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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 2 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