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HomeMy WebLinkAbout7.E.5. Approve Job Description and Authorization to Promote to Office Service Worker City of Shakopee 7.E.! Memorandum CONSENT TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrato~ SUBJECT: Approval of Job Description and Authorization to Promote to Office Service Worker DATE: August 10, 2006 Introduction The Council is asked to approve a newly written job description for the position of Office Service Worker in the Parks & Recreation Department and authorize the promotion of Customer Service Representative Barb Potthier to the new position. Background The Parks, Recreation and Facilities Department is currently served by two full-time administrative support staff - one Secretary and one Customer Service Representative. Over the past five-years the roles and responsibilities of the Customer Service Representative have changed significantly, from one primarily consisting of answering phones and staffing the Community Center's front desk to one with considerably more administrative responsibilities. Much of the work originally done by the Customer Service Representative is now handled by part-time staff, while the Customer Service Representative is responsible for administering the Community Center's four health insurance reimbursement programs, coordinating special events such as the Shakopee Showcase and processing registrations and memberships. As a result ofthese changes, the 2006 Parks & Recreation Budget included funding to upgrade this position. Parks & Rec Director Mark Themig has prepared the attached job description for an Office Service Worker position, which more accurately reflects the work being performed by the current Customer Service Representative. The job description has been reviewed by the City's pay-plan consultant and found to be at the same level as the Office Service Worker position in the Building Division. Therefore, it is recommended that the position be placed at Grade 3 of the City's Full-Time Pay Plan, which has a salary range of$33,265 to $41,554. Recommendation Staff recommends that the attached job description for an Office Service Worker - Parks & Recreation be approved and placed at Grade 3 of the City's Full-Time Pay Plan. It is further recommended that Barb Potthier, who currently serves as the Customer Service Representative for the Department, be promoted to the newly created position, effective August 2112006 and placed at Step B, Grade 3 ofthe City's Full-Time Pay Plan. The position of Customer Service Representative would then be eliminated. Budget Impact This change in wages was budgeted for as part ofthe 2006 Parks and Recreation budget. If approved, salary costs will increase from $37,746 to $39,427, plus taxes and PERA. Relationship to Vision: Appropriate placement and compensation of City employees contributes to employee retention and performance, thereby contributing to the goal of a vibrant, resilient and stable City (Goal D). Requested Action: Ifthe Council concurs, it should offer a motion to approve the attached job description for the position of Office Service Worker - Parks & Recreation and authorize the promotion of Barb Potthier to the newly created position at Step B of Grade 3 of the City's Pay Plan, effective August 21,2006. Job Description Job Title: Office Service Worker Department: Parks & Recreation location: Community Center Reports To: Parks, Recreation, and Facilities Director FlSA Status: Nonexempt Prepared By: Mark Themig Prepared Date: 6/06 Approved By: City Council Approval Date: Salary level: Grade 3 SUMMARY This position has primary responsibility for receiving, accounting, and processing all fees, charges, payments, refunds, and registrations related to parks and recreation activities; serves as a primary contact for the public during these transactions; provides general customer service; coordinates reporting and reconciliation of health reimbursement programs; and conducts special projects. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Greets guests, members and users. of park and recreation system and provides information, explanation and assistance as appropriate. Accepts and processes registrations, memberships, and forms for parks and recreation activities. Maintains and tracks Community Center membership information including membership databases, member terms, and use statistics. Maintains and tracks Recreation Program registration and participation information. Sets up accounts, tracks participation, and prepares and submits reports for the following health care fitness reimbursement programs: . BlueCross/Blue Shield Blue Print for Health Program . Silver Sneakers Program . Month to month memberships (Wells Fargo) . Medica Health Program Counts cash and balances cash with receipts and prepares bank deposit. Schedules rooms and outdoor picnic facilities. Serves as backup for outdoor facility scheduling. Collects, sorts, alphabetizes, codes and files a variety of information including registrations and other materials in an established order. Types memos, correspondence, reports and other documents. Coordinates copying and assembling of Department items for Board, Commission, and City Council meeting packets and notices. Updates and maintains Community Center and Recreation Forms. Maintains office supplies for Recreation, Ice Arena, Teen Center, Aquatics, Park Development and Natural Resources. Organizes material to for distribution by the Shakopee Chamber of Commerce and Welcome Neighbors. Coordinates Shakopee Showcase, including registrations, promotion, facility preparation, and follow-up. Assigned to represent department in maintaining accurate, up-to-date information on City's web site. 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 High School Diploma or General Education Degree (GED) andat least two years related experience and/or training. LANGUAGE SKILLS Ability to read and comprehend simple instructions, correspondence, and memos. Ability to write routine reports and correspondence. Ability to effectively present information in a verbal question and answer format in one-on-one and small group situations to customers, clients, and other employees of the organization. Ability to accurately interpret and present information on organization policies and procedures to customers. Ability to accurately record telephone and other oral communication in note form. MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide two digit numbers. Ability to calculate percentages and ratios using a 10 key calculator. 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 SKILLS AND ABILITIES Ability to use and operate multi-line telephone system, personal computer, 10 key calculator, cash register and dictaphone transcriber. Ability to type accurately. 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 ClccolT1lT1odati9n~ ITlCiY be made to enable individuals with disabilities to perform the essential functions. . While performing the duties of this job, the employee is occasionally required to stand. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT Thework 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 moderate. COMMENTS