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HomeMy WebLinkAbout4.D.4. Promotion of Lori Hensen to Deputy City Clerk Consent Business 4. D. 4. SHAKOPEE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator DATE: 07/02/2013 SUBJECT: Promotion of Lori Henson to Deputy City Clerk (E) Action Sought The City Council is asked to adopt a revised position description for the position of Deputy City Clerk and authorize the promotion of Lori Henson to the position of Deputy City Clerk, effective July 1, 2013, at Step D of Grade 5 of the 2013 Non -Union Pay Plan. Background With the retirement of the City's long -time Deputy City Clerk, Jeanette Shaner, on June 28, there is a currently a vacancy that needs to be filled. Finance Director / City Clerk Julie Linnihan recommends promoting Lori Henson to the position and then posting Lori's current position, or one similar to it, for new applicants. Lori has worked for the City since 2000, holding the front desk position at City Hall, an office service worker position at Public Works and part-time positions in the City Clerk's office. She has been the full -time Records Clerk since that position was created in January of 2005. Since the retirement of former City Clerk Judy Cox in March of 2012, Lori has taken on an increasing range of tasks and responsibilities in the City Clerk area and has completed two years of the state's City Clerk's Institute. She is scheduled to complete the third and final year of the institute in 2014 and will be required to successfully do so as a condition of completing the probationary period for this promotion. An updated position description for Deputy City Clerk is in the works and will be on the table for approval Tuesday evening. No changes are proposed for the minimum qualifications or pay grade, however the listed job duties need to be updated and clarified somewhat. Relationship to Vision This item relates to Goal E: Deliver effective and efficient public services by a staff of well- trained, caring and professional employees. Requested Action The City Council is asked to adopt a revised position description for the position of Deputy City Clerk and authorize the promotion of Lori Henson to the position of Deputy City Clerk, effective July 1, 2013, at Step D of Grade 5 of the 2013 Non -Union Pay Plan. Attachments: �. D. � City of Shakopee POSITION DESCRIPTION TITLE: Deputy City Clerk DEPARTMENT: Finance REPORTS TO: Finance Director/City Clerk STATUS: Full-Time,Non-Exempt PAY GRADE: 5 APPROVED: SUMMARY Advanced administrative position working under the direction of the City Clerk to organize and maintain a wide range of City records and manage the City's licensing and elections processes. ESSENTIAL DUTIES AND RESPONSISILITIES: Maintains,organizes and secures official records of the City. Executes,posts,publishes and records documents,notices and contracts as required. Ensures compliance with Minnesota Data Practices Act, and state and City record retention policies. Processes new and renewal applications for various City licenses, including,but not limited to, alcohol, tobacco,taxi cab and massage therapy licenses. Works with the Police Department regarding license violations and penalties. Manages the election process on behalf of the City,including the recruitrnent and training of election judges;designation and set-up of polling places;preparation of ballots;testing of voting machines; and reporting of results. Ensures coordination with Scott County elections staff and compliance with Minnesota election law. Develops and recommends policies and procedures for the management of records in the City's electronic docuxnent management system. Trains other City employees,resolves problems and recommends improvements regarding the system. Coordinates prepaxation of City Council agendas and supporting documents. Works with other City employees and the City Attorney to ensure appropriate structure and language for Council actions, resolutions and ordinances. � Reviews,accepts or rejects,and tracks proof of insurance for license holders and contractors doing business for or on behalf of the City. Assists with public bidding processes as requested or directed, including the publishing of notices, opening of bids,and receipt and release of bonds. Provides information,explanation,and assistance to the public and other employees on a wide range of City policies and procedures. Performs other related duties as apparent or assigned. n QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE High School Degree,two years post-secondary education and three years of municipal administrative experience or the equivalent combination of education and experience. CERTIFICATES,LICENSES,REGISTRATIONS Completion of 3-year Clerk's Institute Program within the first three years of employment. � LANGUAGE SKILLS Ability to read,analyze,and interpret general business journals,periodicals,and simple legal documents. Ability to respond to common inquiries or complaints from customers,regulatory agencies,or members of the business community.Ability to write correspondences that conform to prescribed style and format. . Ability to effectively present information and respond to questions from supervisors, customers,and the general public. • MATHEMATICAL SHII,LS Ability to add, subtract,multiply and divide two digit numbers. Ability to perform these operations using units of American money,weight measurement and distance. Ability to apply mathematical concepts in practical problem solving situations. ' REASONING ABILITY . Ability to define problems, collect data,establish facts,and draw valid conclusions.Ability to interpret an extensive variety of instructions in written,oral,diagram or schedule form. OTHER SKILLS AND ABILITIES Thorough knowledge of modern office p�actices,procedures,machines and systems including knowledge of computer operation.Possesses accurate word processing skills with knowledge of English,spelling, grammar and punctuation.Possesses ability to maintain alphabetical,numerical and statistical records. Has ability to effectively interpret and communicate general knowledge of City operations and policies. Has ability to establish and maintain positive working relationships with employees and the public and to follow written and oral instructions.Must maintain confidentiality as required by the Minnesota Data Practices Act as deemed appropriate for certain documents. i 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 this job.Reasonable accommodations may be made to � enable individuals with disabilities to perform the essential functions. � i I While performing the duties of this job,the employee is regularly required to sit;use hands to finger, � handle,or feel objects,tools,or controls;reach with hands and arms;and tallc or hear.The employee ; frequently is required to stand and walk. The employee must occasionally lift and/or move up to 10 � pounds. Specific vision abilities required by this job include close vision, distance vision,color vision, � peripheral vision,depth perception,and the ability to adjust focus.