HomeMy WebLinkAbout1999 [09] Sep 22 {Book 17}
. CITY OF ST. JOSEPll
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21 First Avenue NW St. Joseph CityCoJ1ncil
P.O. Box 668, September 22, 1999
St. Joseph, MN 56374 2:30 P.M.
(320) 363-7201 Special Working Meeting
Fax: 363-0342
. 1. calli to Order
2. Approve Agenda
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MAYOR Poli~e Chief Recruitment
Kenneth J. Hiemenz 3. ,
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4. Adnhnistrative Assistant Positions
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CLERK! 5. Adr
ADMINISTRATOR
Cad Schmidt
COUNCILORS I
Bob Loso \
W1ert
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Mary Niedenfuer
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To: ¡Mayor an,dCity Council
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From: Cari Schinidt, Clerk-Administrator
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Date: 09/22/991
Re: Adminisrative Assistant Positions
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1Tb,tlJ,,:Pe,:r;SOlUlel Committee met to discuss the Police Department Administrative Assistant position, as
~§~i!l.~,.l~~e current Administrative Secretary position. After much discussion the Committee agreed
t1i~v~~:\~,~, positions should be pointed the same. The positions require similar skills and abilities
.. <t~~m~~,im~!¡.~ifferrnt departments in which they serve.
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"Ithelå~¢1îëå job descriptions were developed for these position with the help of the police
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d~:ÞI;l~tlJJ: ,t;the cFent department secretary and similar positions in other cities.
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Using the state rn'atch guidelines, the persolUlelcommittee pointed these positions at 168.6 which
places the positi6ns in Class 7 (160-190). 168.8 was derived from 20% of the state match position
Clerk Typist 3 (151), and 80% of the state matéh position Administrative Secretary (173).
This position would be offered to the candidate for the police administrative assistant to start at step
one $11.98/hr. Thç Administrative Secretary position would movefrom Class 5, step 6 $12.73/hr to
Class 7, step 3, $13.28/hr. Her alUliversary date, for the purposes of step increases would become the
date of Council action on this matter (i.e. she would move to step 4 a year from today if the Council
passes this reclassification.)
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Lorraine Minier is the top candidate for the Police Department position. She has expressed interest in
starting as early as Monday. lfthe Council agrees with the PersolUle1 Committees recommendations,
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we would like to: officially offer her the job as soon as possible. Having her start while Chief
Lindgren is still here would be very beneficial for the transition.
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Staff R...mmerdatiOm Approve the position as recommended by the Personnel Committee.
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. CITi OF ST. JOSEPH POSITION DESCRIPTION
Class T itle: I Administrative Assistant
Department: Administration
Acco Itable to: City Administrator
Status: Non~Exempt
PrY OBJECTIVEotpošiTION
Perforrps a variety of routine and complex clerical, secretarial and administrative work in
keepinE official records, Rroviding secretarial support to all City staff and assisting in the
administration of policies ~d procedures of the department.
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In addition, this position is responsible for the clerical, bookkeeping, accounting and
admin1strative work in regrds to administering ntility billing, licensing and p~ts.
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SUPE VISION RECEIV~D:
Works under the supervisiqn of the City Administrator.
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VISION EXERCISED
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TIAL DUTIES AND RESPONSIBILITIES
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s AdministrationIF,inance/EDA Support Service Activities
· Answers in-coming calls and routes callers or provides information as required for
department. i
· Drafts and distributes weed notices.
· Maintains building ¡permit and excavation permit files.
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· Notarize and/or certify official documents.
· Composes, types, ~d edits a variety of correspondence, reports,' memoranda, and other
material requiring j,udgment as to content, accuracy, and completeness.
· Inputs data to stan~ard office and department forms; makes simple po stings to accounts;
compiles data for yarious reports.
· Schedules and coo~dinates reservations for public facilities e.g. parks, fire hall, city hall
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etc. I
· Assists in election âuties as delegated.
· Assists, with finand,ial duties including budget preparation and' analysis.
· Coordinates City recycling programs and services including, annual Clean Up Days,
promotionalliterafure and brochures.
