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HomeMy WebLinkAbout[04f] Job Descriptions Or Jc1SEPIL Council Agenda Item [04f] CITYMEETING DATE: January 16, 2019 AGENDA ITEM: Job Descriptions—Requested Action: Create the job descriptions for the positions of Administrative Services Coordinator/Deputy Clerk,Account Technician and Custodian allowing the same to be filled. BOARD/COMMISSION/COMMITTEE RECOMMENDATION: PREVIOUS COUNCIL ACTION: During the Union negations in 2017,the Council agreed to complete a Compensation Study and to review the job descriptions so that the compensation matched the job description. The Council authorized the completion of a Compensation Study that would be prepared by Flaherty and Hood during 2019. This process included reviewing all the job descriptions and updating as necessary. The City Council through the budget process agreed to hire a PT custodian and a FT Finance Technician. BACKGROUND INFORMATION: BUDGET/FISCAL IMPACT: ATTACHMENTS: Administrative Services Coordinator/Deputy Clerk Job Description Finance Technician Job Description Custodian Job Description REQUESTED COUNCIL ACTION: Create the job descriptions for the positions of Administrative Services Coordinator/Deputy Clerk,Account Technician and Custodian allowing the same to be filled. wt.towiggrstph corm CITY OF ST. JOSEPH POSITION: ADMINISTRATIVE SERVICES COORDINATOR/DEPUTY CLERK DEPARTMENT: Administrator IMMEDIATE SUPERVISOR: City Administrator HOURS WORKED: 40 Hours per Week FLSA STATUS: Non-Exempt(Confidential Employee) SUMMARY Under the direction of the City Administrator,perform a variety of highly skilled clerical duties related to City Administrator,including various Human Resource responsibilities and sensitive personnel matters. ESSENTIAL FUNCTIONS • Responsible for coordinating the recording and preparation of agendas and official minutes of record for all City Council and Advisory Boards and preparation of official minutes of record of all City Council,Planning Commission and Joint Planning Board proceedings,including official record keeping of official actions;publication of meeting notices;and codification of the City's ordinances. • Answer telephones/greet visitors and the public,provides information or directs incoming calls to the appropriate staff;receives and processes incoming and outgoing mail. • Collect and post daily receipts for utility billing and miscellaneous invoices. • Provide direct support to the City Administrator in the day-to-day operations of the City including confidential and technical support. • Administer Permit and Licenses(Gambling,Refuse Hauler,Fireworks, Golf Cart and Peddlers/Solicitors, etc.)processes. Perform such other duties as are consistent with the tasks of the City and as may be assigned by the City. • Maintain the public's trust by keeping information confidential as appropriate and responsible for maintaining the records management system for the City. This position may encounter not public data in the course of these duties,including information relating to management positions on economic and non-economic items that have not been presented during any collective bargaining process or interest arbitration,including information specifically collected or created to prepare the management position. Any access to not public data should be strictly limited to accessing only the data necessary to perform the duties. While data is being accessed,this position should take reasonable measures to ensure the not public data is not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished,the position must properly store the not public data. • Assist the City Administrator in developing policies and procedures,(including but not limited to personnel and collective bargaining agreements)for effective management systems in City activities. • Collect and create information and assists with developing management positions for the collective bargaining process; assist with drafting of collective bargaining agreements. • Prepare drafts of letters,ordinances,resolutions,administrative manuals,orders,rules,directives and regulations and develop varied materials and forms. • Assist with the management of Personnel Files OTHER DUTIES AND/OR RESPONSIBILITIES • May provide backup administrative support for the utility billing clerk. • Complete other administrative tasks as assigned by the City Administrator. REQURIED KNOWLEDGE,SKILLS AND ABILITIES • Skill in proper grammar, sentence structure,paragraphing,punctuation,and spelling. • Ability to operate general office equipment and current, common software packages. • Ability to communicate clearly and concisely,both orally and in writing. • Ability to deal tactfully and effectively with all City staff,outside agencies and the general public. • Ability to independently accomplish assigned tasks with only general direction. • Ability to use discretion and tact in dealing with sensitive personnel matters. WORKING CONDITIONS/PHYSICAL REQUIREMENTS • Sufficient physical ability and mobility to work in an office setting • Ability to work in a moderately noisy location(e.g. business office with various equipment and/or computer printers and light traffic.) • Ability to sit and answer phones/use computer equipment on a continuous basis. • Ability to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard. • On a frequent basis, ability to stand,walk, sit,talk and reach with hands and arms. • Occasionally,ability to stoop,bend,kneel,crouch,reach