HomeMy WebLinkAbout7.a. Approve Job Description & Hiring Process for Part - Time Deputy Registrar Clerk , CITY OF ROSEMOUNT
EXECUTIVE S'CTMNlARY FOR ACTION
CITY COUNCIL MEETING DATE: March 2, 1993
AGENDA ITEM: Approve Job Description & Hiring AGENDA SECTION:
Process for Part-Time Deputy Registrar Clerk New Business
PREPARED BY: AGENDA �E� � � �
Jeff May, Finance Director
ATTACF�tENTS: Memo, Job Description, Job Ad, APP OVED�BYs �
Comparable Worth Point & Salary Worksheet � � ;, �
.� �
�� � �.
This item is on the agenda for Council consideration to approve the job
description for the position of part-time Deputy Registrar Clerk and to
approve the hiring process for this person{approved and included in the
1993 General Fund budget) . The attached memo goes into detail items that
were discussed during the budget process for 1993 to justify the Finance
Department' s needs for the hiring of this position. This position was much
discussed during the budget process and very needed to help the aperations
of the Finance Department as the City continues to grow. The following is
a praposed employment schedule ailowing us to get a person on board and to
begin the training process:
March 2 , 1993 - Council Approves the Hiring Process
_ __- ___, March 6, 1993 fhro�.i�h March 14, 1993 - Advertise f�r Employmen� ---
< March 19, 1993 - Application Deadline
March 22, 1993 through March 26, 1993 - Review Applications
March 29 , 1993 - Conduct Interviews
__ ,_
April 6, 1993 - Council Approval to Hire New Employee
April 7, 1993 - Offer Position to Successful Applicant _
April 26, 1993 - Successful Applicant Begins Employment
RECOMMENDED ACTION:
Motion to approve the job description for the position of Deputy
Registrar Clerk, the hiring process and the points & salary r�.nge as
outlined in the attached memo from the Finance Director.
COUNCIL ACTION•
DATE: FEBRUARY 23, 1993
TO: MAYOR McMENOMY
COUNCIL MEMBERS: KL�SN
WILLCOX
WIPPERMANN
FROM: JEFF MAY, FINANCE DIRECTOR
SUBJECT: PART-TIME DEPUTY REGISTRAR CLERK POSITION
During the 1993 budget process, much discussion occurred about
the Finance Department' s need for additional esentnand� future. I
discussed department responsibility, past, p
would like to summarize my justifications for the additional
personnel in the next few paragraphs.
Traditionally; the Finance Department has been responsible for
roll, accounts payable, accounts
operations including pay investments, property
receivable, cash receipts, fund accounting, Re istrar office.
and workmen' s comp insurance, and the Deputy g
As the City has grov�m and moved exclusively into the personal
computer environment, we have inherited the responsibility of
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maintaining those personal computers, the network the reside- on,
and many software issues as well .
In 1989 , we added a fourth person t�1nanceeDirector, Accountant
that our department consisted of a
and Deputy Registrar Support Person. Adding that person changed
the structure of our department so it then consisted of a Finance
Director, Assistant Finance Directar, Finance Support Person and
Deputy Registrar Support Person. At that time, the addition of
the PC network, increased insurance responsibilities, increased
reporting requirements and overall growth of the City and its'
needs were the justifications for the new position.
Since that time, our department has maint6i�e�d9tmonthperiodlwith
employees, four, and even operated for a
only three employees for parts of 1990 and 19g�oW.Atlnsurance
time, our responsibilities have continued to g
requirernents have become greater as rules have changed and we
have made much needed improvements to our system. The day-to-
day operations like payrall, accounts payable, cash receipting
and fund accounting take more time because of ever changing
reporting requirements and because there is a larger volume of
activity in all of these areas because of our growth. The
personal computer network has grown and required a corresponding
attention requirement.
