Loading...
HomeMy WebLinkAbout5.E.1. Approve Job Description and Authorize Advertising for a Public Works Secretary S.E.J CITY OF SHAKO PEE . Memorandum TO: Mayor & City Council CONSENT Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Approval of Public Works Secretary Job Description and Authorize the Advertisement for Filling the Position DATE: July 18, 2006 INTRODUCTION: Attached is a new Public Work's Secretary job description, which has been completed by staff and reviewed by Rod Kelsey of Riley, Dettman and Kelsey who has created the position in the City's pay plan. This agenda item is to have City Council approve the job description and authorize the advertisement for filling of this position. BACKGROUND: . Recently, the Public Works Department Office Service Worker, Jessica Adamietz, has been promoted to the HR Technician position for administration. Ms. Adamietz has worked for the Public Works Department for one year and the new job description has been revised to more correctly describe the job duties that were being performed by the Office Service Worker. From these duties, the City's consultant on the pay plan has graded this position to a Grade 4. Staff is requesting Council to approve this job description and to authorize staff to begin the hiring process. Visionin!! Relationship: This item is the' goal of staff housekeeping in order to fill the position that has been vacated. ALTERNATIVES: 1. Approve a motion approving the Public Work's Secretary job description and authorize staff to begin filling the position. 2. Do not approve the Public Work's Secretary job description at this time. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No.1. ACTIION REQUESTED: Approve a motion approving the Public Work's Secretary job description and authorize staff to begin filling the position. ;e~ Public Works Director BUpmp ENGRlEFIPPENNINGTON/COUNCIUPWSECRETARY Description Job Title: Public Works Secretary Job Grade: Department: Public Works Location: Public Works Building Shift: Reports To: Public Works Supervisor Accountable To: Public Works Director FLSA Status: Nonexempt Prepared By: Bruce Loney Prepared Date: June 2006 Update/Approved: SUMMARY To provide assistance to the Public Works Director and Public Works Supervisor in planning, coordinating, implementing, and maintaining administrative activities within Public Works Maintenance Divisions. Such activities include: coordinating the fleet management program; administration and clerical support for all divisions; and project coordination including coordination ofthe safety program, random drug testing program, and attending committee meetings. This position will occasionally assist with secretarial duties ofthe Engineering Division. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Administration Duties Provide administrative and clerical support to the Public Works Director, Public Works Supervisor, and staff as needed. Uses word processing, database, spreadsheet and other computer software programs to prepare and create files, reports, correspondence and other documents. Provides technical assistance to other public works maintenance staff as needed, in coordination with I.T. personnel on all computer related issues. Prepare documents for City Council meetings and study sessions in a time frame that allows for proper review and submittal. Coordinate and prepare reports, resolutions, contracts, specifications, minutes, letters, memos, forms, and general correspondence. Receives and routes incoming telephone calls, answers questions, and provides information to callers. Responds to questions, complaints and requests for information from the public or other departments, provides timely and accurate responses, assesses urgency of issues and directs the questions to the appropriate staff. Release information in accordance with department policy and data practices law. Provide effective customer service in a professional, courteous and helpful manner. Prepares, matches and verifies purchase orders, invoices, and vouchers; coding for payment. Coordinate the flow of work with other department support staff team members to ensure projects are completed accurately, on time, and in the order of department priority. Opens and distributes department mail. Maintain office supplies. Maintain records management systems, paper and electronic, in an up-to date, orderly and accessible manner. Develop informational publications for the City website and newspaper. Maintains accurate and efficient filing systems. Monitors and purges department files annually in accordance with applicable legal regulations and the city's retention schedule. Project Coordination Coordinates the Department's Safety Program including OSHA compliance, employee safety training, and program/manual updates. Assists with the annual City Clean Up Day including contracting with vendors and completing annual report for Scott County. Coordinates the random drug testing of employees including scheduling of appointments and maintenance of employee records. Assists the Public Works Director and Public Works Supervisor in budget activities and capital equipment. Attends committee meetings as assigned including the IT Committee. Prepares monthly activity reports for the City Council. Asset Management Coordinates the fleet management program ensuring the management system and databases are kept current allowing for accurate reporting for budgeting, replacement, and purchasing. Coordinates the interface of the Public Works asset management system information with the City's GIS program for reporting and mapping purposes. Provides analysis, cost accounting, and asset reports for equipment and infrastructure. Works with other supervisors and staffto compile and maintain accurate data. Provide monthly fuel and wash reports for invoicing by the Finance Department. QUALIFICATION: 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 four years related experience and/or training; or equivalent combination of education and experience including public contact experience. LANGUAGE SKILLS: Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide. Ability to perform these operations using units of American money and weight measurement, volume and distance. Ability to apply mathematical concepts in practical problem solving situations. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. OTHER SKILLS AND ABILITIES: Thorough knowledge of modem office practices, procedures, machines and systems including knowledge of computer operation. Possesses accurate typing 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 Public Works operations and policies. Has ability to establish and maintain working relationship with employees and public and to follow written and oral instructions. Ability to organize, prioritize and deal effectively with stressful situations. Mustmaintain confidentiality as required by the Minnesota Data Practices Act as deemed appropriate for certain documents. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee 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 ofthis job, the employee is occasionally required to stand, walk, sit, use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. 