HomeMy WebLinkAbout15.E.3. Authorize Hiring a Part Time Receptionist
lS.E.3.
CITY OF SHAKOPEE COr~SE~JT
Memorandum
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Judith S. Cox, City C1erkCU---
SUBJECT: Hiring of Part-Time Receptionist
Promotion to Full-Time Records Clerk
DATE: January 30, 2003
INTRODUCTION:
City Council is asked to authorize the promotion of Ms. Lori Hensen to the position of
full-time records clerk and to authorize the hiring of Ms. Anita Davis for the position of
part-time receptionist.
BACKGROUND:
The 2003 budget includes funds to increase the records clerk position from one-half time
to full-time. The records clerk will be spending one-halftime in the City Clerk's office
and one-halftime in the Public Works office. Currently, the records clerk works one-half
time as records clerk for the two departments and one-half time as receptionist at city
hall. Promoting Ms. Hensen to full-time records clerk necessitates filling her position as
one-half time receptionist.
On November 19,2002, City Council authorized advertising to fill the part-time
receptionist position. Because this is a part-time position, the advertising was handled
internally as opposed to utilizing Scott County personnel. An Interview Panel consisting
of the Assistant to the City Administrator and the City Clerk interviewed six candidates
for the position. After reviewing the results of the interview, application and reference
checks, the recommendation from the Interview Panel is to hire Anita Davis and the
anticipated starting date is February 17,2003. This would be contingent upon a
successful pre-employment physical, background and credit checks. This is a part-time
position and the employee would not be eligible for benefits. Ms. Davis would start at
Step 1 of Grade 1 of the 2003 Pay Plan, $11.956 per hour.
Hiring of a Part-Time Receptionist
January 30, 2003
Page -2-
Hand in hand with the hiring of Ms. Davis for the part-time position, City Council is
asked to promote Ms. Hensen to full-time records clerk effective February 17,2003 (or
upon Ms. Davis' start date) at Step 2 of Grade 2 of the 2003 Pay Plan, $13.956 per hour.
According to the City's Personnel Policy, a department head may ask the Council to
allow the promotion of an employee from the employee's current position to a similar,
more responsible, position in the same or a related department without following the
procedures for filling vacant positions.
According to the personnel policy, new hires and promotions are subject to a one-year
probationary period.
The budget impact would include the additional pay that Ms. Hensen will receive for the
additional one-halftime in the full-time records clerk position ($2,080) as well as the
part-time receptionist position ($13,988). The increase cost in benefits includes increased
costs for long-term disability, PERA and FICA.
Please keep in mind that this move will allow for the preparation of records for scanning
and anticipates the purchase of electronic imaging. $50,000 is budgeted in 2003 for
electronic imaging.
AL TERNA TIVES:
1. Increase the records clerk position to a full-time position
2. Promote Lori Hensen to the full-time records clerk position
3. Authorize hiring Anita Davis to fill the part-time receptionist position
4. Status quo, do not increase the records clerk position from part-time to full-time
5. Table and request additional information
RECOMMENDED ACTION:
If Council concurs with the recommendation to increase staffby one half-time position,
move to:
1) increase the records clerk position from one-halftime to full-time,
2) promote Lori Hensen from receptionist/records clerk to full-time records clerk at Step
2 of Grade 2 of the 2003 Pay Plan,
3) authorize the hiring of Anita Davis as part-time receptionist at Step 1 of Grade 1 of
the 2003 Pay Plan, subject to successful pre-employment physical, background and
credit checks.