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HomeMy WebLinkAbout5C, Appointment of Deputy Clerk EN HILLS Request for Council Action 5C Prepared By: Sue Iverson, Director of Finance Council Meeting Date: May 14, 2012 and Administrative Services Appointment of Deputy Clerk Budgeted Amount: Actual Amount: Funding Source: N/A N/A N/A Recommendation: Approve appointment of Amy Died to the position of Deputy Clerk for the City of Arden Hills at Pay Grade 7, Step 4, which is a salary of$56,922. Supporting Documents: 1. Memorandum from Sue Iverson dated May 14, 2012. lt EN HILLS MEMORANDUM DATE: May 14, 2012 TO: Honorable Mayor and City Council Patrick Klaers, City Administrator FROM: Sue Iverson, Director of Finance and Administrative Services SUBJECT: Appointment of Deputy Clerk Background The City currently has a vacancy in the position of Deputy Clerk. The top priority is to fill the Deputy Clerk position to ensure the City's official administrative activities, as listed in the attached Deputy Clerk job description, continue to be effectively carried out. This workload has temporarily been absorbed by the Finance and Office Support staff. Discussion There were 37 applicants for this position. Six applicants were interviewed by the City Administrator and Director of Finance and Administrative Services and two of these applicants were brought back for second interviews. The person staff believes is the top candidate is Amy Died. The Council has previously received her application for review. Criminal background checks, professional evaluations, personal references, and employment background checks have been completed. All data received has been satisfactory. Staff Recommendation Staff recommends appointing Amy Died to the position of Deputy Clerk for the City of Arden Hills at Pay Grade 7, Step 4, which is a salary of$56,922. 'It 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 clerical 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 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: 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.