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TO: Mayor Hoke �
Councilmembers Napper
Oxborough
Walsh
Wippermann
EROM: Stephan Jilk, l�dministratcar/Clerk
DATE: November 17, 1989
RE: Salary/Benefit Adjustments - 199Q
Non-Unian Empl.oyees
T'o13.owinq is a recomrnPndation for your consideration for ad�ustments to
salary and benef it programs for non-un�.on emplayeea for 1990. Al�.
employees woxking under union cantracts haue sal.ary and b�nefits
:�lready sQt for 1990 under the 1989-199Q eontracts.
As in 1988, for ad�ust,ments which came in 1989, factors supporting �
these recammendations are as follows: /
( 1 ) A comparable wort�i implementation plan approved in 1988 and w ich
included scheduled adjustments to some employees in 1989 and 1�990
based upon the comparable worth study approved by you and the State
of Minnesota to comply with s�ate law.
t2) A cost af living increase (inflation? rate for 1989 prajec�ted to be
about 4.6� for the Minneapolis/�t. Paul area,
{ 3) A review of LeaguE af Cities r�port and the Stanton (pri.va�ely done
for metro cities, counties and state offiees) Reports on salaries
and benefit adjus�ments for 1989.
( 4) A review of job d�scriptions/job responsibilit3.es for current city
staff.
( 5) A review of salary ad�ustments policy for the city.
Taking th�se factors iind�r consideration and upon thorough aiscugsion
amongst department heads and suppart staff, I recommend the foZlc�wing;
A. Consider the salary adjustment policy attached which will become a
specific section in the PersQnnel Pal.iey.
B. Consider a change in point valuP, uz�der the comparable warth plan,
to tI�A following �ositions:
DCGputy Finance Director Is now: 75 To b�: 88
with a new salary range of $29,941 to $40, 424.
The prvpc�sed incr�ase in point value for the Deputy Finance
t�irector Posit�.on is based upan the di,rection that the pasition has
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, ��SalaryJBenefit Ad�ustments - 1994
y Non-Union Employees
Page 2
taken in regards fic� more responsibility for day-to-da� decisiQns
regarding the finance department and the supervision of other
finanee department employees. Also, as Finance Director, Don has
taken more af a management role, as he should, and has stepped away
more from the day-to-day activities.
As w3.th other c�epartments having their "second" level of management
in similar posi�fons, this ehange or incre�se in points would
recagnize the actual value of this position. When th�.s position
was established one plus years ago, some of this was recc�gnized;
but with the experience we a1,1 have now with it, we would recommend
the additional change.
For your reference, the Deputy Finance Director job description is
attached.
Adrninistrative Assistant - Parks & Recreation De,partment
Is now: 65 To be: $0
witk� a new salary �ange of $2?,008 to $36,469.
This posa,tion is similar to the Deputy Finance Director' � position
as it is a "second in command position'" for a department. As the
staff in the Pa�eks & Recreation Department cantinue to expand, and
the v�,rious park �roject4, as wp11 as reereatian programs cantinue
to grow, this pasition continues to expand in depth as well as
scope. Tfiat i,s, there are simply more persQnnel matters and other
issues requiring decisions, on a day-to-day basis which fall on
this oosition to hanclle, W� feeI. that the added point v�lue is
recog�zition of th3.s growthl and we recQmmend the change.
I have al.so attached the �ob description for this gosition,
C. Add a new position with the associated goint value as follows;
Gity Clerk Point Value to be; 88
with � salary �ange of $29,941 to $40,429.
As th� G�mittuility cont�inues ta grow and more demands are put on our
stafft it has been my decision to place more responsibility tor
certain activities wi.�h the Deputy Clerk' s position held by Sue
Johnson. Sue not only has tak�n on those responsibilities well but
has also improved he� position by attending the Univer.sity of
Minnesota Clerk' s Institute for the las� three years. With her
work experience, college education and completion of the third year
of th� institute, she will c�btain the "Certified Clexk" status this
spring. ThiS certification is a recognition that she has completed
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� •� Salary/I3enefit Adjustments - 1990
� Non-Union Emplayees
Page 3
the thr�e years of specia�. training in the areas af elections,
recard keeping, legal notices and personnel i�sues. ,
Because Qf the demand on my position for activities relating to
persann�l, Sue has also taken on many of these responsibi.li�ies as
they xelate to personnel files, vacation schetluling, foilow-up on
bene�it records� (i.e. insurance, deferred �ampensation, flexib�.e
benefits, ete. ) and agenda coordinatian. The position has become a
blend of clerk anc� personnel coorciinator. I would hope ta expand
even further the areas involvi�g personnel. With ali the
additional requir�►ments we must meet regarding hiring practices,
employee record keeping and with the number of empioyees �re have,
personnel matters are a growing demand of time.
