personal use that does notadversely affectthe employment, is subject to disciplinary action and is ther.efore done attheemployee's uw.nrisk and includes offhottt usage. B. Employees are prohibitedfrom using the City's infonnation systems in any way that may be disruptive or offensive to iuf.';luding, but not limited to,the transmissio.tl of sexually explicit cartoons, ethnic or racial slurs, or aJ:Iythingthat may be constmed.a:s harassment or disparagement of others. C. Use ofthe. City's information systemsfor any of the following purposes is always prohibited: 1. Tofacilitateapriva:te purpose; 2.. To harass any individual; 3. To conduct ongoing personal business; 4. to commit any crinle or fraud; To attempt unauthorized access ofanother's account -318-' Policy No. C03-0l Page Three 6. To transmit sensitive or privileged information to unauthorized persons or organizations; 7. To transmit obscene or indecentmessages; or 8. To engage. fu.any other activity inE!ppropriatc for a City employee. IV. OTHER PROHIBITED USES A. Employees shall not I. InstaU programs on the City computer system (including but not limited to virus checking and screen>savers) without the prior written consent of the Deparfinent Director and the Information Systems/Network Manager, or each oftbeir designees; 2. Use computers, includfuglaptops and personal computers, Qn City work that are not owned or leased .by the City for use by employees orconnect such computers to the City informati<>n.systems.network withoutthe prior written consent ofthe Department Director and Info:rmation Systems/Network a n a g e t ~ or each of their designees; 3. Use the access cods ofother employees to gain access to their e., mail and phone-mail messages, or miy computer account; Disclose an account password of otherwise make the account available to others, or, 5. In:fiinge on others' access and use oftherCity's computers, including but not limited to: a) The sending of excessive messages,. either locally or .off-site; b) Unauthorized modification of system facilities, operatirig systems ot disk partitiQns; c) Attelripting to crash or tie up a City computer or networlq d) Damaging or vandalizing City computing facilities, equipment, sofhvare, or compl!t(')r files; e) Intentiomtlly develop or 'liSe programs which disrupt other computer users or which access private ortestr.icted portions of the system and/or damage the software or hardware components of the system; ,! Policy No. C03-0J Page Four f) Install or use a modern on City owned or leased computers without the prior written consent of the Department Director and Information Systems Manager, or each oftheh: designees; g) Forward or reproduce communications marked attorney-client privileged or confidential withoutthe prior consent of the City Adn1inistrator and/or the City Attorney; ot h) Violate any federal, state or local law in the use of City information systems. V. PUBLICRECORDS A. AU permanent City records, .including those stored on paper and electronic media, are governed by the mandatory public disclosure requirements of the Public Records Act (Government Code section 6250 et seq.) and the limited exceptions thereto. B. Public Records requests shall be handled in accordance with Government Code section 6250 et seq. Any questions requiring of the Public Records Act .in order to comply with a public records requestshal1 be directed to the City Attorney. C. The City reserves the right for any reason toaccess and disclose all messages and other information sent or received by electronic means or stored on electronic media. D. The City has the right to delete or retain any or allmessages orother informatio11 sent or received by electronic means or stored on electronic media by a City employee, who is no longer employed by the City. VI. DELETION OF E-MAILS A. 'The City shall maintain all e-mailmessage.s, whether sent or received, that are determined by staffto be official records for the period of time desig11ated in the retention. schedule by printing and saving them.in a paper file or by preserving them or hard drive). All other e-mail messages are considered transitory, subject to imtnediate a11d areJlotpreserved .in the ordinary course of business. E..;mai1 communications that are not intended to be retained and which serve no useful purpose to the City (transitory communications) will be automatically deleted after a period .of30 days, / / Policy No. C03..;0 l Page Five B. Except as provided fo:r above 1 by default, e-mail messages are electronically deJeted from the-infonnation system database. VJ,. WORLD ACCESS (lNTERNET and eMAIL) A. The City'_s computet network and/or internet access-is_ provided for a limited governmentpurp:ose and all activities using the Internet shall be work-.related. to the Internet may be regulated by department poUcy as determined by the department B. notusetbe Internet in anyma,uner that causes confidential or sensitive information to be subject to eavesdropping or interception by unauthorized Employees<shall 'liotfiansmitproprietaty, private, confidential, sensitive, ot persona:ll.nfomtation ovei" the Internet., c. Use of the Internet or the World Wide-web for ap.y of the following P'QIPQSes is .Pr<>bibitY(I: 1. To access any obscene, indecent, or pornographic material; 2. To pirate software or other material; to play games;_ 4. To in "h,tl;tr<>oms"; 5," To c011duct iUega] activities. However, if fu the cours.e.of research for a.particular case orassigmnentan employee. requites: access to suchJnternet or Wodd Wide Web the employee shall obtam prior Written approval ftom the;department:direcwr or hi$ Q,r . VII. INTELL:ECTUALPROP:ER'IYRlGHTS N shall violate: any Obpyrlght or llcensl.'fto software. or othet online infotmation(inclndfug, butn6tlimitedto, text Images, icous, etc;) whether ereated by fl1e. Citj qt any or VIII. OF POLICY, .'PtPUibiteqpersonalor.o.therinappropriate use ofthe City's Information Systems may tesuitinJuss: ofCity'lnf<lrmatibfi Systetfisprii;ilegesand disciplinaty action up to and inCluding, termination from t\n:Y' di$cipJWary aqtion aU!)fflg from violation of this Policy be in with the City pf Carmel-by- :Person.nel ).{ule$ -321-