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HomeMy WebLinkAbout20070102 - VI-12 To: Mayor Hicks and City Councilmembers From: Melanie Mesko Lee Date: December 27, 2006 Re: City Hall Staffing Council Action Requested: Approve the following: 1. Creation of a Deputy Clerk position; 2. Reassignment of TRAC dispatching functions; 3. Adding a regular, part-time clerical position at the front counter; 4. Moving apart-time employee to full-time status with increased human resource functions. Background• As part of the 2007 budget, the City Council approved some staffing changes which will result in additional part-time assistance at the front counter, moving TRAC dispatching operations away from the front counter, creating a deputy city clerk position, and moving a part-time employee to full-time status, with increased duties related to human resource functions. As part of that approval, -staff is requesting formal. authorization for some of these staffing changes. Inherent in the request would be the following: • Assignment of Adeline Schroeder as Deputy City Clerk, with a corresponding job description and compensation adjustment. As part of this position, Adeline will focus on many of the clerk duties, including licensing and elections (during election years). The City Council also approved licensing software as part of the 2007 budget, so she will begin implementing that and streamlining the license renewal process for our licensed businesses. • Reassignment of Carol Latham to perform more TRAC dispatching functions. Currently, TRAC dispatching is conducted at the front counter. For enhanced service to the public, we are moving these operations to a separate workspace away from the front counter. We will still have the capability to dispatch TRAC at the front counter if necessary due to absences, but the primary intent is to have the majority of that dispatching and some associated paperwork functions performed at a location away from the front counter. Carol will continue to assist with general clerical administration as needs dictate. No other changes are proposed. • Assign Kathy Fox to a regular, part-time clerical position. Kathy has been with the City since late summer, providing temporary front counter support during the election season. Her job performance, combined with the above staffing changes, results in our recommendation that Kathy become a regular, part-time employee. She will work 25-30 hours per week at the front counter, providing assistance to the public in person and on the phone and receipt utility bills. Additionally, she will continue to perform general clerical duties. Kathy's compensation will correspond with the existing compensation schedule for our clerical staff positions. • Finance Department staff will receipt utility bills received at the end of the day on the 20''' of each month, which is the due date. • Finance Support Staff Connie Lang will move from part-time to full-time, with her additional time being dedicated to human resource functions. The above outlined changes were discussed with the Finance Committee as part of the 2007 budget process, and the funding was approved by the City Council when the 2007 budget was approved. The overriding intent of these staffing adjustments is to provide more efficient service to the public and we feel that these changes will work towards accomplishing that goal. If you have any questions about the proposed staffing adjustments, please let me know. City of Hastings Position Description Position Title: Department: Exempt: Reports To: Normal Shift: Deputy City Clerk City Clerk No Assistant City Administrator 8:00 - 4:30 Full-Time Summary: This is anon-union, non-Exempt position, Responsible for providing skilled administrative support for the City Clerk and Administration departments, assisting the City Clerk with work of routine difficulty in processing licenses, supporting election process, and records management. Essential Duties & Responsibilities 1. Performs associated Council functions, including packets preparation, signature pages, follow-up, resolutions, ordinances, and other related functions. 2. Responsible for coordinating licensing procedures., including liquor and tobacco, massage therapy, temporary merchants, .dog license,. gambling, etc. 3. Performs all necessary tasks associated with the election process as directed by the City Clerk. 4. Assists with code updates and distribution 5. Establishes system to file and maintain official records including minutes, ordinances, resolutions; ensures that all records are maintained. 6. Provides information, explanation, and assistance to the public and other employees 7. Performs a wide variety of clerical and office support responsibilities as scheduled or requested including but not limited to assisting the public, preparing correspondence, and scheduling meeting rooms. S. Greets general public and provides information as appropriate 9. Answers phone or in person requests, receipt payments, refer concerns/questions to appropriate source 10. Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and citizens. 11. Performs special projects as needed. 12. Regular attendance is required. 13. Performs other duties and assumes other responsibilities as apparent or as delegated. ~::^~~ ~~ Nav'klu * ~~,~~ ~,?~`F. vtP~?t~t Ex ~ H,~ F~>, t39'~ ~ ~:~-'l~S~ ~ ~:~.,~1~~~"~+-~3:? * f:~l-~,``~'~-~?~'s ; ~a+1 r h r ~~n!'= stn. These examples of areas responsibilities are intended only as an illustration of the various types of work performed, and are not meant to be inclusive. The position description is subject to change as the needs of the employer and requirements of the job change. Knowledge, Skills & Abilities Thorough knowledge of general office practices, procedures, and clerical functions. Ability to handle inquiries from general public and City staff in a friendly and courteous manner Ability to type 50 wpm and competently operate computer equipment and applicable computer software. Ability to proofread correspondence, licenses and other documents for accuracy, and makes recommendations for clarify, consistency, and correctness. Good working knowledge of Minnesota and federal election laws. Good working knowledge of licensing procedures, applicable statutes, and City Code. Working knowledge of records management and retention schedules Ability to read and comprehend legal documents including ordinances and statutes. Excellent organizational and communication skills Ability to perform duties with tact and discretion. Ability to compose clear and grammatically correct documents. Ability to handle confidential information appropriately. knowledge of office practices, procedures and general clerical functions Ability to communicate effectively and professionally with the public, developers, City Council and other City Commission members, and City Staff. Ability to make effective public presentations in writing, with computer technology, and verbally. Ability to work independently with minimal supervision. Ability to learn new computer applications and office equipment as needed. Criteria to Qualify for this Position 1. High school diploma or equivalent; 2. Four years experience in municipal government. 3. Two years experience working with municipal elections. 4. Considerable knowledge of computer applications to include word processing, spreadsheets, databases and computer presentation software. 5. Valid Class D drivers license with Minnesota driving privileges 6. Experience working independently with strong self motivation and time management skills. 7. Successful completion of pre-employment physical and drug screen. 8. Successful completion of pre-employment background investigation. 9. Random drug and/or alcohol testing is a condition of continuing employment Desired Qualifications • Previous experience working in licenses, records retention, and election laws. Competencies Common to All City Positions: • Develop and maintain a thorough working knowledge of all departmental and applicable City policies and procedures in order to help facilitate compliance with such policies and procedures by personnel. • Demonstration, by personal example, of the service, excellence, and integrity expected from all staff. Develop respectful and cooperative working relationships with co-workers, including willing assistance to newer staff so job responsibilities can be performed with confidence as quickly as possible. Confer regularly with and keep immediate supervisor informed of all important matters which pertain to the applicable job functions and responsibilities. Represent the City of Hastings in a professional manner to the general public and outside contacts and constituencies. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations maybe made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to: sit; talk, hear; stand; walk; use hands to finger, handle or operate objects, tools, or controls; While performing the duties of this job, the employee is occasionally required to: reach with hands and arms; stoop, kneel, crouch. The employee must frequently lift and move up to 10 pounds. The employee must occasionally move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, The person who fills this position must have the physical mobility to operate assigned equipment. Work Environment The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Work is performed primarily in a/an office and occasionally in outdoor settings, during primarily day shifts. The noise level in the work environment is generally quiet and may occasionally be noisy Supervision of Others: This position is generally not responsible for any oversight of other staff. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and member and is subject to change by the employer as the needs of the employer and requirements of the job change. The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.