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ITEM 5.1 Deputy Clerk job description/authorize hiring6_0 F OtsTego MINNESOTA Cy DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration City Clerk Loff September 23, 2019 PRESENTER(s) REVIEWED BY: ITEM #: City Clerk Loff City Administrator/Finance Director Flaherty HR Generalist/Deputy Clerk Grover 5.1 STRATEGIC VISION MEETS: THE CITY OF OTSEGO: advertise the Deputy Clerk 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. then again on July 29 with the Council generally supporting the request. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City Staff recommends the City Council approve the Deputy Clerk job description and authorize staff to advertise the Deputy Clerk position. ARE YOU SEEKING APPROVAL OF A CONTRACT? [IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The recommendation of the addition of a full-time Deputy Clerk was presented to the City Council within the 2020 budget discussions. The recommendation was initiated at the May 28 budget kick off meeting and then again on July 29 with the Council generally supporting the request. City staff has drafted the attached job description. The job description has also been scored by a combination of Springsted, the City Administrator/Finance Director and the Human Resource Generalist. Each of the three scores placed the job description within Pay Grade 6 of the City's pay plan. This is consistent with the amount included in the Preliminary 2020 budget. In order to plan for events, training and duties within the Deputy Clerk position City staff recommends advertising for hire beginning in October, with an ideal starting date in January 2020. An estimated hiring timeline has been included within your packet for reference. The Administrative Subcommittee was presented this information at their September 11 meeting and recommended it be placed on the agenda for consideration. SUPPORTING DOCUMENTS ATTACHED: • Draft Job Description • Hiring Timeline POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE ITTO APPEAR IN THE MINUTES: Motion to approve the Deputy Clerk job description and authorize staff to advertise the Deputy Clerk position. R1111C;1=T INFORMATION FUNDING: BUDGETED: General Fund —Administration Department 101-41400-101 Yes (2020 Budget) (I"), CITY OF se o MINNESOTA Position Description Position: FLSA Status Pay Grade: Approved: Deputy Clerk Non -Exempt Grade 6 DRAFT DESCRIPTION OF WORK General Statement of Duties: Performs highly skilleid position specializes in administration of elections, �l x assists with records management c� ties,gssists with and performs other administrative dlt es �a's'fitoquired Supervises: None MAJOR JOB yUNCTI 1. strative supp0,t work; this legal notice forpublic hearings, ing development documents; 'a Prepare t1ie1,Cifty Cou#ci�l packets"and attend the City Council meetings as the i j recording clergy ixi the Citi Clerks absence b Pxepare the Planing Com! ssion packets and attend the Planning Commission mee�jiig as the recording clerk c. Assisl,tiIwith coordinating, copying, and distribution of packets for other Advisory`G,om is's ons, Administrative Subcommittee and Public Works Subcomrrirttee',.'�'7 d. Serve as theye. ording clerk for the Administrative and Public Works Subcommittee meetings in the City Clerks absence 2. Licenses: a. Coordinates, maintains records, and administers the issuance of gambling b. Assist with issuance of liquor licenses and other licenses as needed c. Ensures all local and State requirements are met 3. Administrative Support: a. Assist in creation and maintenance of records, ordinances, resolutions, licenses and administration of city policies and procedures b. Prepares, publishes and mails legal notices c. Assists the City Clerk on recordings of official documents; maintains records of recordings done and completed d. Assists the City Cleric in managing the laserfiche system; using the retention schedule to maintain files e. Manages City Hall office supplies and responsible for coordinating the maintenance of office equipment I 'i f. Sign City documents in absence of City Clerk ;ti+i'� g. Notarize documents h. Assist with the coordination of governr" ent d�at4,yequests made pursuant to the Minnesota Data Practices Act i. Assist the City Clerk on city webst�:lir social media accounts, and city mobile app j. Provides administrative and cler'i'cal support for the CitYW4d�ninistrator and City Clerk��"I ,+ �,I P' f 11 P 4. Elections: ,; Ill 0, �+ a. Assist City Clerk in admir}isferi�g,and managing all local elections as required by law +i il +� , b. Recruits and trims electionJludges I� C. Coordinates', election processIncludrx� to§ix g. of equipment and calculating ballot �b6lationS �!