Page 2
In addition to continuing growth, we have also assumed two other
major responsibilities as well . In 1991, our department was made
responsible for the majority of the Utility Billing process. We
assumed the responsibilities for the mailing of the meter cards
and utility -bills, as well as the collection of both items. We
took over the handling of the com uter
generation of all reports applicable to Utility Billing�g Wee
became responsible for generating final bills and setting up new
accounts on the computer system. We also assumed full
responsibility to responding to all complaints. Since 1991, we
have also added a third utility, the Storm Water Utilit �
increased o�r number of customers to service b a y� Which �
1, 500, so our total customers toda is y PPrOximately
contrast, in 1991, the total number of customers�was�a�little
over 2, 000. To summarize, we assumed a responsibility with no
additional personnel, that has doubled in size in two years,
still without adding any personnel .
The second responsibility added to our department has been the
ordering of. office supplies . This is a time consuming task that
has become .even more time cansumin� as we have made attempts to
improve the system and increase the efficiency of ordering and
-- accountability, --
__..
_ �
For the future., in 1993 we are looking at the implementa_tion of a
Fixed Assets system for the Cit �
y. This is a long overdue area of �
importance for the City from an auditing standpoint and an
efficiency standpoint, as well . We have budgeted funds to have
someone set up this system �or us, from the actual physical
inventory to the implementation of the software program needed to
make it go. But, that does not mean that we will have nothing to
do during this process . We will be required to provide
information to the contractor in order for the process to
succeed. Even more importantly, we will be xequired to maintain
that system once it is in place. That is when our real work will
begin.
To the credit of the Finance Department staff, payroll is
completed Qn time, bills are paid on tzme and reports are filed
on time. 3'r� most observers, every�hing seems to be operatin `�
smoothly. But, there are areas that are not getting the g
attention that they truly deserve. Most of these areas concern
long-term issues, especially policy issues. We should u date
current policies and establish new policies in areas incpuding,
but certainly not limited to, purchasin
controls, debt management and others. We canestments, internal
these changes and additions, but should we? WeedonytWthinkts
but at this point in time, they are things that constantl �
y get�
put on "the,back burner" because of time constraints in dealing
with the day-to-day operations of our department.
Page 3
What we are proposing -at this time is a part-time person to
assist in the operations of the Deputy Registrar office. This
would allow the current Deputy Registrar to assist the other
department personnel in the finance and accounting related
functions of our department. The Deputy Registrar is a break-
even or less operation that is a benefit to the citizens of
Rosemount . We have reached a point where the Finance Department
has to have additional help and we felt that this would be the
most cost-effective approach to take to help ease our problerns (at
least as a short-term solution) .
The position of Deputy Registrar Clerk would be a 1/2-time
position that would work four hours a day during the time of
breaks and lunch. This would also alleviate a backup problem
that we have had for quite some time and will probably escalate
with the formation of the third union. We have not been able to
provide an uninterrupted lunch for a person when that person' s
backup is not in the office because of illness, vacation,
seminars or the like. Hiring this position would eliminate this
problem, as we would then have three people, rather than two,
capable of providing Deputy Registrar services.
The position would assume a Comparable Worth paint value of 43
and a salary range of $7. 60 an hour to $10 .26 an hour with a
midpoint salary of _�8 . 86__an hour. This would be accomplished by
starting the person out at the bottom of the "A° range, or $7. 60
an hour; moving to the bottom of the °B'� range, or $8 .42 an hour,
after successful completion of a six-month probation period; and
moving to the middle of the "B° or the midpoint, $8 . 86 �an hour,
after eighteen months. This _is consistent with current poli_cies
_� that we have in place. _
I feel that this position is warranted for our department, and
hopefully, I have addressed any areas of concern that you may
have. If not, please feel free to contact me if you need further
information.. _ - _ --- -_ _
f
DEPUTY REGISTRAR CLERK
The City of Rosemount is accepting applications for a part-time
Deputy Registrar Clerk. Duties include issuing motor vehicle
licenses with heavy public contact. Minimum requirements include
one year clerical or customer service experience, 30 wpm typing
speed and knowledge of computer operations. 20 hours per week.
$7. 60 per hour starting salary. Completed applications must be
received by March 19 , 1993 . Application forms avaiiable at
Rosemount City Hall, 2875 - 145th Street West, Rosemount, NIl�T
55068; (612) 423-4411. Qualified females and minorities
encouraged to apply. Equal Opportunity/Affirmative Actian
Employer.
.. 1 ........... � � . � � . . ..
