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HomeMy WebLinkAbout4E, Deputy Clerk Job Advertisement ~ ~HlLLS Request for Council Action Prepared By: Dept.: Council Mtg. Date: Final Action Needed By: _~2_a_h _A..~!!!!~~___ Administration March 10, 2008 March ~10, 2008 Budgeted Amount: Actual Amount: Funding Source: j~~!i~Ii;~Q~tQnTR~q~~^~!~illEill:E;imi;:~:'<';T';,'.:;j Motion to Approve the Job Description for Deputy Clerk and to Authorize Staff to Advertise the Position ~p~ff:;RE;!4<>Q'1m_~t)q$t1_Qn:>::::,1:_t:!;:'~:W'_;:,:;_:g:'EH'2_:~ 'Moti'a'"' to 'Ap-pr~ve the Jo'b' Description for Deputy Clerk and to Authorize Staff to Advertise the Position ,Supporting[Jo\'lf!l1enls' ~(attaChed) x Memo/Letter: Resolution No.: Ordinance No.: Engineering Recommendation: Attorney Recommendation: x Other: Job Description lEIfi~Q_~_F.l_I'HpIj~-~l~gy~;i-:_-_L:'-_",::_':_:Y::.':.:_:7-.:,>:- , This position' was budgeted in the 'j::y 2008 Budget. ~ ~HILLS MEMORANDUM DATE: March 10, 2008 TO: City Council FROM: Noah A. Simon, Assistant City Administrator SUBJECT: Motion to Approve the Job Description for Deputy Clerk and to Authorize Staff to Advertise the Position ReQuested Action The City Council approves the job description prepared for the position of Deputy Clerk and to authorize staff to begin the recruitment process at Grade 7 Step 1, $48,451. Backl!round Last year, staff proposed the addition of the Deputy City Clerk position. This position was presented during the preparation and adoption of the FY 2008 budget. Staff has worked with the City's compensation consultant in the preparation of the job description and classification. The position would be Grade 7 and the pay range for Grade 7 is $48,451 at step I and $60,564 at step eight. Staff reconunends a starting salary at the Grade 7, Step I. 1 ~ ~HlLLS CITY OF ARDEN HILLS POSITION DESCRIPTION March 2008 Position Title: Department: Accountable to: Positions Supervised: Status: Deputy Clerk Administration Assistant City Administrator None Full-Time, Exemot SUMMARY Works under the general guidance and direction of the Assistant City Administrator and performs routine municipal clerk functions such as processing licenses, administration of City elections and records management. Performs delegated duties as City Clerk; assists the Assistant City Administrator with human resources and benefits administration. ESSENTIAL FUNCTIONS OF THE POSITIONS . Organizes and maintains documents in accordance with the City's record retention schedule. Coordinates and maintains City's document imaging system. . Maintains all files, including project files, in a central filing system. . Updates and distributes City Code updates with ordinance revisions. . Maintains and publishes all City resolutions and Ordinances as required. . Responsible for all licensing procedures, including liquor, tobacco, peddlers, solicitors and transient merchants and charitable gambling. · Processes applications, computes and secures license fees and insurance documents. Issues licenses approved by Council. . Performs designated duties of the City Clerk in Clerk's absence, including certifying documents for City and Public use. . Assists with documents retrieval requests. . Coordinates and performs all necessary tasks associated with the election process, including voter registration; absentee ballot process; prepares and publishes election notices; arranges and sets up polling places; coordinates maintenance and testing of the voting machines; and the recruitment and training of election judges. · Coordinates the City's TimeSavers contract and is responsible for the review of and approval of Council meeting minutes. . Coordinates and assists in the preparation of the City Council Meeting agendas; prepares and posts proper meeting notifications. · Drafts and coordinates publications and mailings of all legal notices for the City as required by State Statutes and City Ordinances. . Coordinates the City's web site, and assists the Assistant City Administrator with cable casting technology. . Coordinates appointments and vacancy notices for City boards and commissions. . Assist the Assistant City Administrator with human resource administration including benefits administration, Workers Compensation, Risk Management and General Liability. . Assist City staff with bid openings. . Other duties as 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 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 College degree preferred, or 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. Must have experience in designing, creating and working with database programs (Excel and Access), and exceptional familiarity with Word. Previous experience working with licenses, records retention and imaging and election processes preferred. Must posses excellent communication and organization skills. Must be a notary or have the ability to become a notary within one year of the date of hire. LANGUAGE SKILLS Ability to read and interpret documents such as operating and maintenance instructions, policies, regulations, ordinances, codes, contracts, and procedure manuals. Ability to prepare reports and correspondence. Excellent word, grammar, punctuation and vocabulary. 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 including Word, Excel, Access, and Outlook. 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 organize work and develop goals, policies, plans, and procedures related to office management. Ability to organize and prioritize work. CERTIFICATES, LICENSES, AND REGISTRATIONS 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 and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand and walk; reach with hands and arms; and stoop, kneel, crouch or crawl. The employee must frequently lift and or move up to 10 pounds and occasionally lift and/or move up to 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.