� d. Coordinates abs ent'e�e'!voting forI'411 ctions and processes absentee ballot rU applications, d qdi� inisters earl�woting procedures i "' i i iii ttl 1 i 'i ate it � ii � li e "� Sys pprent on��state statutes and W eight County procedures and policies ;i l fl+ relatediictions' h, f i Supervises ele�ctions�ir} the absence of the City Clerk ,.Assist in acceptJ119 affidagits of candidacy and financial reporting forms h Assist with all pti};;ication'syand reporting requirements per State and Federal i. Assist'ljivith other,,' ection duties as requested by the City Clerk 5. General a. Treat fellow e' 'ployees 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 • Demonstrated knowledge of election processes, laws, and practices • Considerable ability to maintain confidentiality • Working knowledge of relevant City operations, ordinances, policies, and procedures • Demonstrated knowledge of standard office practices, equipment, software, and procedures • Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing if 11 M • Ability to perform mathematical calculations,jpriepare spreadsheets, analyze data and identify and resolve discrepancies 'fii I, + • Ability to organize and prioritize the work and meet deadlines • Ability to enter information with spe6�l,nd accura6y;,and to maintain accurate and complete records and docurgph ation • Ability to work both independentlyand as part of a team" )I� • Ability to handle detail and accuratelyiprocessl&a�nsactions and�splve problems ; • Strong sense of honestyjntegrity, and e edi ility lJ, MINIMUM QUALIFICATIONS r ',I 1j A'i VII 1. Five years of responsible admini'Orative su�p�ort experipj pce involving public contact, record` e le'� in" and computer us,e I�� p IIIg'��� pn� �, p�, ski' 2. An equivalent �ombinatig' 1,of education"a h'd exe may be substituted for the educational and,experien"ce,lrequiremer}ts above 3. High school diplomanor equivalent 4. A vali' dariV�er's licen' ai ui f it it P it i o I I If if i�Il �I� li ��I ir �I i it PREFERR D QUALIFTC�TION'4 this p jI 1. Municipal or Countygo ern mentliexperience 11 i�2. CompletiI of the Minnesota Mulncipal Clerks Institute or ability to obtain certificatio" n' '1 fter threey.ears 3. Notary Public 'Vommission or the ability to obtain within three months 4. Working knowledge I Iaserfiche records management S. Experience in mmliite taking 6. Experience in website maintenance NOT PUBLIC DATA The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonable finished, incumbent must properly store the not public data. If a new work assignment requires access to not public access not public data for the work assignment purpose must be strictly limited to the data necessary to the assignment is completed, the employee's w( PHYSICAL DEMANDS ate, T it h incumbent is permitted to n'ly. Any access to not public data be.work assignment and after ie ,iio longer requires access. i+I�:II 'l if I i Must be able to sit for long periods of time and ma 'ipulafe objects using firi�eTlranotor skills for extended periods. Must have abi'lztylto see, hear,'b�n,t�, stoop, push, pull, and reach periodically j' a �'�� '� I °' II "I it it ' 1 I T Note: This job descriptioit i i n,does not constitute alceontract' 11 A � i �i 1� i I j li o i �r fJ IT it it i i ii Iii � IIT I t, u I ill I) 'if �,P it i� I IS ' A ii It �l �if If fi )7 �I�If �V yI4 fi ll � �I T I Ili It �I, � Ii mployment agreement. Deputy Clerk Hiring Timeline 1. Job description; scoring; finalize 2. Job posting; League of MN Cities; City Website, and Star News; October 3rd_24th 3. Review; rate; set up interviews; week of October 28th 4. Interviews the first week of November (4th -7th) with possible 2nd interview completed by November 14tH 5. Background check competed; reference checks competed by November 22nd 6. City Council Meeting December 9th for approval. 7. Start Date of January 6, 2020.