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City of Roseville 2660 Civic Center Drive  Roseville, Minnesota 55113 651 -792-7000  www.ci.roseville.mn.us/development Assistant to the City Manager/City Clerk I have determined that it necessary to elevate the 43 current Executive Assistant position to one that undertakes higher level tasks and duties. This is 44 predicated on the fact that some of the functions, such as data practice requests, record retention, 45 and elections will no longer be done by communication staff and should be consolidated more 46 under a City Clerk role. Additionally, there needs to be higher level staff support to the City 47 Manager’s office in regard to public policy matters. This could include working on 48 organizational-wide issues as well providing staff support on City Commissions. 49 50 Some of the duties that could be included as part of position include: 51 52  Coordinates the official record keeping and notification 53 o Executes Ordinances and Resolutions 54 o Executes City deeds, contracts, and agreements 55 o Codification of City Code 56 o Ensures proper public notification of public hearings and meetings. 57  Develops and administers records management system. 58  Coordinates election process. 59  Oversees recruitment and appointment of City Commission members. 60  Serves as staff support to Human Rights Commission. 61  Supervises the preparation and distribution of City Council agendas and preparation of 62 minutes. 63  Provide confidential administrative support to City Manager, City Council, and City staff. 64 o Drafts correspondence for City Manager, Mayor, Council as needed. 65 o Works on special projects as assigned by City Manager 66 o Supervises Best Value bidding process for Administration and City Council 67 contracts 68 69 Recycling Recycling operations have already been moved to the supervision of the Public 70 Works Department. Once the new position is created in Public Works (Environmental 71 Specialist) there will no longer be staff from the Administration Department involved in 72 recycling. 73 74 Human Resources While I am not proposing any change at this time, additional staff support is 75 needed for the HR Manager. One person cannot perform the duties required of the position for a 76 city of Roseville’s size and diverse type of employees. It is a credit to the current HR Manager 77 that all of the necessary work is completed. Making the Senior Office Assistant full-time will 78 help the current situation. However, in the long-term view, the City will need to explore the 79 possibility of creating a Human Resources Specialist position solely dedicated to assisting the 80 HR Manager in in HR duties. I am not recommending establishing the position at this time, but 81 it should be considered in future budget cycles. 82