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HomeMy WebLinkAbout4.D.2. Position Description for Administrative Assistant Clerk's Division 11161111111 Consent Business 4. D. 2. SHAKOPEE TO: Mayor and City Council FROM: Kris Wilson, Assistant City Administrator DATE: 10/06/2015 SUBJECT: Position Description for Administrative Assistant - Clerk's Division (E) Action Sought The Council is asked to approve the attached position description for the position of Administrative Assistant in the Clerk's Division. Background Entering 2015, the City's Clerk's office was part of the Finance Department, with the official role of City Clerk being part of the Finance Director position, supported by a Deputy City Clerk and an entry-level Office Assistant position. With the recently approved restructuring recommended by City Administrator Bill Reynolds, the City Clerk's office is now a division of the Administration Department and the former Deputy City Clerk has been promoted to City Clerk. The final step in this portion of the reorganization is to replace the entry-level Office Assistant position with the higher level Administrative Assistant position, which requires more independent work and resides in a higher pay grade. The Administrative Assistant will serve as the Deputy City Clerk in the Clerk's absence and will likely be recommended for formal promotion to the position of Deputy City Clerk at some point in the future, as she completes the three-year certification program for Minnesota City Clerks and as the workload of the division warrants. In the meantime, the promotion from Office Assistant to Administrative Assistant is an interim step intended to reflect the increasing level of responsibility involved in the job. Budget Impact The budgetary impact of this reclassification is $5,300 and can be accommodated within the adopted budget for 2015. Relationship to Vision This item relates to Goal B: Positively manage the challenges and opportunities represented by growth, development and change. Requested Action The Council is asked to approve the attached position description for the position of Administrative Assistant in the Clerk's Division. Attachments: Administrative Assistant - Clerk's Divison City of Shakopee POSITION DESCRIPTION TITLE: Administrative Assistant DEPARTMENT: Administration REPORTS TO: City Clerk STATUS: Full-Time,Non-Exempt PAY GRADE: 4 APPROVED: SUMMARY Processes applications for various City licenses,assists the City Clerk in administering the election process, coordinates the preparation of official meeting minutes and performs various records management duties to support the effective and efficient operation of the City Clerk's Office. ESSENTIAL DUTIES AND RESPONSIBILITIES Processes new and renewal applications for various City licenses, including,but not limited to, alcohol, tobacco, taxi cab and massage therapy licenses. Works with the Police Department regarding license violations and penalties. Assists with administration of the election process, including the recruitment and training of election judges; set-up of polling places; and testing of voting machines. Responsible for scanning and indexing city records within the City's document imaging system and assisting various City departments with training and start-up of scanning projects. Responds to the public's requests for information, in compliance with the Minnesota Data Practices Act. Assists fellow City employees in locating and retrieving current and historical City documents and records. Assists with the regular purging of city records in accordance with applicable legal regulations and the City's retention schedules. Contributes to the preparation of official minutes for meetings of the City Council and various advisory boards and commissions. Provides training and guidance to part-time Recording Secretaries as needed. Serves as Deputy City Clerk in the absence of the City Clerk or as otherwise needed. Serves as a regular back-up for the City Hall receptionist, covering daily breaks and absences. Delivers mail to the post office on a daily basis, or as needed. 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. • Knowledge of and ability to operate common office equipment including personal computers, fax machines and copiers. • Ability to use common Microsoft Office programs, such as Word and Excel, as well as web-based email,timesheet and agenda software. Ability to learn document imagining software. • Ability to add, subtract,multiply and divide using units of American money,weight and distance. • 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 English, spelling,and punctuation. • Ability to read, analyze, and interpret general business journals,periodicals, and simple legal documents. • Ability to apply common sense understanding to carry out instructions furnished in written,oral or diagram form. • Ability to comprehend and communicate policies,practices and services of the Clerk's Office and respond to common inquiries or complaints from the public. • Ability to use discretion relating to work material and assignments and to exercise appropriate judgment in their release or presentation. QUALIFICATIONS Minimum Qualifications High School Diploma or General Education Degree (GED) and four years of related work experience. Desirable Qualifications Fluency in a second language, in addition to English,that has a recognized presence in the community (Spanish,Russian,Hmong, etc.). Previous experience with a municipal or county government and/or with electronic records imaging. 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 employee 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.