HomeMy WebLinkAbout20100119 - VIII-C-1
To: Honorable Mayor Hicks & Councilmembers
From: Dave Osberg, City Administrator
Re: Department Reorganization: Planning & EDRA
Date: January 13, 2010
Council Action Requested
:
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Approve new position description and creation of the position of Community Development
Director;
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Approve the 2010 compensation schedule for the position of Community Development
Director;
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Approve the appointment of John Hinzman to the position of Community Development
Director, effective February 1, 2010;
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Approve revised position description for Community Relations Specialist position.
Background Information
Since EDRA Director John Grossman announced his retirement several months ago, staff has
been meeting to evaluate how the current job responsibilities of EDRA and HPC can be fulfilled
upon John’s retirement. Current staffing seems to be appropriate to absorb the duties of the
EDRA director, while reassigning some other duties to current staff. As such, it is recommended
that the City Council approve two revised position descriptions, a new compensation range, and
the appointment of a Community Development Director.
Position Descriptions
It is recommended that the current Planning Director and EDRA Director positions be combined
into one position of Community Development Director. To accomplish this, some of the
responsibilities currently performed by HRA Director John Grossman and Planning Director John
Hinzman will be reassigned to the Associate Planner staff and the Community Relations
Specialist, of which 40% of that position’s time is intended to assist with economic development
functions. A thorough review of the EDRA and Planning Director position descriptions has
occurred, and a revised position description is being recommended (attached).
Additionally, a revised position description for the Community Relations Specialist is also being
recommended (attached), recognizing a shift in economic development duties and expectations
and an increased role in communications. This position will also continue to assist with general
administration and election responsibilities, but to a lesser degree than originally anticipated
when the position was created.
No changes to the Associate Planner job descriptions are being recommended at this time, as the
current descriptions appear to be sufficient to meet the changing needs of the department.
Compensation Adjustment
An updated compensation range for the newly created Community Development Director
position is recommended. This range recognizes the additional job responsibilities being
assigned from two separate positions to one department director position. A review of market
comparables, as well as an internal review of city positions was conducted in making this
recommendation.
Position Title Step G Step A
Community Development Director Annually $73,576.94 $91,971.17
Appointment
It is recommended that Planning Director John Hinzman be appointed as the Community
Development Director effective February 1, 2010. This will allow for a continued transition
period until EDRA Director John Grossman’s retirement on February 26, 2010. John Hinzman
has held the position of Planning Director the last 8 years, and his performance in this position
has been exceptional. Over the last several months, John has worked closely with EDRA
Director John Grossman to understand the needs of the EDRA position and is well positioned to
accept these additional responsibilities for a relatively seamless transition.
Dave Osberg
City Administrator
POSITION DESCRIPTION
Position Title: Community Development Director
Department: Community Development
(Planning, EDRA, HPC)
Reports To: City Administrator
Status:Full-time, Exempt
Normal Shift: 8:00 a.m. - 4:30 p.m. Monday through Friday
*Regular attendance at evening Planning Commission, EDRA and City Council meetings
Approved by
City Council:
SUMMARY
This is a non-union, department director position, responsible for developing, directing, and providing
ongoing leadership and supervision in the planning and economic development functions of the City. This
position strategically manages departmental operations to ensure effective coordination and enforcement of
City planning and zoning, economic development and redevelopment, and historic preservation functions.
Essential Duties & Responsibilities
1. Oversee the formulation of department policies, goals and objectives in alignment with City Council
goals. Work with the City Administrator and other staff to overall determine goals and priorities.
Stay abreast of City needs and encourage input/ideas from all personnel.
2. Work with all staff to provide effective leadership, assist with problems, and review assignments,
programs and operations to identify potential improvements
3. Develop and maintain an effective, well trained staff. Work with employees to plan staffing needs and
participate in the selection of personnel. Promote proper training and supervision of all employees to
provide flexibility, broaden expertise and provide overall growth and career development.
4. Maintain and communicate effective performance measurements for staff
5. Oversee the annual budget preparation for appropriate budget funds, and authorize purchases in line with
budget limitations.
6. Communicate timely, accurate information to the City Council, City Administrator and colleague
departments to facilitate interdepartmental cooperation and coordination.
7. Actively participate as an integral, engaged, contributing member of the senior management team and
serve as a team resource in areas of planning, zoning, historic preservation and economic development.
