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HomeMy WebLinkAbout5.E.1. Approve Job Description and Authorize Advertising to Fill Communications Coordinator Position .;..,...-r .! 5E1- CITY OF SHAKOPEE MEMORANDUM TO: Mayor and City Council Mark McN eill, City Administrator '-~:..!:-~.:-. FROM: Kris Wilson, Assistant City Administrator DATE: July 28, 2006 August 2, 2006 SUBJECT: Approval of Job Description and Authorization to Begin Hiring Process for Communications Coordinator Position INTRODUCTION The City Council is asked to approve the attached job description for the newly created position of COlnmunications Coordinator and authorize staff to begin the hiring process. BACKGROUND AND DISCUSSION The 2006 budget includes funding for a half..,time Communications Coordinator, a new position that will be responsible for preparation of the quarterly Hometown Messenger and monthly employee newsletter; content, organization and lay-out of City web site; and assisting with the preparation of brochures, press releases and other informational documents for City departments. The Communications Coordinator will be part of the Administration Department and will report to the Assistant City Administrator. BUDGET IMPACT The 2006 budget includes $3S,195 for the Communications Coordinator salary. The attached job description was submitted to the City's pay plan consultant and wc arc aV/aiting his rccommendation for a salary gradc. His rccommendation ,.."ill bc availablc in timc for thc Council mceting 'N cdncsday night. and he has recommended that this position be placed in Grade 6 of the City's 2006 Pay Plan. which has a salary range of $44.242 - $SS.330. For a half- time position that would be $22.121 to $27.66S. . RELATIONSHIP TO VISION The hiring of a Communications Coordinator is intended to contribute to Goal B: High Quality of Life. RECOMMENDATION Staff recommends that the Council approve the attached job description at Grade 6 of the City's 2006 Pay Plan and authorize appropriate staff to begin the hiring process, with the internal and external posting to occur simultaneously. REQUESTED ACTION If Council concurs, it should offer a motion to approve the Communications Coordinatorjob description and authorize.the appropriate staff to being the hiring process. r' . City of Shakopee Job Description Job Title: Communications Coordinator Grade: 6 Department: Administration Location: Shakopee City Hall Reports To: Assistant City Administrator FLSA Status: Nonexempt Prepared By: Kris Wilson, Assistant City Administrator Prepared Date: July 2006 Approved By: City Council Approved Date: 2006 Salary Range: $44,242 - $55,330 Hiring Range: SUMMARY This is a half-time position responsible for bringing professional communication skills and tactics to City efforts to inform, educate and communicate with residents, businesses, employees and other stakeholders. Responsible for preparation of quarterly City newsletter and monthly employee newsletter; content, orgamzation and lay-out of City website; and assisting with the preparation of brochures, press releases and otherinformational documents. ESSENTIAL DUTIES AND RESPONSffiILITIES include the following. Other duties may be assigned; . Plans, coordinates and prepares quarterly City newsletter; including soliciting story topics and content, writing articles, proofreading and editing;andpage layout. . Assists City departments with the preparation of brochures, press releases and other informational documents for both internal and external use. . Responsible for content, organization and layout of City website. Works with individual departments to identify, format and publish relevant information to City website. Works with IT staff and consultant to resolve any technical difficulties related to the website. . Plans and prepares monthly employee newsletter. . Assists in evaluating the effectiveness of various means of communication in reaching the intended audience; proposes alternative and/or additional methods when appropriate. . Assists Telecommunications Coordinator with production of Government Access programming by identifying and suggesting topics and assisting with research and script preparation. . Performs other related duties as assigned or apparent. 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. EDUCATIONan&orEXPERIENCE Bachelor's degree in communications, public relations, journalism or related field and two-years related experience; or equivalent combination of education and experience. Local government experience desirable. LANGUAGE SKILLS Must have excellent written and oral communication skills; ability to read and intelpret a wide variety of documents containing a range of technical terminology and information; ability to communicate complex and technical information to a diverse audience including City residents, local businesses, elected officials and members of the media. ".'o:~ ',- MATHEMATICAL SKILLS Ability to work with mathematical concepts. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical 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 carry out instructions furnished in written, oral, diagram, or schedule form. . CERTIFICATES, LICENSES, REGISTRATIONS The applicant must have a valid Minnesota driver's license. OTHER SKILLS AND ABILITIES Experience with Windows-based desktop publishing software, such as PageMaker, Photoshop and Adobe Acrobat. Basic photography skills highly desirable. Broad understanding of the role, functions, and responsibilities of city government. Demonstrates the ability to establish and maintain good working relationships with co-workers and the public. Must be able to prioritize work load and manage multiple projects or tasks at a time. PHYSICAL DEMANDS The physical demands described here are representative ofthose 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 talk and hear. The employee frequently is required to walk; sit; use hands to fmger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 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. