HomeMy WebLinkAbout4.C.4. Approve Job Descriptions & Authorize Advertisement for Two Secretaries �1��•'�
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City of Shakopee � . r�<:
MEMORANDUM .� ,,' `w� ��
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TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Kris Wilson, Assistant City Administrato���
SUBJECT: Approval of Job Descriptions & Authorization to Advertise for Two Secretaries
DATE: March 2, 2012
Introduction
The Council is asked to approve the attached job descriptions for the positions of Finance Department
Secretary and Administration Department Secretary and authorize staff to being the hiring process to fill
these two positions.
Background
As was discussed at the February 21 Council meeting, the administrative divisions of the City are going
through some transitions with the retirement of City Clerk Judy Cox, merger of the City Clerk's Office
into the Finance Department and the promotion of the Administration Department's clerical support
staff to a position in the Engineering Department.
The new structure resulting from this reorganization includes two full-time Secretary positions — one for
the newly expanded Finance Department and another for the Administration Department. Job
descriptions for both positions are attached for the Council's approval.
Budget Impact
The reorganization approved at the February 21 Council meeting is budget neutral. Wage and benefit
costs for these two positions will come from within the adopted 2012 operating budget.
Relationship to Vision
This item related to Goal B: Positively manage the challenges and opportunities presented by growth,
development and change; and 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 proposed job descriptions for the positions of Finance Department
Secretary and Administration Department Secretary and authorize staff to being the hiring process to fill
these two positions.
City of Shakopee
JOB DESCRIPTION
Job Title: Secretary �
Department: Finance
Reports To: Finance Director
Status: Full-Time, Non-Union, Non-Exempt
Pay Grade: 4
Date Approved:
SUMMARY
Provides clerical, technical and administrative support for the Finance Department. Serves as primary
back-up to City Hall receptionist.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Composes, transcribes and prepares a wide variety documents from copy, general instructions or voice
recordings using programs such as Word, Excel and PowerPoint.
Edits, proofreads, copies and collates a wide variety of written material, including fmancial reports,
business correspondence, and Council memos.
Creates, retrieves and maintains files and records for the Department in both paper and electronic form.
Disseminates, stores and disposes of records and information in compliance with formal Records
Retention and Data Practices policies.
Prepares and reconciles cash drawer for City Hall payment center, creating deposit documents.
Checks daily deposits from Recreation Center, ensuring reconciliation of cash, coin and checks.
Serves as the primary back-up for the City Hall receptionist, covering daily breaks and absences.
Utilizes document imaging software to scan and store historical records of the City.
Provides information, explanation, and assistance to a wide range of City staff and the public.
Sorts and routes incoming departmental mail and prepares outgoing mail.
Responsible for City Hall postage machine and end of the day delivery of mail to post office.
Orders and stocks ofFice supplies, letterhead and business cards for City Hall departments and staff.
Performs other related duties as apparent or assigned.
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 Degree or General Education Degree (GED)
required; Associates degree or other post-secondary education preferred. Minimum of four years related
work experience required. Local government and/or bookkeeping/ accounting experience strorigly
desired.
LANGUAGE SKILLS: Ability to communicate effectively in English, both orally and in writing.
Ability to read and interpret documents such as City policies, fmancial reports and procedure manuals.
Ability to write routine reports and correspondence that conforms to prescribed style and format. Ability
to respond to common inquiries, effectively present information and respond to questions from City staff
and the general publia
MATHEMATICAL SHILLS: Strong mathematical aptitude and organizational skills required. Ability
to add, subtract, multiply and divide using units of American money and measurement. Ability to apply
mathematical concepts in practical problem solving situations such as fractions, percentages ratios and
proportions.
REASONING ABILITY: Ability to define problems, collect data, establish facts, and draw valid
conclusions. Ability to interpret instructions in written, oral, diagram or schedule form.
OTHER SHILLS AND ABILITIES: Must be detail oriented, possess strong listening and problem
solving skills and have a desire to assist others. Thorough knowledge of modern office practices,
procedures, machines and systems including Microsoft Office products, internet transactions and basic
accounting procedures. Requires accurate keyboard (PC and ten-key) and typing skills. Knowledge of
proper English, spelling, grammar and punctuation. Ability to maintain accurate alphabetical, numerical
and statistical records. Ability to establish and maintain good working relationships with fellow
employees and the public and to follow written and oral instxuctions. Position requires discretion and
judgment in dealing with financial data.