With this in mind, I would recommend that the posftion Sue now
holds be ch�nged so that a new position be created which would
simply be "City Clerk" and that the job desGription be apprAved as
attached. The paint value for this posi,tion v�ould be 8$ and the
salary range would bP $29,941 to $40,429.
I would recommend that Sue Johnson take that position at �he time
she rAceives her certification and be placed at a position between
Mid "A," and Top "A" at tha� time with a move to the midpoint Qf th�
entire range (or Mid "B" ) one year from the date �he is appointed
to the City Clerk pasition and upon a satisfaatory perf4rmance
evaluation.
The position of "germanent" Deputy Clerk will be vacated at that
time. Community Development Director Dean Johnson still has, as
part of his responsibiliti.es, title of Deputy Clerk in case of a
legal need for that position to respond in the Clerk`s absance.
Revised job descripta.ons for the position of City Administrator and
City Clerk are attach�d.
�. Consider the changes to all salary ranges for nc�n-union employees
at a rate of increase as follows for 199Q:
City Administrato�r 4�
Department Heads 4�
Statf Members 4,25�
(See attached schedule with propQsed adjustments)
It is important to remember that the 4`� and 4.25$ adjustments are
to salary ranges.
E. Consider changes to other benefits tor non-union empioyees as se�
out in the attached resolution. {The final resolution will only
have the benefits as determined ta go into effect January 1 , 199U,
not tl�e asterisk and underl.ine presented here to shaw changes. )
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Salary/Bene£it Adjustments - 1990 ,
� Non-Union Employees
Aage 4
Items J and K are not defzned here. Staff has reeeived
quotations/proposals for these types of i,nsurance but que�tions
still arA unanswered as to some details. Based upon initial review
of the �roposals, it waulcl appear that consideration for finan�cial
involvem�nt by the city in ei.ther 4f these bene�its wauld cause an
expen�a.ture of about $6,Q00 per year for ail non-union personnel.
We would be comin� back to you on December 5th with a
recommendation fo� one of the two items, If either benefit was
initiated this year for non-union personnel, it would be safe to
say that it would become an i.tem for c�ntract discussion with the
two unions for the 1991 canta�act period.
I would ask your cansideratian for these zecommendations.
If found to be accept�ble the requested action would bez
( 1 ) Pass a simple motion to approve Policy PE-3, Salary Adjustment
Policy - Nan-union Employees.
t2) k�ass a simp2e motion to approve recommendations as out�.ined in my
memo regarding the posit3ons caf Deputy Finance Direetaz,
Administrative Assistant, Parks & Recreatian Department, and City
Clerk.
(31 Pass a simple motion to approve the 4.0� to 4.25� sa7,ary range
ad�ustments.
( 4) Give direction on the resolutioa outlining bene£its so that we may
came back in Decemb�r with a recommendation of the dental and long
term disability insurance and complete discussion on other benefits
so thos� may be set €or 1990.
I will be pleasec� to discuss all these items with yau prior to or at
the me�ting on Tuesday, and I wi11 make a formal presentat#.on o� this
at the meeting.
Thank you for your cvnsideration on this matt�r.
.Attachments :
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November 21 , 1989
GITY OF ROSEMOUNT
POLICY TTTLEC SALARY ADJUSTMENT POLICY - NON-UNZON EMPLOYEES
POLICY NUMBER: PE - 3
PROPOSED BY; ADMINISTRATIQN ,
DATE .�,PPROVED BY COUNCIL: NOVEMBER 21 , 1989
PURPOSE
The City of Rosemount values its employees and finds �.t necessary
to maintain a credible method by which empioyees can expect to
gain and maintain salary levels within the aity's salary
strueture. This policy wi11 determine a consistent method by
which an employee' s salary is set and how an employee' s salary
may be adjusted from time to tirne a3lowing the emplayee to
advanee within the salary range for the position the employee
halds,
I. `i'he City Council of Rosemount has established a certain
salary compensation schedt�le which is updated on an annual
hasis to reflect changes in position requirements and
compensation value fa= those positions. (The current
sehedule is attaehed for reference to this p4].icy. )
II. �mployees may be hired anywhere within the salary range for
the position they will fill at the discretion of the C�,ty
�ouncil based �xpon recommendation by city administration.
III. Salary adjustment� can be made based on two criteria: (1 )
annual co�t af Iiving adjustments, ar other factors such as
comparable warth which affect tt�e salary range the employee
is in; and (2) ad�ustments to the specific employee' � salary
�ue to movement within the range.
IV. It is envisf.oned that the middle of the salary range will
maintain an "average" salary for positions for cities the
�ize of Rosemount and for positions with similar duties and
responsibilities. In orcler for an employee to reach that
"avexage", he/she should exhibit "at least" average
Pxperience and capabiliti�s. It is further assumecl that to
�ualify in mesting the experience factor, an employee shauld
have at least one year in the position currently assigned.