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to .perform the essential functions. The noise level in the work environment is usually quiet. 5: E., 1. CITY OF SHAKOPEE MEMORANDUM TO: Mayor and City Council CONSENT Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administr~ DATE: July 28, 2006 SUBJECT: Approval of Job Description and Authorization to Begin Hiring Process for. Communications Coordinator Position INTRODUCTION The City Council is asked to approve the attached job description for the newly created position of Communications Coordinator and authorize staffto begin the hiring process. BACKGROUND AND DISCUSSION The 2006 budget includes funding for a half-time Communications Coordinator, a new position that will be responsible for preparation of the quarterly Hometown Messenger and monthly employee newsletter; content, organization and lay-out of City web site; and assisting with the preparation of brochures, press releases and other informational documents for City departments. The Communications Coordinator will be part of the Administration Department and will report to the Assistant City Administrator. BUDGET IMPACT The 2006 budget includes $35,195 for the Communications Coordinator salary. The attached job description was submitted to the City's pay plan consultant and we are awaiting his recommendation for a salary grade. His recommendation will be available in time for the Council meeting Wednesday night. RELATIONSHIP TO VISION The hiring ofa Communications Coordinator is intended to contribute to Goal B: High Quality of Life. RECOMMENDATION Staff recommends that the Council approve the attached job description and authorize appropriate staff to begin the hiring process, with the internal and external posting to occur simultaneously. REQUESTED ACTION If Council concurs, it should offer a motion to approve the Communications Coordinator job description and authorize the appropriate staff to being the hiring process. City of Shako pee Job Description Job Title: Communications Coordinator Grade: Department: Administration Location: Shakopee City Hall Reports To: Assistant City Administrator FLSA Status: Nonexempt Prepared By: Kris Wilson, Assistant City Administrator Prepared Date: July 2006 Approved By: City Council Approved Date: 2006 Salary Range: Hiring Range: SUMMARY This is a half-time position responsible for bringing professional communication skills and tactics to City efforts to inform, educate and communicate with residents, businesses, employees and other stakeholders. Responsible for preparation of quarterly City newsle.tter and monthly employee newsletter; content, organization and lay-out of City website; and assisting with the preparation of brochures, press releases and other informational documents. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. . Plans, coordinates and prepares quarterly City newsletter; including soliciting story topics and content, writing articles, proofreading and editing; and page layout. . Assists City departments with the preparation of brochures, press releases and other informational documents for both internal and external use. . Responsible for content, organization and layout of City website. Works with individual departments to identify, format and publish relevant information to City website. Works with IT staff and consultant to resolve any technical difficulties related to the website. . Plans and prepares monthly employee newsletter. . Assists in evaluating the effectiveness of various means of communication in reaching the intended audience; proposes alternative and/or additional methods when appropriate. . Assists Telecommunications Coordinator with production of Government Access programming by identifying and suggesting topics and assisting with research and script preparation. . Performs other related duties as assigned or apparent. 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 Bachelor's degree in communications, public relations, journalism or related field and two-years related experience; or equivalent combination of education and experience. Local government experience desirable. LANGUAGE SKILLS Must have excellent written and oral communication skills; ability to read and interpret a wide variety of documents containing a range of technical terminology and information; ability to communicate complex and technical information to a diverse audience including City residents, local businesses, elected officials and members of the media. MATHEMATICAL SKILLS Ability to work with mathematical concepts. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical 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 carry out instructions furnished in written, oral, diagram, or schedule form. CERTIFICATES, LICENSES, REGISTRATIONS The applicant must have a valid Minnesota driver's license. OTHER SKILLS AND ABILITIES Experience with Windows-based desktop publishing software, such as PageMaker, Photoshop and Adobe Acrobat. Basic photography skills highly desirable. Broad understanding of the role, functions, and responsibilities of city government. Demonstrates the ability to establish and maintain good working relationships with co-workers and the public. Must be able to prioritize work load and manage multiple projects or tasks at a time. 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 talk and hear. The employee frequently is required to walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to stand and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 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. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.