HomeMy WebLinkAbout5.e. Administration Department Staffing Recommendation4 /
CITY OF ROSEMOUNT
EXECUTIVE SUMMARY FOR ACTION
CITY COUNCIL MEETING DATE: MAY 5, 1992
AGENDA ITEM: ADMINISTRATION DEPARTMENT
STAFFING RECOMMENDATION
AGENDA SECTION:
OLD BUSINESS
PREPARED BY: STEPHAN JILK, CITY ADMINISTRATOR
AGEND # 5
ATTACHMENTS: MEMO, JOB DESCRIPTIONS
AP 0 B
U
Council gave direction to me to proceed in drafting job descriptions,
salary structures, etc. for a revised Administration Department personnel
makeup.
As part of that change I am recommending two promotions and the hiring of a
receptionist to replace one person to be promoted. Attached is a memo
outlining all the proposed changes.
These changes will result in a $18,000 savings in 1992 and a $10,000
savings in 1993.
RECOMMENDED ACTION:
Motion to approve the recommendations in the City Administrator's memo
of May 1, 1992 outlining promotions and hiring to revise the
Administration Department.
COUNCIL ACTION:
PHONE (612)423-4411
FAX (612) 423.5203
TO:
FROM:
DATE:
RE:
(Pity of gosemount
2675 - 145th Street West, Rosemount, Minnesota
Mailing Address:
P.O. Box 510, Rosemount, Minnesota 55068-0510
MAYOR
Edward B. McMenomy
COUNCILMEMBERS
Sheila Klassen
James (Red) Steals
Harry Willcox
Dennis Wippennann
ADMINISTRATOR
Stephan Jilk
Mayor E.B. McMenomy
Council Members: Klassen, Staats, Willcox, Wippermann
Stephan Jilk, City Administrator
May 1, 1992
Staffing Changes
Due to certain resignations which took place in January and
February and discussion leading to a proposed restructuring of
the administration department (please see attached memo of 1-31-
92) I was directed to:
1. Develop job descriptions for new secretarial positions and a
administrative assistant position.
2. Establish hiring procedures for the secretary, receptionist
and administrative assistant position.
Upon receiving your approval to move ahead on these matters, Sue
Walsh reviewed all secretarial positions on staff as to their
relationship to comparable worth and appropriate job description
to actual responsibilities. This review provided the opportunity
to suggest revision of certain job descriptions and integrating
certain positions into a general "secretarial" classification.
Presently we have five different job descriptions for what are
really the same job in different departments.
To accomplish these changes, new job descriptions were written
for these positions along with the administrative assistant
position.
6verylkings eoming C(: J6 (Rosemount.'.'
The old titles and new titles are listed below along with
comparable worth point values and salary ranges.
OLD
Old Title
NEW
Points Salary Range Title Points Salary Ranee
City Clerk/ 88 $ 32541-43939 Admin. Asst. 94 36228-48917
Adm. Asst.
Adm. Asst./
66
$ 26328-35551
Police Dept. Sec. 60
23291-31540
Police
Sec. F.W.
60
$ 23291-31540
P.W. Dept. Sec. 60
23291-31540
Zoning Sec.
60
$ 23291-31540
P.W. Dept. Sec. 60
23291-31540
Building Sec.
50
$ 19117-25814
Bldg. Insp. Sec. 60
23291-31540
Police Sec.
53
$ 19998-27003
---eliminate--- -
---
Adm. Sec.
50
$ 19117-25814
Adm. Dept. Sec. 60
23291-31450
--non-existent--
---
Ec. Dev. Sec. 60
23291-31450
Asst. Admin
94
$ 36228-48918
---position eliminated---
---
These changes would affect several people, some with title changes only and
some with minor salary adjustments. It would also call for the hiring,
promotion or transfer of certain persons within the current work force.
Following are recommendations for accomplishing these changes:
Position: Administrative -Assistant. I recommend the promotion of Susan
Walsh to this position. Susan now carries on most personnel matters,
health insurance and City Clerk Duties. With the revised job description
for this position Susan would be responsible for all personnel matters,
health insurance, workers compensation mattersandact in my behalf at my
request or in my absence.
I further recommend a salary adjustment from her present salary $37,955
with overtime and comp time available to $42,256 and without overtime and
comp time or exempt. Based on the overtime history for Sue this increase
2
would prove to be minimal. Along with increased responsibilities I can
fully defend this increase.
