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HomeMy WebLinkAbout4.D.2. Approval of Revised position description and authorization to promote Barb Potthier Consent Business 4. D. 2. SHAKOI'EE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator DATE: 11/18/2014 SUBJECT: Approval of Revised Position Description and Authorization to Promote Barb Potthier (E) Action Sought The Council is asked to approve the attached position description and authorize the promotion of Barb Potthier to the position of Administrative Assistant in the Parks & Recreation Department. Background At the October 21 City Council meeting, Council approved the recommendation to combine two administrative support positions within the Parks & Recreation Department into one. This will result in the elimination of the Office Assistant position currently held by Barb Potthier and the promotion of Barb into a revised Administrative Assistant position as described in the attached position description. The existing Administrative Assistant position is currently vacant due to the recent retirement of Judy Techam. Relationship to Vision This items relates to Goal E: Deliver effective and efficient public services by a staff of well-trained, caring and professional employees. Requested Action The Council is asked to approve the attached position description for Administrative Assistant in the Parks &Recreation Department and authorize the promotion of Barb Potthier to the position, effective November 17, 2014, at Step B of Grade 4 of the City's 2014 Non-Union Pay Plan. Attachments: Revised Administrative Assistant position description City of Shakopee POSITION DESCRIPTION TITLE: Administrative Assistant DEPARTMENT: Parks and Recreation REPORTS TO: Director of Parks and Recreation STATUS: Full-Time,Non-Exempt PAY GRADE: 4 APPROVED: SUMMARY Provides skilled administrative support for the Director of Parks and Recreation and other Department staff. Assists with administrative work related to community center memberships,program registrations and facility scheduling. ESSENTIAL DUTIES AND RESPONSIBILITIES Coordinates scheduling,rentals and special use permits for the Community Center,Youth Building and park facilities.Assists with the scheduling of City facilities for recreational programs,community events, and nonprofit groups. Accepts and processes program registrations and records and tracks participant information using the Department's web-based registration software. Accepts,processes and maintains Community Center memberships. Prepares and sends membership renewal notices. Establishes accounts,tracks participation,and prepares and submits reports for various health insurance reimbursement programs and membership,program registration and Community Center statistics. Receives cash,check and credit card payments,balances with receipts and prepares bank deposit. Collects, sorts,alphabetizes,codes and files a variety of information including registrations and other materials in an established order. Types memos and creates forms using standard office software. Makes copies,prepares handouts and sends faxes. Answers phones,responds to emails and provides information, explanation and assistance to program participants, Community Center members,the general public and other City employees,or routes to appropriate member of the Department. Coordinates the HOPE scholarship program for the Department that provides services to citizens in need. Maintains an accurate and efficient filing system for the Department. Monitors and purges files in accordance with applicable legal regulations and the City's retention schedule. Utilizes document imaging software to scan,store and retrieve a wide variety of records and documents. Sorts and routes incoming departmental mail and prepares outgoing mail. Schedules appointments and meetings. Orders and distributes office supplies.Manages the Department's postage machine. Codes and submits invoices for payment. Performs other related duties as apparent or assigned. KNOWLEDGE,SKILLS AND ABILITIES REQUIRED • Ability to communicate ideas and explanations clearly in English,both orally and in writing. • Ability to establish and maintain positive,professional working relationships with co-workers and supervisors. • Ability to work with the public in a friendly,tactful manner. • Ability to respond accurately and professionally to common inquiries or complaints from members of the public. • Knowledge of and ability to operate common office equipment including personal computers, scanners, fax machines and copiers. • Ability to use common Microsoft Office programs, such as Word and Excel,as well as web-based email,timesheet,recreation software and agenda software. • Ability to add, subtract,multiply and divide using units of American money and measurement. • Ability to accurately maintain alphabetical,numerical and statistical files and records. • Ability to write and type routine reports and correspondence that conform to prescribed style and format. Knowledge of and ability to apply proper grammar, spelling, and punctuation. • Ability to read,analyze,and interpret general business journals,periodicals,and simple legal documents. • Ability to carry out instructions furnished in written,oral or diagram form. • Ability to define problems,collect data, establish facts, draw valid conclusions and refer the problem to the appropriate resource. • Ability to comprehend and communicate Department policies,practices and services to other City employees and members of the public. QUALIFICATIONS Minimum Qualifications High School Diploma or General Education Degree(GED)and four years of related work experience. Desirable Qualifications Associate's Degree or Certificate in a related field from an accredited college,university or technical school. Fluency in a second language, in addition to English,that has a recognized presence in the community(Spanish,Russian,Hmong, etc.) PHYSICAL DEMANDS AND WORKING CONDITIONS While performing the duties of this job,the employee is regularly required to sit, stand and move about the office; use hands to finger,handle or feel objects,tools or controls;and reach with hands and arms. The employees is required to speak,hear and see in order to share information,receive instructions,and complete tasks using a computer screen. The employee must occasionally lift and/or move up to 25 pounds. The normal work environment is a modern,climate-controlled office building,with moderate levels of noise generated by conversations,phones and other office equipment.