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 accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While perfornung the duties of this job, the employee is regularly required to sit, stand and walk;
use hands to finger, handle or feel objects, tools or controls; reach with hands and arms; talk and
hear. The employee must occasionally lift and/or move up to 20 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, peripheral vision,
depth perception, and the ability to adjust focus.
CONIl��NTS
City of Shakopee
JOB DESCRIPTION
Job Title: Secretary
Department: Administration
Reports To: City Adminisirator
Status: Full-Time, Non-Union, Non-Exempt
Pay Grade: 4
Date Approved:
SUMMARY
Provides detailed and confidential clerical and administrative support for the City's
elected officials, City Administrator and other members of the Administration
Department.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other
duties may be assigned:
Uses Microsoft Word, Excel, Access and PowerPoint and other office software programs
to prepare and create files, reports, confidential correspondence and other documents.
Types and prepares a vaxiety of inemorandums, correspondence, contracts and documents
from copy, general instructions or taped dictation.
Produces electronic and paper copies of City Council agenda packets, including typing
and proof reading the agenda and copying, collating, distributing and scanning packets.
Provides clerical support and assistance to the Assistant City Administrator and Human
Resources staff on a variety of personnel and payroll issues. Maintains confidentiality of
personnel and payroll data and follows state data practices act in releasing information.
Receives and routes incoming telephone calls and emails, answers questions and provides
information to members of the public and other City employees.
Utilizes document imaging software to scan, store and retrieve a wide variety of records
and documents. '
Schedules interviews, appointments and meetings. Opens and distributes department
mail. Orders and distributes office supplies. Codes invoices for payment.
Copies and disiributes agenda packets for the Telecommunications Advisory
Commission (TAC). Transcribes minutes of TAC meetings from tape.
Maintains an accurate and efficient filing system for City Administrator and
Administration Department. Monitors and purges files in accordance with applicable
legal regulations and the City's retention schedule.
Responsible for issuing and tracking employee I.D. cards and keys to city facilities,
utilizing security management software. Also utilizes software to establish door locki.ng
and unlocking schedules in accordance with standard operating hours, established
holidays and special events.
Serves as a back-up to City Hall receptionist when necessaxy.
Performs other related duties as apparent or assigned.
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 andlor 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) required; Associates degree or other post-secondary education preferred.
Minimum of four yeaxs related work experience requixed. Local government andlor
human resources experience strongly desired.
LANGUAGE SHILLS: Ability to communicate effectively in English, both orally and
in writing. Ability to write routine reports and correspondence that conforms to
prescribed style and format. Ability to respond to common inquires, effectively present
information and respond to questions from City staff and the general public.
MATHEMATICAL SHILLS: Ability to add, subtract, multiply and divide using units
of American. money, weight, measurement and distance. Ability to apply mathematical
concepts such as fractions, percentages, ratios and proportions in practical problem
solving situations.
REASOIVING 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 siivations.
OTHER KNOWLEDGE, SKILLS AND ABILITIES: Must be detail oriented,
possess sixong listening and problem solving skills and have a desire to assist others.
Ability to maintain positive working relationship with other employees and the public
and to follow written and oral inshuctions. Thorough knowledge of modern office
practices, procedures, machines and systems including Microsoft Office products and
basic internet transactions.
Ability to type accurately and maintain alphabetical, numerical and statistical files and
records. Knowledge of proper English spelling, punctuation and vocabulary and the
ability to check work for accuracy. Ability to comprehend and communicate City
policies, practices and services to fellow employees and the general public. Ability to use
discretion relating to work material and assignments in a confidential manner as
necessary and to exercise appropriate judgxnent in their release or presentation.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by
employees 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 perforn�ing the duties of this job, the employee is regularly required to sit, stand
and walk; use hands to finger, handle or feel objects, tools or controls; reach with hands
and arms; talk and hear. The employee must occasionally lift and/or move up to 20
pounds. Specific vision abilities required by this job include close vision, distance vision,
color vision, peripheral vision, depth perception, and the ability to adjust focus.
� COMMENTS