Position: Economic Development/Personnel Secretary.. I recommend the
promotion of Deb Widstrom to this position. This position will provide
secretarial support to the Economic Development Coordinator person and to
the Administrative Assistant. Deb has been with us for over three years
and has proven herself in receptionist duties, secretarial skills, dealing
with the public and working well with the rest of staff.
Deb's move to the new position would come when the receptionist position
would be filled. Her new position would have a higher salary range and I
would recommend the following for her salary: start at bottom rangeat
$23,291 and move to bottom of "B" or mid-range after one year.
Position: Receptionist. I would recommend that we proceed to replace Deb
Widstrom and the starting salary for the replacement be set at the bottom
of the salary range for the position.
Position: aaminlstrauiye becreLa=y aau DU_L.LU.L114 "� ------
With the grouping of all "secretary" positions into one for salary and
comparable worth purposes, these two positions bear some consideration for
salary adjustments. So that we are, in fact, recognizing equal pay for
equal value, these two positions would be considered lower paid than their
counterparts. When these positions were created they were envisioned as
"lessor" value than existing secretarial positions. This has changed and,
with combining of all secretarial positions into one "class" salary
adjustments should occur.
My recommendation is to place these two employees at the middle of the
bottom, or "A" range at $24,517 because of their experience and move them
to the bottom of the "B" range in one year. This is consistent with our
past practice in new and/or promoted employees.
Position Public Works Secretary and Planning Department Secretary. These
positions are held by Cindy Dorniden and Donna Quintus. My recommendation
is to retain these two individuals with only a change in title. This would
require no change in salary.
Position: Police Department Secretary. This position would require a
change in title for Deb Marthaler. Her title now is Administrative
Assistant - Police Department. It would also require a drop in point value
and salary range. I am recommending this change with no change in salary.
This would mean that Deb's salary would still fall within the new, lower
salary range, but in the high "C" range.
Position: Assistant City Administrator. I recommend that this position
not be filled. This follows your approval of this concept dated January f
21, 1992.
4. m
Listed are several changes brought about by the review of the various
positions. I believe that these changes are needed to clarify job
3
responsibilities and correct some problems with point values, salary ranges
and pay equity.
We are also responding to the direction you gave us in January to:
1) Establish the Administrative Assistant position.
2) Hire an additional secretary.
These changes, if approved as recommended will result in a base salary cost
savings in 1992 of $17,500, plus employer costs for Social Security and
PERA.
In 1993, because of scheduled increases, as proposed, the savings will be
less but still about still about $10,000 for a two year savings of about
$28,000.
To summarize then, the recommended changes which we are asking your
approval for would be:
1) Approve new job descriptions for the positions of:
a. Administrative Assistant
b. Planning Dept. Secretary
C. Building Inspection Secretary
d. Public Works Secretary
e. Police Secretary
f. Economic Development/Personnel Secretary
g. Administrative Secretary
h. Receptionist
2) Promote Susan Walsh to the position of Administration Assistant
with a starting salary of $42,256. The position being classified
"Exempt".
3) Promote Deb Widstrom to the position of Economic
Development/Personnel Secretary with a starting salary of
$23,291.
4) Authorize the placement of the following personnel in the
assigned titled positions:
Linda Jentink - Administrative Secretary, $24,517
Maryann Stoeffel — Building Inspection Sec., $24,517
Donna Quintus - Planning Secretary, no change
Cindy Dorniden - Public Works Secretary, no change
Debra Marthaler - Police Secretary, no change
5) Authorize the advertising, interviewing and recommendation to
hire a person for receptionist.
6) That all changes take place June 1, 1992.
4
TO: Mayon McMenomy Wi ermanna
Council Members Klassen, Staats, Willc x, pp
FROM: Stephan Jilk, City Administrator
DATE: January 31, 1992
RE: Susan VanderHeyden Resignation
Staffing Considerations
We are in receipt of a Letter of Resignation from Susan
VanderHeyden. Susan has held the position of Assistant City
Administrator since May 6, 1991. Susan will take a position of
Assistant City Administrator for the City of Woodbury and her
last day of employment with the City of Rosemount will be
February 28th, 1992.
With the resignation of Tracie Pechonick as Economic Development
Specialist and now the resignation of Susan as Assistant City
Administrator we have an opportunity to consider alternatives to
the existing makeup of our staff to meet our continuing expanded
service requirements.