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· Maintains City directories to include: property and ownership, contractors, license
. holders, clUbS/orgrizatiOnSand summer recreation.
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· Performs mass mailings and distribution of public information (notices, club and civic
organizations, meeting notices etc.) .
· Performs other administrative and clerical duties as assigned.
· Purchase, order, inventory and/or maintain city office supplies
· listed office machines as required.
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· Develop systems for collection/organization/retrieval of information.
· Maintains records and indexes, including but not limited to, minutes, ordinances,
resolutions, and staff reports.
· Prepares data on delinquent accounts for certification to property taxes
Utility Billing
· Obtains meter readings from Public Works manual readings.
· Updates utility billings and monitors for accuracy. Prepares and senij§ bi-monthly bills.
· Receipts utility payments and prepares for data processing, enters payments on
computer and generates reports.
· Prepares and mails delinquent account notifications and service shutoffs.
· Obtains and prepares data for interim billings calculating fmal water and sewage for
customers terminating services. .
· Researches utility records as requested to provide historical information on individual
accounts.
· Assists with Lead/Copper testing projects and usage calculations.
Licensing
. Maintains license files and ensures annual renewals are completed as' outlined
and required by established ordinances.
. Licenses include dogs, contractors, rental registration, non-intoxicating liquor,
on-sale and off sale intoxicating liquor, and temporary liquorlicenses.
PERIPHERAL DUTIES
· May operate a vehicle to run City errands.
· Coordinates activities with other staff members as necessary.
· Arranges and coordinates appropriate action in response to unforeseen circumstances or
events that result in a need for immediate action.
DESIRED MINIMUM QUALIFICATIONS
Education and Experience:
(A) Graduation from a high school or GED equivalent with specialized course, work in
general office practices such as typing, filing, accounting and bookkeeping, and .
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. (B) Two (2) years of: increasingly responsible related experience, or any equivalent
combination ofrela~ed education and experience.
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Necessary Knowledge, Skills and Abilities:
(A) Proficient in the us~ge of word processing software, typing speed of 60 wpm, working
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knowledge of computers and data processing; working knowledge of modem office
Pl"actic~sand procedures. , ,"..'"".. ,.' .' ",. .,.".., .,,',', .."". ,.", .. "'.··...·'.,.·.,'·'.i.·)
(B) .., §ki11il1C)g~~~tion 0£listed,toolsan4~quipll,1ent.>:...; ,..,. ,.:.,.:'/.i.
(C)' Ability to perfonn cashier'duties accurately; ábility to effectively meet and deal'with the
public; ability to communicate effectively verbally and in writing; ability to handle
stressful situations. j
TOOLS AND EQUIPME~T USED
Phone;1 personal computerircluding word processing software; copy machine; fax machine; base
radio; calculator. !
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PHYS~CAL DEMANDS
The p ysical demands d~scribed here are representative of those that mùst be met by an
employee to successfully perfonn·· the essential functions of this job. Reasonable
accomfnodations may be rpade to enable individuals with disabilities to perfonn the essential
functi ns. !
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. While perfonning the duties of this job, the employee is frequently required to sit and talk or
hear. he employee is ocdsionally required to walk; use hands to finger, handle, or feel objects,
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tools, r controls; andreac~ with hands and arms.
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The erployee must occa~ionally lift and/or move up to 25 pounds. Specific vision abilities
reqUirrd by this job includ! close vision and the ability to adjust focus.
WORK ENVIRONMENT!
The vv10rk environment ch~acteristics described here are representative of those an employee
encoufters while perfonn~ng the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perfonn the essential functions.
The ntise level in the wor, environment is nsnally qniet.
SELECTION GUIDELINES
Form11 application, rating :of edncation and experience; oral interview and reference check; job
relate tests may be required.
The d1i1ties listed above are! intended only as illustrations of the various types of work that may be
perforlned. The omission I of specific statements of duties does not exclude them from the
positi ,n if the work is simi,lar, related or a logical assignment tothe position.
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The job description does not constitute an employment agreement between the employer and .
employee and is subject to change by the employer as the needs of the employer and
requirements ofthe job change.