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 vision, peripheral vision, depth perception,.and ability to adjust focus. .. - 5tfJ- ~ ((.eA) ~ bed) CITY OF SHAKO PEE Memorandum CONSE\'\1 TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Approval of Public Works Secretary Job Description and Authorize the Advertisement for Pilling the Position DATE: July 18, 2006 INTRODUCTION:. . Attached is a new Public Work's Secretary job description, which has been completed by staff and reviewed by Rod Kelsey of Riley, Dettman and Kelsey who has created the position in the City's pay plan. This agenda item is to have City Council approve the job description and authorize the advertisement for filling of this position. BACKGROUND: Recently, the Public Works Department Office Service Worker, Jessica Adamietz, has been promoted to the HR Technician position for administration. Ms. Adamietz has worked for the PublicW orks Department for one year and the new job description has been revised to. more correctly describe the job duties that were being performed by the Office Service Worker. Prom these duties, the City's consultant on .thepay plan has graded this position to a Grade 4. Staff is requesting Council to approve this job description and to authorize staff to begin the hiring process. Staff recommends that an internal and external posting be conducted concurrently on this position in order to attract the best possible pool of applicants from which to fill the position. Visionine Relationship: This item is the goal of staff housekeeping in order to fill the position that has been vacated. #'.. '~ ALTERNATIVES: 1. Approve a motion approving the Public Work's Secretary job description and authorize staff to begin filling the position, with the internal and external posting running concurrently. 2. Do not approve the Public Work's Secretary job description at this time. 3. Table for additional information. RECOMMENDATION: Staff recommends Alternative No. 1. ACTIION REQUESTED: Approve a motion approving the Public Work's Secretary job description and authorize staff to begin filling the position. " Bruce Loney Public Works Director BUpmp ENGRlEFIPPENNINGTON/COUNCIUPWSECRETARY .", ,,. Description Job Title: Public Works Secretary Job Grade: Department: Public Works Location: Public Works Building Shift: Reports To: Public Works Supervisor Accountable To: Public Works Director FLSA Status: Nonexempt Prepared By: Bruce Loney Prepared Date: June 2006 Up date/ Approved: SUMMARY To provide assistance to the Public Works Director and Public Works Supervisor in planning, coordinating, implementing, and maintaining administrative activities within Public Works Maintenance Divisions. Such activities include: coordinating the fleet management program; administration and clerical support for all divisions; and project coordination including coordination of the safety program, random drug testing program, and attending committee meetings. This position will occasionally assist with secretarial duties of the Engineering Division. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Administration Duties Provide administrative and clerical support to the Public Works Director, Public Works Supervisor, and staff as needed. Uses word processing, database, spreadsheet and other computer software programs to prepare and create files, reports, correspondence and other documents. Provides technical assistance to other public works maintenance staff as needed, in coordination with LT. personnel on all computer related issues. Prepare documents for City Council meetings and study sessions in a time frame that allows for proper review and submittal. Coordinate and prepare reports, resolutions, contracts, specifications, minutes, letters, memos, forms, and general correspondence. Receives and routes incoming telephone calls, answers questions, and provides information to callers. .' ~ Responds to questions, complaints and requests for information from the public or other departments, provides timely and accurate responses, assesses urgency of issues and directs the questions to the appropriate staff. Release information in accordance with departmentpolicy and data practices law. Provide effective customer service in a professional, courteous and helpful manner. Prepares, matches and verifies purchase orders, invoices, and vouchers; coding for payment. Coordinate the flow of workwith other department support staff team members to ensure projects are completed accurately, on time, and in the order of department priority. Opens and distributes department mail. Maintain office supplies. Maintain records.Ip.anage.ment systems, paper and electronic, in an up-to date, orderly and accessible manner. Develop informational publications for the City website and newspaper. Maintains accurate and efficient filing systems. Monitors and purges department files annually in accordance with applicable legal regulations and the city's retention schedule. Project Coordination Coordinates the Department's Safety Program including OSHA compliance, employee safety training, and program/manual updates. Assists with the annual City Clean Up Day including contracting with vendors and completing annual report for Scott County. Coordinates the random drug testing of employees including scheduling of appointments and maintenance of employee records. Assists the Public Works Director and Public Works Supervisor in budget activities and capital equipment. Attends committee meetings as assigned including the IT Committee. Prepares monthly activity reports for the City Council. Asset Management Coordinates the fleet management program ensuring the management system and databases are kept current allowing for accurate reporting for budgeting, replacement, and purchasing. ..... . .. Coordinates the interface of the Public Works. asset management system information with the City's GIS program for reporting and mapping purposes. Provides analysis, cost accounting, and asset reports for equipment and infrastructure. Works with.other supervisors and staff to compile and maintain accurate'data. Provide monthly fuel and wash reports for invoicing by the Finance Department. QUALIFICATION: To perform thisjoh 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 four years related experience and/or training; or equivalent combination of education and experience including public contact experience. LANGUAGE SKILLS: Ability to read, analyze and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public. MATHEMATICAL SKILLS: Ability to add, subtract, multiply and divide. Ability to perform these operations using units of American money and weight measurement, volume and distance. Ability to apply mathematical concepts in practical problem solving situations. REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. OTHER SKILLS AND ABILITIES: Thorough knowledge of modem office practices, procedures, machines and systems including knowledge of computer operation. Possesses accurate typing 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 Public Works operations and policies. Has ability to establish and maintain working relationship with employees and public and to follow written and oral instructions. Ability to organize, prioritize and deal effectively with ^"" , , stressful situations. Must maintain confidentiality as required by the Minnesota Data Practices Act as deemed appropriate for certain documents. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee 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 ofthis job, the employee is occasionally required to stand, walk, sit, use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. 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 vision, peripheral vision, depth perception, and ability to adjust focus.