With the establishment of the Port Authority and discussion about
placing an even greater emphasis on economic development within
the city we are afforded now an opportunity to reconsider
staffing requirements and how we can meet them with the least
cost and greatest efficiency.
Present staffing: In the areas of administrative and economic
development staffing we presently have a structure as follows:
City Administrator
(Port Auth. Executive Dir.)
f
Asst. City Administrator
Economia City Clerk
Dev. Specialist
Admin. Secretary
1
Receptionist
Within these positions all administrative functions, most
personnel functions, health insurance management, city clerk
functions, mail service, packet preparation, election
7
coordination, receptionist duties, secretarial duties for
Administration, Port Authority, Economic Development activities
and special project coordination for such projects as the Armory
are performed. The hiring of the Assistant Administrator was to
establish a position that could provide daily leadership to
Economic Development and assist in the administration of special
projects and act as backup to the City Administrator. The
vacating of these two positions will leave a major gap in the
staffing of the above functions as they relate to the
administrative department and assistance to other departments.
These two positions played a major role in technical as well as
time consuming work being done by the Administration Department.
Replacement of these people will be essential unless we are
willing to accept less in sense of work tasks being completed and
a drop of support in the areas of administrative and economic
development functions.
I would like to ask your consideration to replace both of these
people and to do so I would like to suggest the following
options. These options are not totally defined here in that I am
not providing job descriptions and salary costs, but would
suggest that we would do that if you approve moving ahead.
option #1: Replace both people with the same required
Position responsibilities and maintain the status quo. This
option would hold no change and no cost savings. This option
would allow us, in the future, to upgrade the Economic
Development activity to a division within the Administration
Department with a "manager" of Economic Development and
complimentary staff.
Option #2 Replace Susan VanderHeyden with someone to fill
the Assistant City Administrator position and hire a Economic
Development Manager(EDM). This option would leave the Assistant
Administrator requirements as is but upgrade the Economic
Development Specialist position. The EDM would hold
qualifications and experience such that she/he would proceed with
minor supervision and direction, all leadership for our economic
development activity.
This option would provide more staffing support than at the
present but with more expense to the Fort Authority since they
would fund the position. Eventually the Economic Development
activity would become a separate division of Administration with
complimentary and supporting staff such as clerical positions.
Option #3: Revise the present staffing structure to emphasize
the true "Administrative functions" and the true "Economic
Development" functions while upgrading the Economic Development
activities and the position that staff would fill.
2
This option would consist of:
A) An administrative assistant who would perform all personnel
functions and city clerk activities, prepares agendas, City
Council Information Packets, Port Authority Information
Packets, clerk activities, meetings, maintains "official
files" for the City, oversees elections, processes all
licenses and supervises other administrative personnel
including secretaries and receptionist. Would also act as
City Administrator in her/his absence. This position would
be a slightly downgraded position from that of Assistant
Administrator.
B) Secretary II, who would provide all administrative secretary
support in the Administration Dept., assist the
Administrative Assistant in personnel matters, attend city
council and Port Authority meetings to take minutes, perform
many functions at the direction of the Administrative
Assistant including elections, official file maintenance and
act as the secretary to the City Administrator to coordinate
meetings and schedules. And as "Council Secretary" to
provide clerical support to the Mayor and City Council.
C) Secretary I, who would provide general secretarial and
clerical support to the Administrator, Administrative
Assistant, Economic Development Manager and backup to the
receptionist. Also conduct all mail service activity.
D) Receptionist, who would provide general receptionist duties
for City Hall.
E) Economic Development Manager. Provide all economic
development staffing support to the Port Authority. This
wouldbe an upgradedpositionfrom that of Economic
Development Specialist and would be considered a position
which would be held by someone with several years of
experience in the public sector marketing, developing
incentive programs, developing and managing public/private
sector joint projects and the development of financing
programs for such projects. The cost to fill this position
would be greater than we have experienced with the present
position.
option #3 would look like this:
City Administrator
Administrative Assistant
Economic Dev. Manager I
Sec r II Sec. I Receptionist'
Economic Dev. Specialist
(open)
Economic Dev. Secretary
(open)
3
Costs: By upgrading the City Clerk position, the existing
secretary position and hiring a secretary but eliminating the
Assistant Administrator position we would realize a cost savings
the first year of about $19,000 and a second year cost savings of
about $15,000 to the General Fund.
The Port Authority would finance the Economic Development Manager
position. There would be an increase in cost to the Port
Authority to upgrade this position but we would expect a greater
effort and success in meeting our economic development program by
doing so.