Movement through the salary range will also be determined by
satisfactory performance evaluatiQns comQleted by the
nrnployee' s supervisc�r.
V. Movement af �mpl_oyees to salary levels along the range ta
�oznts not specificaliy coineiding wi,th mid and top points
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' - ' SALARY ADJUSTMENT POLICY - NON-UNIQN EMPL4YEE5
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page 2
is satisfactory and will be determined by the employee' s
supQrvisor and the approval of the c3.ty admi,nistrator under
budgeting guidelines determined ancl approved by City
Counci.i.
VI. Unsatisfaetory performancc� evaluation by the employee' s
supervisor will be the basis for holding an empioyee back
from potenta.al, movemen� �.n the salary schedul.e and�or annual
. adjustments to the position" s salary range.
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GITY OF ROSEMOUNT
RESOLUTION 1989-
A RESt?T,UTI�JN OUTLINING NON-UNI(JN
FULL-TIME STAFF SALARY AND BENEFZTS
FOR 1990
the Cit Council Qf the City of RQsemo�on union��ull.�time
WHEREAS, Y
certain salary and bensfit ad�ustments far the
city staf f; and
WSEREAS, the CitY Administrator has p
rovided supporting informati.on
mmending salary and benefits ad�ustment� for 1990; and
as to reco
WAEREAS, in 1988 the. City Council adopted a comparable worth
im l�mentation plan to be implemented in 1989 and 1990; and
P
WIiEREAS, the City Gouncil has r�viewed a proposed pol.icy for
ment step ad�ustments in
impl.ementing annual. ad�ustments and employ along with implementing
1990 (this palicy is attaehed as ExhiC�t ��administration; $�d
other benefit changes as proposed by Y
EAS the Gity Cauncil of the City of Rosemount feel� it is
WHER r
appropriate to institute sueh recommend�d changes.
ranges are to be set
NOW, THEREFORE, BE IT RESOLVED, that the salary ta this
far all non-union positions as set �u� ie imhlemented as s�t out in
resolution, whicY� salary schedule will. b P
the Salary Ad�u�tment Policy {Exhibibe"a'do�ted forrall�nonQunion�city
that the followin� benefit schedule P1 �9Q:
staf� and will become effeetive January � r
A. Holidavs:
New Ye�rs Day 7. Columbus Day
1 . g, Veterar►s Day
2. Martin Luther K3.ng Day 9� Tnanksgiving Day
3. Presidents Day 10. Fxiday following
4: �femarial Day Thanksgiving DaY
5. Independence Day 11 . Christmas Day.
(, Labor Day
non-union full-time staff
B, Vacw at�ion= Vacation sha11 be earned by � , 1990•
monthly �er the :Eoliowin9 schedule, beginning January •
.67 day/mo. ($ days)
1st year of employment � day/mo. i12 days)
2nd thru 3rd year ot employment
4th thru 1Oth year of employmment 1 -3/4 days/mo. {2a daysl
11th thru 1ith year of employ 2 da s mo. 24 da s
*� 16 and above_._years o€ em la ment
' *� This is kjroposed to be added; existing vacatian schedule
(
ends at 1 -3/4 dayslmo. l
e, V�cation Accruai:
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Reso].utian 1989-
Fage 3
** Sick Leave:
1 thru 5 �ears of service - 15$ of a�ccumulated sick ieave
6 thru 10 ears of serviee - 30� of accumulated sick leave
11 thru 15 years Qf s�rvice - 45� caf unu�ed sick leave'
16 years of service and above 60� of unused �ick Ieave
G. Lonqevitv: After 5 years of service - 1� of base
** New• After 8 years of service - 2� of base
.
After 1� �ears of service 3� of base
After 16 vears of service 4� of k�ase
Old: After 5 y�ars of service - 1� of base
A£ter 10 years of service -- 2$ of base
After 15 years o£ service - 3� of base
H. Health Insurance:
Cost of Basic Plan - 100$ of employee coverage
(1st Dollar)
- 55$ of the difference betwe�n the
si.ngle employe� eoverage and the
total family coverage.
�he cost di�fsrene€� between th� basic (1 st do].l�x) plan and
any optianal plans available to employQes, will be paid by
the employee.
I. LifA Insurance: The city will pay the cost of:
( 1 ) $10,000 Term Life Insurance (Minnesota Mutual Life}
f2) Declining ualue FERA Life Insurance Plan
** Any additional iife insurance costs for optional plans
available to the emplayee wil}. be born by the emplovee.
** J. Lonq-Term Disabil.ity, Insurance
** K. Dental Tnsurance
L. Edueation Reimbursement:
** The city will pay 100$ of all casts of takinq a class nat to
exceed 750 a year far classes approved by Administratic�n and
successfully completed. The city will also.,pay 5fl� of costs
above the initial �75Q for classes approved br� �dministration
and suceessfullv campleted.