and twist. • Occasionally, ability to lift, carry,push, and/or pull moderate amounts of weight(15-20 lbs.) • Occasionally, drive locally and within State to attend meetings, conferences,trainings. • Occasionally, ability to work evenings to attend meetings,work sessions and/or official proceedings of the City Council. QUALIFICATIONS • Associates Degree in Communications,English,Public Administration or similar field. • Valid MN Driver's License • 3 years' experience working for an Executive level manager/administrator • Able to meet physical requirements and working conditions DESIREABLE QUALIFICATION • 3 years' Experience working in local government • Experience with the following software: LaserFiche,Banyon Data Systems • Minnesota Certified Municipal Clerk(MCMC)or IIMC Certified Municipal Clerk(CMC) • * �.e�twr�{€tixr{hcorn CITY OF ST. JOSEPH POSITION: FINANCE TECHNICIAN DEPARTMENT: Finance IMMEDIATE SUPERVISOR: Finance Director HOURS WORKED: 40 Hours per Week FLSA STATUS: Non-Exempt(Confidential Employee) SUMMARY Performs a wide variety of intermediate financial services. Work involves skilled technical work to include creating,analyzing and recording financial records,payroll,employee benefits,and receipt posting under the direction of the Finance Director. ESSENTIAL FUNCTIONS • Perform payroll and related personnel record functions including maintaining leave balance records and all reports,posting and payments related to the payroll function including payment of taxes and filing of reports with the appropriate governmental agency. • Process enrollment and benefit changes for employees participating in the City's benefit program. • Maintain accounts payable for all departments by coding to appropriate funds and accounts and prorating expenses to each department after verifying for accuracy. Print,post,and process checks. Assist with questions regarding bill issues and status of payments. Provide assistance to vendors on account information. Keep W-9 and ST3 tax exempt records updated. Prepare and verify the list of bills payable for City Council approval. • Maintain daily receipting of revenues and deposits in accounting system and daily cash drawer balancing. • Oversee and provide direction to the community center clerks to include recommending hiring and discipline,scheduling of clerks assuring that during open gym staff is present,balance cash receipts and punch cards. Assure that equipment is properly checked out and returned. • Establish and maintain a system for fleet management of the public works and police departments. • Assist the Finance Director with the maintenance and updating of the Capital Improvement Plan and Capital Equipment Plan. • Assist the Finance Director in compiling and preparing confidential financial analysis related to contract negotiations for union contracts,health insurance and personnel policy amendments. Includes but not limited to auditing and reviewing timesheets with recommendations. Access to confidential information in personnel files including confidential information relating to union grievances or disciplinary documentation as well as information relating to management positions on economic and non-economic items that have not been presented during any collective bargaining process or interest arbitration,including information specifically collected or created to prepare the management position. This position may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to the data necessary to perform the duties. While the data is being accessed,this position should take reasonable measures to ensure the not public data is not accessed by individuals without a work reason. Once the work reason to access the data is reasonably finished,the position must properly store the not public data. • Assist the Finance Director as needed in maintaining and accounting for: a. Employee benefit programs and information files b. Reconciliation of cash accounts c. Year-end closing and annual reports including but not limited to W-2's and 1099's d. Annual budget and audit work papers e. Capital asset database—updates,documenting additions/disposals of capital assets throughout the year f. Internal Control testing g. Maintain lease payable and receivable records • Assist in other activities of the finance department and at times,backup Administrative Services Coordinator/Deputy Clerk and Account Technician in their absence by assisting at the administrative window,backing up the phones,providing customer assistance,and utility billing inquiries or payments. • Assist Finance Director in responsibilities as deemed necessary to maintain the City's financial operation. OTHER DUTIES AND/OR RESPONSIBILITIES • Assist with elections • Serve as Administrative Liaison for Safety Committee REQUIRED KNOWLEDGE,SKILLS AND ABILITIES • Experience with payroll and related activities • General knowledge of laws and administrative polices governing municipal financial practices and procedures. • General knowledge of the principals and practices of accounting and budgeting in government. • Ability to prepare informative financial reports accurately and neatly. • Ability to follow complex oral and written directions and to prepare complex fiscal reports • Ability to establish and maintain effective working relationships with city employees,officials, contractors and the general public. • Knowledge of employee benefit programs and related insurance. • Experience in the use of computer programs such as Microsoft