I recognize the concerns you all have raised regarding the
hiring, even to fill vacancies, of additional personnel.
I would suggest that in considering the following recommendation
that it calls for the employment of the same number of employees
that we currently maintain but with less cost to the city's
general government fund. It also calls for the continued
"sharing" of such positions as the secretaries in Administration.
These positions provide support for all staff in Administration,
including the Port Authority functions, most Fire Dept. clerical,
and several functions for all other departments. Without
replacement of personnel to maintain these services many inner
office support functions and community or "customer" services
will suffer. I ask you to consider this.
I am sensitive to your concerns of the numbers of staff we
maintain and if you are willing to "test our strength" to
determine our need for these staff positions we could make the
following recommended changes, but not fill the secretary I
position for a period of time to see if it will be necessary. I
cannot recommend that because I am convinced we will most
certainly suffer because of it. With several staff members
already spending 50 to 55 hours a week just keeping up, we do
need these people but I most assuredly am willing to try with a
six month review of the situation.
RECOMMENDATION•
Proceed with Option #r3. With this option I believe we can
continue our administrative functions and still broaden our
economic development program. The overall cost to the City -
General Government and Port Authority would be about the same,
possibly slightly higher depending on the final salary structure
for the Economic Development Manager.
I would ask your approval to proceed to develop job descriptions,
salary ranges, advertisements and hiring procedure for the
Administrative Assistant and Secretary I and II positions.
The Port Authority will discuss this same proposal and recommend
the action to be considered on the Economic Development Manager.
4
CITY OF ROSEMOUNT POSITION RESPONSIBILITY WRITE-UP
MAY, 1992
POSITION TITLE: ADMINISTRATIVE ASSISTANT
DEPARTMENT: ADMINISTRATION
ACCOUNTABLE TO: CITY ADMINISTRATOR
SUMMARY OF POSITION
Provides assistance to the City Administrator in administrative
functions. Directs and coordinates all personnel -related activities
serves as the City Clerk and is responsible for all related city clerk
duties for the City; supervises administration secretaries and
receptionist; performs specialized duties and projects as assigned by
the City Administrator and represents the City Administrator in
his/her absence.
SPECIFIC DUTIES AND RESPONSIBILITIES
1. Develops special personnel -related policies and procedures for
compliance with local, state and federal laws.
2. Represents the City on personnel -related projects and meetings.
3. Assists, or at the direction of the City Administrator, performs
labor relations including negotiations.
4. Coordinates personnel selection functions, including advertising
positions, screening, testing, interviewing, and hiring
procedures. Works with department heads from position vacancy
through appointment.
5. Provides recommendations to the City Administrator regarding
staffing additions.
6. Prepares annual salary reports and administers the City's salary
ranges and position classification system.
7. Maintains personnel files. Maintains employee data used for
initiating employee salary and benefit changes.
8. Administers city-wide employee benefit programs.
10. Processes and administers worker's compensation claims and
unemployment benefits claims.
11. Conducts all local, state and federal elections and keeps current
with State election laws.
POSITION RESPONSIBILITY WRITE-UP
ADMINISTRATIVE ASSISTANT
12. Functions as the City Clerk in relation to recording and
maintaining all official city records, including ordinances,
resolutions and legal publications.
13. Performs city clerk duties and functions inherent to that
position.
14. Coordinates the issuance of new and renewed liquor and beer
licenses, cigarette licenses and gambling applications.
IS. Coordinates the assembling of City Council packet materials and
prepares final agenda. Coordinates weekly staff agenda.
16. Attend City Council meetings as required.
17. Serves as central purchasing agent and coordinates the
preparation of specifications for all bid required purchases,
except those requiring professional signatures.
18. Coordinates interdepartmental matters as assigned or in the
absence of the City Administrator.
19. Prepares Administration Department budget.
20. Represents the City Administrator at meetings and work sessions
as required.
21. Performs other duties and assignments as directed by the City
Administrator.
22. Directs the daily operation of the Administration Department.
MINIMUM QUALIFICATIONS
1. Bachelors Degree in Business, Public or Office Administration.
2. Two years of relevant experience in office administration and the
supervision of administrative support staff.
3. Ability to communicate effectively and tactfully in written and
oral form.
4. Demonstrates strong organization skills.
5. Demonstrates working knowledge of personal computers and
software.