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CITY OF ROSfMOUNT PUSITIQN RESPONSIBILITY WRITE-UP
Date: January 18, 1989
Positior� Title DEPUTY FINANCE DIREC70R
De�artment Finance
Accountable to Finance Director
Primar�!Ob ective of PQsitivn
To S�rve as the Deputy Fin�ncA Director working under the direct
supervision of thP Finance Uirector, being responsible for assisting in
the cn�rdina'tion �nd management of the Finance Qepartment.
To assist with the supervision of the Oeputy Registrar locatian and all
other work �ssigned that is incidental to operations of the Fin�nce
Department.
Major Areas of ?�ccountability
l. Finance Procedures
Is responsible for directing the rec�ipting of city monies,
cataloguing statements and invoices with identification and
entering same into the data processing system for compilation and
subsequent printing of reports and checks for Cauncil approval,
for all funds of the City.
Is responsible for maintaining the day to day data processing of
general ledger revenue and disbursement entries for a1T funds.
Assist the Finance Uirector to insure accurate entries are made to
the fund accounting system.
Is responsible for maintaining all accounts far payment wMen due.
Is responsibte for balaneing the cash register as required.
Assist the Finance Director to insure that all receipts are
deposited into the bank in a timely, prompt and aecurate manner.
Is responsible for the preparation and mailing af utility bills.
Is res�onsible for compiling and entering p�yroll information into
the data pracessor from time cards, preparing repQrts, printing
payroll checks and providing other payroll related activitles as
re�uired.
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Position Responsibility Write-Up
Deputy Finance Director
Pa ge 2 .
Assists in the implementation of approved policies, plans and
programs for the financial , aceounting and record keep3ng function
- to assure timety and accurate financial data is being maintained at
all times. Monitars establish+ad eontrols to in�ure the ac�uracy of
a11 records and funds.
Participates in Budget Preparation with the Finance Qir�ctor and
provides guidance and assistance to department heads, when
requested, in preparation of departmental budgets.
t'articipates with the Finance Director in managing and inve�ting
City monies according to legaTly appraved invest�nt practices.
?_. itespc�nsibil i�_for Work �f Others
licts in the capacity of the Finance Director in his absence.
Assists in the Supervision and Coordination of the Deputy Registrar
loeatian alang with all other duties incidental to Finance
Department Responsibility as assigned by the Finance Directt�r 4r
the City Administrator.
3. Desirable Training & Ex�erienee
Education and experience in modified accrual accounting principles
and practices.
Education and experience in offiee management and procedures.
Ability to meet the public in a pleasant and businesslike manner.
Education and experience in Government bookkeeping principles.
£xperience and knowledge of computerized accounting equipment.
Qesire to maintain ongoing education posture.
Accomplished keyboard operator, ten key and typewriter.
4. Minimum Requirements .
Successful completion vf degree for two year accounting/data processing
course. Minimum of three years experience in related field with
supervisory responsibility. Desire work experience with computer data
information systems.
, CITY �)t�' ROSEMOUNT� F�SITIt)N �PONSIBIL.ITY WRITE-UP
Date Revised: November 1989
Position Title CITY ADMINTSTRATOR
De artm�nt ADMINIS'FRATIQN
Aecountable to City Courzc:�l
Primarv Ob�j,ective of Pasition
To serve as the Chief Administrative Officer of the City with authoritp
and responsibility to plan, control and direct the admini.stration of
city �f€airs to insure ef£icient delivery of municipal services and
deveingment in line with Citp �ouncil directives.
Ma or_Areas af AccQuntabiiitv
1 . Qruanization/Procedures
Advise and assist the City Council an a11 matters a� municipal
concern.
--Follows thr�ugh to assure the Citg ordinanees, resvlutions,
poticies and other directives �re properly interpreted,
administered and carried out.
--Supervise� 3nd directs the administration of �11 departments and
coordinates citp department head$ in developing end implementing
such programs.
----Coardinates the ` wark of city r�dv�.sarp boclies and citp
consultants, e3.ther direct�.p or through department heads.
Directs enforcement of ordinances, xesolutions and other direet�.vea _
��f the Gitp' Council.
�'repares agendas for Ctty Council meetings with supgorting
d«cumentation as map be needed throu$h �he direction af ciCy staff.
Provides reca,nmendations with supporting data, to the City Cauncil
as a guide to its policq making rale.
Keeps informed on all aspects o� municipal government and
researehes improved methods of admini�tration fox possible
impiementation in the City of Rosemount.
--Advises Councilmembers on concerns of eitizens.
--Answers c3.tizens cal:ls and comglainta.
T�y directive of the Council map represent the Counci]. in
l��gaGiations of contracts and/or grievances or ot�er differences
resultin� fro�n intergretation of negotiated contracts and/or other
policy praetfices or precedents.
