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HomeMy WebLinkAbout6.d. Authorize Staff Promotions EXECUTIVE SUMMARY City Council Regular Meeting: May 3, 2022 AGENDA SECTION: AGENDA ITEM: Authorize Staff Promotions Consent PREPARED BY: Logan Martin, City Administrator AGENDA NO. 6.d. Emmy Foster, Assistant City Administrator ATTACHMENTS: Draft Job Descriptions APPROVED BY: LJM RECOMMENDED ACTION: Motion to approve the job descriptions and grade placement for the Deputy City Clerk/Management Analyst and GIS Supervisor positions. Motion to authorize the promotion of Jessie Paque to Deputy City Clerk/Management Analyst effective May 16, 2022. Motion to authorize the promotion of Aaron Menza to GIS Supervisor effective May 16, 2022. BACKGROUND The 2022 Budget included a new position within the Administration Department titled Deputy City Clerk/Management Analyst. This position will assist Administration in areas including human resources, communications, and continue to play a key role in Elections. Staff is recommending the promotion of Jessie Paque to the Deputy City Clerk/Management Analyst position. Jessie continues to grow and expand her knowledge and she has exceled in the Deputy City Clerk role. She will be completing year 3 of the three-year long MN Clerk’s Institute the week of May 9 – May 13. In 2021, Council discussed and authorized changes within the Public Works Department in order to address the growing needs of the City and to respond to staff vacancies. Several new Public Works and GIS/Cartegraph duties and responsibilities, programs, and staff continue to evolve. The City relies heavily on GIS Coordinator Aaron Menza in a leadership role in these areas and he provides work direction to the GIS/Asset Management Technician and the GIS intern(s). He continues to display internal leadership and innovation including leading the Tech Task Force and continues to take on more responsibilities. As such, staff is recommending Aaron Menza be promoted to a newly created position GIS Supervisor. Staff is not requesting a new person but rather the promotion of a person in an existing position with a new title and job description. The draft job description is attached. Staff and Baker Tilly have reviewed the new job descriptions using the new SAFE Evaluation System and considered the changes in duties to both positions. It is recommended that the Deputy City Clerk/Management Analyst position be placed at Grade 12 with the 2022 pay range of $31.15 – $38.97/hour. In reviewing the GIS Supervisor position, staff again worked with Baker Tilly to conduct a position and compensation analysis. The position is consistent with the recently adopted SAFE evaluation and grade placement which results in no change in grade level or pay equity points with this promotion. The draft job description is attached. Jessie and Aaron both continue to impact the City in positive, innovative ways and lead by example. We are excited to see them grow even more in their new positions. RECOMMENDATION Staff is recommending the City Council approve the job descriptions and salary ranges for the Deputy City Clerk/Management Analyst and GIS Supervisor positions; and authorize the promotions of Jessie Paque to Deputy City Clerk/Management Analyst/Deputy City Clerk and Aaron Menza to GIS Supervisor effective May 16, 2022. 2 City of Rosemount, Minnesota Job Description Title: Deputy City Clerk/Management Analyst FLSA Status: Non-Exempt Department Administration Updated: 5/03/2022 Division: N/A General Summary Performs work coordinating and executing administrative duties for the Administration Department to facilitate a smooth-running and efficient office environment. Assists with personnel, internal communication and employee engagement functions. Serves as the Deputy City Clerk under the work direction of the City Clerk. Work is performed under the supervision of the Assistant City Administrator. Essential Functions To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.  Track and assist with projects for the Administration Department; communicate with internal staff and external partners; assist in preparation and submittal of Council agenda items; follow-up on approved Council agenda items; and assist others as needed with Laserfiche form creation and maintenance to streamline processes electronically.  Prepare reports, correspondence, and purchase orders; order supplies; conduct research, surveys and reports; respond to requests for information; handle inquiries received from the public and/or outside agencies as appropriate through independent researching and resolving or by forwarding non-routine inquiries and complaints to appropriate staff member.  Support human resources by preparing and processing routine payroll and benefit forms, preparing and maintaining confidential employee personnel files, researching and responding to employee inquiries; routine correspondence and surveys.  Participate as needed in open enrollment, training, employee orientation, wellness programs, benefits, drug testing, safety committee, insurance claims, and recruitment; assist in updating materials and programs, policies and procedures, job descriptions, etc.  Collect data and create materials to assist in preparation of management’s position during collective bargaining process and interest arbitrations; compile survey reports and research.  Create internal communication including employee information, employee appreciation and recognition; council/employee engagement and special events including wellness and social activities and programs; assist with external communication as needed; serve as backup to update the City website for public meetings, commissioner appointments, city events, public notices, uploading agendas/minutes, etc.  Attend Youth Commission meetings and record meeting minutes; compile information, prepare packets and maintain commission data; may serve on/provide support for other committees and city events. ® Baker Tilly’s SAFE System April 2022 Page | 1 City of Rosemount, Minnesota Job Description  In conjunction with the City Clerk, prepare the necessary data required to record and purge documents following the State of Minnesota Records Retention Schedule; update the records inventory for the department; assist with the establishment and maintenance of a city-wide records management system; prepare and review documents and resolutions as needed.  Serve as Deputy City Clerk: o Assist 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; maintain current knowledge of election law and maintains election database; maintain regular and reliable attendance/coverage during election duties scheduled outside of regular work hours. o Answer questions from the public regarding ordinances, resolutions, council actions, licensing, and special event permits. o Maintain and update general information materials and supplies in meeting rooms, the Council Chambers and City Hall lobby area on a routine basis. o Provide backup support City Council and other city meetings in the absence of the City Clerk.  