POSITION RESPONSIBILITY WRITE-UP
ADMINISTRATIVE ASSISTANT
DESIRED QUALIFICATIONS
1. Masters degree in Public, Business or Personnel Administration or
a closely related field.
CITY OF ROSEMOUNT POSITION RESPONSIBILITY WRITE-UP
Date: May, 1992
POSITION TITLE: Administration Secretary
DEPARTMENT: Administration
ACCOUNTABLE TO: Administrative Assistant
SJ1,M nRY OF POSITION
The Administration Secretary is primarily responsible for providing
secretarial support to the City Administrator and other members of the
Administration Department. The duties of the position include but are
not limited to: taking and preparing minutes; transcribing
correspondence, documents and forms; coordinating meetings and
schedules; researching and responding to inquiries and filing. This
position is under the supervision of the Administrative Assistant.
SPECIFIC DUTIES AND RESPONSIBILITIES
1. Serves as secretary to the City Administrator and provides
secretarial support to all members of the department. These
duties shall include typing documents and routine correspondence;
proofreading for typing accuracy; composing and preparing routine
correspondence; scheduling appointments and meetings; taking and
relaying messages.
2. Serves as secretary to the Mayor and City Council and performs
all appropriate secretarial duties.
3. Attends City Council meetings and records minutes; compiles
information for City Council packets and delivers packets to
members of the City Council.
4. Answers routine inquiries from the public for general information
and other relevant questions forwarded to the administration
department. Assists individuals with routine complaints and
routes non -routine inquiries and complaints to appropriate
departments or individuals. Meets the public to assist in
providing information and researches files for information or
data.
5. Assists the Administrative Assistant with elections including
voter registration, voting equipment and test decks, polling
places, election judges, election day activities and other
associated tasks.
6. Files departmental information in department files and central
filing system. Assists the Administrative Assistant in
maintaining the City's central filing system.
POSITION RESPONSIBILITY WRITE-UP
ADMINISTRATION SECRETARY
7. Serves as primary backup to and in the absence of the Economic
Development/Personnel Secretary and the Planning Department
Secretary, including but not limited to coordinating phone
coverage and other support services. Serves as secondary backup
to the Receptionist.
8. Is responsible for posting and delivering mail.
9. Is responsible for the operation and maintenance of postage
machine, copy machines, fax machine and other office equipment as
assigned.
10. Performs such other duties as are consistent with the tasks of
the position and as may be assigned.
OUALIFICATIONS•
1. High school diploma or G.E.D. and graduate of two year vocational
or secretarial school.
2. Three years previous experience providing secretarial services in
an office environment.
3. Previous experience or working knowledge of a personal computer.
4. Proficient at use of wordprocessing. 65-70 wpm typing or
keyboarding
5. Demonstrated skills and ability with both oral and written
communications.
6. Flexibility and ability to work under changing priorities and in
peak workloads.
STATUS: Non-exempt
Reviewed by:
Administrative Assistant Date
K
Approved by:
City Administrator Date
CITY OF ROSEMOUNT
POSITION TITLE:
DEPARTMENT:
POSITION RESPONSIBILITY WRITE-UP
Date: May, 1992
Economic Development/Personnel Secretary
Administration
ACCOUNTABLE TO: Administrative Assistant
SUMMARY OF PQSITION
The Economic Development/Personnel Secretary is primarily responsible
for providing secretarial support to the Economic Development
Coordinator and Administrative Assistant and other members of the
Administration Department. The duties of the position include but are
not limited to: taking and preparing minutes; transcribing
correspondence, documents and forms; coordinating meetings and
schedules; researching and responding to inquiries; and filing. This
position is under the supervision of the Administrative Assistant.
SPECIFIC DUTIES AND RESPONSIBILITIES
1. Serves as secretary to the Economic Development Coordinator and
Administrative Assistant and provides secretarial -support to all
members of the department. These duties shall include: typing
documents and routine correspondence; proofreading for typing
accuracy; composing and preparing routine correspondence;
scheduling appointments and meetings; taking and relaying
messages.
2. Attends Port Authority meetings and records minutes; compiles
information for Port Authority packets and delivers packets to
members of the Port Authority.
3. Answers routine inquiries from the public for general information
and other relevant questions forwarded to the administration
department. Assists individuals with routine complaints and
routes non -routine inquiries and complaints to appropriate
departments or individuals. meets the public to assist in
providing information and researches files for information or
data.
4. Files departmental information in department files and central
filing system.
