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HomeMy WebLinkAbout4J, Motion to Authorize Hiring of a Deputy Clerk ~ ~ILLS Request for Council Action Prepared By: Ron Moorse, City Administrator Council Meeting Date: December 8, 2008 Motion to authorize a hiring process to fill the Deputy Clerk position. $0 Funding Source: Not Applicable Budgeted Amount: $0 Actual Amount: Supporting Documents: 1. See the attached memo from Ron Moorse dated December 8, 2008 2. Deputy Clerk job description ~ MEMORANDUM DATE: December 8, 2008 TO: Mayor and City Council FROM: Ron Moorse, City Administrator SUBJECT: Deputy Clerk Hiring Process There are currently two vacant administrative positions: the Deputy Clerk and the Assistant City Administrator. At this time, the priority position to be filled is the Deputy Clerk. Ajob description is attached. The City has not had a position focused on ensuring the effectiveness of the office/administrative support functions, ensuring all official functions of the City are carried out properly, and providing executive support to the City Administrator. These responsibilities have been fragmented in the organization, which has been an obstacle to developing consistent and effective administrative processes, systems, and procedures. The proposed Deputy Clerk position would bring these responsibilities together in one position. The Deputy Clerk position will have three key areas of responsibility. 1. Office Manager --Manage/lead the office/administrative support and customer service functions of the City 2. Ensure all official City functions are properly carried out 3. Provide executive support to the City Administrator The Deputy Clerk will report directly to the City Administrator, but will have a dotted line reporting relationship to the Finance Director. This will provide the benefit of support from the Finance Director in terms of knowledge of City office/administrative operations, training in the official City functions, and opportunities for professional development. The pay range of the Deputy Clerk position is recommended to be at Level 6 of the Pay Matrix, which is $43,260 to $54,075. Recommended action: Motion to authorize a hiring process to fill the Deputy Clerk position. C:\Documents and Settings\sherri,eisenbraun\Local Settings\Temporary Internet Files\OLKF\RCA deputy clerk hiring,doc ~ ~HlLLS December 5, 2008 CITY OF ARDEN HILLS POSITION DESCRIPTION Position Title: Department: Accountable to: Positions Supervised: Status: Deputy City Clerk Administration City Administrator Full-Time, Non-Exempt SUMMARY Manages the operation of the office support function for the City offices, ensures all official functions of the City are carried out effectively and according to statutory requirements, and provides executive support to the City Administrator. ESSENTIAL FUNCTIONS OF THE POSITION 1. Supervises the office support staff to ensure all aspects of the office support function operate efficiently and effectively a. Ensures excellent, responsive, customer service b. Ensures all administrative processes are clear, effective, and efficient; and are robust enough to be equally effective under the high demand and workload to be generated by the TCMP development c. Ensures a strong team approach to the office support function d. Coordinates and assigns work to meet office support needs across departments 2. Manages the City's central records system to ensure complete, accurate storage and ready retrieval of information. a. Ensures that the City's record retention system and document imaging system are properly maintained and in compliance with the State of Minnesota Government Data Practices Act on behalf of the City of Arden Hills b. Ensures the permit tracking system is fully and effectively implemented, and its capabilities are used to their fullest. c. Ensures the publication and proper storage of all resolutions and ordinances d. Coordinates the on-going updating of the City Code of Ordinances e. Records City documents with the Ramsey County Recorder's Office 3. Provides executive support to the City Administrator a. Prepares presentation materials b. Prepares, distributes, and files confidential correspondence c. Develops and maintains files d. Coordinates and schedules meetings e. Tracks Council requests and follow-up f. Coordinates the process of ensuring minutes of the meetings of the Council and Planning Commission are prepared, edited, reviewed, and approved g. Coordinates and assists in the preparation of City Council Meeting agendas - ensures all meetings are properly noticed and posted h. Drafts and coordinates publications and mailings of all legal notices for the City as required by State Statutes and City Ordinance 4. Provides administrative support for hiring processes a. Ensures job announcements are published and posted b. Creates a record of applications received and creates data base for correspondence to applicants c. Tracks Veterans Preference forms d. Schedules interviews e. Organizes interview materials 5. Develops processes and procedures necessary to administer the City's compensation plan a. Process for notifying department heads in advance of scheduled employee performance evaluations and providing the necessary performance evaluation forms, to enable performance evaluations to be completed prior to the anniversary date b. Process and procedure to ensure employees receive scheduled step adjustments 6. Administers the requirements of the Family and Medical Leave Act 7. Supervises and coordinates the City elections process a. oversees the voter registration process, and the maintenance of the voter registration files b. manages the absentee ballot process c. prepares and publishes election notices d. arranges polling locations e. coordinates maintenance and testing of the voting machines f. recruits election judges g. conducts training of election judges h. oversees election day process i. tabulation and reporting of election results 8. Oversees the City's licensing process in accordance with City Ordinance and State Statute: a. liquor b. business c. gambling d. peddler, solicitor, and transient merchants e. tobacco \\metro-inet.us\ArdenHills\Admin\City Administrator\Deputy City Clerk J.D. f. charitable gambling 9. Coordinates the recycling program and administers the recycling contract 10. Commissions and committees coordination a. Tracks terms and reappointments b. Coordinates advertising for vacancies and scheduling of interviews 11. 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 12. Serves as the City's lead contact person regarding the telephone system and related I. T. services 13. Serves as back-up to the Customer Service Representative and Office Support Specialists 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 such as 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 \ \metro- inet. us\ArdenHills\Admin \City Administrator\Deputy City Clerk lD.