8.Ensure all agenda/informational packets for advisory commissions, council committees, City
Council, and other groups are distributed in a timely manner and contain complete and
accurate information.
9.Manage the Development Review Committee and ensures timely review and communication
on development activities.
City of Hastings Page 2 of 5
Position Description: Community Development Director January 2010
Perform other duties as required including but not limited to recommending employee
10.
transfers, suspensions, demotions, promotions, discharges, assignments, discipline and
grievance processing in consultation with the appropriate staff.
11. Regular attendance is required.
Planning and Zoning functions
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Perform top level professional planning and zoning work with considerable independence under the
general supervision of the City Administrator.
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Investigate, inspect, and provide information concerning City land use, zoning, and subdivision
regulations.
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Review, advise, and inspect the successful completion of various zoning and land applications.
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Review building permit applications to assure compliance with land use and zoning regulations.
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Maintain property maps and records files in computer and hard copy format.
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Supervise the functions in the planning department associated with the Geographic Information
System (GIS).
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Keep informed of all aspects of municipal planning and researches possible methods that can be
used in the City of Hastings.
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Responsible for the coordination of special projects associated with the City’s Planning
Department.
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Responsible for the administration of the City’s Comprehensive Plan.
Economic Development and Redevelopment Functions
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Act as the professional advisor to the Economic Development and Redevelopment Authority
(EDRA) related to economic development, redevelopment, employment, housing and blight, as well
as the statutory powers and programs available to address problems in these areas.
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Request decisions and direction from the EDRA, keep them informed, and provide background and
analysis.
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Carry out the policies and executes the direction of the EDRA, administrating operations, budgets,
programs and evaluating results. The employee is responsible for staffing and preparing reports to
the EDRA and preparing reports and completing presentations to the City Council.
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Responsible for coordination and supervision of economic development and redevelopment projects
within the City.
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Work with the board treasurer and finance director to propose the annual budget and levy request
to the board and city council and to manage the financial affairs of the authority.
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Purchase and sell property as authorized by the EDRA. Maintain, repair and secure authority
property. Negotiate sales and leases. Market authority property for development and
redevelopment.
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Administer programs and evaluate applications or proposals based on their contribution to the
goals and plans of the authority. Evaluate programs and plans and recommend changes or new
concepts to address problems and opportunities.
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Identify issues and recommend ways and means to address them within the areas of blighted,
vacant or inappropriately used property, residential neighborhood and shopping district
appearances, affordable housing and property available for commercial-industrial expansion.
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Ensure public and target groups are aware of Authority programs and powers. Keep the council,
authority and staff informed of activities and issues. Network with individuals, organizations and
agencies to stay abreast of opportunities and changes in development finance.
City of Hastings Page 3 of 5
Position Description: Community Development Director January 2010
Historic Preservation functions
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Manage Historic Preservation functions and Pioneer Room curator activities.
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Oversee enforcement of the Heritage Preservation Ordinance, assist the public with historic
preservation, and manage the operations of the Pioneer Room.
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Assist the public with preservation questions and applications; coordinate property reviews with
Heritage Preservation Commission (HPC) agendas.
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Manage compliance with preservation ordinace and guidelines.
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Promote preservation awareness and ensure that current information is available to the public.
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Manage surveys, nominations, designations, and documentation of historic properties in Hastings.
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Coordinate staffing for the Heritage Preservation Commission.
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Manage the operations of the Pioneer Room Curator.
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, AND ABILIITES
A. Planning
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Knowledge of the current theories, principles, and trends of municipal land use planning and the
ability to apply the knowledge of these concepts to current and long-range planning activities in the
City of Hastings.
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Ability to create professional reports and documents using computer technology.
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Ability to make professional, effective public presentations in writing, using computer technology,
and verbally.
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Working knowledge of and ability to use Geographic Information Systems (GIS).
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Ability to read and comprehend all types of maps and development plans, land use applications,
and laws and City policies as they relate to land use planning and zoning.
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Knowledge of federal, state, regional, and county regulations and policies as they relate to land use
and planning. These include, but are not limited to MUSA guidelines, wetland regulations, critical
areas, shoreland management ordinances, housing trends and regulations.
B. Economic Development - a working knowledge of the following:
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Real estate records, valuation, finance and transfers.
