Loading...
91-076 ~ ~ , '. . . . 7/16/91 RESOLUTION NO, 76-91 A RESOLUTION ESTABLISHING AND COMBINING CERTAIN POSITIONS AND OFFICES WITHIN THE CITY OF SHOREWOOD AND AMENDING THE EMPLOYEE RELATIONSHIP POLICY WHEREAS, pursuant to Minn. Stat. Sec. 412.111, the City Council of the City of Shorewood desires to create the position of Executive Secretary to facilitate the proper management and operation of city affairs~ and WHEREAS, pursuant to Minn. Stat. Ch. 412, the City Council has previously established the office of Deputy Clerk~ and WHEREAS, the council has reviewed the proposed duties of the position of Executive Secretary and the duties of the office of Deputy Clerk and wishes to combine these duties and establish a new position entitled Executive Secretary/Deputy Clerk~ and WHEREAS, the council desires to create the position of Assistant Deputy Clerk/Secretary for Public Works and Parks, for the purpose of further facilitating the proper management and operation of city affairs~ and WHEREAS, the council desires to redefine the duties of the position of Secretary/Receptionist. NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Shorewood as follows: 1. That the position of Executive Secretary/Deputy Clerk is hereby established and the Employee Relationnship Policy of the City of Shorewood is hereby amended by deleting the position of Deputy City Clerk and adding the position of Executive Secretary/Deputy Clerk to include the job description attached hereto as Exhibit 1. . . , . . . 2. That the position of Assistant Deputy Clerk/Secretary for Public Works and Parks is hereby established and the Employee Relationship Policy of the City of Shorewood is hereby amended by deleting the position of Assistant Clerk and Administrative Assistant for Parks and adding the position of Assistant Deputy Clerk/Secretary for Public Works and Parks to include the job description attached hereto as Exhibit 2. 3. That the position of Secretary/Receptionist is hereby redefined by amending the Employee Relationship POlicy of the City of Shorewood to include the job description attached hereto as Exhibit 3. 4. That Subdivision 1: Organizational Chart - City of Shorewood shall be amended to incoporate the changes and modifications set forth above. 5. That said establishment and combination of offices and positions shall be effective as follows: Executive Secretary/Deputy Clerk Assistant Deputy Clerk/Secretary for Public Works and Parks Secretary/Receptionist June 1, 1991 July 22, 1991 July 22, 1991 ADOPTED BY THE CITY COUNCIL OF THE CITY OF SHOREWOOD this 22nd day of July, 1991. C~ AMES C. HURM City Administrator/Clerk . . . . . position Executive secretary/Deputy Clerk Obiective and Scope Shall have all powers, duties and responsibilities of the Clerk under the direction of the City Administrator/Clerk. Shall perform a wide variety of secretarial, administrative and general office management duties. Is responsible for the efficient day to day operation of the City office under the direction of the Administrator. Serves as the Administrator's executive secretary. Relationship Reports to: city Administrator/Clerk Supervises: Secretary /Receptionist, Assistant to the Deputy Clerk, and any part-time office personnel. Specific Responsibilities - ~ 1. Shall perform the duties of the City Clerk. A. Oversee the recording, transcribing, and distribution of all city Council meeting minutes. B. Keep the official Minute Book, the official copies of all city Council Resolutions and Ordinances, the City Code, and other official records of the City, including deeds, easements, leases, contracts and agreements. C. Coordinate the preparation of the City Council agenda; prepare and distribute Council packets to Council, Staff all Commissions and others as necessary. D. Keep the oaths of office of each municipal officer. E. Maintain the archives of the City and the record reten- tion system (including microfilming, indexing and assign- ment to fire proof files or storage). F. Comply with the State Statutes and local Ordinances re- garding legal notices placed in newspapers for public notification. G. Keep the official records of all City contracts and Grants (e.g. Fire, Police, Water and Sewer, and Animal Control and Veterinary, etc.). H. Administer all licenses and general permits, including waste haulers, dogs, docks, false alarms, horses, liquor and. beer. EXHIBIT 1 . . . . . ,- .: Executive secretary/Deputy Clerk Page Two I. Supervises the Assistant to the Deputy Clerk in the administration of elections (primary and general) of the city. J. Performs miscellaneous duties such as notary public, codifying of ordinances (working with the city attorney) , and certifications of documents. 2. Perform executive Administrator. secretarial duties the City for A. Transcribe memos and correspondence. Assist with the follow up after city Council meetings. B. Keep track of all schedules and appointments for the Administrator. ~ C. Assist the Administrator with the preparation of filing state and Federal and County Grant applications, agree- ments, contracts and/or reports (Recycling Grants, Solid Waste, CDBG). D. May be assigned special projects Administrator on occasion. the City by 3. Supervise Secretary Receptionist and Assistant to the Deputy Clerk and administrative office help. Responsible for: A. The efficient operation of the office including filing and records retention. B. Training C. Budgeting for office needs. D. Purchasing office supplies and equipment. E. Scheduling for office breaks and time off. F. Delegation of assignments to assure timely production of needed work. . . , . Executive secretary/Deputy Clerk Page Three Requirements: 1. Education - high school graduate, with a minimum of three years experience in municipal service. Associate degree or equivalent is preferred. 2. Completion of the states Municipal Clerks certification school within three years after assuming the Deputy Clerk's position. 3. Knowledge of municipal office operations and filing systems. 4. Administer the City Clerks duties in a sound businesslike manner which commands the respect of the public as well as other city personnel. 5. . 6. 7. 8. 9. 10. 11. 