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HomeMy WebLinkAbout15.E.5. Assistant to the City Administrator Position /5 IE. 5' . CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Assistant to the City Administrator Position DATE: January 13, 2005 INTRODUCTION: ,~ The Council is asked to approve job descriptions for a revamped Assistantto the City Administrator position. BACKGROUND: At its meeting of December 21 S\ the Council heard a presentation regarding the restructuring of the vacant Assistant to the City Administrator, and Economic Development Coordinator positions. The proposal at that time was to restructure as follows: EDA Coordinator - Eliminate the full time position, and incorporate the EDA duties as half of the Assistant to the City Administrator position. That would free up $44,000 from the EDA Fund to hire specialized economic development professionals when special projects would warrant. Assistant to the City Administrator - The December 21 st discussion anticipated formatting these job duties as 50% EDA; 25% special projects, and 25% cable television administration. Communications Coordinator - It was proposed that this would be a .5 position, that would be responsible for updating the City's website, but also preparing news releases, brochures, and other written information from the City. Human Resources Generalist - This would be a shared position with another jurisdiction. (I anticipate that we will have more information available for this position in February.) I met with the Telecommunications Advisory Commission (TAC), on January 5th to review the proposal. The TAC was being asked to recommend approval of25% of the Assistant job, and 50% ofthe Communications Coordinator (.25 FTE) funding to come from the Telecommunications Fund. DISCUSSION: The T AC was concerned that the Assistant position would be at a level less than what they have had for support, and which had helped them achieve some major updating of the City's telecommunications status - implementation ofthe Institutional Network, VOIP telephony, and other similar projects. They have established another ambitious set of goals for 2005, and are concerned with a less-than-quarter time responsible position, those advanced goals will not be met. It was felt that the TAC's goals should be seen as investments, which are now paying off in tens of thousands of dollars of savings for the General Fund in terms of increased productivity and efficiency. As a result, their recommendation was that the job be restructured to add an additional half-time position, for which they would recommend payment from the Telecommunications Fund. The structure would have retained the Assistant job as being responsible for day-to-day cable television oversight, and the new upgraded position for telecommunications would be responsible for the technological issues needed to support the T AC goals, and also write the news releases for the website and brochures. Following the TAC meeting, I re-examined the proposal. I anticipate that the skillsets necessary to "wordsmith" for the website content and news releases may not be held by the same type of person who would be responsible for the technology issues that the Telecommunications Commission is seeking to attract. Conversely, some ofthe job responsibilities that the Assistant would need for cable television day-to-day oversight may not be readily-adoptable to by a generalist who is also responsible for economic development. Therefore, my recommendation for this position is that the cable television administration responsibilities be considered to be given to the future technology position (should that be established), and the "wordsmithing" part of former Communications Coordinator position be assigned to the Assistant position. I feel that we would have more success recruiting for both positions with this change. There has been concern expressed by some staff members that having the Communications Coordinator position be absorbed into the Assistant job will not meet as well the needs for certain printed applications - a person with graphics-design capabilities would be able to do brochures; it is unlikely that someone with a EDA or generalist background would have that technical knowledge. However, in looking at the competing needs, I have come to the following conclusions: 1. The .5 technical person being sought by the TAC appears to make more sense to be combined with cable television oversight and web site updating and administration. 2. In the attempt to meet as many job needs as possible for the City, there are going to be compromises. I believe that the need for graphic design is something that could be contracted out more readily then some of the other functions that are being proposed. It would beneficial for the T AC to be scheduled to appear at a workshop with the City Council and talk about its goals for 2005. Following that, the Council would be able to make a more informed decision on whether to add the additional .5 position or not, which would make that a full time Telecommunications Specialist position. I recognize that the Communications Coordinator position as a function of the Assistant position will be reduced in scope, and that this does not address what the cable television administration responsibility will be. However, those will have to be adjusted later. I believe it is important to proceed with advertisement for the Assistant position as soon as possible, and to schedule a discussion with the T AC and City Council soon, as there are only about three months remaining of the original four for the consulting work from Bradley and Gazzetta. RECOMMENTATION: I recommend that the job description for the Assistant position be approved, utilizing the .5 EDA, .25 special projects, and .25 communications responsibility format. The cable television administration responsibility would not be filled under this position, and the , decision as to how to address that would wait until after a discussion between the T AC and the Council. lfthe additional technology staff is not approved, we would have to reexamine the current job duties; cable television administration would stay somewhere in the Administration Department. BUDGET IMPACT: The City's Pay Consultanthas analyzed the amended job description and recommends placement in Grade 7 ($47,194-$59,047). That is no change to the pay plan as it is the same pay grade as the current Assistant to City Administrator classification. The Assistant position would be fully funded by the General Fund. Anticipating an April 1 st start, it would be for % year, or $37,500. The total is not a change from the December 21 st proposal. The impact on the Telecommunications Fund will need to wait until after a decision has been made on what the format of that position will be. RECOMMENDATION: I recommend that the job description as amended for the Assistant to the City Administrator position be approved, and that staffbe authorized to advertise its availability. Council should also give an indication as to whether it wishes to meet with the TAC, and if so, at what time. ACTION REQUIRED: If the Council concurs, it should, by motion, approve the amended job description for the Assistant to the City Administrator position, and authorize advertisement of its availability. Second, the Council should indicate it wishes to have a workshop with the T AC to review 2005 goals and obj ectives, to further talk about staff support for the T AC goals. , ~..