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Redevelopment and development assistance programs and regulations including tax increment,
abatement, relocation and business subsidies.
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Public works requirements and financing procedures.
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Public acquisition and contracting regulations.
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Small business issues.
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Industrial-commercial property and development costs.
C. Historic Preservation
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Historic preservation and environmental regulations and procedures.
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Ability to communicate effectively and professionally with the public, developers, City
Councilmembers, City Commissioners, and City staff.
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Ability to work independently with minimal supervision.
City of Hastings Page 4 of 5
Position Description: Community Development Director January 2010
Competencies Common to All City Positions:
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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.
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Demonstration, by personal example, of the service, excellence, and integrity expected from all staff.
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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.
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Confer regularly with and keep immediate supervisor informed of all important matters which pertain
to the applicable job functions and responsibilities.
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Represent the City of Hastings in a professional manner to the general public and outside contacts and
constituencies. Able to speak comfortably in public.
Criteria to Qualify for this Position
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Master of Arts degree in urban planning or closely related field.
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Five-Seven years experience in public sector/municipal planning administration.
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Two-Five years experience supervisory experience in a Planning Department of closely related field.
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Economic development certification, training or equivalent experience with commercial and residential
projects and programs.
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Considerable knowledge of computer applications to include GIS, word processing, spreadsheet, and
presentation software.
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Experience working independently with strong self-motivation and time management skills.
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Good verbal and written English communication skills.
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Valid drivers license with Minnesota driving privileges.
Desired Qualifications
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Previous experience with public sector/municipal economic development and redevelopment.
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 may be 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 or hear, stand, walk,
use hands to finger, handle or operate objects, tools or equipment; reach with hands and arms; climb or
balance; stoop, kneel, crouch or crawl; taste and smell; lift or move up to ten (10) pounds. These physical
demands are established in order to fulfill the requirements to be able to effectively inspect properties and
vacant land. Specific vision abilities required by this job include close vision, distance vision, color vision,
peripheral vision, depth perception, and the ability to adjust focus.
City of Hastings Page 5 of 5
Position Description: Community Development Director January 2010
WORK ENVIRONMENT
The work environment characteristics described her 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 office, during mostly day shifts. The employee may occasionally work
outside in various weather conditions. The noise level in the work environment is usually quiet in office
settings, and may occasionally be loud at work sites.
Supervision of Others:
This position is responsible for direct supervision of planning and Pioneer Room staff and project specific
oversight of Community Relations Specialist position.
Employee Initials: Date:
Supervisor/Dept. Head Initials: Date:
CC/CA/ACA initials: Date:
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 employee and is subject to change by the employer as the needs of the employer and
requirements of the job change.
Position Title: Community Relations and Special Project Specialist
Department: Administration
Reports To: Assistant City Administrator
Status: Full-time, non-exempt
Normal Shift: 8:00 a.m. - 4:30 p.m. Monday through Friday
Approved by
City Council:
Summary:
This is a non-union position responsible for providing assistance with economic development efforts of the
City, City communication efforts, and other general projects and assignments. The duties listed below are
intended only as illustrations of the various types of work that may be performed by this position.
Essential Position Duties and Responsibilities:
Economic Development (40%)—
EDRA/Planning Director is responsible for assigning tasks associated with
economic development activities
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Proactively contact existing property owners for available redevelopment options and actively promote
and recruit new businesses to locate in the community.
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Assist with preparing economic development packages with prospective businesses and recommend
action to the Economic Development and Redevelopment Authority, City Council, and other interests
as necessary.
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Attend Economic Development and Redevelopment Authority meetings and assist with the preparation
of agendas, minutes, background information and reports for the Economic Development Commission
and the City Council as directed.
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Act as City economic development liaison with downtown and neighborhood groups, associated county
organizations, and the local media;
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Analyze development proposals submitted to the City and the Economic Development and
Redevelopment Authority and assist locating or expanding businesses in understanding and anticipating
comprehensive plan locations, zoning districts, standards and processes;
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Assist with negotiations and recommendations for development and redevelopment proposals;
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Maintain updated demographic data, promotional materials, and existing industrial/business building
lists.
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Prepare and implement a community marketing plan including the development and distribution of
various promotional material including videos, maps, brochures, flyers, and developers information
packets, as well as providing updated information for marketing via the Internet; and assists in the
preparation of ad copy for marketing in trade journals and business publications as needed.