Approval: Approval:
Supervisor
Appointing Authority
Effective Date: Revision History:
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. Police Depar¡tment Secretary/Administrative Assistant
i 1999 Market Survey
City Population Minimum Maximum
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SMALLI
CITIESlREGIONAL ,.' 'ii< ,.. .' .. i ... " ",i.·,.
St. CloUt t:<, ! " "':' 13.52\ ",.,,".,. ", "'" ; 15 :22: 'i """., ",;:,,;;: ,.....,: :
Sauk Ra f:Jids I :. 16.74,.". ..., .'" . . 16.74;.,. ,'.,'.', ' , .,:. .,,' .',' .
,,'. ,:,';,.<
Cold Sp1ling .. :""'1';',' C,?,,>,, 7.84';":")';' ,?' ,','..'. ,; .'·ii."':·,,'::,:' ;10.06;':·' ;" .,"i":';/:'!"X'j';,:: "
Alexandha I 9.13 , 11.38
St. James 4436 7.87 9.47
NorthB~anch 6079 .. 10.72 14.38
Herman own 7182 10.93 13 .44
Cloquet 11,180 12.43 12.43
Proctor 3023 12.47 12.47
Dilwort 30Q6 9.13 12.18
SMALL CITIES/ 11.08 12.78
REGIONAL AVERAGE
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METRp I .,
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Waconi 4898 12.31 15.97
Falcon' Heights 53S9 13.31 14.81
Circle !fines 4772 12.64 17.64
. Minnetl ista 4000 13.36 16.71
Oak Pa k Heights 4033 13.13 18.75
Medina 3800 14.37 19.41
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METRO AVERAGE = 13.19 17.22
METRO & REGIONAL 11.87 14.44
AVERAGED
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. CITY OF ST. JOSEPH POSITION DESCRIPTION
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Positio Title: Administrative Assistant
Department: Polic'e
I Polic;e Chief
:~co~t0IeTo:
Non-Exempt
Status: I
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p~Y>9~~~~?r POSITION
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To ma', taina variety of police records and files in an updated andaccuratestatus at all times to
ensure r::y accessibility of infonnation as required or requested. Trons:ribe accurate and
compljte formal statement~ as required or assigned ensuriI1g the. security and confidentiality of
such Ionnation, ... .
S~E-VISIONRECENEb ... .··..i<
Works under the general direction and guidance of the Police Chief andLieu!~f1ant
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SUPE . VISION EXERCISED
none
ESSEN IAL DUTIES AND RESPONSIBILITIES
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. · Numbers, classifies~ types, and files all incident report according to established City and
BCA guidelines to ~nsure availability of such information on request - Ensures all
required report cop~es are sent to the appropriate agency according to established
procedure. j
· Inputs all uniform-Óffense crimes to the BCAon a daily basis according to ,established
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guidelines for classtfication as provided.
· Maintains a calendar of appointments and important obligations for all department
personnel and keep~ in close contract to assure availability of personnel as required.
· Answers telephone ¡and in-person inquiries in a manner which ensures prompt and
reliable assistance, recognizing when the inquiring must be passed along to appropriate
office personnel. 1
· Types a variety of ~eportsand correspondence according to established procedures or
special instructionsiand reviews completed work for accuracy.
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· Makes copies of offense reports for reference purpose in the squad room as required.
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· Oversees the processing, filing and classification ,of incident reports by other staff to
ensure compliance !with established procedures.
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· Transcribes formal !statements as assigned or required, and reviews. same for accuracy
and ensures the sechrity and confidentially of all incident-related information.
· Attends seminars ot reviews information provided by the BCA to keep abreast of changes
that occur in specift:cations for classifying and reporting of police related activities.
· Complies various r¥0nthly and year end reports, outlining the activities of the department
for the review and tnformation of the Chief.
. · Clears cases follo~ing disposition by the courts and ensures all related records are
brought up to date and forwarded to the appropriate state agency.
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· Obtains drivers license checks and criminal history profiles from the computer bank as ·
required and ensures all data is handled in a confidential and business like .manner.