~ Mark McNeill City Administrator MM:th January 2005 5:00pm 5PUC 9:00am RFP's for Imaging 7:00pm Telecommunications 7:00pm Planning Commission 7:00pm City Council Meeting 1:30pm Bid Opening for Fire 10:00am GIS User Group 7:00pm Environmental Trucks 6:00pm EDAC 5:00pm SPUC 7:00pm City Council Meeting 7:00pm Park and Recreation S;C>C WOR.k' SfSS d>lv Toni Huber 1 1/14/05 Febru~ry 2005 24 7:00pm Park and Recreation Toni Huber 1 1/14/05 Job Description Job Title: Assistant to the City Administrator Department: Administration Location: City Hall Shift: 8:00 AM - 4:30 PM Reports To: City Administrator FLSA Status: Exempt Prepared By: Mark McNeill Prepared Date: 1 0/05/0 1 Approved By: City Council Approved Date: Pay Grade: Salary Range: Starting Salary: Step I SUMMARY Assists the City Administrator in the overall administration of municipal management functions and coordinates the City' Economic Development functions. Under general supervision of the City Administrator, the position plans and administers specific programs such as: coordination of solid waste collection, transit, and special projects. Performs a variety of marketing and communication responsibilities for the City through the creative use of the webpage, newsletters, news releases, brochures, print and broadcast media, events planning and promotions. On behalf of the City, may negotiate agreements or contracts for services with vendors or user groups. Responsibilities also include the preparation of special studies and reports, as assigned by the City Administrator. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned: Conducts special research programs, grants, legislation and special projects; prepares special reports for the City Administrator and/or City Council. Assists the City Administrator inthe development of administrative procedures and systems. Works with the department heads as assigned to develop efficient and effective systems. Represents the City as liaison to local, regional, and state units of government on matters affecting the City, as directed by the City Administrator. Attends City Council and committee meetings and/or workshops as necessary. Serves as Staff liaison to special study committees and boards. Conducts City and internal surveys as directed by the City Administrator. Administers and promotes economic development activities in a manner that will assure effective programs and development in accordance with economic development strategic plan, comprehensive plan and ordinances. Prepares agendas and staff reports for the Economic Development Advisory Committee, and Economic Development Authority, attends and makes oral presentations at related meetings. Assists/directs consultants retained by the City to analyze Economic Development Projects and makes recommendations to the City Administrator regarding city ordinances and policies affecting economic development. At the direction of the Economic Development Authority, develops and carries out strategies to market the community of Shakopee to interested developers. Meets with citizens, boards and commissions, local businesses, developers, prospective businesses and staff on matters related to economic development. Prepares attractive financing packages utilizing block grant funds, tax increment financing, Department of Trade and Economic Development programs and other public and private financing techniques. Maintains updated status of community profile and provides general information and assistance to businesses, industries and developers on all economic development matters. Administers the city's solid waste and recycling collection programs; responsible for researching and recommending issues relating to solid waste. Assists in interdepartmental response to oral, written, or emailed requests for services. Assist in negotiations with collective bargaining units on behalf of the City. Monitors legislation that will affect the City and its various departments. Prepares budget as assigned for components of the Administrative area, and assists in the preparation of the CIP (Capital Improvements Plan). Provides liaison with outside contractors or consultants involved in the accomplishment of special projects. In the absence of the City Administrator, serves as point of contact between City Staff and elected officials. Updates and maintains the City's website to ensure that the website is easy to navigate and that e-published information is current, accurate, complete and easy to understand. Plans, edits, and produces a wide variety of communication pieces for the City including, but not limited to the quarterly Parks and Recreation Brochure, Hometown Messenger, newsletters, promotional brochures, folders, flyers, and other creative marketing and communication materials. Confers with City departments to evaluate their respective communication needs as the basis of developing various materials to meet those needs. Plans and coordinates the marketing and promotion of various City events, making the best use of available resources to accomplish the desired level of visibility and attention. Performs such other duties as are consistent with the task of the position and as may be assigned by the City Administrator. (The examples given above are intended only as illustrations of various types of work performed and are not necessarily all-inclusive. This position description is subject to change as the needs of the employer and requirements of the position change.) SUPERVISORY RESPONSIBILITIES None, unless otherwise 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 Minimum Qualifications: Bachelor's degree in Public Administration, Political Science, Economic Development, Business Administration or closely related field required. Two years of experience in a municipal setting required. Desired Qualifications: Master's Degree in Public Administration. LANGUAGE SKILLS Excellent written and oral communication skills. Abilities and skills in planning, analysis, and administration. Ability to develop and maintain effective work relationships with City staff, public, and other government agencies and organizations. Ability to research, and prepare detailed reports. Knowledge of word processing, spreadsheets, databases, statistical analysis~and other software applications. Networked computer systems (NT and Exchange Server). MATHEMATICAL SKILLS Ability to work with mathematical concepts such as probability and statistical inference, sampling theory, and other quantitative analysis theories. Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations. REASONING ABILITY Ability to define problems collects data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables. CERTIFICATES, LICENSES, REGISTRATIONS Valid drivers license required. OTHER SKILLS AND ABILITIES High level of public contact requiring tact, courtesy and good judgment. 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 regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk and hear. The employee frequently is required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 30 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. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.