. to
1991 adjust
MIDPT. for
ANNUAI 1992 A Range 8 Range C range
JOB TITLE PTS RATE 1.0400
----------------------------------------------:----------------------------------
CITY ADMINISTRATOR �1Y8 � 57,289.13 59,58Q.70 51,082.1A 53,�70.63 56,b00.6b 56,601.66 59,580.70 62,559.73 ' 62,560.73 65,688.77 69,973.20
PUBLIC WORKS DIRECTOR �102 � 47,968.55 49,887.29 42,771.21 45,022.33 47,391.93 47,392.93 49,887.29 52,381.66 52,382.66 55,001.79 57,751.88
POIICE GHIEF �101 � 47,493.08 49,392.80 42,347.25 44,576.05 46,422.16 46,923.Ib 49,392.80 51,862.44 51,863.44 54,456.62 57,179.A5
fINANCE DIRECTOR �100,� d7,017.42 48,898.12 41,923.12 44,129.60 46,452.21 46,453.21 48,998.12 5i,343.02 51,344.02 53,911.22 56,606 J8
DIRECTOR OF PARKS 3 RECREATION � 99': 46,485.08 48,344.48 41,448.45 43,629.95 45,926.26 45,927.26 48,344.48 50,761.71 50,762.71 53,300.84 55,965.88
DIRECTOR OF PLANNING � 99 : 46,485.08 48,344.48 41,448.45 43,629.95 45,926.26 45,927.26 48,344.48 50,761 J1 50,762.71 53,300.84 55,965.88
� CITY ENGINEER/ASSISTANT P.W. DIRECTOR � 96 � 43,270.00 45,000.80 38,581.66 40,612.27 42,749.16 42,750.76 45,000.80 47,250.84 47,251.84 49,614.43 52,095.15
ECONOMIC DEVELOPMENT MANAGER � 96 : 43,270.00 45,000.80 38,581;66 40,612.27 42,749.76 42,750 J6 45,000.80 47,250.84 47,251.B4 49,614.43 52,095.15
ADMINiSTRATIVE A5SI5TANT � 94 � 40,630.73 42,255.96 36,228'30 38,135.05 40,142.16 � 40,1d3.T6 A2,255.96 d4,368.76 44,369.76•46,588.25 48,917.66
BUILDING OEFICIAI � 94 : 40,630.73 42,255.9b 36,228�30 38,135.05 40;142.16 ,40,143.id 42,255.96 44,368.76 44,369.76 46,588.25 A8,917.66
PARK & REC SUPERVISOR � 94 � 40,630.73 42,255.% 36,228':30 38,135.05 40,142.16 '40,143.16 42,255.96 44,368.76 44,369.76 46,588.25 48;917.66
POLICE LIEUTENANT � 94 c 40,636.73 42,255.96 36,228.30 38,135.05 40,142.1b ` 40,143.16 42,255.96 44,368:76 d4,369.76 46,588.25 48,917.66
PUBIIC WORK5 SUPERVISOR � 94 : 46,630.73 42,255.% 36,228.30 38,135.05 40,142.16 � 40,143.16 42,255.96 44,368,76 44,369.76 46,588.25 48,917.66
ASSISTANT fINANCE DIRECTOR � 88 : 36,495.32 37,955.13 32,540.88 34,253.56 36,056.38 36,057.38 37,955.13 39,852.89 39,953.89 41,846.58 43,938.91 `
PLANNER � 85 : 35,207.63 36,615.94 31,392.68 33,044.93 34,784.14 34,785.14 36,615.94 38,446 J3 38,447.73 40,370.12 42,388.62
ASSISTANT PARK 5 REC DIRECTOR � 80 � 32,919.86 34,236.65 29,352.75 '30,897.63 32,523.82 32,524.82 34,236.65 35,948.49 35,949.49 37,146.96 39,634.31 �'
y
FIRE MARSHAL � 79 : 31,702.43 32,910.53 28,267.20 29,754.95 31,321.00 31,322.00 32,970.53 34,619,05 34,b20.05 36,351.06 38,168.61
ASSISTANT PIANNER � 75 � 30,831.46 32,064.72 27,490.59 28,937.46 30,4b0.48 30,461.48 32,064 J2 33,667.95 33,668,95 35,352.40 37,120.02 ri
BUILDIN6 INSPECTOR : 75 � 30,831.46 32,064.72 27,490.59 28,937.46 30,460.48 30,461.48 32,064.72 33,667.95 33,668.95 35,352.40 37,120.02 "