Excel,Access and Word. • Ability to communicate effective in English,both verbally and in writing. • Ability to handle public contacts in a tactful and diplomatic manner. • Ability to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard. WORKING CONDITIONS/PHYSICAL REQUIREMENTS • Sufficient physical ability and mobility to work in an office setting • Ability to work in a moderately noisy location(e.g.business office with various equipment and/or computer printers and light traffic.) • Ability to sit and answer phones/use computer equipment on a continuous basis. • Ability to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard. • On a frequent basis,ability to stand,walk,sit,talk and reach with hands and arms. • Occasionally,ability to stoop,bend,kneel,crouch,reach and twist. • Occasionally,ability to lift,carry,push,and/or pull moderate amounts of weight(15-20 lbs.) • Occasionally,drive locally and within State to attend meetings,conferences,trainings. • Occasionally,ability to work evenings to attend meetings,work sessions and/or official proceedings of the City Council. QUALIFICATIONS • 2—4 year accounting or finance related degree required. • Valid MN Driver's License • Able to meet physical requirements and working conditions DESIRABLE QUALIFICATION • 3 years' Experience working in local government • Experience with the following software: LaserFiche,Banyon Data Systems I%(tyof3tjgxcph Cal CITY OF ST. JOSEPH POSITION ,.. CUSTODIAN DEPARTMENT: Maintenance IMMEDIATE SUPERVISOR: Public Works Director HOURS WORKED: 20 Hours per Week FLSA STATUS: Non-Exempt(AFSCME) SUMMARY This is a routine custodian and semi-skilled work in the care and maintenance of city buildings. Work involves performing manual and semi-skilled tasks in the care,maintenance and operation of designated city buildings. Ensures work priorities are completed in a timely manner and City policies and procedures are followed. The positon will average 20 hours per week including weekends as needed. ESSENTIAL FUNCTIONS • Performs a variety of custodial work including sweeping, mopping, scrubbing,waxing and polishing floors; washing windows, screens and sills,woodwork, doors desks, walls and ceilings; arranging and moving furniture and equipment. • Dusts and vacuums rooms; locks and unlocks doors; collects trash, disposes of wastes; removes snow and ice from walks and steps;maintains outside walks; assists in keeping buildings property maintained and in good repair and appearance. • Performs a variety of maintenance work requiring some skills in the performance of common maintenance activities with an emphasis on floor care, carpet cleaning and set-up for events. • Cleans,maintains, inventories and stores necessary equipment and supplies for custodial work. • Performs other dues and assumes other responsibilities as need is apparent or assigned. Respond willingly to varied work assignments and flexible working hours at assigned facility meeting desired results. OTHER DUTIES AND/OR RESPONSIBILITIES • If adequate certification, check the boiler daily. REQURIED KNOWLEDGE,SKILLS AND ABILITIES • Knowledge of safe operation and maintenance of various custodial equipment. • Ability to establish and maintain effective working relationships with all internal and external customers. • Ability to work weekends and evenings during the week and respond willingly to varied work assignments and flexible working hours. • Ability to understand and follow oral and written instructions. • Ability to perform operations involved in custodial duties without close supervision. • Ability to perform moderately strenuous manual labor for extended periods of time in all temperature extremes. • Ability to communicate and interact with customers. PHYSCIAL DEMANDS • On a continuous basis must be able to be on your feet for extended periods of time and walk long distances. • On a continuous basis must be able to reach to various heights to clean windows,reach supplies off of shelves,unlock dispensers in bathrooms, and dust all horizontal surfaces. • On occasional basis must be able to climb ladders to change light bulbs overhead and clean interior windows. • On a continuous basis must be able to lift up to 60 lbs,including overhead. • On a continuous basis must be able to setup tables and chairs in the Community Room and Council Chambers. • On a continuous basis must be able to have adequate fine motor coordination and grasp to handle a variety of tools,equipment and supplies. • On a continuous basis must be able to bend/stoop, squat,kneel and crawl around confined areas to perform custodial duties. WORKING CONDITIONS/PHYSICAL REQUIREMENTS • Generally works indoors,temperature controlled. • May work outside for snow/ice removal • May work in cramped and small areas. • Floors are wet and slippery when being washed and waxed. • Occasionally up on a ladder • Frequently around electrical outlets/resource. • Vibration from buffer machines. QUALIFICATIONS • Must have a high school diploma or GED. • Ability to operate a vast array of cleaning related equipment such as carpet extractors,floor buffers and floor scrubbers. • Must be able to work weekends and week nights and respond willingly to varied work assignments and flexible hours. • Able to meet physical demands and working conditions. • Valid Minnesota driver's license. DESIREABLE QUALIFICATIONS • 2 years' experience in building maintenance,janitorial or maintenance to include snow and lawn care. • CDL License • Boiler License.