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HomeMy WebLinkAbout4D, Approve Customer Service Rep Reclassification ~ ~HILLS Request for Council Action Prepared By: Dept.: Council Mtg. Date: Final Action Needed By: Noah A. Simon/Sue Iverson Administration April 28. 2008 April 28, 2008 Budgeted Amount: Actual Amount: Funding Source: $0 $972 General Fund :Cquhcil Action Request: Motion to approve the Customer Support Specialist job description and to rcclassif~. the Customer Support Representative to the Customer Support Spcl'ialist position Staff ReCommendation: Motion to appro\'t' the Customer Support Specialist job description and to reclassif~' the Customer Support Representative to the Customer Support Specialist position Planning: PTRC: Supporting DOcuments: (Citt9che<i) X Memo/Letter: Resolution No.: Ordinance No.: Memo dated April 28, 2008 from Noah Simon and Sue Iverson Engineering Recommendation: Attorney Recommendation: Other: .Financ:i.allmpliC:Clti{)n~: A total impact of $972 on the 2008 General Fund Budget. The Council has budgeted contingency funds to cover this cost. Administrator/Staff Comments: ~ ~HILLS MEMORANDUM DATE: April 28, 2008 TO: Honorable Mayor and City Council Jim Willis, Interim City Administrator FROM: Noah Simon, Assistant City Administrator Sue Iverson, Finance Director SUBJECT: Revised Job Description for the Office Support Staff and Reclassification BACKGROUND In 2007, the City Council authorized a compensation study of all City positions. During this study, it was found that the Customer Service Representative position did not quite fit into the new scale. After research and discussions with our consultant, Rod Kelsey, it has been determined that this position should be integrated into a new Customer Support Specialist position (a new title for the current Customer Service Representative position and the Office Support Specialist positions). DISCUSSION The City currently has two Office Support Specialists (Grade 4) and one Customer Service Representative (Grade 3). In looking at both ofthese positions, they should serve as a back-up to each other and basically do the same duties. Currently, the Office Support Specialist has to do all the duties of the Customer Service Representative, but the Customer Service Representative does not have to do all the duties of the Office Support Specialist. For efficiency and productivity in the department, it would benefit the City to combine these job descriptions into a Customer Service Representative position; as currently, there is really very little difference between the positions at this time. Our consultant has recommended that if, in the future, the City would like to have a true "receptionist" position; a new job description be developed and this position be integrated into the pay scale at a lower level (Grade 2). In combining these positions, the same criteria would be used to integrate the current incumbent in the Customer Service Representative position into the pay scale as was used for all other employees. (Note: The Customer Service Representative position did not receive an increase in December 2007 and only COLA on January I, 2008, as their current salary was outside the new pay range.) This would be a budget impact of $972 for 2008. CITY STAFF RECOMMENDA nON Staff recommends a motion to approve the Customer Support Specialist job description and to reclassify the Customer Support Representative to the Customer Support Specialist position. ~ ~HILLS April 4, 2008 CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Department: Accountable to: Positions Supervised: Status: Customer Service Specialist Administration Finance Director None Full-Time, Non-Exempt SUMMARY Serves as a Customer Service Specialist for the City, assisting with inquiries on City services and programs to the appropriate departments and/or individual (s). Provides clerical and administrative support to all City departments. ESSENTIAL FUNCTIONS OF THE POSITION Provides reliable customer service to all in person visitors, guests and phone customers. Serves as the first point of contact for public inquires; assists the general public with questions on city services, programs and events; answer or route phone calls, provide information to the general public. Provides clerical and administrative support to all City departments; prepares various correspondence including memos, reports, the compilation, preparation and distribution of Council and Board and Commission packets, other support information and legal notices. Orders and maintains office supplies for City staff. Registers and collect fees for City programs. Prepares and processes licensing applications and registration for waste haulers, liquor, peddlers, business, contractor, gambling and other City licenses and permits. Receives, processes, logs and issues all building related permits. Generates and provides necessary reports; scans and files all related permit information. Provides assistance in the elections process; administer absentee voting, organize election materials and assist on Election Day. Creates and maintains City files and records to ensure City information is complete, available, accurate and current. Creates and maintains databases; enters department data on the computer in order to maintain and generate accurate computer inquiries and reports. Cash receipts any City payment; process daily utility bills and other City fees; and prepares and processes City deposits. Attends, takes and prepares minutes for the City boards and commissions. Performs other duties as apparent or assigned. Assists in positing information to, maintains and updates the City's web site. Prepares promotional flyers and other informational brochures for City departments. Generates permits and answers questions related to permits and process. 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 High School Diploma or GED. Minimum two (2) years experience in a clerical or secretarial capacity; or equivalent combination of education and experience. LANGUAGE SKILLS Ability to read and interpret documents such as operating and maintenance instructions, policies, and regulations, ordinances, codes, contracts, and procedure manuals. Ability to prepare reports and correspondence. 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, and Publisher. Ability to operate various types of office equipment. Ability to organize and prioritize work and multitask. Ability to establish and maintain relationships with all staff. 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. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision 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.