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HomeMy WebLinkAbout15.E.2. Full-Time Records Clerk Position IS: E.:L. CITY OF SHAKOPEE Memorandum CO~~~~EN~r . '.\\:'1' ,rm '!6. i'~.", ':; TO: Mayor and City Council Mark McNeill, City Administrator FROM: Judith S. Cox, City Clerk cp SUBJECT: Full-Time Records Clerk Position DATE: February 9, 2005 INTRODUCTION: City Council is asked to consider ,authorizing a full-time Records Clerk in the City Clerk's office and approving a job description for the position. BACKGROUND: The 2005 budget includes funds for a full-time Records Clerk. These funds were included in the budget to bring the part-time position to full-time in conjunction with the acquisition and implementation of an electronic imaging system for the city. (It is anticipated that a recommendation on awarding a contract for imaging will come before City Council on March 1, 2005. After installation of the hardware and software, implementation and scanning and indexing of records will follow.) The current Records Clerk works one-halftime in the City Clerk's office and one-halftime in the Public Works Department. Both areas are in need of increasing their positions to full-time. It is anticipated that the current employee will continue to work one-half time in each department until another employee is hired and at that time will work full-time in one of the positions. The positions will be posted internally, as per city policy, prior to advertising externally if necessary. The attached job description has been reviewed by Administration. The City's pay compensation consultant, Rod Kelsey of Riley Dettman and Kelsey, has graded the Records Clerk position at a Grade 3 level ofthe City's non-contract pay plan. AL TERNATIVES: 1. Authorize the hiring ofa full-time Records Clerk in the City Clerk's office and approve the job description for the position. 2. Amend the job description and authorize the hiring of a full-time Records Clerk in the City Clerk's office. ( Full-Time Records Clerk Position February 9, 2005 Page -2- 3. Do not authorize a full-time Records Clerk at this time. 4. Table for additional information RECOMMENDED ACTION: If Council concurs, approve the job description for the position of full-time Record's Clerk and authorize staff to take appropriate steps to fill the position. h:\records clerk full-time memo City of Shakopee Description Job Title: Records Clerk Department: City Clerk Division: Administration Location: City Hall Reports to: City Clerk FLSA Status: Non-exempt Prepared by: Judith S. Cox/Marilyn Remer Prepared Date: 01/31/05 Approved Date: Approved by: Job Grade: 3 SUMMARY Performs highly detailed, responsible record management duties that relate to the collection, storage, use and dissemination of all city data. Provides administrative and clerical support within the city clerk's office. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned. Coordinates the document imaging system, including scanning and indexing of city records. Note: (The City is scheduled to award a contract onMarch 1,2005 for a new city-wide system, which will initially begin with scanning the records of the Building Inspection Department and City Clerk's office. The employee will initially work with the vendor on set up and implementation of the system. The employee shall get the records ready for scanning, scan and index them and insure they are in the system properly.) Maintains and purges city records according to the State of Minnesota and the City's Records Retention Schedule, providing record retrieval and assistance to other departments, and making recommendations on updates and changes to the City's Records Retention Schedule as necessary . Maintains an orderly filing system for a variety of records and correspondence to assure prompt retrieval of information as required, both manually and electronically. Uses routine and complex features of word processing, spreadsheet and other software application packages. Responds to questions, complaints and requests for information from the public or other city departments on procedures of the office of the City Clerk that relate to records retention, purging documents and location of data. Performs copying, printing, collating and bindery operation of various information. Performs the duties of the receptionist providing coverage for lunch breaks or other breaks due to the Receptionist's absence as required. Assists with various procedures required for the conduct of municipal and state elections. Performs other duties as apparent or assigned. QUALIFICATION REQUIREMENTS: To perform this job successfully, and 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: MinimUl1l Requirements: High School Diploma or equivalent. Two years related experience, including comprehensive knowledge of computer software, such as word processing, spreadsheets and other record keeping software. One year must be record retention experience. Desirable Qualifications: Previous Municipal/County government experience. Previous Electronic Imaging Experience LANGUAGE SKILLS Ability to read, analyzes, and interprets general business journals, periodicals, and simple legal docUl1lents. 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 of the 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 instructionsfumished 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 City Clerk Department; and the City of Shakopee 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.