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Home My WebLink About4.A.2. Approve Revised Job Description and Authorize Posting of Engineering Secretary Position �� City of Shakopee � MEMORANDUM � ;! i � Y -� a.v 67 *1� � � � � � I � m�� ._ ., '.,� ' I i TO: Mayor and City Council � Mark McNeill, City Administrator ' i '� i FROM: Kris Wilson, Assistant City Administrator��,�-�-' � 'I SUBJECT: Revised Job Description and Authorization to Post Engineering Secretary Position ,I DATE: January 12, 2012 � � Introduction � The City Council is asked to approve the attached job description for the position of Engineering I Secretary and authorize staff to post the opening for internal applicants. I , Background i ; Pat Pennington, the long-time secretary for the Engineering Division of the Public Works Department, is retiring effective January 19. Staff has reviewed the job description for the position and made very ' � modest changes to bring it up to date with current operations. Council is asked to approve the attached job description. Secondl , Council is asked to authorize the osting of the position for internal a plicants onl at this Y p p Y � time. There have been multiple inquires and expressions of interest from current employees for whom this would be a promotion and staff believes there is likely to be an opportunity to promote from within for this position. � I Based on the workload needs of the Department, the position is proposed to be part-time, benefits eligible, with the employee working 30 hours per week. This is consistent with the hours of the position for the last several years. ' I Relationship to Goals This item relates to Goal E: Deliver effective and efficient public services by a staff of well-trained, � caring and professional employees. Requested Action If the Council concurs, it is asked to offer a motion to approve the attached job description for the position of Engineering Secretary and authorize the appropriate staff to post the opening for internal ' applicants. I I J� , City of Shakopee JOB DESCRIPTION � Job Title: Engineering Secretary Department: Engineering Division, Public Works Department Reports To: Public Works Director/City Engineer Status: Part-Time, Benefits Eligible (30 hours per week), Non-Exempt Pay Grade: 4 Date Approved: SUMMARY Performs secretarial, clerical and administrative support tasks for the Engineering Division of the Public Works Department. Responsible for updating and maintaining the computerized Property Data System information which includes the Special Assessment System for the city. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. � Performs computer/data processing activities including setting up new files, preparing data for j input, typing text, numeric tables, legal descriptions and other documents fram copy, general I instructions or machine dictation for the Public Works Director, Assistant Cit En ineer and Y g � other members of the Engineering Division. � Responsible for updating and maintaining the Property Data System information including the Special Assessment System for the City. This includes parcel divisioning, reapportionments, I entering pending and levied assessments, and assessment searches. Screens incoming departmental telephone calls, answers questions and provides information to I callers, or routes call to appropriate engineering staff. Assists the general "walk-in" public at the front counter, determining the nature of their business, and directs them to the appropriate , engineering staff person. Also assists the public in completing forms, searching files for information and direction to other city personnel. Manages the procedures for the 429 Public Improvement Projects by assisting in the preparation of feasibility reports, preparing bid tabulations, mailing public hearing notices, �' � assembling specifications for the bidding process and follows-up with the special assessment process. , Assists in the processing of security reductions and obtaining maintenance bonds for private I developments. � Performs contract administration for department, including processing contracts, payment I vouchers, change orders and final documents, etc. for public improvement projects. i � I _ ___ __ _ _ _ � i � ' Performs Right-of-Way Permit application and processing and follows-up with billings for I various agencies. I Processes all purchase orders and vouchers for the Engineering Division of the Public Works i Department, charging costs to the appropriate budgeted funds. Coordinates the delinquent billing process for unpaid refuse, storm drainage, fire false alarms and weed mowing by mailing of notices, assessments and follow-up notices to property owners. Occasionally assists with similar administrative support duties for other divisions of the Public Works Department, as requested or instructed. II i ' f ' n or i uc nn h II I Co ects, organizes and ma ntains in ormatio and rec ds n s h a ma er t at a other , de artment members can easil retrieve data as needed. ' P Y , I� i Annually reviews the Division s filing system to dispose of information that is no longer needed, and relocate other files to appropriate storage areas as determined by record retention � schedules. ' Performs other related duties as apparent or assigned. � I QUALIFICATION REQUIREMENTS: 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. ! � I � EDUCATION and/or EXPERIENCE: ' ' High school diploma or general education degree (GED). A minimum of four years related experience and/or training; or equivalent combination of education and experience. ,� LANGUAGE SKILLS: ! ' Ability to understand and communicate using written and spoken English. Knowledge of En lish s ellin rammar vocabular and un tua i n. A il' ! g p g, g , y p c t o b ity to read and write relevant , reports, business correspondence and directions. ' i MATHEMATICAL SKILLS: I Ability to add, subtract, multiply and divide using units of American money and weight ' measurement, volume, and distance. REASONING ABILITY: I 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. I i _ OTHER SKILLS AND ABILITIES Thorough knowledge of modern office practices, procedures, machines and systems including i . . . wl f m u r o eration. Accurate t in skills with knowled e of En lish s ellin kno edge o co p te p yp g g g , p g, grammar and punctuation. Ability to maintain alphabetical, numerical and statistical records. Ability to effectively interpret and communicate general knowledge of City operations and policies. Ability to establish and maintain positive and cooperative working relationships with co-workers and the public. Ability to follow written and oral instructions. Must maintain confidentiality as required by the Minnesota Data Practices Act as deemed appropriate for certain documents. e h PHYSICAL DEMANDS The h sical demands described here are re resentative of thos t at p Y p 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 occasionally required to stand; walk; sit; use hands to finger, handle, or feel; reach with hands and arms; and talk and hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required l i by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. The noise level in the work environment is usually moderate. '� I '�, � ' I � i � i II ; I