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HomeMy WebLinkAbout11.D.1 Review of Updated City Job Descriptions General Business 11. A 1. SHAKOPEE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator DATE: 12/03/2013 SUBJECT: Review of Updated City Job Descriptions (E) Action Sought The Council is asked to review and provide input into the updating of position descriptions for City staff and the review of the City's pay plan, in preparation for taking formal action at the December 17 Council meeting. Background In 1984, the State of Minnesota adopted the Local Government Pay Equity Act (M.S. 471.991 to 471.999) requiring local governments to establish equitable compensation relationships for male and female classes of employees in order to eliminate gender-based wage disparities in public employment. Local governments across Minnesota are required to file a complex compliance report with the state's Department of Employee Relations once every three years. The City of Shakopee is required to report data for calendar year 2013 and must submit its report to the state no later than January 31, 2014. The data in the report reflects wage levels and employee demographics as of December 31, 2013. The report is completed by entering data on the number of male and female employees in each job class (i.e. Police Officer, Secretary, Maintenance Operator, etc.), the minimum and maximum monthly salary for each job class, and the total number of points assigned to the position by our job evaluation system. The City was found to be in compliance with the law following our last two reporting cycles -- in 2011, for our 2010 data, and in 2008, for our 2007 data. However, since our last reporting cycle, the City has done some significant restructuring of departments and added many new positions. Additionally, the consulting firm that created our job evaluation system, and was used to provide recommendations as to where a position should be placed on the pay plan, has gone out of business. As a result, I have been making recommendations for the placement of new positions on the pay plan based on my knowledge of the legal requirements, market conditions and internal equity considerations. While this works well to move the day-to-day process forward, it leaves me without the points value for each position that is necessary to complete the compliance report. To provide this data, the City has contracted with Springsted, Inc. to update our job evaluation system and place each of the City's 64 job classifications on a consistent scale. Springsted will do this through the review of written position descriptions and review of a questionnaire that each employee and supervisor has been asked to complete. The questionnaire covers topics such as the level of responsibility, number and scope of interactions, supervisory and budgetary responsibilities and working conditions of each position. The first step of this process has been to review and update the written job descriptions for each of the City's 64 positions, incorporating input from the employee, supervisor, department head and human resources staff. The purpose of this review is not to restructure any department or position, but rather to ensure that we have an up-to-date written description for each position that accurately reflects what that employee does today. While position descriptions are regularly reviewed when there is a vacancy and the City is preparing to post a position for applicants, it has been 15 years since the City last conducted an organization-wide review and updating of job descriptions. At the Council meeting on December 3, staff will provide Council with an overview of the new format for position descriptions and the overarching principles used to update each description. To save paper, we have not printed copies of all 64 position descriptions. However, attached you will find a sample in the updated position description for the City Administrator, as this is the one position within the organization that reports directly to the Mayor and Council. On December 17, Council will be asked to approve the entire set of job descriptions, as this is required by our Plan A form of government. If Council members wish to receive copies of the entire set of job descriptions, please contact me directly and I would be happy to provide them to you. However, if you prefer, you may opt to waive the line by line review of each description and delegate this responsibility to the City Administrator and Department Heads. Work on the updated pay plan that will result from these updated job descriptions is still underway and will be brought forward for adoption at the December 17 Council meeting. I do not expect there will be widespread changes or reclassifications of positions. However, with a total of 64 different job classifications, it is likely that at least a few changes to the current structure will be recommended and those will be highlighted for the Council during a presentation on the 17th. Relationship to Vision This is a housekeeping item. (F) Requested Action The Council will be asked to share any questions or concerns about the overall project and provide comments or feedback at this time, however no formal action is scheduled until the December 17 meeting. Attachments: Updated Position Description for City Administrator City of Shakopee POSITION DESCRIPTION TITLE: City Administrator DEPARTMENT: Administration REPORTS TO: Mayor&City Council STATUS: Full-Time,Exempt PAY GRADE: 13 APPROVED: SUMMARY Leads,directs and coordinates the overall operation and administration of the City organization in accordance with policies established and resources allocated by a majority vote of the City Council. ESSENTIAL DUTIES AND RESPONSIBILITIES Leads and directs the City's management team to ensure the effective and efficient delivery of municipal services and implementation of adopted policies and ordinances. Monitors all departments/divisions to ensure compliance with policies,procedures,laws, ordinances,and regulations. Directs preparation and recommends adoption of the City's annual operating budget,capital improvement program, enterprise funds,and fee schedule. Monitors and controls expenditures within approved limits and according to City policies and procedures. Directs preparation of agendas, memos and supporting information for City Council meetings. Continuously evaluates the City's processes and services; developing options for improving or matching services to community needs. Directs implementation of adopted changes within designated timelines and budgets. Oversees administrative functions of the City,including but not limited to the creation and maintenance of all necessary and appropriate records and dissemination of information to the public in accordance with applicable laws. Provides for the timely preparation of all necessary reports,correspondence and notices. Provides direct supervision to the Assistant City Administrator,all Department Heads,and other designated staff in accordance with City policies and applicable laws. Responsibilities include selection, development and training of senior personnel;planning,assigning,and directing work; appraising performance;addressing complaints,resolving problems, and taking appropriate disciplinary action when necessary. Serves as Executive Director of the City's Economic Development Authority. Leads labor negotiations for the City. Works to facilitate collaborative efforts with other municipal,county, and regional organizations to ensure maximum efficiencies. Represents the City at a wide variety of local,regional and statewide meetings,workshops,and public hearings. Participates in external meetings,seminars and training designed to keep informed of recent trends in the field, industry best practices,new technologies and potential improvements. Keeps the Mayor and City Council informed of developments within the City,and provides support to them in their roles as elected officials. Performs other related duties as apparent or assigned. KNOWLEDGE,SHILLS AND ABILITIES REQUIRED • Ability to define problems, collect data, establish facts, and draw valid conclusions. • Ability to project a leadership style characterized by collaboration,innovation and involvement of stakeholders. • Ability to support decisions and recommendations within a context of objective analytical data and justifiable cost. • Ability to communicate ideas and explanations clearly in English, both orally and in writing. • Ability to read,analyze and interpret correspondence, financial reports, legal documents and scholarly articles. • Ability to effectively present information and field questions in a wide variety of small and large group settings. • Ability to establish and maintain positive,professional working relationships internally with City staff and externally with representatives of a wide variety of local,state,and federal agencies and organizations. • Ability to work with the public in a friendly,tactful manner. • Ability to maintain a high level of integrity and ethical performance at all times. • Ability to work successfully under stress,pressure and changing conditions. Ability to evaluate situations,innovate, improvise as necessary, and adapt in a timely fashion. • Ability to plan and develop organizational goals and objectives,take initiative, facilitate organizational change and communicate goals and objectives to City personnel and the general public. QUALIFICATIONS Minimum Qualifications Master's Degree in Public Administration,Business Administration,Urban Planning or related field. Ten years of increasingly responsible local government experience,including at least five years of experience at the department head level of a larger or similarly-sized organization or as an administrator/manager of a smaller or similarly-sized governmental organization. Ability to pass a comprehensive background check; covering criminal, financial, educational,employment and personal history. Desirable Qualifications Fluency in a second language, in addition to English,that has a recognized presence in the community (Spanish,Russian,Hmong, etc.).