5. Serves as staff secretary to the Fire Chief and provides general
and routine secretarial support for the Fire Department as
directed by the Fire Chief.
POSITION RESPONSIBILITY WRITE-UP
ECONOMIC DEVELOPMENT/PERSONNEL SECRETARY
6. Serves as primary backup to and in the absence of the
Administration Secretary and secondary backup in the absence of
the Planning Department Secretary, including but not limited to
coordinating phone coverage and other support services.
7. Serves as primary backup to and in the absence of the
Receptionist.
8. Performs such other duties as are consistent with the tasks of
the position and as may be assigned.
QUALIFICATIONS
1. High school diploma or G.E.D. and graduate of two year vocational
or secretarial school.
2. Three years previous experience providing secretarial services in
an office environment.
3. Previous experience or working knowledge of a personal computer.
4. Proficient at use of wordprocessing. 65-70 wpm typing or
keyboarding.
5. Demonstrated skills and ability with both oral and written
communications.
6. Flexibility and ability to work under changing priorities and in
peak workloads.
STATUS: Non-exempt
Reviewed by:
Administrative Assistant Date
2
Approved by:
City Administrator Date
CITY OF ROSEMOUNT
POSITION:
DEPARTMENT:
ACCOUNTABLE TO:
SUMMARY OF POSITION
POSITION RESPONSIBILITY WRITE-UP
Receptionist
Administration
Administrative Assistant
Date: May, 1992
The Receptionist is responsible for greeting visitors to City Hall and
for handling incoming calls. These duties shall include: answering
questions; directing calls or visitors to appropriate departments or
individuals; taking messages and providing general secretarial
support. This position is under the supervision of the Administrative
Assistant.
SPECIFIC DUTIES AND RESPONSIBILITIES
1. Answers incoming calls and greets visitors to City Hall and
directs calls and visitors to appropriate departments or
individuals.
2. Answers routine questions pertaining to City services and
programs, receives public complaints and concerns, answers
routine questions relative to such complains and routes non-
routine problems or concerns to appropriate departments or
individuals.
3. Provides general and routine secretarial support to the
Administration department as directed by the Administrative
Assistant. These duties shall include: typing documents and
routine correspondence; and proofreading for accuracy.
4.Provides general and routine secretarial support to other city
departments as directed by the Administrative Assistant.
5. Maintains routine office records and files.
6. Performs such other duties as are consistent with the tasks of
the position and as may be assigned.
QUALIFICATIONS
1. High school diploma or GED.
2. Completion of a post -high school secretarial course.
3. Two years previous experience providing switchboard or
receptionist services or secretarial services in an office
environment.
POSITION RESPONSIBILITY WRITE-UP
RECEPTIONIST
3. Previous experience and working knowledge of a personal computer.
4. 50 wpm typing or keyboarding and familiarity with wordprocessing.
5. Demonstrated oral communication skills.
S ATUS: Non-exempt
Reviewed by:
Administrative Assistant Date
E
Approved by:
City Administrator Date
CITY OF ROSEMOUNT
POSITION TITLE:
DEPARTMENT:
ACCOUNTABLE TO:
SUMMARY OF POSITION
POSITION RESPONSIBILITY WRITE-UP
Planning Department Secretary
Planning Department
Director of Planning
Date: May, 1992
The Planning Department Secretary is primarily responsible for
providing secretarial support to the Director of Planning and other
members of the Planning Department. The duties of the position
include but are not limited to: taking and preparing minutes;
transcribing correspondence, documents and forms; coordinating
meetings and schedules; researching and responding to inquiries and
filing. This position is under the supervision of the Director of
Planning.
SPECIFIC DUTIES AND RESPONSIBILITIES
1. Serves as secretary to the Director of Planning and provides
secretarial support services to all members of the department.
These duties shall include: typing documents and routine
correspondence; proofreading for typing accuracy; composing and
preparing routine correspondence; scheduling appointments and
meetings; taking and relaying messages.
2. Assists in the preparation of resolutions, public notices,
ordinances, agreements and other legal documents as required.
Compiles mailing lists for public hearings.
3. Attends Planning Commission meetings and records minutes;
compiles information for Planning commission packets and delivers
packets to commissioners.
4. Coordinates the signing and distribution of legal documents such
as plats, development contracts and permits.
5. Answers routine inquiries from the public for general information
and other relevant questions forwarded to the planning
department. Assists individuals with routine complaints and
routes non -routine inquiries and complaints to appropriate
departments or individuals. Meets the public to assist in
providing information and researches files for information or
data.
