REQUEST FOR COUNCIL ACTION. Department Approval: Administrator Reviewed: Agenda Section:

Transcription

1 City Clerk Retierment [Page 1 of 6] REQUEST FOR COUNCIL ACTION DATE: December 12, 2016 ITEM NO: 27 Department Approval: Administrator Reviewed: Agenda Section: Name Jessica Loftus JML City Administrator's Report Title City Administrator Item Description: City Clerk Retirement The City Clerk has provided her notice that she will be retiring effective February 5 th. This position is essential to city operations and I recommend filling the position. The City Clerk job description is attached. The current starting salary for this position is $55,895 with a top salary of $69,178 which is based on our compensation study completed last year, A proposed timeline for recruitment: Jan. 9 Jan. 10- Jan.11 Jan Jan.23 Feb. Application deadline. This allows 4 weeks to submit applications after posting. Review of Applications by the Committee. The Committee is proposed to be Diane Tiegs, Jessica Loftus, Rachel Dodge and Ron Olson. Interviews. I m proposing the committee do the first and second round interviews mid- January. Appointment. The committee would recommend the top candidate. A start date will depend on the appointee s obligations to a current employer. Please revise the timeline, the attached job description, and job posting to fit the City Council s needs. COUNCIL ACTION REQUESTED: Consider a motion to approve the City Clerk position for advertisement.

2 City Clerk Retierment [Page 2 of 6]

3 City Clerk Retierment [Page 3 of 6] CITY OF ORONO Position Title: City Clerk Document Date: January 1, 2016 Department: Accountable to: FLSA Status: Administration City Administrator Exempt Nature of Work Perform the statutory responsibilities of municipal clerk as prescribed by state law and city ordinances; oversee the operations of elections, official records management, and municipal licenses and permits. Lead the front office customer service team in the professional daily operation of City Hall. Provide exceptional service to the public and support all departments on a wide variety of projects and tasks. Supervision Received and Exercised Work is performed with limited supervision from the City Administrator. This position supervises administrative support personnel within the City including temporary administrative and election staff. Examples of Work Essential functions listed below are intended as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them if the work is similar, related or a logical assignment to the position. Responsible for records management according to MN Data Practice regulations and MN Records Retention schedule. Respond to data requests as required under MN Data Practice regulations. Administer preparation of the agenda and packet for board meetings and prepare the meeting minutes. Prepare and coordinate legal publications in compliance with state statutes and local ordinances. Direct license and permit issuance and prepare related reports for Council.

4 City Clerk Retierment [Page 4 of 6] Administer and supervise all elections according to State Statute, including: recruitment and training of judges, diagnostic testing and coordination of maintenance, programming and operation of hardware, establishment of precincts, organization of polling places, management of absentee ballot process, maintenance of voter registration files, organization of supplies and supervision of election day procedures and activities. Manage regulatory functions of local elections, including: candidate filling, campaign financial reporting, certification of candidates, ballot questions and filing of election results with Hennepin County. Manage and/or coordinate special studies and projects as requested. Oversee specific programs for City departments, including: recycling, organics, and community activities. Prepare related grant reports and reimbursement requests. Oversee the preparation, production and maintenance of City communications including Newsletter, Website and other informational material. Research, assemble information and compose reports, memos and correspondence and review administrative documents for clerical accuracy. Provide and facilitate exceptional customer service through caring, helpful, and professional contacts (in person, phone, , and in writing). Research, design, implement and evaluate effective processes for communication including telephone and voice mail systems, , memos, bulletin boards, mail, web site, newsletters, etc. Required Knowledge, Skills and Abilities Knowledge: Clerical Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology. English Language Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar. Customer and Personal Service Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction. Law and Government Knowledge of laws, legal codes, court procedures, precedents, government regulations, executive orders, agency rules, and the democratic political process. Skills: Reading Comprehension Understand written sentences and paragraphs in work related documents. Active Listening Give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. Speaking Talk to others to convey information effectively. Writing Communicate effectively in writing as appropriate for the needs of the audience. Coordination Adjust actions in relation to others' actions.

5 City Clerk Retierment [Page 5 of 6] Abilities: Oral Comprehension Able to listen to and understand information and ideas presented through spoken words and sentences. Oral Expression Able to communicate information and ideas in speaking so others will understand. Written Comprehension Able to read and understand information and ideas presented in writing. Written Expression Able to communicate information and ideas in writing so others will understand. Near Vision Able to see details at close range (within a few feet of the observer). Minimum Requirements Two (2) years post-secondary education. Three (3) years experience performing duties associated with the function of the City Clerk's Office. Notary public or ability to obtain licensure. Minnesota Municipal Clerk Certification or ability to obtain certification within 3 years. Valid MN driver's license. Desirable Qualifications Demonstrated knowledge and experience working with elections and records management is highly desired. Physical Demands and Working Environment This position operates in an office environment, where employees are protected from weather conditions or contaminants, but not necessarily occasional temperature changes.

6 City Clerk Retierment [Page 6 of 6] City Clerk The City of Orono is seeking candidates for the position of City Clerk. This supervisory position leads the front office customer service team and oversees the operations of elections, official records management, communication and municipal licenses/permits. Qualified candidates will have two years postsecondary education, a minimum of three years experience performing duties associated with the function of the City Clerk s Office, plus a Municipal Clerk Certification or ability to obtain certification within 3 years. Preferred candidates will have experience with elections and records management. The salary range is $55,895 to $69,178 plus a good benefit package. To ensure consideration a cover letter, writing sample, current resume and completed City application is required by January 9, 2017 to: City Administrator, City of Orono, 2750 Kelley Parkway, Orono, MN Download the employment application and job description from the City s web site at