ITEM 6.1 Increasing hours office assitant positionAN.
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MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
City Administrator/ Finance Director
Flaherty
March 26, 2018
PRESENTER(s)
REVIEWED BY:
ITEM #:
City Administrator/ Finance
Director Flaherty
30 hours per week, with staff bringing back additional support for more hours in the future.
6.1
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff is recommending that the City Council consider increasing the authorized hours for the Office
Assistant / Receptionist position.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKGROUND/JUSTIFICATION:
The Office Assistant/ Receptionist job description was approved by the City Council on June 12, 2017. At
that meeting, staff reviewed a request for a full-time employee. The City Council authorized the position at
30 hours per week, with staff bringing back additional support for more hours in the future.
City staff has compiled a summary of hours worked during a six-month period from September 2017
through February 2018. City staff will review how those hours worked compare to the job description and
will outline which areas of the job description justify the additional hours request.
The City's Personnel Policy outlines that employees working 30 or more hours per week are eligible for pro-
rated benefits. The request for additional hours would put this employee into that category.
SUPPORTING DOCUMENTS ATTACHED:
• Job Description
• Summary of Hours Worked (September 2017 — February 2018)
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES:
Motion to authorize the Office Assistant / Receptionist position for W of hours) per week.
BUDGET INFORMATION
FUNDING:
BUDGETED:
General Fund
101-42410-104
No; The 2018 budget is based on 30 hours per
week and no employee benefits.
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Position Description
Position: Receptionist Office Assistant
FLSA Status: Non-exempt
Pay Grade: 2
Approved: June 12, 2017
DESCRIPTION OF WORK
General Statement of Duties: Perform receptionist and customer service duties; perform
general office assistant tasks; provide assistance to the Building Inspection department;
provide assistance to other departments as requested.
Immediate Supervisor: Finance Director
Supervises: None
Provides Work Direction to: None
MAJOR JOB FUNCTIONS
1. Receptionist and Customer Service:
a. Answer main phone lines, direct calls, take messages, and assist callers
b. Greet and assist public at reception counter
c. Accept payments and issue receipts
2. Office Assistant
a. Open and distribute incoming mail and provide assistance on outgoing mail
b. Assist with the maintenance, storage and retrieval of City documents
c. Prepare and copy documents, reports, and typed material as requested
d. Assist with the issuance of administrative licenses and permits (i.e. burning,
fence, solicitors, etc.)
Assistance to the Building Department:
a. Maintain and schedule inspections conducted by building inspectors
b. Assist with the maintenance, storage and retrieval of property files
c. Accept applications, calculate fees and issue generic flat rate permits
d. Assist in the monitoring of builders escrow accounts
4. Planning Commission:
a. Coordinate and preparation of Planning Commission agendas and packets
b. Distribution of packets to Planning Commissioners
c. Attend and record minutes of Planning Commission meetings
S. Other:
a. Serve as backup to Utility Billing Department
b. Serve as backup to Building Permit Technician
c. Serve as backup to Administrative Assistant
d. Provide backup for recording minutes of various City meetings
e. Perform clerical duties for various departments as assigned
f. Assist the City Clerk during election cycles
6. General
a. Treat fellow employees with respect and integrity
b. Promote a positive and motivating environment
c. Provide exceptional customer service to residents, developers, city officials,
and the general public
d. Confer with supervisor, peers, and employees to discuss and resolve issues
e. Make decisions that are always in the best interest of the City
f. Perform other duties and projects as assigned
g. Follow all safety policies and procedures
h. Follow all City policies and procedures
KNOWLEDGE, SKILLS AND ABILITIES
• Demonstrable experience in answering multiple phone lines, directing calls, and
responding to callers
• Demonstrable experience in providing exceptional customer service both in person,
electronically, and on the telephone
• Demonstrable experience in administrative office functions
• Experience and proficiency in Microsoft Office word processing, data base,
spreadsheet, presentation, and other office software programs necessary to provide
administrative support
• Ability to communicate clearly, professionally, effectively, and precisely both
verbally and in writing
• Ability to calculate fees, determine accuracy of payments, and process payments
• Ability to diffuse conflict and tense situations with public in person or over the
phone
• Ability to plan, prioritize, and organize your work
• Strong sense of honesty, integrity, and credibility
MINIMUM QUALIFICATIONS
1. High school diploma or equivalent
2. One year of receptionist and administrative support experience
3. Proficiency in office computer systems
4. Customer service experience
PREFERRED QUALIFICATIONS
1. Municipal or county government experience
2. Administrative support training or certification
PHYSICAL REQUIREMENTS
The physical requirements checked on the attached sheet are representative of those that
must be met to successfully perform the essential functions of this job. Reasonable
accommodations may be made to enable individuals with disabilities to perform the
essential functions.
Note: This job description does not constitute a contract or employment agreement.
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