6. Serves as primary backup to and in the absence of the
Administration Secretary or Economic Development/Personnel
Secretary, including but not limited to coordinating phone
coverage and other support services.
POSITION RESPONSIBILITY WRITE-UP
PLANNING DEPARTMENT SECRETARY
7. Files departmental information in department files and central
filing system.
8. Performs such other duties as are consistent with the tasks of
the position and as may be assigned.
OUALIFICATIONS:
1. High school diploma or G.E.D. and graduate of two year vocational
or secretarial school.
2. Three years previous experience providing secretarial services in
an office environment.
3. Previous experience or working knowledge with a personal
computer.
4. Proficient at use of wordprocessing. 65-70 wpm typing or
keyboarding.
5. Demonstrated skills and ability with both oral and written
communications.
6. Flexibility and ability to work under changing priorities and in
peak workloads.
STATUS: Non-exempt
Reviewed by:
Administrative Assistant Date
E
Approved by:
City Administrator Date
CITY OF ROSEMOUNT
POSITION TITLE:
DEPARTMENT:
ACCOUNTABLE TO:
Y OF POSITION
POSITION RESPONSIBILITY WRITE-UP
Building Inspections Secretary
Public Works Department
Public works Director
Date: May, 1992
The Building Inspections Secretary is primarily responsible for
providing assistance in the processing of all building permits. The
duties include but are not limited to: scheduling inspections;
transcribing correspondence, documents and forms; coordinating
meetings and schedules; researching and responding to inquiries and
filing. This position is under the supervision of the Public Works
Director.
SPECIFIC DUTIES AND RESPONSIBILITIES:
1. Answers routine inquiries from the public for addresses, legal
descriptions, lot sizes, general building permit information, and
other relevant questions forwarded to the department. Assists
individuals with routine complaints, and routes non -appropriate
inquiries and complaints to the appropriate departments or
individuals. Meets the public to assist in providing information
and researches files for data. Provides general building permit
information to outside agencies.
2. Serves as secretary to the Public Works Director and provides
general secretarial support services to the building department.
These duties shall include: typing documents and correspondence;
proofreading for typing accuracy; composing and preparing routine
correspondence; scheduling appointments and meetings; taking and
relaying messages.
3. Processes building permits by: scheduling and recording
inspections; assisting individuals with permit applications;
preparing licenses; verifying applicant data and insurance
information and inputting building permit data.
4. Files departmental information in department files and central
filing system.
5. Completes required reports relative to building permit functions
after collecting required data.
6. Computes and receives routine permit fees using a prepared fee
schedule.
POSITION RESPONSIBILITY WRITE-UP
BUILDING INSPECTIONS SECRETARY
7. Serves as primary backup to and and in the absence of the Public
Works Secretary, including but not limited to coordinating phone
coverage and other support services.
8. Performs such other duties as are consistent with the tasks of
the position and as may assigned.
OUALIFICATION•
1. High school diploma or GED and graduate of two year vocational or
secretarial school.
2. Three years previous experience providing secretarial services in
an office environment.
3. Previous experience or working knowledge of a personal computer.
4. Proficient at use of wordprocessing. 65-70 wpm typing or
keyboarding.
5. Demonstrated skills and ability with both oral and written
communications.
6. Flexibility and ability to work under changing priorities and in
peak workloads.
STATUS• Non-exempt
Reviewed by:
Administrative Assistant Date
2
Approved by:
City Administrator Date
CITY OF ROSEMOUNT POSITION RESPONSIBILITY WRITE-UP
Date: May, 1992
POSITION TITLE: Public Works Department Secretary
DEPARTMENT: Public Works Department
ACCOUNTABLE TO: Public Works Director
SUMMARY OF POSITION
The Public Works Secretary is primarily responsible for providing
secretarial support to the Public Works Director and other members of
the department. The duties of the position include but are not
limited to: taking and preparing minutes; transcribing
correspondence, documents and forms; coordinating meetings and
schedules; researching and responding to inquiries; and filing. This
position is under the supervision of the Public Works Director.
SPECIFIC DUTIES AND RESPONSIBILITIES:
1. Serves as secretary to the Public Works Director and provides
secretarial support to members of the department. These duties
shall include: typing documents and correspondence; proofreading
for typing accuracy; composing and preparing routine
correspondence; scheduling appointments and meetings; taking and
relaying messages.
