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Home My WebLink About6.j. Deputy Clerk AppointmentJLn7 TO: �i�� 2875 -145TH ST. W. ?01semount ROSEMOUNT. MINNESOTA 55068 612-423-4411 Mayor KNutson Councilmembers: Napper Tucker Walsh Willard FROM: Stephan Jilk, Administrator/Clerk DATE: July 2, 1987 RE: Deputy Clerk Appointment During the change in personnel with my coming on board and Don Darling taking on the treasurer position, designations of deputy clerk and deputy treasurer were made. At this time, 1 am designated as deputy treasurer so that there is a back up to sign checks and investment transfers in Don's (treasurer) absence. Dean Johnson is designated as deputy clerk to take on certain_ aspects of my position, as clerk, in my absence. The need to have both of these back up positions is real. There are times and situations which occur when legal requirements are such that the city cannot legally perform certain functions without these two persons available. The need for the treasurer backup can be a little more planned. That is, investments are scheduled and checks are, under normal circumstances, needed at regular items. The need for the legal services or those _times when the "city clerk" (or deputy clerk) is needed to sign` documents, be in attendance at'a meeting and/or perform certain duties that are required to be performed by the, "clerk" cannot be planned so easily. These duties are, in most cases,` not highly technical in nature but are required. Because of the job description set for the council secretary is what it is; and quite accurately reflects what Sue Johnson does, her duties come quite close to being that of what is formally described as those duties of a "clerk" under State Statute. I've attached both her job description and the excerpt from the State Statute describing the "Duties of Clerk" for your review. Because Sue is performing many of the duties required and because her position requires a growing knowledge of what is going on in my office, as well as helping to coordinate the activities of the City Council, I suggest her position description be changed (item 11 under Typical Duties) to include "and specifically those duties of deputy clerk as assigned by the administrator/clerk and to perform those duties of the administrator/clerk required to carry out the city "clerk's" duties in the administrator/clerk's absence. Further, to add under "Desirable Background", Item (7) Working knowledge of city government office and record keeping procedures. s CITY OF ROSEMOUNT COUNCIL SECREURY JOB DESCRIPTION GENERAL STATEMENT OF DUTIES , The Council Secretary works under the direct supervision of the Clerk/Admini•strator and shall be responsible for all the duties of that office assigned by the Clerk/Administrator and requested by the City Council. Duties include transcribing Council Minutes, Preparation of Council Agendas and general assistance in support of the- Clerk/Administrator. SOME TYPICAL DUTIES (These duties do not include all of the tasks which the employee may be expected to perform) 1. Attend Council Meetings to record minutes of the meeting. 2. Preparation of minutes of meetings from notes. 3. Take shorthand notes and accurately transcribe dictation of a wide variety of correspondence, reports and meetings. 4. Compose and type correspondence, applying a knowledge of departmental operations. 5. Type letters, reports, documents, orders, notices and various forms of statistical and related data. 6. Assist with maintaining City filing systema 1. Operate and supervise word processing equipment. 8. Assist Clerk/Administrator in conducting elections for the City. 9. Relieve the department head of details whenever possible: 10. Operate a variety of office machines. 11. Perform other tasks as required or assigned. DESIRABLE BACKGROUND 1. Knowledge of office procedures. 2. Accomplished stenography skills. 3. Skilled in spelling and business English. 4. Possess tact and respect for matters pertaining to the office and general public affairs. 5. Pleasing and businesslike manner. 