Perform all other necessary duties as apparent or assigned. Minimum Qualifications Bachelor’s Degree in public administration, Business Administration, or closely related field. Three years progressively responsible experience in a management support or similar experience. Completion of year one of the Minnesota Municipal Clerks Institute or ability to obtain within 12 months. Proficiency with computer hardware and software including previous experience with Microsoft Word, Excel and Outlook; knowledge of data base programs. Other Specifications Valid driver's license in the State of Minnesota. Desirable Qualifications 1. Practical experience in local government administration 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 Laserfiche or HR software. 5. Experience with Minnesota's Statewide Voter Registration System (SVRS) 6. Project management experience. Working Conditions Physical Requirements and Activity This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting. ® Baker Tilly’s SAFE System April 2022 Page | 2 City of Rosemount, Minnesota Job Description Sensory Requirements Work requires close vision, distance vision, ability to adjust focus, depth perception, color perception and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound. Sensory Utilization Work requires preparing and analyzing written or computer data and operating machines. Environmental Conditions Work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). The statements in this class description are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. ® Baker Tilly’s SAFE System April 2022 Page | 3 City of Rosemount, Minnesota Job Description Title: GIS Supervisor FLSA Status: Exempt Department Public Works Updated: 5/03/2022 Division: N/A General Summary Performs work coordinating, updating, and maintaining the City's Geographic Information System (GIS) and Asset Management System, analyzing, troubleshooting, and resolving system related issues, managing and maintaining work orders, tasks, and requests in CarteGraph system, and related work as apparent or assigned. Work is performed under the direction of the Public Works Director. Supervision is exercised over assigned personnel. Essential Functions To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are not intended to be an exhaustive list of all responsibilities, duties, and skills required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.  Manages and oversees the development and implementation of the City GIS and asset management systems.  Analyzes, troubleshoots, and resolves problems with GIS and asset management computer hardware, software, and applications, while performing regular database and server maintenance activities to ensure integrity of GIS/Asset Management systems and integrations  Supervises and provides direction to the GIS/Asset Management Technician and GIS Interns. Provides recommendations on hiring, terminating, promoting/demoting, suspending, disciplining, and adjusting grievances; assigns, leads, trains, and inspects the work of staff; coaches, counsels, and evaluates staff performance; develops staff schedules; ensures deadlines for the division are met; supervises daily operations.  Manages and maintains all work orders, tasks, and requests in Cartegraph; oversees Cartegraph administrative tasks, including but not limited to, maintaining all GIS integrations; improving workflows with the use of automations, layout manager, notification manager, or other.  Performs GIS analysis and application development to help users interface with and analyze GIS and asset management data and build reports in tabular and map form.  Serves as liaison between City Administration and Resident Technology Task Force; creates Tech Task Force meeting agendas and leads meetings.  Manages and maintains all user accounts in GIS and Asset Management systems and maintains integration with Azure Active Directory.  Trains and provides support to GIS/Asset Management end-users in all City Departments.  Manages and maintains the City GIS official map(s) such as street, utility, zoning, land use, etc. by manipulating geographic data and attribute data for desired product.  Updates and maintains utility as-built record data; utilizes as-built documents to update the City’s Enterprise GIS and associated maps. ® Baker Tilly’s SAFE System April 2022 Page | 1 City of Rosemount, Minnesota Job Description  Coordinates with City contractors to provide and receive accurate GIS/Asset Management Data relating to internal system maintenance/upgrades, construction projects, municipal utility maintenance programs, or other.  Participates in budgeting process for all GIS/Asset Management activities, including review and recommendation of purchases for all GIS and asset management software/hardware or applications to ensure compatibility with City’s overall system.  Stays abreast of latest GIS/Asset Management technology; finds and implements GIS/Asset Management solutions to business problems. Minimum Qualifications Bachelor's degree in Geographic Information Systems or closely related field and one to three years of experience in processing and updating Geographic Information Systems and databases, producing maps, with some supervisory experience or equivalent combination of education and experience. Other Specifications Valid driver's license in the State of Minnesota. Desirable Qualifications 1. Master’s Degree in related field. 2. Two years of experience in municipal Asset Management software. 3. One year of experience working for local government. 4. One year of experience administrating a Windows NT Server. 5. One year of experience teaching GIS principles and/or training end-users 6. Five years of experience in the planning, designing, construction, inspection and maintenance of Public Works projects. 7. Knowledge of E-911 addressing practices. 8. Two or more years of experience supervising and providing work direction in GIS/Asset Management or a related field. Working Conditions Physical Requirements and Activity This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling and reaching with hands and arms. Sensory Requirements Work has standard vision requirements; vocal communication is required for conveying detailed or important instructions to others accurately, loudly or quickly; hearing is required to receive detailed information through oral communications and/or to make fine distinctions in sound. Sensory Utilization ® Baker Tilly’s SAFE System April 2022 Page | 2 City of Rosemount, Minnesota Job Description Work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, using of measuring devices, operating motor vehicles or equipment and observing general surroundings and activities. Environmental Conditions Work occasionally requires exposure to outdoor weather conditions; work is generally in a moderately noisy location (e.g. business office, light traffic). The statements in this class description are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. ® Baker Tilly’s SAFE System April 2022 Page | 3