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.