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Other miscellaneous duties as assigned by the EDRA/Planning Director.
City of Hastings Page 2 of 4
Position Description: Community Relations Specialist January 2010
Administration (15%)
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Assist with records management and retention, including utilizing the City’s electronic records
management program;
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Assist with employee programs and committees, including but not limited to employee recognition,
insurance open enrollment, wellness initiatives, etc.;
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Other miscellaneous duties as assigned by the City Administrator or Assistant City Administrator.
Communication Liaison (40%)
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Assists with development of a communications strategic plan and communications policy to ensure
appropriate, timely, and accurate information is available to the public using a variety of media.
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Works with other departments to assist with development of press releases, public data requests, and
other public information in a time-sensitive and legally compliant manner.
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Assist with the coordination and implementation of a community marketing plan, including the
development and distribution of various promotional materials;
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Newsletter--Coordinate City newsletter development and distribution, including regularly analyzing
timing and length of content to ensure the most effective communication to property owners;
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Website--coordinate timely website updates, content development, and department updates;
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Cable—ensures timely information are provided and updated
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Keep current on emerging communication methods and research, analyze and recommend new methods
in compliance with the City’s communications philosophy and strategy.
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Work with the Hastings Area Chamber of Commerce to welcome businesses, residents, and promote
the City of Hastings.
Elections (5%)
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Assist with elections-related duties as directed.
Knowledge, Skills & Abilities
1. Moderate working knowledge of applicable federal, state, and municipal regulations regarding
economic development, grant processes, tax increment financing, and redevleopment.
2. General familiarity with federal, state, and local government human resource regulations.
3. An understanding of, commitment to, and ability to effectively and timely communicate the
philosophical objectives of the City of Hastings to developers, residents, and business owners.
4. Ability to work independently with general oversight and supervision, and request clarification and
assistance as appropriate.
5. The consistent, confident, and competent performance of all of the essential position functions
outlined in this position description.
Compentencies Common to All City Positions:
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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.
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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.
City of Hastings Page 3 of 4
Position Description: Community Relations Specialist January 2010
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Confer regularly with and keep immediate supervisor informed of all important matters which pertain
to the applicable job functions and responsibilities.
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Represent the City of Hastings in a professional manner to the general public and outside contacts and
constituencies. Able to professionally Public speaking
Criteria to Qualify for this position:
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Bachelor's degree in Public Administration, Planning, Urban and Regional Affairs, Business
Administration, or closely related field.
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Two years of experience in working in local government administration, community development, or
communications.
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Ability to work effectively with City staff, elected officials, commission members and community
members.
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Effective oral and written communication skills including memo and report writing, ability to make
effective public presentations, and ability to develop effective marketing materials.
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Ability to communicate effectively orally and in writing.
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Ability to maintain clear, accurate record of activities.
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Computer proficiency including a working knowledge of and the abilty to use word processing,
spreadsheet, database managmenet, and GIS mapping/analysis programs.
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Ability to work with minimal supervision and do research as needed.
Desired Qualifications:
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Masters Degree in Public Administration, Planning, Urban and Regional Affairs, Business
Administration, or closely related field.
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Four or more years of experience in working in local government administration, community
development, or communications.
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 may be made to enable individuals with
disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit, talk or hear, stand, walk,
use hands to finger, handle or operate objects, tools or equipment; reach with hands and arms; climb or
balance; stoop, kneel, crouch or crawl; taste and smell; occasionally lift or move up to fifty (50) pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral
vision, depth perception, and the ability to adjust focus.
Work Environment:
The work environment characteristics described her 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 in an inside, temperature controlled environment and will require prolonged periods of
sitting, composing written materials and communication with others in person or on the telephone. This
position also requires work in outdoor environments, in a wide range of weather conditions. This position
City of Hastings Page 4 of 4
Position Description: Community Relations Specialist January 2010
requires on-site project management which requires the ability to walk through the City’s park and
recreation facilities on foot. Attendance at various daytime, evening and other off-hours meetings is
expected. Regular travel throughout the community to observe and evaluate department programs,
activities, facilities and operations is expected.
Supervision of Others:
No direct supervision 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 employee and is subject to change by the employer as
the needs of the employer and requirements of the job change.
Employee Initials: Date:
Supervisor/Dept. Head Initials: Date:
CC/CA/ACA initials: Date:
