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HomeMy WebLinkAbout5C, Accept Resignation of Deputy Clerk Rebecca Brazys and Authorization to Advertise� EN HILLS Request for Council Action Prepared By: Sue Iverson, Director of Finance Council M:eeting Date: February 27, 2012 and Administrative Services Accept Resignation of Deputy Clerk Rebecca Srazys and Authorization to Advertise Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: 1. Motion to accept Rebecca Brazys' resignation as Deputy Clerk. 2. Motion to direct staff to start the hiring process for the Deputy Clerk. SuAAortin� Documents: 1. Memorandum from Sue Iverson, and Patrick Klaers dated February 27, 2012. 2. Rebecca Brazys resignation letter. 3. Deputy Clerk Job Description. � EN HILLS MEMORANDUM DATE: February 27, 2012 TO: Honorable Mayor and City Council Members FROM: Patrick Klaers, City Administrator Sue Iverson, Finance Director/Treasurer SUBJECT: Accept Resignation of Deputy Clerk Rebecca Brazys and Authorize to Advertise Back�round Deputy Clerk, Rebecca Brazys has submitted her resignation dated February 17, 2012 with her final day of employment being March 2, 2012. Current Discussion The current job description was approved by the City Council in November 2010 and staff does not recommend any changes. Since this is position is a vital part of our organization, staff would like to advertise for this position to fill this vacancy as soon as possible. Council Action 1. A motion to accept Rebecca Brayzs' resignation. 2. Motion to direct staff to start the hiring process for the Deputy Clerk. City Council Meeting P:�Admin\Council�Agendas & Packet Infortnation�2012\02-27-12 Reg Mtg�Packet Information�Deputy Clerk.doc Page 1 of 1 February 17, 2012 Patrick Klaers City Administrator City of Arden Hills 1245 West Highway 96 Arden Hills, MN 55112 Dear Pat, I hereby resign from the Deputy Clerk position for the City of Arden Hills effective March 2, 2012. r Reb cca Brazys . ��s G�� � EN HILLS CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Deputy Clerk Department: Administration Accountable to: Director of Finance and Administrative Services Positions Supervised: Office Support Specialist (2), Customer Service Specialist (1) Status: Full-Time, Exempt November 2010 SUMMARY Performs routine municipal clerk functions such as processing licenses, administration of City elections and maintenance of official City records. Supervises the operation of the office support function for the City offices, and assists the Director of Finance and Administrative Services with human resources and benefits administration. ESSENTIAL FUNCTIONS OF THE POSITION • PerForms duties of the City Clerk as designated (i.e., publishing notices, certifying documents for City and Public use, preparing meeting agendas, maintaining and publishing ordinances, and resolutions). • Manages the City's central record system to ensure complete, accurate storage and ready retrieval of information. Ensures the proper storage and maintenance of all official City records such as; City Council minutes, resolutions, and ordinances. • Assists with Data Practices requests. • Oversees the City's licensing process in accordance with City Ordinance and State statute. • Supervises and coordinates the City elections process. • Coordinates the on-going updating of the City's website to ensure the information remains accurate and up-to-date, and to enhance the usefulness of the website to all website users. • Staff liaison to the Communications Committee. • Coordinates appointments and vacancy notices for City boards and commissions. • Assist the Director of Finance and Administrative Services with human resource administration including compensation, benefits administration, Workers Compensation, Risk Management and General liability. • Other duties as assigned. SUPERVISOR RESPONSIBILITIES Directly supervises the Office Support Staff to ensure all aspects of the office support function operate efficiently and effectively. Carries out supervisory responsibilities in accordance with applicable Federal, State, and County laws as well as the City's policies and ordinances. Responsibilities include: training employees; planning, assigning, and directing work; assisting in evaluating perFormance; issuing reprimands; addressing complaints and resolving problems. Responsibilities also include the ability to recommend hiring; provide employee recognition; transfer; promote; discipline; suspend; demote and discharge of employees and the adjustment of grievances. QUALIFICATION REQUIREMENTS To perForm this job successfully, an individual must be able to perForm essential duties satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Work is perFormed at a high level of detail and pressure of deadlines. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and/or EXPERIENCE • A minimum of two (2) years progressively responsible experience in a similar local government capacity, or five (5) or more years of equivalent combination of education or experience: including a minimum of two (2) years supervisory experience. • Working knowledge of Microsoft Office. • Must have excellent communication and organization skills to effectively communicate in both verbal and in written form, to work effectively with staff, coworkers, residents, developers, and other government agencies. • Previous experience working with municipal licenses, records retention and imaging, and election processes is desirable. LANGUAGE SKILLS Ability to read and interpret documents such as operating and maintenance instructions for office equipment, general City policies, regulations, ordinances, codes, and contracts. Ability to prepare reports and correspondence. Excellent word, grammar, punctuation, and vocabulary skills. Ability to communicate effectively both orally and in writing with supervisors, City staff, elected officials and the general public. MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions and decimals. Ability to compute rates, ratios, and percentages. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Considerable skill in using computer programs such as Word, Excel, Outlook, Access, and Publisher. Ability to operate various types of office equipment. Knowledge of clerieal and office procedures. Knowledge of local government functions and practices. Ability to maintain confidentiality. Ability to develop goals, policies, plans, and procedures related to office management. Ability to organize and prioritize work and multitask. Ability to establish and maintain relationships with all staff. CERTIFICATES, LICENSES, REGISTRATIONS • Certification as a Certified Municipal Clerk or have the ability to obtain within four (4) years of hire. • Minnesota Class D Drivers License. PHYSICAL DEMANDS The physical demands described here are an employee to successfully perForm the accommodations may be made to enabl� essential functions. representative of those that must be met by essential functions of this job. Reasonable individuals with disabilities to perform the While perForming the duties of this job, the employee is regularly required to: use hands to finger, handle, or feel objects, tools, or controls; sit; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; stoop; kneel; crouch; or crawl. The employee must frequently lift and/or move up to 10 pounds, and occasionally lift and/or move more than 25 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 moderate.