ECONOMIG DEVELOPMENT SPECIALIST � 75 � 30,831.46 32,064.72 27,490.59 28,937.46 30,460.48 30,461.48 32,064.72 33,667.95 33,668.95 35,352.40 37,120.02
ENGINEERING TECHNICIAN � 65 � 28,393.36 29,529.09 25,316.60 26,649.06 28,051.64 26,052.64 29,529.09 31,005.55 31,006.55 32,556.88 34,184 J2 � �
ACCOUNTANT � 60 : 26,121.93 27,166.81 23,291.24 24,517.09 25,807.47 25,808.47 27,166.81 28,525.15 28,526.15 29,952.45 31,450.08
ADMINISiRATION bEPARTMENT SECRETARY � 60 � 26,121.93 27,166.81 23,291.24 24,517.Q9 25,807.47 25,806.47 27,1b6.81 28,525.15 2H,526.15 29,952.45 31,450.08
BUILOING INSPECTIONS SECRETARY � 6d � 26,121.93 27,166.81 23,291.24 24,51T,09 25,807.47 25,808.47 27,166.81 28,525.15 28,526.15 29,952.45 31,450.08 �
EGONOMIC DEVELOPMENTlPERSONNEL SECRETARY : 60 � 26,121.93 27,166.81 23,291.24 24,517.09 25,807.47 25,808.47 27,16b.81 28,525.15 29,526.15 29,952.45 31,45U.08
PIANNIN6 DEPARTMENT SECRETARY � 60 � 26,121.93 27,166.81 23,291.24 24,517.09 25,807.47 25,808.47 27,166.81 28,525.15 28,526.15 29,952.45 31,450.OB
POLICE DEPARTMENT SECRETARY � 60 � 26,121.93 27,166.61 23,291.24 24,517.09 25,807.47 25,808.47 27,166.81 28,525.15 28,526.15 29,952.45 31,450.08
PUBLIC WORKS SECRELARY � 60 � 26,121.93 27,166.81 23,291.24 24,517.09 25,807,47 ' 25,808.41 27,166.81 29,525.15 28,526.15 29,952.45 31,450.08
DEPUTY RE6ISTRAR � 53 � 22,426.82 23,325.97 19,998;20 21,050.74 22,158.67 22,159.67 23,325.97 24,492.2) 24,493.27 25,717.94 27,003.83
PROGRAM DIRECTOR � 53 � 22,428.B2 23,325.97 19,998,2Q 21,050 J4 22,158.67 22,159.67 23,325.91 24,492.27 24,493 37 25,717.94 21,003.$3
� ,
RECfPTIONIST : 46 : 20,231.48 21,040 J4 18,038.90 18,988.32 19,98i.70 19,988 JO 21,040.74 22,092.78 22,093 J6 23,198.46 24,358.39
ASSISTANT PROGRAM DIRECTOR � 44 : 14,035.86 19,797.29 16,972:80 17,866.11 18,80b.43 18;807.43 I9,797.29 20,787.16 20,788.16 21,827.57 22,916.95
SECRETARY AIDE � 44 : 19,035.86 19,797.29 16,972.80 17,866.11 18,806.43 18,807.43 19,797.29 20,781.16 20,788.16 21,827.57 22,916.95
flEPUTY REGISTRAR CLERK � 43 : N/A 18,428.80 15,799.49 16,631.04 17,506.36 17,507.36 18,4�8.80 19,350.24 19,351.24 20,31$.SO 21,3�.74
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CITY OF ROSEMOUNT POSITZON RESPONSIBSLITY WRITE-UP
Date: March, 1993
POSITION TITLE: Deputy Registrar Clerk
DEPARTMENT: Finance Department
ACCOUNTABLE TO: Finance Director
SUMMARY OF POSITION
The Deputy Registrar Clerk is responsible for providing motor vehicle
registration and related permit and licensing services to the public.
The duties of this position include, but are not limited to, providing
customer service to the public, being knowledgeable of motor vehicle
laws and procedures. Assists in maintaining reguired records and
inventory of license tabs.
