HomeMy WebLinkAbout6.f. Position Reclassification – Deputy City Clerk Office Specialist (PW Engr Dept)
EXECUTIVE SUMMARY
City Council Regular Meeting: May 5, 2020
AGENDA ITEM: Position Reclassification – Deputy City
Clerk/Office Specialist (PW/Eng Dept)
AGENDA SECTION:
Consent
PREPARED BY: Logan Martin, City Administrator and
Emmy Foster, Assistant City
Administrator
AGENDA NO. 6.f.
ATTACHMENTS: Deputy City Clerk/Office Specialist Job
Description APPROVED BY: LJM
RECOMMENDED ACTION: Motion to approve the job description and salary range for the
Deputy City Clerk/Office Specialist position effective June 1, 2020.
BACKGROUND
As a part of the 2020 budget, funding was included to reclassify the Public Works/Engineering Office
Specialist position to Deputy City Clerk/Office Specialist (in the Public Works/Engineering
Department.) Staff is a reclassification of an existing position with a new title and job description, not
the creation of a new position. The draft job description is attached. This transition has been discussed
for several years because of the expansion of Election and City Clerk duties. The impact on the 2020
budget would be $2,985 in salary costs which is already included in this year’s budget.
The City’s election needs continue to increase, as do the demands for additional specialized in-house
staff resources in this area. Continuing forward, the time and complexity for the election efforts
and focus will continue to increase. The PW/Engineering Office Specialist position has previously
assisted in elections to some degree, but this position has evolved into a major role in elections with the
ever-changing election requirements. In addition, this position is the main go-to person in the absence
of the City Clerk.
Jessie Paque is our current employee in this role and has served as the primary backup for our City
Clerk Erin Fasbender. The City relies heavily on her, especially in her increased elections role. She
will be attending year 2 of the 3-year long clerk institute training. As a side-note, our current City
Clerk Erin Fasbender, held this position previously and because of her experience and having
attended the clerk training, she was able to step in and successfully take over the City Clerk role when
that position opened up.
In their PW/Engineering Office Specialist positions, both Erin and Jessie expressed interest and
exhibited the capacity to assist with an increasingly responsible role with Elections and City Clerk
back-up duties, and the supervisors were and have been agreeable to this as well. Because this
position has increasingly more responsibility and independence, we wanted to have the position
evaluated to ensure that the position is properly pointed and compensated. In addition, this
reclassification assists in more clearly defining the role and the expectations for elections
leadership and backup City Clerk duties.
The City utilizes the services of Ann Antonsen of Baker Tilly to evaluate new and updated job
descriptions to assign comparable worth points and associated pay to the positions. In addition, she
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assists us with our Pay Equity Compliance Review that is submitted to the state every 3 years. Ms.
Antonsen has reviewed the job description using the Hay Job Evaluation System and considered the
changes in duties to the position. She has recommended that the reclassified position be assigned 208
job points based on the nature and scope of the position, other position responsibilities within the City,
and pay equity data. Based on this data, staff is proposing the position be compensated at the 2020
range of $24.62 – $32.30/hour.
This non-exempt position would be covered under the AFSCME Bargaining Unit and continue to
report to the Assistant City Engineer but also take work direction from the City Clerk.
RECOMMENDATION
Staff is recommending the City Council approve the job description and salary range for the Deputy
City Clerk/Office Specialist effective June 1, 2020.
CITY OF ROSEMOUNT JOB DESCRIPTION
MAY 2020
POSITION TITLE: Deputy City Clerk/Office Specialist
DEPARTMENT: Public Works/Engineering
ACCOUNTABLE TO: Assistant City Engineer
______________________________________________________________________
SUMMARY OF POSITION
This position is primarily responsible for providing administrative support to the Public Works
Department including but not limited to, transcribing correspondence, documents and forms,
preparing minutes, answering phones, taking and relaying messages, researching and
responding to inquiries, and maintaining department files. Serves as the Deputy City Clerk
under the work direction of the City Clerk.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides administrative support to the Public Works/Engineering department. Assists
in the preparation of council reports, resolutions, public notices, ordinances,
correspondence, memorandums, specifications and legal documents as required.
Provides administrative support to the City Clerk as needed. Provides notary services.
2. Responsible for publication of legal notices related to City improvement projects
(advertisement for bids, public hearing notices, assessment hearing notices, etc.)
Coordinates with department to ensure legal notices are published, posted and mailed
in a timely manner. Submits legal publications and advertisements for bids to the
newspaper and related publications in a timely manner.