2. Assists in the preparation of resolutions, public notices,
ordinances, specifications and other legal documents as required.
3. Attends Utilities Commission meetings and records minutes,
compiles information for Utilities Commission packets and
delivers packets to commissioners.
4. Answers routine inquiries from the public for general information
and other relevant questions forwarded to the public works
department. Assists individuals with routine complaints and
routes non -routine inquiries and complaints to appropriate
departments or individuals. Meets the public to assist in
providing information and researches files for data.
5. Deals with the public in establishing new water and sewer
accounts and arranges final readings. Inputs accurate customer
accounts information for billing purposes.
6. Inputs employee hours from time sheets into job cost program.
7. Serves as primary backup to and in the absence of the Building
Inspections Secretary, including but not limited to coordinating
phone coverage and other support services.
POSITION RESPONSIBILITY WRITE-UP
PUBLIC WORKS DEPARTM33NT SECRETARY
8. Completes required reports relative to department, such as well
reports and gasoline useage reports.
9. Files departmental information in department files and central
filing system.
10. Performs such other duties as are consistent with the tasks of
the position and as may be assigned.
QUALIFICATIONS:
1. High school diploma or G.E.D. and graduate of two year vocational
or secretarial school.
2. Three years previous experience providing secretarial services in
an office environment.
3. Previous experience or working knowledge of a personal computer.
4. Proficient at use of wordprocessing. 65-70 wpm typing or
keyboarding.
5. Demonstrated skills and ability with both oral and written
communications.
6. Flexibility and ability to work under changing priorities and in
peak workloads.
STATUS: Non-exempt
Reviewed by:
Administrative Assistant Date
E
Approved by:
City Administrator Date
CITY OF ROSEMOUNT
POSITION TITLE:
DEPARTMENT:
ACCOUNTABLE TO:
SUMMARY OF POSITION
POSITION RESPONSIBILITY WRITE-UP
Police Department Secretary
Police Department
Police Chief
Date: May, 1992
The Police Department Secretary is primarily responsible for providing
secretarial support to the Police Chief and other members of the
Police Department. The duties of the position include but are not
limited to: transcribing correspondence, documents and forms;
researching and responding to inquiries; filing; and serving as
receptionist for the department. This position is under the
supervision of the Police Chief.
SPECIFIC DUTIES AND RESPONSIBILITIES:
1. Serves as secretary to the Police Chief and provides secretarial
support to all members of the Police Department. These duties
shall include: typing documents, reports and correspondence;
proofreading for typing accuracy; composing and preparing routine
correspondence; taking and relaying messages.
2. Transcribing various reports from police officers' report,
supplemental reports for officers' case files, official
department letters and investigation reports for referral to
legal counsel.
3. Types press releases and coordinates state and local mailings of
police information, as directed by the Police Chief.
4. Is responsible for updating office policies such as rules and
regulations manual, emergency operating procedures and standard
operating procedures at the direction of the Police Chief.
5. Compiles information and prepares various special police reports
on a weekly, monthly and annual basis;' and disseminates to
appropriate agencies.
6. Conducts MINCIS/NCIC validations.
7. Answers incoming calls, directs calls and takes messages.
Assists visitors to the department by providing information and
answering questions or directing persons to appropriate
department personnel.
POSITON RESPONSIBILITYW WRITE-UP
POLICE DEPARTMENT SECRETARY
8. Answers inquiries from the public. Assists individuals with
complaints, and routes inquiries and complaints to appropriate
departments or individuals. Provides information from police
department records as required and authorized.
9. Files departmental information in appropriate files.
10. Codes offenses and incidents; maintains computer data files on
incidents; maintains police reporting system as part of Minnesota
Crime Information System;
11. Maintains radio communication with officers and fire department
personnel as required.
12. Performs such other duties as are consistent with the tasks of
the position and as may be assigned.
OUALIFICATIONS•
1. High school diploma or GED and graduate of two year vocational or
secretarial school.
2. Three years previous experience providing secretarial services in
an office environment.
3. Previous experience or working knowledge of a personal computer.
4. Proficient at use of wordprocessing. 65-70 wpm typing or
keyboarding.
5. Demonstrated skills and ability with both oral and written
communications.
6. Flexibility and ability to work under changing priorities and in
peak workloads.
STATUS: Non-exempt
Reviewed by:
Administrative Assistant Date
2
Approved by:
City Administrator Date