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HomeMy WebLinkAbout4.D.5. Approval of Job Description and Authorization to Advertise for Office Service Worker Consent Business 4. D. 5. TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator DATE: 07/02/2013 SUBJECT: Approval of Job Description and Authorization to Advertise for Office Service Worker (E) Action Sought The Council is asked to approve a new position description for an Office Service Worker in the Finance / City Clerk Department and authorize staff to advertise for applicants and begin the selection process. Background Staff is seeking to convert the Records Clerk position being vacated by Lori Henson to a more general Office Service Worker position. A revised job description to reflect this change, and a corresponding change to some job duties, is being prepared and will be on the table for approval Tuesday evening. The position is expected to remain in the same pay grade as the current Records Clerk position. Relationship to Vision This item relates to Goal E: Deliver effective and efficient public services with a staff of well - trained, caring and professional employees. Requested Action The Council is asked to approve the position description for an Office Service Worker in the Finance / City Clerk Department and authorize staff to advertise for applicants and begin the selection process. Attachments: �. �. � City of Slaakopee POSITIOlV DESCRIPTION TITLE: Office Service Worker DEPARTMENT: Finance REPORTS TO: Finance Director/City Clerk STATUS: Full-Time,Non-Exempt PAY GRADE: 3 APPROVED: SUMNIARY Performs detailed and responsible records management duties, including the scanning and electronic indexing of a wide range of City documents. Assists fellow City employees and the public with the retrieval of City documents and records,and serves as a back-up to the City Hall receptionist as needed. ESSENTIAL DUTIES AND RESPONSI$ILITIES: Maintains an orderly filing system for a variety of records and correspondence to assure prompt retrieval of information as required,both manually and electronically.Assists with the regular purging of city records in compliance with state and City record retention schedules. Responsible for scanning and indexing city records within the City's document imaging system, ' coordinating the scanning of documents by fellow Department staff,and assisting various City departments with training and start-up of scanning projects. Assists fellow City employees in locating and retrieving current and historical City documents and records. Responds to the public's requests for information,in compliance with the Minnesota Data . Practices Act. Reviews and reconciles standard,daily financial iransactions under the direction of the City's Accountant. Serves as a regular back-up for the City Hall receptionist,covering daily breaks and absences. Assists with various procedures required for the conduct of municipal and state elections. Performs a wide range of clerical and administrative tasks to support the efficient operation of the Finance Deparhnent. Performs other related duties as apparent or assigned. QUALIFICATION To perfornz this job successfully, and 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 nzade to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE: High school diploma or equivalent,plus two years related experience in a clerical/administrative support or records management role. Previous experience with a municipal or county government and/or with electronic imaging strongly desired. Post-secondary education in a related field and fluency in a second language,in addition to English,that has a recognized presence in the community(Spanish,Russian, Hmong, etc.) also desired. LANGUAGE SKILLS Ability to read,analyze,and interpret general business joumals,periodicals, and simple legal documents. ' Ability to respond to common inquiries or complaints from customers,regulatory agencies,or members of the public.Ability to write routine reports and correspondence,that conform to prescribed style and format.Ability to effectively present concise and accurate information in one-to-one and small group situations to customers,clients and other employees of the organiza.tion. MATHEMATICAL SKILLS Ability to add, subtracts,multiply and divide. Ability to perform these operations using units of American money,weight measurement and distance. REASONING ABILITY Ability to apply commonsense understanding to carry out instructions furnished in written,oral or diagram form.Ability to deal with problems involving several concrete variables in standardized situations. OTHER SKILLS AND ABILITIES Ability to maintain alphabetical,numerical and statistical files and records. Strong computer and word processing skills and the ability to learn new programs quickly.Knowledge of standard office equipment. Ability to comprehend and communicate policies,practices and services of the Finance Deparhnent in particular and the City of Shakopee in general.Ability to serve the public and maintain a calm,pleasant manner. Ability to maintain positive working relationship with other employees.Knowledge of English spelling,punctuation and vocabulary and the ability to check work for accuracy.Ability to use discretion relating to work material and assignments in a confidential manner as necessary and to exercise appropriate judgment in their release or presentation. 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. 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 talk 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.