PERIPHERAL DUTIES
· Keeps the Chief of Police infonned on all matters which must be known to effectively.
manage department operations.
· Perfonns other responsibilities as delegated.
· JvlaiJ:l~~ns goodj~dg~rn~J:ltcontrols all communications to ensure
inappropriate infonnationis released.
· Reports are completed ontime and checked for accuracy.
· Input and retrieval of infonnation from the computer bank is handled in a confidential
and business-like manner, ensuring the up-to-date status of all infonnation.
· Trials and records are consistently maintained in an accurate and up-to-date status and
procedures are changed per BCA instructions.
TOOLS AND EQUIPMENT USED
Phone switchboard; mainframe computer tenninal; personal computer including word processing
software; copy machine; fax machine; base radio; calculator; transcription eqûìpment.
PHYSICAL DEMANDS
The physical demands described here are representative ofthose that must be met by an
employee to successfully perfonn the essential functions ofthis job. Reasonable
accommodations may be made to enable individuals with disabilities to perfonn the essential ·
functions.
While perfonning the duties of this job, the employee is frequently required to sit and talk or
hear. The employee is occasionally required to walk; use hands to finger, handle, or feel objects,
tools, or controls; and reach with hands and anns.
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 perfonning the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perfonn the essential functions.
The noise level in the work environment is usually quiet.
SELECTION GlJIDELINES
Fonnal application, rating of education and experience; oral interview and reference check; job
related tests may be required.
The duties listed above are intended only as illustrations of the various types of work that may be
perfonned. The omission of'specific statements of duties does not exclude them from the ·
position if the work is similar, related or a logical assignment to the position.
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· The jo ' description does n~t constitute an employment agreement between the employer and
emplo lee and is subject to yhange by the employer as the needs of the employer and
reqmre[ents of the job ch"!'ge.
Approval: , Approval:
l Supervisor
I Appointing Authority
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Effecti e Date: Revision History:
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. Lorraine Minier
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.',OBJE13". :Ú:;;C>,", .......',....(>,.,'.'. ','. ." Police'Secretary'¡Administrative:Assistånt;:i;",.;<,i:f,'-»<)'~">,....'.
'-~;~;~~~-;~~~:i~~~~~~;::_~~~~~:~~~~~::j:~"l:>,
. ",,, · i ',;'"r:,"¥'\ '\ ". I' . illustrateS a high level of competency in communications, ··"··~·G';~;·¿,j·":r
. evaluation. advising and program implementations. A i
result-oriented organizer, self-motivated, with public
relations skills, able to lead and establish business
interpersonal relationships. Radiates a positive and quality
image with effective accomplishment of company goals and
objectives.
EXPERIENCE:
Present Human Resource Coordinator
DCI, Inc., S1. Clouel Minnesota
A leading manufacturer of stainless steel processing
vessels for the pharmaceutical. beverage. chemical
food. and dairy industries.
. Administer employee reJations/unemplo)'ment issues
RecruitmentlRetention of qualified. personnel.
i Exemplarv Accomplishments:
, Spearheaded development and implementation of Section
125 Flexible Benefit Plan.
Instituted development and implementation of self-insured
group health insurance.
Administration of Workers' Compensation and
i Commended for significantly reducing Workers'
i Compensation costs by developing an earl)' return-to-work
program for the injured worker.
EDUC TION:
1998 Bachelor of ArtS Degree (Cumlaude) in
Òrganizational Management and Communications
through Concordia University. 51. Paul. MiImesota.
PROF¡" SSIONALSKIL~S:
* .Excelrent communication. teaI,11 work. and problem sol\ing skills
* Publir speaking skills ¡
* Supcr.-isory skills i
* Kno\)'ledge of medical tenninblogy regarding Workers' Compensaúon injuries
* E:I:pepencc \\ith accounting ¥tcúons such as pa~Toll. quanerly and year~nd tax
.' .. rcpoqing to the Fede~l and 5~te Governments. Accounts Receiv3bleJPayable. and
Geneþl Ledger Entnes I
... Safel~' Committee Member &jTrnining Organizer.
... Melber and Chairperson for 51. Cloud Arc.'1 Personnel Association
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