HomeMy WebLinkAbout4.B.5. Approval of Job Description and Authorization to Advertise for Administrative Assistant . 6 • 5
City of Shakopee �
MEMORANDUM
CO sE
TO: Mayor and City Council
Mark McNeill, City Administrator
FROM: Kris Wilson, Assistant City Administrator
SUBJECT: Approval of Job Description & Authorization to Advertise for Administrative Assistant
DATE: November 30, 2012
Introduction
The Council is asked to approve the attached job description for the position of Administrative Assistant
in the Public Works Department and authorize staff to being the hiring process to fill the position.
Background
At its November 20 meeting, the City Council accepted the resignation of Public Works Secretary Lisa
Jeurissen. Since that time, the position description has been reviewed and updated in preparation for
advertising the opening. The most noteworthy change to the position description is a change in the job
title from Secretary to Administrative Assistant. This change is simply intended to remain current with
the times and today's workplace terminology. It does not reflect any notable change in the duties of the
position or change in pay grade, as the position would remain at Grade 4 of the City's non -union pay
plan.
Budget Impact
This position is fully budgeted for in the preliminary 2013 budget.
Relationship to Vision
This item 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 job description for the position of Administrative Assistant
in the Public Works Department and authorize staff to being the hiring process.
City of Shakopee
JOB DESCRIPTION
Position: Administrative Assistant
Department: Public Works
Reports To: Public Works Superintendent
Status: Non - Exempt
Approved: 12 -04 -2012
SUMMARY
This position provides administrative and clerical support to the Public Works
Department, specifically the Streets & Utilities, Park Maintenance and Fleet Divisions.
Responsibilities include managing the City's fleet maintenance software; organizing and
coding departmental invoices; typing, filing and answering phones; and attending
Departmental and committee meetings as necessary. This position will occasionally assist
with duties for the Engineering Division as well.
ESSENTIAL DUTIES AND RESPONSIBILITIES include the following:
Provide administrative and clerical support to the Public Works Director, Public Works
Superintendent and other department staff as needed.
Uses word processing, database, spreadsheet and other computer software programs to
prepare and create files, reports, correspondence and other documents.
Prepare documents for City Council meetings and study sessions in a time frame that
allows for proper review and submittal.
Coordinate and prepare reports, resolutions, contracts, specifications, minutes, letters,
memos, forms, and general correspondence.
Coordinates the fleet management program ensuring the management system and
databases are kept current allowing for accurate reporting for budgeting, replacement,
and purchasing.
Receives and routes incoming telephone calls, answers questions, and provides
information to callers.
Responds to questions, complaints and requests for information from the public or other
departments, provides timely and accurate responses, assesses urgency of issues and
directs the questions to the appropriate staff. Release information in accordance with
department policy and data practices law.
Provide effective customer service in a professional, courteous and helpful manner.
Prepares, matches and verifies purchase orders, invoices, and vouchers; coding for
payment.
Coordinate the flow of work with other department support staff team members to ensure
projects are completed accurately, on time, and in the order of department priority.
Opens and distributes department mail.
Maintain office supplies.
Maintain records management systems, paper and electronic, in an up -to date, orderly
and accessible manner.
Prepare and submit informational items for the City website and local newspaper.
Maintains accurate and efficient filing systems. Monitors and purges department files
annually in accordance with applicable legal regulations and the city's retention schedule.
Assists with the annual City Clean-Up Day including contracting with vendors and
completing annual report for Scott County.
Assists the Public Works Director and Public Works Supervisor in budget activities and
capital equipment planning.
Prepares regular activity reports for the City Council.
Coordinates the interface of the Public Works asset management system with the City's
GIS program for reporting and mapping purposes.
Provide monthly fuel and wash reports for invoicing by the Finance Department.
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 diploma or general education degree (GED); and a minimum of four years
related experience and/or training; or equivalent combination of education and
experience.
LANGUAGE SKILLS: Ability to communicate effectively in English, both orally and
in writing. Ability to read and 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 SKILLS: 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.
REASONING 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 situations.
OTHER SKILLS AND ABILITIES:
Thorough knowledge of modern office practices, procedures, machines and systems
including knowledge of computer operation. Accurate typing skills with knowledge of
English, spelling, grammar and punctuation. Ability to maintain alphabetical, numerical
and statistical records. Ability to establish and maintain positive working relationships
with employees and the public and to follow written and oral instructions. Ability to
organize, prioritize and deal effectively with stressful situations. Must maintain
confidentiality as required by the Minnesota Data Practices Act as deemed appropriate
for certain documents.
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 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 25 pounds. Specific vision
abilities required by this job include close vision, distance vision, color vision, peripheral
vision, depth perception, and ability to adjust focus.
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