, Position Responsi�ity Write=Up �
, , • Citp Administrata
Page ?,
2. Superviaion/Emp�lovee Relations
Plans and definea the organization for eity administration which
will assure a coordinated effort to abtain the goals eet t�y the
Citp Council.
Plans and coardinates the administration and organization of a11
de��artmen�s in city �nvernment, all gersannel, equigment and
faciliti.es to assure the desired level of service i.s being provided
c�n a basis which eommands the respect of the commnnity and its
�p2oyees.
Plans, develops, directs, witt� Counci7 apProv�l, personnel
��rograms, poliries and procedures which will encourage the
clevelopment of full work potential and work interesta o£ each
e�nplayee in city gavernment,
�'rovides direction and co�.�nse1 and ac�s, at Council, d3.rection, as
Iead person in negotiatians of �:ontract�, ox med:tation of
�rievances and/or misunderstanding governing w�ge-salarq, hours and
condi.tions of e�nployment, etc. :
f#ssigns staFf- members to advisary boards, committeea and other
eommunitp effortg and overs�es the results of such activities .
?�onitors, on a cont3nuing basis, the organization, administration
and services being rendered by the various departments of citp
;overnment to determine whether results are being achieved a$
planned.
--Makes or recommends organizational changes in sta£fing as well
as other changes in administration as map be ,ju�tified to
assure high standards of performance are rnaintained.
Sets an example of person�I integrity and ethical work practices
which wili provide a standard of canduct for a11 citp personnel..
Recommends emplvyees which w�11 staff city government wi�h
cc�mpetent personnel and de3egates the necessary authority to assur�
a well-managed €�nd viahle organizatioz►.
--Flans and directs training ogportunities to develop the work
potenr.i�], and abi.litp �f. city personnel to functaton effec�ivelp
in the varivus areas of administration as assigned.
Maintains a fav�rable working clf.mate in a11 departments.
--�ecognize problem areas and consulta with department heads as map
be necessarg to cause c�rrective actions to be taken as needed.
--0versees co�rdination af a1,1 phases o£ personnel administrati.on,
3 ncluding a�iminisLratiofi af a sound salary and perfvrmance review
pr4gram.
. Posit.�on Respons lity Write-Up
' : City Ad�ni nistrat� �
. " �,ag� 3
Involves department heads in the iden�ification of achievement
�oals that will provide standards $�ainst which to measure their
�erformance.
--Reviews periodicallp and c4n�ers with department heads to assure
that progress in each �rea is being achieve�l as planned.
3. Bud�et,1Financial
Oversees and advises the Council on the financia2 conditiaa of the
Citg,
--Responsible for developing an annual budget for pre�entat�L4n to,
reviewing, �nd consideration bp the Citp Council.
Oversees implementation af phqsical planning in �he city invalving
r_apital improvements, purchasin� practices, receiving and
administering gran�s-in-a�td , submitting grant applications, ete.
4. Public Relations
Represents the city and maintains liaison in business-industry,
municipal and state gavernment related activit�.es of interest to
the citizens of the Citp of Rosemount.
Coordinates all public relation activities �manatin� from the City
of Rosemount.
5. Sneci�l FroiectslDuties
Performs other dut3es, assumes o�her responeibil.ities as need is
�pparent or delegated bq the Citp Cauncil.
Fxamules of Performance Criteria
Policies and programs adopted by the Gitp Counc3l are understaad
and effeetively communicat�ed and administered bp ci.tg persannel.
Open lines of communicati.on are being maintained by the City
�dministrator with Councilmembers and �rith gersonnel in the various
departments o1 the citp �avernment.
Sound management practicea and financial poltcies enable city to
��btain £inancing at the lowest competitive coat.
A €avorable working c�.imate is being ma3ntained throtighout citp
government �o that �ersonnel are moti,va�ed to work up to the3r
potential.
�'roven abilitp to develop and maintain effective working
relationships with other government agencies.
�ommunicates effectivelF �rall.p and in writing.
P4eQts Council' s requirements £or trai.ning, �xperience �n�
��dministrativ� c�us�lifications.
Pos3.tion Respansi -�ty Wr:ite-Up
• Citp Administrato� �
. Page 4
6. }.Pspansibilitg for Wark of Qthers
Direct supervision over;
Finance Directvr
Po13c� Chief
: Parks & Recreation Dire�tor
�ire Chief
Pablic �lorks Directar/City L�ngineer
Director of Commun3ty ➢evel�pment
�3ty Clerk/Council Secretary
Varied C3.ty Consaltants
Indirect Supervision �ver ;
All other fn11 or part-time citp emplopees
7, 3?esirable Trainin�& E�erience
Graduated from � r�±cognired colleg� with a de�ree in Publie or
[iusiness Admi.ni�tration. A masters degree in either of ' these
fields is preferred, Five to ten pears expexi�nce in man�gement
�nci aupervisorq positiot�� in the m�nieipal gavernment £ield i.n
ciecision--mak3ng gositions nece:ssary.