12. . Ability to handle public contact with tact and effectiveness. Ability to maintain accurate and up to date records and com- plete reports. Must be a proficient typist with speed accuracy and good spelling and punctuation. Should be a self starter being able to compose routine answers to correspondence. Previous experience with word processing and computer equipment is required. Ability to work effectively and harmonously with others under a minimum of supervision with varying demands. Some shorthand skills are desired. Must become familiar with all aspects of the administrative office duties to be able to fill in and work load adjust- ments are required. . . . position Assistant to the Deputy Clerk/secretary for Public Works and Parks Ob;ective and Scope Performs administrative duties under the direction of and in the absence of the Deputy Clerk. Responsibilities include a variety of activities including secretarial assistance for Public Works and the Park Commission. Relationship Reports to: Executive secretary/Deputy Clerk Specific Responsibilities 1. Assist the Deputy Clerk in performing his/her duties and assist the Administrator/Clerk in performing said duties in the absence of the Deputy Clerk. A. In the absence of a recording secretary to the city Council, take minutes for the meetings. B. Administration of all elections, including training, hiring of judges, organizing polling sites and all maintenance of files. Should be familiar with election laws and regulations. C. Responsible for keeping property files with accurate up to date records and assist in general filing when needed. 2. Secretary for Public Works A. Types letters, memorandums and reports for the Public Works Director. B. Schedules appointments of Public Works Director and Engineer. C. Answers and relays all Gopher state One Calls. D. Provides secretarial and filing support. E. Assists Public Works Director in Public Works and Park budget preparation. EXHIBIT 2 . . . .' ~ Assistant to the Deputy Clerk/Secretary for Public Works and Parks Page Two 3. Secretary for Parks A. Keeps Administrator, Public Works Director and Park Planner informed of all park projects and proposals before the Park Commission, and assists with facts and figures for budget preparation. B. Keeps records and files on all Park projects and proposals and maintains city Park related policies and procedures. c. Prepares and distributes Park Commission agendas and packets. D. Recording Secretary for the Parks commission, provides Commission secretarial support and meeting follow up. E. Does timely reports to the Commission keeping them in- formed of all park related projects and proposals. F. Coordinates with the Public Works Director on the staffing for ice rink warming houses and summer activi- ties. G. Answers general public inquires on Park and Recreational matters and writes letters, and articles relating to Parks. 4. Assists with the answering of telephones and be knowledgeable with the front desk responsibilities for fill-in during breaks and absences. 5. Performs other duties as directed by the Deputy Clerk. .", , . Assistant to the Deputy Clerk/Secretary for Public Works and Parks Page Three Reauirements: 1. Education - high school graduate, with a minimum of" three years experience in municipal service. Some schooling beyond high school is preferred. comPletion of the States Municipal Clerks certification school when scheduling permits. 2. 3 . 4. 5. . 6. 7. 8. 9. 10. 11. . Knowledge of municipal office operations and filing systems. Ability to handle public contact with tact and effectiveness. Ability to maintain accurate and up to date records and com- plete reports. Must be a proficient typist with speed accuracy and good spelling and punctuation. Should be a self starter being able to compose routine answers to correspondence. Previous experience with word processing and computer equipment is required. Ability to work effectively and harmonously with others under a minimum of supervision with varying demands. Some shorthand skills are desired. Must become familiar with all aspects of the administrative office duties to be able to fill in and work load adjust- ments are required. - . , . . . , position secretary/Receptionist Ob;ective and Scope To perform secretarial, clerical and general front-desk duties. To receive telephone calls and visitors in a pleasant and businesslike manner and to refer items which this position is not responsible for to the proper city personnel. Relationship Reports to: Executive Secretary/Deputy Clerk Specific Responsibilities 1. Provides secretarial and general clerical assistance~ 2. Types letters, memorandums, technical reports, meeting agendas, meeting notices, and other materials from machine dictation and copy. 3. Proofreads, photocopies, and distributes materials upon completion. 4. Performs filing duties as required. 5. Assists with preparations for city council and other ad- visory body meetings as directed. 6. Assists with issuance of various City licenses and permits. When appropriate, issues various City licenses and permits (i.e. dog licenses). 7. Processes in-coming and out-going mail on a daily basis. 8. Answers incoming telephone calls and refers callers to proper person or department. 9. Receives visitors and assists or refers them to proper source of assistance. 10. Receipts incoming funds, balances receipts and petty cash at the end of each day, performs daily deposit of receipted funds. 11. Receives complaints and directs to proper person or depart- ment. 12. Coordinates the preparation and production of City newsletter under the direction of the Administrator. EXHIBIT 3 ~ / /. . . ~. secretary/Receptionist page Two 13. Process homestead applications, cards and reports. Make appointments for the public to meet with the Assessor and Board of Review. 14. Performs other duties and assumes responsibilities as apparent or as assigned. Reauirements 1. Education - High School graduate plus completion of a', vocational training program in secretarial and/or recep- tionist skills. 2. Must have some office experience includlng experience in public contact. 3. Must be a proficient typist with speed accuracy and good spelling and punctuation. 4. Should be a self starter being able to compose routine answers to correspondence. 5. Previous experience with word processing and computer equipment is required. 6. Ability to work effectively and harmonously with others under a minimum of supervision with varying demands. 7. Must become familiar with all aspects of general office duties. 8. Should have outstanding grooming and deportment.