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HomeMy WebLinkAbout9.f. Authorize Advertisment for Parks & Recreation Secretary AideCITY OF ROSEMOUA'T EXECUT= SU)MARY FOR ACTION CITY COUNCIL MEETING DATE: February 4, 1992 AGENDA ITEM: PART TIME SECRETARY AIDE AGENDA SECTION: NEW BUSINESS PREPARED BY: DAViD J. BECHTOLD / Dlg. P&R AGENDA ffEM # 9j' ATTACHMENTS: COPY OF JOB DESCRIPTION The present operation of the Parks & Recreation eepartmeovts does not include a secretary. This item is to seek your approval to move ahead with the hiring of a part time secretary to assist our staff. What has been required for the past eight years to complete our work is for the Assistant Director, Lisa Jost, and myself to work many hours on weekends, evenings, and at home on projects. Most of these hours have not been reflected in our time sheets or in payroll. I feel that the time has long been over due for that requirement to end and to work with you on ways to resolve this issue. Obtaining at least a minimal amount of secretarial assistance will.be •a positive move forward in this process. Most of the work load of the secretary would be in the Recreation Department working for Lisa Jost. As time permits some assistance will also be given to the Director of Parks & Recreation. The first step in the hiring process is to obtain council ` authorization to advertise for candidates to fill the position. A copy of the job description for the secretary aide position has been attached. The employment would be for twenty four (24) hours per week at a rate of pay of $ 8.16 per hour. Applications would be accepted until February 21,.1992. Interviews would be held with council authorization for hiring to be requested at the March 17, 1992 meeting. This position was budgeted for in the 1992 budget process. RECOMMENDED ACTION: Move to approve the advertising for candidates to fill the position of Secretary Aide for the Parks & Recreation Departments. COUNCIL ACTION: CITY OF ROSEMOUNT POSITION TITLE: DEPARTMENT: ACCOUNTABLE TO: POSITION RESPONSIBILITY WRITE—UP SECRETARY AIDE — PARKS AND RECRETION DEPARTMENT PARRS AND RECREATION DIRECTOR OF PARRS & RECREATION PRIMARY OBJECTIVE OF POSITION To serve as secretary in the city offices of the Parks and Recreation Department and to provide clerical and general office support in the operation of the Parks and Recreation Department. MAJOR AREAS OF ACCOUNTABILITY 1. Typing / Transcribing Types various reports, schedules, correspondence and documents for the Parks and Recreation Departments as directed by the Assistant Director of Parks and Recreation. 2. General Clerical Completes secretarial / clerical duties necessary to provide assistance to the Parks and Recreation Department as assigned by the Director of Parks and Recreation. Assists with the organizing and filing of the departments. Assist the Department staff to receive, record, and transfer to the Finance Department all monies collected for materials and/or services provided by the Parks & Recreation Departments. 3. Telephone Services Answers telephone as assigned for the Assistant Director of Parks and Recreation Department. Transfers calls or takes messages as indicated to be appropriate based upon department policy. 4. MINUTES OF MEETINGS: Serves as recording secretary at Parks and Recreation Committee Meetings as assigned. job—desc.21 1/92 CITY OF ROSEMOUNT: POSITION RESPONSIBILITY WRITE-UP SECRETARY AIDE - Parks & Recreation Dept. pg. 2 EXAMPLES OF PERFORMANCE CRITERIA 1. Proven ability as a skilled typist in preparing reports, correspondence, and general forms. This ability should be with the use of a general typewriter as well as word processing equipment. 2. Ability to communicate in a calm, clear, and concise manner. 3. Follow through on basic secretarial / clerical assignments including, but not limited to filing, copying, and typing. 4. Ability to deal with the public in a courteous, patient, and tactful manner which creates a favorable image of the City of Rosemount 5. Good working habits and a willingness to cooperate with others. Contributes in a way that will generate a positive and pleasant working environment for all city departments. Respond willingly to varied work assignments and schedules. 6. Understands and works to protect delicate and/or confidential matters of the city business operation. 7. Ability to communicate information and ideas in oral and written form. Must be capable to effectively communicate with personnel of other departments, with citizens and with appointed and elected officials. 8. Ability to work with minimal supervision. MINIMUM QUALIFICATIONS AND EXPERIENCE 1. Graduate of a two year vocational school or special program in secretarial / stenography. 2. Six months experience in a secretarial position. This experience must be in a general corporate or company headquarter position, if in the private sector; or a general administrative office secretarial position, if in the public sector. 3. Possess a pleasant personality which allows for a good representation of the city and the publics perception of the manner in which the public will be dealt. 4. Working knowledge of personal computer software and typical software applications such as word processing, database, and spreadsheets. job-desc.21 1/92 t TO: Mayor / City Council FROM: David J. Bechtold - Director of Parks & Recreation DATE: January 29, 1992 RE: Secretary Aide Position This memo is being sent to list general information relating to the types of jobs that the Secretary Aide would be assigned to complete. It is not meant nor intended to serve as a complete list of jobs that would be included in the employee's work schedule. At all times the job description should be used as the main indicator of the role that the employee would be accepting. ------------------------------------------------------------------ TELEPHONE - Respond to questions relating to programs, schedules, fees, etc.. Transfer calls appropriately or take messages and deliver them to staff. FILING - Work with the departments to organize and file information on rosters, schedules, finances, time sheets, cost program, staffing, etc. - includes work in hard copy as well as data base. MAIL & - Sort department mail according to proper staff. Open COPYING mail relating to fees for trips, athletics, etc. and write receipts and deposit funds. - Complete general copying of memos, letters, notes, flyers (small runs), etc. TIME - Enter information into the job cost program. Work with SHEETS staff to update the job cost program. FINANCE - Work with Director to keep files of Purchase Orders up to date. Also work to keep accounts of Parks & of Recreation updated with the Purchase Orders written. ERRANDS Pick up supplies for projects and programs. Deliver FAXING and pick up materials for Tiny Tot program. Deliver packets for the Parks & Recreation Committee and other subcommittees. Deliver articles to newspaper or fax them to office. RECREATION - Update rosters, manager lists, fees collected, etc. PROGRAMMING and input information into software program. - Assist with receiving and listing registrations for recreation and leisure programs. - Be responsible for and to complete typing, copying, and mailing of athletic schedules and program schedules as approved by the Assistant Director. - Take information from answering machine relating to leagues. Update league standings and write the standings in appropriate form and submit to newspaper. - Compile statistics from registrations for Program Director and input that information into date base. This -includes information on the names of programs that are both seasonal as well as special events, numbers of participants, financial information, dates of programs, staffing conducting program, facilities used, materials and equipment required, etc.. DIRECTOR - As time allows work on filing information into project files. - File motions made and information from meetings into proper project files. Transfer this information to appropriate departments as well that are involved in the projects - Type green sheets for council meetings, copy memos to staff, copy and compile information for packets to Parks &-R_ecr_eation__Commi_ttee members, ---etc. - Work with engineering staff to compile information on construction projects and work to keep both departments files up to date as they relate to phone calls, changes in designs or materials, etc.. PARKS Work with Parks Maintenance Supervisor to keep updated information on project status, inventories, purchase orders, budget balances, etc.. - Work with Parks Maintenance Supervisor on overtime status of that department - Type portion of specs that relate to items that are being purchased as a "Parks" purchase and not through normal spec person or purchasing person.