$. Minimum Requiremants
Graduate of a recognized business or public adminfstration `
�indergraduate degree pro�ram and five pears experience in the
municipal field .
� ` • � �
.
CITY OF ROSEMQUNT ' PQSITION RESPONSTBILITY WRITE-UP
Date Renised: November I989
Position Title CITY CLERK/COUNCTL SECRETARY
Depar�ment ,ADMIN�STRATION
Accountable to Citp Admin�.strator
Primarv Qbject�.ve of Pasition
To serve as City Clerk in a1.1 matters releting to of�icial city reeards,
ordinances, resol�stions, legal publications and documents and p�her
duties as is required to carrq out th� eity clerk' s inherent
responsibilities tind authoritp .
To relieve the administratar and city cauncil of administrative details
by �r�viding responsible and confidential assi�tance thraugh secretarial
and other office service� as required.
Ma_jor Areas of Accountabilitv
l . Dailv Routine
Perfor�ns responsible anci confidential secretarial duties for
administrator inclading makin� appaintments, setting schedules,
arranging meetings and meeting rooms as required; and anawers
inquiries and complaints from citizens and refers appropriate
inquiries and camplaints to administratar.
Performs or assigns stenographic work fo�r the administrator .
1)rafts letters and mernorandums of a routine nature for the
administrator .
Coordinates the or�anization and maintenance of the master file
�ystem.
Schedules ancl reserves council chambe�s and city hs11 conference
rnQms for staft use and communitp meeting use.
Keeps administxator promptly �.nformed of anp development whaich
he/she ' wi11 need to k�iow to function effectively as chi.ef
administrative afficez �or the city .
Attends staff ineeti,ngs and record� and transcribes minutes of the
meetings.
. Position Responsi ttp Write-Up .
, , , Citq Glerk/Counci�ecretary
Fage 2
2. Council Assistance
Coordinates the preparati.on of agendas for city council meetings.
Coordinates preparation of agenda packets far city council meetinga
and insures materials are in proper farm and complete.
Attende c3ty council meetings and records minutes of such meetings.
Coordinates the deliverq of agenda packets to mapor and
councilmembers.
Tape records council mee�ings and stores tape recordings for
safekeeping.
Performs secre�ariaX du�ies for mayor and councilmembers incl.uding
telephone and personal inquiriea from citizens.
Follows up on actions taken at Counc3l meetings to insure that
required admzni�tration and clerica�. detail are given prompt and
apgropriate a�tention.
3. Official Record�
Funetians as Citq Clerk in relation to recording and maintaining
ail of£icial city records, including ardinances, resolutions and
legal pubiicstions.
nrafts or assists in the drafting and preparation of reaolu�ions,
publie notices, ordinances and other legal dtrcument�.
Performs citq clerk duties and functions inherent to that position
as a$signed tiy the administratar.
�oordinates the issuance of n�w and renewed liquor licenses and
cigarett� l�.censes.
4. Eleetions
Plans and conducts local and general elections includfng the
preparation of ballots, miscel�aneous election forms, ete.
'►�eeps knowledgeable of election 1aws.
Recornmends list of election capt�ins anci �udges and submits to City
Council for approval at apprQpriate time.
Ass3,sts citi�ens in voter registratian and mainta�.ns voter
registration cards and coordinates voter registrations activitp
with county auditor' s office.
S. Personnel Matters
Pravides administrative support to the Administrator 3n all
personnel matters ineluding, but not limiCed to, maintenance o€ a11
�ersonal emp2opee fi�.es, coordination of benefits for new and
, . Fosition Responsi lity Write-Up �
, . C�ity Cterk/Cnunci�Secretary
� Ya�e 3
�rnployees, szigernision af atl. employee hiring practtces and
�ssuranee that all emp�.oqee salary and benefits are �roperl.q
initiated and earried out.
6. Public Relati_ong
A$sists the administrator in �he coardinstion of gublic relat�.vn
activ�.ties emanating fr�m the City o£ Rosemount.
7. Special Fraiects/Duties
Per.farms other duties, assumes other responsibilities as need is
�pparent or delegated by administratoc or citp council.
�xamples of Performanee Criteria
Creates a favorable and prafessional image of the administrator' s
�ffice in cont�cts with ��ther personnel, council and the general
public.
Demonstrates the abil�.ty to work effectivelp under pressure and to
meet deadl.ines.
Zuality of stenagraphic work performed meets highest ��andard$ for
neatness, aceuracp and completeness.
Anticipates woxk requests and schedule of administrator and
prepares mater3als in advanee for review �nd approval bp exercising
initiat�tve, diseretion and independence of �udgement.