3. Attends Utilities Commission meetings and records meeting minutes. Compiles
information and prepares Utility Commission and Environment & Sustainability
Commission packets. Records meeting minutes for Environment & Sustainability
Commission from an audio recording. Maintains commission data.
4. Tracks and monitors the processing of all Public Works/Engineering Council agenda
items. Prepares agenda items for City Council and Council work session meetings.
Serves as back up for City Council, Planning Commission, and Youth Commission
meetings, packet preparation, and postings as needed.
5. Schedules appointments, arranges meetings and meeting rooms as required, gathers
information in anticipation of such meetings and contacts participants.
6. Attends various meetings and serves on committees as assigned; provides
administrative support as necessary.
7. Answers and responds to questions, inquiries or complaints received from the public,
other departments and/or outside agencies. Screens contacts for City Engineer and
Assistant City Engineer and handles inquires independently. Also researches data
and background to help respond to inquiries. Records calls into Cartegraph and
provides telephone support for the Public Works/Engineering department. Serves as
backup for answering calls from the main City phone line.
8. Serves as back up for coordinating final water meter readings and installation of new
and replacement water meters with Public Works staff. Works cooperatively with other
departments to alleviate water billing or permit problems. Prepares necessary reports
related to water quality and municipal wells.
9. Prepares purchase orders, order supplies, completes required annual/quarterly reports
and processes/prepares mail. Maintain and update general public information
materials in City Hall lobby area on a routine basis.
10. Serves as Deputy City Clerk:
• Assists City Clerk with election duties during local, state and federal elections which
includes voter registration, maintenance and testing of election equipment,
recruitment, scheduling, onboarding and training of election judges, and assisting with
all Election Day activities. Maintains current knowledge of election law and maintains
election database. Regular and reliable attendance/coverage during election duties
scheduled outside of regular work hours.
• Assists in answering questions from the public regarding ordinances, resolutions,
council actions, and licensing.
• Provides backup support in the absence of the City Clerk.
11. Establishes and maintains data tracking system, including developing and updating
system for filing, indexing, and retrieving records. Maintains departmental records,
databases, reports, documents and spreadsheets including scanning/Laserfiche.
12. Performs other duties and assumes other responsibilities as assigned.
MINIMUM QUALIFICATIONS
1. High School Diploma or GED.
2. Graduate of a related two-year vocational school or equivalent.
3. Three years progressively responsible experience in an administrative support or
similar support staff function.
4. Completion of year 1 of the Minnesota Municipal Clerks Institute or ability to obtain
within 12 months.
5. Proficiency with computer hardware and software including previous experience with
Microsoft Word, Excel and Outlook.
6. 50 wpm typing speed.
DESIRED QUALIFICATIONS
1. Familiar with engineering terminology and municipal procedures.
2. Experience with election process and procedures including work with poll pads and
absentee ballot voting.
3. Formal advanced training/education or college level coursework in business
administration or related field.
4. Experience with Cartegraph or other asset management software.
5. Experience with Minnesota's Statewide Voter Registration System (SVRS)
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
1. Working knowledge of computers and electronic data processing; working knowledge
of modern office practices and procedures.
2. Skill in operation of listed tools and equipment.
3. Ability to effectively meet and deal with the public.
4. Ability to communicate effectively, in speech and in writing; ability to maintain open
communications with all city staff members.
5. Ability to work under deadlines and periods of stress.
6. Willingness to work hours necessary to accomplish responsibilities (hours/schedule
may vary).
TOOLS AND EQUIPMENT
General tools and equipment will include personal computer, calculator, copy machine, fax
machine, telephone and portable telephone, postage machine, and base radio.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of the position. The employee is
frequently required to walk, sit, talk and hear. The employee is occasionally required to use
hands to finger, hand, feel or operate objects; and reach out with hands and arms. The
employee is occasionally required to climb or balance, stoop, kneel or crouch. The employee
can occasionally be required to stand for extended periods of time. The employee must
occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job
include vision, distance vision, peripheral vision, depth perception and the ability to adjust
focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Noise level in the
work environment is usually fairly quiet while in the office, although the ability to work with
constant noise distractions are required.
The duties listed above are intended only as illustrations of the various types of work
performed, and are not all inclusive. This job description does not constitute an employment
agreement between the employer and the employee, and is subject to change by the
employer as the needs of the employer and requirements of the job may change.
STATUS
Non-exempt
Reviewed by:
___________________________________ ________________________________
Emmy Foster, Assistant City Administrator Logan Martin, City Administrator