HomeMy WebLinkAbout5.E.5. Approve Job Description for Administration Department Office Service Worker
City of Shakopee
Memorandum
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FROM:
Mayor and City Council
Mark McNeill, City Administrator
Kris Wilson, Assistant City Administrato~ \rfjJ..Y
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TO:
SUBJECT: Approval of Job Description for Administration Department Office Service
Worker
DATE: October 11,2007
Introduction
The City Council is asked to approve the attached job description for the position of Office
Service Worker in the Administration Department and authorize staff to begin the hiring process.
Background
Clerical and administrative support for the City Administrator and other members of the
Administration Department is currently provided by Executive Secretary Toni Huber. Ms.
Huber has submitted her resignation, noting that after more than 23 years with the City of
Shakopee she intends to retire effective October 26.
Due to budget constraints and the changing needs of the Department, it has been proposed that
the full-time Executive Secretary position be replaced with a half-time Office Service Worker.
The attached job description reflects the proposed duties of this position and is consistent with
the job duties of other City employees in the Office Service Worker classification.
Budget Impact .
The2007 budget included funding for a full-year of the Executive Secretary's salary. Given that
the position of Office Service Workers is in a lower pay grade and that the position is being
reduced to half-time and therefore no longer carries benefits, there is plenty of funding available
to fill this position at this time. The starting wage for an Office Service Worker is $16.73 per
hour, which would equal $17,400 per year for someone working.20 hours per week.
Requested Action:
If it concurs, the Council should offer a motion to approve the attached job description for the
position of Administration Department Office Service Worker and direct staff to begin the hiring
process.
City of Shakopee
JOB DESCRIPTION
Job Title:
Department:
Location:
Shift:
Reports To:
FLSA Status:
Prepared By:
Prepared Date:
Approved By:
Pay Grade:
Office Service Worker
Administration
City Hall
Monday-Friday, 9:30 a.m. - 2:00 p.m.
City Administrator
Non-Exempt
Kris Wilson
September 2007
3
SUMMARY
Provides clerical and administrative support for the City Administrator, Assistant City
Administrator and other members of the Administration Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other
duties may be assigned.
Uses Microsoft Word, Excel, Access and PowerPoint to prepare and create files, reports,
correspondence and other documents. Types and prepares a variety of memorandums,
correspondence, contracts and documents from tape dictation.
Receives and routes incoming telephone calls and emails, answers questions and provides
information to members of the public and other City employees.
Schedules appointments and meetings. Opens and distributes department mail. Orders
and distributes office supplies. Codes invoices for payment. .
Assists in coordination of City Council agenda packets, including copying, collating and
distribution. Assists with the assembly of agenda packets for other City Boards and
Commissions when needed.
Maintains an accurate and efficient filing system for the Administration Department.
Monitors and purges files in accordance with applicable legal regulations and the City's
retention schedule.
Provides clerical support and assistance to the Assistant City Administrator and Human
Resources Technician on a variety of personnel and payroll issues. Maintains
confidentiality of personnel and payroll data and follows state data practices act in
releasing information.
Responsible for issuing and tracking employee J.D. cards and keys to city facilities,
utilizing AMAG security management software.
Schedules and coordinates interviews for various Boards and Commissions.
Serves as a back-up to City Hall receptionist when necessary.
Performs other administrative and clerical duties as assigned.
QUALIFICATION REQUIREMENTS
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 diploma or general education degree (GED); and a minimum of two years
related experience and/or training; or equivalent combination of education and
expenence.
LANGUAGE SKILLS
Ability to understand and communicate using written and spoken English. Knowledge of
English spelling, grammar, vocabulary and punctuation.
MATHEMATICAL SKILLS
Ability to add, subtract, multiply and divide. Ability to perform these operations using
units of American money, weight measurement and distance.
REASONING ABILITY
Ability to apply common sense 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 KNOWLEDGE, SKILLS AND ABILITIES
Aqility to comprehend and communicate City policies, practices and services to fellow
employees and the general public.
Ability to assist the public and maintain a calm, pleasant manner.
Ability to maintain alphabetical, numerical and statistical files and records.
Thorough knowledge of Microsoft Office programs, including Word, Excel, Outlook and
Powerpoint.
Ability to operate standard office equipment.
Ability to type accurately.
Knowledge of English spelling, punctuation and vocabulary and the ability to check work
for accuracy.
Ability to maintain positive working relationship with other employees and the public.
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
employees to successfully perform the essential functions ofthis 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 and
stand. The employee must occasionally lift and/or move up to 25 pounds.
Specific vision abilities required by this job include close vision, distance vision, color
,:ision, peripheral vision, depth perception, and the ability to adjust focus.
The noise level in the work environment is usually moderate.
COMMENTS