ITEM 3.10 Approval of fulltime admin assistant0
OtkgoF
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORIGINATING DEPARTMENT
REQUESTOR:
MEETING DATE:
Administration
City Administrator/Finance Director Flaherty
May 13, 2019
PRESENTER(s)
REVIEWED BY:
ITEM #:
Consent
HR / Deputy Clerk Grover
3.10
STRATEGIC VISION
MEETS:
I THE CITY OF OTSEGO:
Administrative Assistant position.
Is a strong organization that is committed to leading the community through innovative
communication.
IS A PUBLIC HEARING REQUIRED?
Has proactively expanded infrastructure to responsibly provide core services.
No
Is committed to delivery of quality emergency service responsive to community needs and
expectations in a cost-effective manner.
X
Is a social community with diverse housing, service options, and employment opportunities.
- August 2015: Job description approved
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff is recommending that the City Council authorize Kelly Thelen be a full-time employee in the
Administrative Assistant position.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
No
No
BACKG RO U N D/1 U STI F I CATI O N:
The Office Assistant / Receptionist position provides general administrative support to multiple City
departments, and is located at the front desk of City Hall. A brief history of the position:
- August 2015: Job description approved
- October 2015: Position filled, authorized at 21.5 hours per week
- June 2017: Job description revised, full-time requested, authorized at 30 hours per week
- July 2017: Position filled due to previous employee seeking FT employment
- March 2018: Authorized at 32 hours per week
As the City continues to grow, the workload at City Hall has increased significantly, including within utility
billing, general administrative and building safety. The Office Assistant / Receptionist position provides
direct support to the administrative and building safety departments. The position also provides indirect
support to utility billing, as it allows another staff person to leave the front desk to support utility billing.
It should also be noted that this position supports the Planning Commission, and is responsible for
generating meeting packets, attending meetings and recording minutes of said meetings. In order to stay
within the 32 authorized hours, this routinely requires the position to not work normally assigned hours
during the workday, which ultimately takes away from the core support needed from the position.
When the Office Assistant/ Receptionist job description was created in 2015, it was written to be a very
basic position providing general customer service and administrative support. Since that time, the
responsibilities and duties have continued to grow, and are no longer representative of the job description.
In effect, those responsibilities and duties more accurately represent those of the current Administrative
Assistant job description.
In order to maintain the levels of customer service expected from City Hall and to support the workload of
our growing community, City staff is requesting that Kelly Thelen be authorized as a full-time employee in
the Administrative Assistant position.
The approved budget for 2019 included funds for this position to be full-time. I have spoken to the
employee, who is supportive and agreeable to full-time employment if offered.
The Administrative Subcommittee was presented with this information at the May 8 meeting and
concurred it should be placed on the next Council agenda for approval.
I SUPPORTING DOCUMENTS ATTACHED: I
DRAFT Job Description — Administrative Assistant
Job Description — Office Assistant / Receptionist
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to authorize Kelly Thelen as a full-time employee in the Administrative Assistant position, with pay
at Grade 6, Step 1.
BUDGET INFORMATION
FUNDING:
BUDGETED:
General Fund — Building Safety Department
101-42410-101
Yes
NO
CITY OF
sro
MINNESOTA
Position Description
Position: Administrative Assistant
FLSA Status: Non -exempt
Pay Grade: 6
Approved: September- 26, 701 6May13. 2019
DESCRIPTION OF WORK
General Statement of Duties: Perform receptionist and customer service dutiesServe as City
r-eeeptie• perform administrative and clerical work; administer rentalNeensecity
licensing programs; issue peddler ase i^itef: hEe ---provide assistant to the building
safety and'utility billing functions: i,.,ekup building permit teehaician; serve as
utility billing baek pl, and assist in responding to code enforcement complaints including
providing administrative and customer support for code enforcement.
Immediate Supervisor: Finance Director
Supervises: None
Provides Work Direction to: None
MAJOR JOB FUNCTIONS
City Receptionist:
Answer main phone lines, direct calls, take messages, and assist callers
b. Responds to email
c. Greet and assist public at reception counter
d. issue b g.its, fence permitt and £.,w heenses
�d.Accept payments and issue receipts
2. Administrative and Clerical Support:
a Process the issuance of administrative licenses and permits (i.e. burning,
fence, peddlers, solicitors, fowl, etc.)
a-.b.Serve as baekup minute taker for City Council, Parks and Recreation,
Planning Commission, Administrative Subcommittee and Public Works
Subcommittee meetings as needed
b. Serve as minute taker- for- Planning Commission meetings
c. Assist with ^' tr^ st^"^rt^ of rig, a^, .menuthe maintenance, storage
and retrieval of City documents
d. Prepare and copy documents, reports, and typed material as requested
e. File a retrieve dvczrrr encs, both i aFd eapy and eleetr- n'
Vie. Assist with coordinating, copying, and distribution of City Council, Planning
Commission, Parks and Recreation, Administrative Subcommittee and Public
Works Subcommittee packets
gf_Enter data in appropriate software/computer system
h-.Z.Notarize documents
�.h. Open and distribute incoming mail and provide assistance on outgoing mail
Code Enforcement:
a. Receive and enter code enforcement complaints in City data base
b. Forward to City Planner for action
c. Respond to phone calls and questions from complainant on status of code
enforcement action
d. Send enforcement, violation, and citation letters as directed by City Planner
e. Track fines levied and paid and accept fine payments
f. Coordinate with abatement contractors mewer-
4. Rental Housing Licenses:
a. Process licenses following City ordinance
b. Mail letters and issue licenses
c. Enter data in computer system
d. Confer with City Planner and Building ins- --�-^ ^_-'_'s*^rc Safety Department as
needed
e. Send violation and citation letters
S. 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
6. Assistance to Utility Billing:
a. Provide customer service via phone email and at the service counter
b Accept payments record within the utilitybilling software, provide receipts
and prepare daily deposits
c Assist with other duties as needed or assigned by the Finance Director
d Coordinate with the Utility Department as needed
7. Other Items:
a. Direct street light issues to appropriate utility company
li
h. issue Ped ler- /Salieiter•censes.
D
+=b. Process Right of Way permits in conjunction with City Engineer
�c.Accept sign permits and fee per City Ordinance and forward to City Planner
for approval
,&-.d.Assist City Engineer with review and correction of Master Street Address
Guide including proofing street addresses on maps and new plats
r. F Serve as Utility Billing baekun
e Perform clerical duties for various departments as assigned
f. Assist the City Clerk during election cycles
6-.8. 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
• Extensive knowledge of and experience and proficiency in word processing, data
base, spreadsheet, presentation, and other office software programs necessary to
provide administrative support
• Knowledge of and experience in City operations, ordinances, and practices related to
code enforcement, rental and other minor licenses and permits
• 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. Three years of receptionist and administrative support experience
2. Proficiency in office computer systems
3. Customer service experience
4. High school diploma or equivalent
PREFERRED QUALIFICATIONS
1. Administrative support training or certification
2. Experience working for a growing city or county
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.
CITY OF
se o
MINNESOTA
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.)
3. 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
3. 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.