:�Iaintai.ns worlc flow in administrator' s o�fice in a� ora�rl� and
busine$slike �anner with a timel.y follow-through.
Maintains continuitp within �he administrator' s �taff bp sharing
pertinent infor'mation n�cessary to maintsin effective/effici.ent
office proceclures, auch as �tatus of pro3ecta, datea of �pecific
meetings, etc.
8. Reaponsib�ilitg for Work of Others
'Jirect supervi:�ion over c3.ty of£ices e�dminist�rative secretarp(ie�)
and rece�tionist.
---A3si�ns pr��jects and over�low work from other departments to
these staff m�mbers.'
:4ay, on direr,ti.�n of th� administr�tor, give work direct:tpns to
��thers an sta:ff as may be necessary to a�ssure the necese�ry foXlow--
�hrough in matters of coneern to the administrstc�r,
9. l3esirab3e Trainin� & Experience
Graduate of a twv year vocation or techn3cal college pxogram from
offi.ce administration. A bachelr�ra degree in Business
Administration ar Office Administrat�.on is greferxed. Five p�ars
f�xp�rience as �r� execu�ive secretazy �r admin�.etr�tive asaist�nt
, Position Responsi�ty Write-Up �
, . • City Clerk/Council ecretary
Page 4
i.n a management or supervisoxg pasition in the municipal governm+�nt
field, and a working knowl.edg+� of city governm€�nt affice and record
keeping procedures.
10. Minimum Reau3.rements
Graduate of a two pear off3ce administxation pro�ram £rom an
accredit�d vocationa]. or technical school and five p�ars experience
in an admini�trative or Ie$a1 staff support pvsition.
, � . � �
. •
�.�.rY of Itvseia�mt �itian v� Resaansibilih► Writ�e Up
— � i��
�bsittcxi `C�itl,e; l�ninistrativ�e hssfstant to birector of Parks ard R�tivn
� -��l: Parks asr�d Rec�.^eation
�uit:�le 7b: Uirector of Parks arx3 Recreaticm
Yrimax�v Okiriective of �itian:
;
71�e lklrninistrat#.v�e 1►ssis��nt to the Parks & Itecreat�.vn nireckor st�l..t u�rk ttnder
: tJ�e dirc�ction of tF�e P�rka b Re�tion Director and shall be respa�sible for all
: duties assi ed gpp1
, � bY the Dix�ckor, Main ch�ties shall i.nclude the supervision af
rever�iaes and e�cperditclre�s inwlvec� with the xecre�aitianal ��� anc.3 �
su�rv191on of th,e pax�k ti.me staff. 'itie hc�ninishrative ll�sssfstant ��l.l t�e
resp�onsfble for tl�e secrekarial duties of the Aazks & Re�reati,an E�e�ar�ent.
Work with tl�e �irect-or of Parks azd Recreation ko formulate goals and qbjeetives
[or L-he recreation c3ep��rtme�t
,
I• �ar 11t�aas of 1�vao�nit�aib�
� 11. l�s.�ign ar�d su��ervise staff ine�er,s` .
engaged i� rec�t�tiorwl p�nagr.amairg arrl
�ire�tly assist f.i�n in c�ertain assigrm�nta tn vbtain timely +Ar�d efficl�k
aar�letion of �ask�.
. t3. P�.vvide su��erviaicm arx3 technical. assistance, i.nclading �t�i,ni.ng, t4 all
recreat•ional staff m�mber$ anc� ot.hers assigneci to a:�c�reakiot�al wbrk.
C• Ca��3inate joint tmo9�� with area cities, attend �saistant di.rector's
meeEin9s and �rovide r�gui,red assistanc8 a� those ev+�nts as required,
D. Investigate citizen vamplatints ar�d aor�cerns �rding r�q.�e�aticmal �:Mogran�s
. �. Iie��resent tMe Recr.e�ticxi D�pe�ctrr�nt in �ty p�ams stx� a� the
Itatic�w+�en Night Party artid �he Le���n� E�Y� p� �d otl�ears a�s
as�igned or requix�ed.
G. InLorm the Di�rector oE Parks arx� Recreativn af �e+atior�al problems
It. oUserve rec-xeational staff n�nb�ars in the ca�lettvn of their tasks
I. Give input t� the bii-�ckor of Parks arx� R�creaCit� regarding new �►rograms
ancl altera�icros tliat cawld be made ta e�ci.sting prdgrams
J. �ih.lish a maithl.y tor bfn�onthlyl ne�+asletter for �tion of F�rtas auid
se�viees of the Parks � Rec�reaticm Uepaztment t�a be used by other
c3eEt�.rtments wl�en z�:�P..�ts aare n�de).
K• I�i1-�ci_l.y respa�sible f.or t1�e secret-arial duties of tiie Parks h Itecr��tion
iae!�rtn�nt
�
�� � i.` � . .. � . . . � � . � .� . . .� . � � . . . � � . . � . � . �. � �:.
