Loading...
HomeMy WebLinkAbout4E, Appt. of Deputy Clerk ~ ~HILLS Request for Council Action ~ Prepared By: Sue Iverson Council Meeting Date: March 9, 2009 Appointment of to the Position of Deputy Clerk effective six, step _ with a pay rate of $_._ per hour. , at pay level Budgeted Amount: $59,533 Salary plus benefits Actual Amount: $46,835 Salary plus benefits Funding Source: General Fund, Cable Fund, Water Fund, Sewer Fund Recommendation: 1. Appointment of to the position of Deputy Clerk effective at a at pay level six, step _ with a pay rate of $_-_ per hour_ Supporting: Documents: 1. Memorandum dated March 5, 2009 from Ron Moorse & Sue Iverson ~ ~HILLS MEMORANDUM DATE: March 5, 2009 TO: Honorable Mayor and City Council FROM: Ron Moorse, City Administrator Sue Iverson, Finance Director/Treasurer SUBJECT: Appointment of Deputy Clerk Background: The City currently has vacancies in the positions of Deputy Clerk and Assistant City Administrator. 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 76 applicants for this position. Seven of those applicants had previous experience in the duties of City Clerk or Deputy Clerk. These seven applicants were interviewed by the City Administrator and Finance Director and two of these applicants were brought back for second interviews. The person staffbelieves is the top candidate has been out of town for the past week, so we have not been able to discuss final details. Weare meeting with the candidate Monday mornIng. Weare including this item in the agenda as a place holder as Council Action is required to hire this individual and our next meeting will not be until March 30, 2009, unless we schedule a special meeting. Staff Recommendation: If staff finalizes the details by Monday's meeting, staff recommends that the City Council approve appointment of to the position of Deputy Clerk effective , at pay level six, step _ with a pay rate of $_._ per hour. ~ ~HlLLS March 5, 2009 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. Provides work direction to 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 J.D.