6. Ability to work independently and to carry out oral and written instructions. �) t4loRK+vy 1<0, t- t C -Dr o f city 9 Ovc evmr-v-' #-F ,cr � R6cA*2o kCCjgf j fek-so vets . MINIMUM QUALIFICATIONS Graduate of a standard high school with training in stenography and office practices. A minimum of -three years experience in related field. Ability to take dictation at a speed of 80 words per minute and to effectively type at a rate of 55 words per minute. +� f 7391 STAWTORY anES 412.171 shall be responsible and whom he may remove at pleasure. In case of the treasurer's absence from the city or disability, the council may appoint a deputy treasurer, if there is none, to serve during such absence or disability. The deputy l ` may discharge any of the duties of the treasurer. i� 1 lislory: 1949 c 119 s 17 1951 c 378 s 5; 1973 c 123 art 2 s 1 subd 2 412.15 [Repealed, 1949 c 119 s i 101 412.151 DU HNS OF CLERK. The clerk shall give the required notice of each regular and special election, record the proceedings thereof, notify officials of their election or appointment to office, certify to the county auditor all appointments and the results of all city ►' elections. ile shall keep (1) a minute hook, noting therein all proceedings of the r; council; (2) an ordinance hook in which he shall record at length all ordinances passed by the council; and (3) in account book in which Ire shall enter all money t` #r transactions of the city including the tittles and amounts of all receipts and the person from whom the money was received and all orders drawn upon the ,,.. treasurer with their payee and object. Ordinances, resolutions, and claims con- g' sidered by the council need not be given in full in the minute book if they appear i in other permanent records of the clerk and can he accurately identified from the description given in the minutes. The clerk shall act as the clerk and bookkeeper 1 of lite city, shall he the custodian of its seal and records, shall sign its official papers, shall post and publish such notices, ordinances and resolutions as may be required and shall perforin such other appropriate duties as may be imposed upon him by the council. For certified copies, and for filing and entering, when required, papers not relating to city business, he shall receive the fees allowed by ;f law to town clerks; but the council may require the clerk to pay such fees into the city treasury. With the consent of the council, he may appoint a deputy for whose acts he shall be responsible and whom he may remove at pleasure. In case of the clerk's absence from the city or disability, the council may appoint a deputy clerk, if there is none, to serve during such absence or disability. The deputy may discharge any of the duties of the clerk, except that he shall not he a member of the council. r, Ilislory: 1949 c 119 s 18; 1951 c 378 s 6; 1953 c 735 s 3; 1973 c 123 art 2 s I sand 2 'n 412.16 (Repealed, 1949 c 119 s 1101 1, 412.161 (Repealed, 1973 c 34 s 71 412.17 (Repealed, 1949 c 119 s I 10 412.171 DUES OF JUSTICES OI 111E 1 EACC ;'.r. Statutory city justices of the peace shall possess all the powers granted justices j. of the peace by section 487.35 and other laws and shall be governed by the same '•. laws as town justices except that their official honds shall run to the city and shall he approved iy the council. In cases involving lite violation of any ordinance of the city they shall have the powers prescribed by section 487.35, subdivision 2. A. Whenever a city is situated in more than one county, the justice may exercise his authority and shall file his bond or a duplicate thereof in lmth counties. llislnry: 1949 c 119 s 20; 197.7 c 123 art 2 s I suhd 2; 1976 c 44 s 25 r : [Repealed, p •�>, Baled, 1949 c 119 s 1101 412.181 Subdivision 1. MS 1949 [Repealed, 1953 c 49 s 21 Suhd. 2. MS 1949 (Repealed, 1953 c 49 s 21 t Deputy Clerk Position July 2, 1987 Page 2 With the sizeable increase in development comes a proportional increase in the items of work to be completed for public hearings, assessment rolls, bond issues, etc., and many of these require Sue or me to be involved. The clerk has to sign all public notices and most public records for instance. Sue is learning quickly as to procedures in drafting resolutions, certifying documents, state requirements for record keeping, etc. She is planning on attending a training institute, in July for city clerks or their assistants for all of this type of responsibility. The legal requirements facing city government, in just the areas I've mentioned are expanding at an increasing rate. I need someone trained and with the ability to help in these areas. She will be doing many of these tasks and so should have the title to go with it. This then requires designating Sue as a deputy clerk. I would suggest keeping Dean as a deputy also. We can have more than one designated, and I see no benefit in dropping his designation. There would be no pay increase for this change since, at least at this time, the change only reflects what the position is doing now. Thank you for your consideration. smj