ESSEI3TIAL DU'I'IES AND ??ESPONSIBILITIES
1. Serves the public for motor vehicle registration and licensing.
_ __ ___ _ _ _
_ __ __ __ _ _ ____ _. _
2 . Possesses a workir�g knowledgs nf current motor ve�icle laws and
_ _�.�rocedur�s . _.,.._�...
- 3 . Enters licens�ng information into computer. - __._
4 . Assists in maintaining inventory records of motor vehicle license
tabs, DNR reeords, and reordering of inventory as needed.
5 . Balances cash register on a daily basis .
6 . Receive telephane calls concerning motor vehicle or licensing
information.
& . Perfoxms such other duties as are assigned.
QUALIFICATIONS _
1 . High school graduate or equivalent with specialized course work
in general office practices such as typing, accounting, data
processing.
2 . One year of general clerical or customer service experience.
3 . Six months deputy registrar experience desirable.
4 . Ability to tyt�e accurately on a computer keyboard and/or
typewriter. Have a typing proficiency of 30 w.p.m.
5 . Some knowledge of personal computer operations, including word
processing and a spreadsheet program similar to Quattro Pro.
. �
6. Some knowledge of modern office practices and procedures.
7. Ability to speak and write English clearly.
8 . Ability to perfonn arithmetic computations accurately and
quickly;
9 . Ability to record names and numbers accurately (e.g. , not
transpose numbers and/or -letters) .
10 . Ability to communicate effectively verbally; ability to establish
successful working relatianshi�c�s with employees and the public;
ability to work under pressure and/or frequent interruptions.
11. Ability to remain seated or standing at the same work station for
up to two hours at a time.
STATUS: Non-exempt
2p Hours a Week
Reviewed b�: Approved by: _
` Administrative Assistant Date City Administrator Date
Date Approved by City Council :
. . •
CITY OF ROSEMOUNT POSITION RESPONSIBILITY WRITE-UP
Date: March, 1993
POSITION TITLE: Deputy Registrar Clerk
DEPARTMENT: Finance Department
ACCOUNTABLE T0: Finance Director
SUMNlARY OF POSITION
The Deputy Registrar Clerk is responsible for providing motor vehicle
registration and related permit and licensing services to the public.
The duties of this position include, but are not limited to, providing
customer service to the public, being knowZedgeable of motor vehicle
laws and procedures . Assists in maintaining required records and
inventory of license tabs.
ESSENTIAL DUTIES AND RESPONSIBILITIES .
_ _1.__._.__Serves__the public for motor vehicle registration and licensing.
2. Possesses a working knowledge of current motor vehicle laws and
_—.procedures. ___.. .. . ,.
- 3 . Enters licensing inforn�ation into computer. - _ _� __._
4 . Assists in maintaining inventory records vf motor vehicle license
tabs, DNR records, and reordering of inventory as needed.
5 . Balances cash register on a daily basis.
6. Receive telephone calls concerning motor vehicle or licensing
information.
6. Performs such other duties as are assigned.
QUALIFICATIONS -
1. High school graduate or equivalent with specialized course work
in general office practices such as typing, accounting, data
processing. .
2 . One year of general clerical or customer service experience.
3 . Six months deputy registrar experience desirable.
4 , Ability to type accurately on a computer keyboard and/or
typewriter. Have a typing proficiency of 30 w.p.m.
5 . Some knowledge of personal computer operations, including ward
processing and a spreadsheet program similar to Quattro Pro:
6. Some knowledge of modern office practices and procedures.
7. Ability to speak and write English clearly.
8. Ability to perform arithmetic computations accurately and
quickly;
9 . Ability to record namAs and numbers accurately (e.g. , not
transpose numbers and/or letters) .
10. Ability to communicate effectiveZy verbally; ability to establish
successful working relationshi�s with employees and �he public;
ability to work under pressure and/or frequent interruptions.
11. Ability to remain seated or standing at the same work station for
up to two hours at a time.
STATUS: Non-exemnt
20 Hours� a Week
Reviewed by_: Approved bY: __
' Administrative Assistant Date City Administrator Date
Date Approved by City Council: