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HomeMy WebLinkAbout15.E.1. Authorization for Full-Time Public Works Clerical Position IS: E.L CITY OF SHAKOPEE Memorandum CONSE~~r TO: Mayor & City Council Mark McNeill, City Administrator FROM: Bruce Loney, Public Works Director SUBJECT: Authorization for Full-Time Public Works Clerical Position DATE: February 1, 2005 INTRODUCTION: This agenda item is for the City Council to consider authorizing a full-time Office Service Worker for the Maintenance Divisions in the Public Works Department. BACKGROUND: Included in the 2005 Budget within the Street Maintenance Division is the hiring of a full-time clerical position. This full-time position was recommended out of the Organizational Study for the City of Shakopee by Short-Elliott-Hendrickson, Inc. Previously, the Public Works Department has had a clerical person for 20 hours per week in 2003 and 2004. The recommendation by Short-Elliott-Hendrickson for a full-time clerical person, reporting to the Public Works Supervisor, is to improve the management of records, organization of :files and reports for the Street Division, Shop Division, Park Division and Sanitary and Storm Drainage Enterprise Fund. With the growth of the City and the amount of infrastructure to manage, it is essential to have a full-time clerical person working with the Public Works Supervisor.and the other supervisors in managing and reporting the work that is done by the various divisions in the Public Works Department. Attached to this memo is a job description, which has been prepared by the Public Works Department and reviewed by Administration. This job description is titled Public Works Office Service Worker and has been graded by Rod Kelsey of Riley Dettman and Kelsey. This position has been graded at a Grade 3 level ofthe City's non-contract pay plan. ALTERNATIVES: 1. Approve a motion approving the job description and authorizing the hiring of a full-time Public Works Office Service Worker in the Maintenance Divisions in the Public Works Department. 2. Do not authorize a full-time clerical position at this time. 3. Table for additional information. RECOMMENDATION: Staff would recommend Alternative No.1, to begin the hiring process for a full-time clerical position in the Public Works Department. It should be noted that this position would also be able to assist the Engineering Division in their clerical needs, as necessary, as included in the job description. ACTION REQUESTED: Approve a motion approving the job description and authorizing the hiring of a full-time Public Works Office Service Worker in the Maintenance Divisions in the Public Works Department. ~neY Public Work BUpmp ENGR/EMPLOYEEFOLDERlPPENNJNGTON/COUNCIUPWlllRE Description Job Title: Public Works Office Service Worker Job Grade: 3 Department: Public Works Location: Public Works Building Shift: Reports To: Public Works Supervisor FLSA Status: Nonexempt Prepared By: Bruce Loney/Marilyn Remer Prepared Date: 1/31/05 Update/Approved: SUMMARY Provides clerical and administrative support for the operations and maintenance division_of the Public Works Department. This position will occasionally assist with secretarial duties of the Engineering Division located at City Hall. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Uses word processing, database, spreadsheet and other computer software programs to prepare and create files, reports, correspondence and other documents. 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. Releases information in accordance with department policy and data practice laws. Provide effective customer service in a professional, courteous and helpful manner. Prepares, matches and verifies purchase orders, invoices and vouchers; coding for payment. Opens and distributes department mail. Keeps records by tracking and recording vehicle and equipment maintenance, inventory and fuel costs. Assists in ordering supplies, parts and materials. Assists with a variety of programs including Gopher State One Call and special projects as requested. Schedules and coordinates intra-office and interdepartmental meetings, required training, schooling, and information flow. Maintains accurate and efficient filing systems. Monitors and purges department files annually in accordance with applicable legal regulations and the city's retention schedule. Performs other 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 ofthe 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 two years related experience and/or training; or equivalent combination of education and experience including public contact experience. LANGUAGE SKILLS Ability to read, analyzes, and interprets general business journals, periodicals, and simple legal documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or members of the business community. Ability to write routine reports and correspondence, that conform to prescribed style and format. Ability to effectively present concise and accurate information in one-to-one and small group situations to customers, clients and other employees ofthe organization. MATHEMATICAL SKILLS Ability to add, subtracts, multiply and divides. Ability to perform these operations using units of American money, weight measurement and distance. REASONING ABILITY Ability to apply commonsense 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 Ability to comprehend and communicate policies, practices and services specifically of the Public Works Department; and the City of Shako pee in general. Ability to deal with the public and maintain a calm, pleasant manner. Ability to maintain alphabetical, numerical and statistical files and records. Basic knowledge of computer operations, such as Word and Excel. Knowledge of standard office equipment. Ability to type accurately. Knowledge of English spelling, punctuation and vocabulary and the ability to check work for accuracy. Ability to maintain working relationship with other employees and the public. Ability to use discretion relating to work material and assignments in a confidential manner as necessary and to exercise appropriate judgment in their release or presentation. 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.