L• C�xlucl• perivdic ��ersonnel eval,vaEians in written form for 1 '
["N�e reaartnendatic�s for p�tivns. �'' °�s fil�s.
transfers, hiring� axd tetminativn af
e�.�l.ayeee in rec�ational pr�rartrni,ng
M. M�.f ntain aocurate en�loyee i�rds rnlating �o item L. Itecaord wbrk
relating to type, facility use�d. rnanber of $taff used'. artid time r �''leked
c�_ry aut programning. �N�red to
N. 11.g4ist f.n U�e supervfsion of p�rk mAint�nce c�rnw as
Director of Parks and R�ti�. ��at�c3 by the
+ Uirector of Par}ts �nd R�eatfvn mus� cx�ord� of r rtm�rtta�rected by� the
' Public Wbrks Qireci:or and F � p�vjects with
careman af Parks.
; O. Si,�arvise all staff. af the P�rks arr� Recreativn .
are� of office assistance such as s�cretarial �rtment �ut waxk in �he
. . � lay vuts, ekc.
P. l►ssist the Prae�r.am Director in ss��exvision flf recreational gh..�ff. and assis�
. as zequired in orc�nizin9 e�edules and pub�.ishing o� sc�ui�s.
1
; Q. l�ss i.�t the Direetar of Parks anc� R ,
soitball ecrea�i.on in the n�tiaqem�,nt o£ the adult
P�anming as dir�eted.
' I I. II�j�t 8�d S�.*��;�g
` n• Coo�clinate the purchases of recreational supplies.
n. M�i�ttain a�curake inventariee of supplies arx� equipnen�.
C• `i'r.ain recreational +�nploy�ees and wlunteears in ttae s�fe use of x�c.�reational
� �Ni�t.
. �•
. III. S,�x.�cl,a], pipiect,� Sttcl Dut:i�
�1. t'erfonn other dutie9 and services �s assl9ned bY t-he UirEctar af �'erks sit�cl
Recrc�tion
�. Sc�xv� as liaisan oF the Parka and it _
district �n�unity 1�ucati.on 1ldviso��ion Delaa�'bnent t�v t}te lvca�l �xaol
zY Uauncil
' G P+�rf�rm �ther dul-ie� tt�t � a
recreatian ��nt in the narn�l c�peratians of the
deFart�ent of city
,
_ : � � � !
Iv. Ues.irod S1ci17.e - 1�riencaes - ��ticxi
A• D�gree Eran an aecredtted aollege �n the area of rect�e�ticx�al
actininistratiori, buslttess edut�tivn� fvrestxY� Pe�rk n�n�age�r►t ar relmted
field
..
Il. 71u�e� (3 I ta �ive (5) years personnel m�ttat�t eacE�etience
C. c�ich.ing, instn�cting, or lead�rship role in athletic proqram� ancl/Qr pe�rk
�i�tter�ance axeas
.
� Q• C�a.trse wark ar�r3/ar office manac�enr,.,nt training w.�.th abil.ity � type ar�
c�erate vaariws other offatae n�achines
.
V• ��,,.,,IFICATIt7[+kS:
; A. College graduate with cleqree in field of recrea�tion or related �ield
' B• oo+wrse wdrk in business mana �
. 9�nt, ec�arian�ce, m�rketing, etc.
. C• Secr�tarial/offiae rre�nagem�rit a�trse wo�tk o�
; experienoe in offfea p�ocer�res
: U. ti�ve a�leted an intexnshiP in recrek�tivn or related field .
'
. r, 2 - 3 yeare eRxperience directirg sta�ff arK3 p�oqrams
� F. Valid Minnesota Sh�ate Drivers License
+ �
i G. 1►E�ility t�o establisl� arx� rtaintain positive arr.� effective relatic�nsf�,ips with
i ���Y�e9r 8taff iner�,iere, axad q�eral public
tt. 1►bil.ity �o w�derstaiid and itr�lemen� t1�e "voQperative effort" of city
departn��ts �,
. I. 11bil.ity t-n p1�in, aarc�nize, and cany wt �ssi9rnienta persvnally as a+�!11 as
� witM �he use of sh�aff n�n�rs
; J. 1�bi.litY to oamn�ni�te well #n bott� wr.�tten and oral fmrnt - ko boEh gi.ve atx�
' follc�w instructivns in these foxms ��
�
i
! K• kbssess �ratrer� l�d�.rs}�ip skills
I�. Wi1l.irx3nc�s i�r� cx�r►ti.rr�ic� ecl��c��ic�.�l �n,�ch�ss bo�h cR�
,� ��9ig�i«1 tharYx�gh tl�e reGreation �'x�l t3m� �s w�ell
�nirr�aace, etc. �t�rt�t in elas�, wt�rlc�lx�,s,
• �