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Item 5.2 Authorize recruitment process for HR-Assitant City Administrator40 OtsTYF o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration City Administrator/Finance Director Flaherty January 25, 2021 PRESENTER(s) REVIEWED BY: ITEM #: Consent 5.2 STRATEGIC VISION MEETS: THE CITY OF OTSEGO: recruitment process. 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. to not hire for the vacant position; rather to create a new position of HR - Assistant City Administrator. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending that the City Council approve a job description and authorize staff to initiate the recruitment process. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/J USTI FICATION: With the recent retirement from the Human Resource Generalist position, City staff has been evaluating options to determine a recommendation for our growing City and changing needs. That recommendation is to not hire for the vacant position; rather to create a new position of HR - Assistant City Administrator. By not filling the vacant Human Resource Generalist position, the major job functions of that position will either be assumed by other City Departments or be included within the major job functions of the HR - Assistant City Administrator job description. The 2021 budget for the Human Resource Generalist position was based on Pay Grade 7. City staff has drafted the attached job description which has been scored in the SAFE System by BakerTilly, with recommendation of Pay Grade 14 of the City's pay plan. The budget impact for the difference between pay grades will be minimalized due to the position being vacant for the first 4 months of the year. As an alternative to the normal recruitment methods, City staff is proposing to consult with a third -party firm to assist in the recruitment process. City staff has been in communication with multiple firms, and will review the cost of such services with the City Council at the meeting. The Administrative Subcommittee was presented with this information at their January 13 meeting, with recommendation for consideration by the City Council. SUPPORTING DOCUMENTS ATTACHED: • Job Description (DRAFT) • Memorandum to Administrative Subcommittee POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the Human Resources / Assistant City Administrator job description and authorize staff a not -to -exceed budget of $ to consult with a third -party firm at the discretion of the City Administrator to assist with the recruitment process. BUDGET INFORMATION FUNDING: BUDGETED: General Fund — Human Resources Department 101-41800-101 Yes 1 CITY OF Ot e 0 MINNESOTA Position: Human Resources / Assistant City Administrator FLSA Status: Exempt Pay Grade: 14 Approved: DRAFT DESCRIPTION OF WORK General Statement of Duties: Responsible for performing a wide variety of complex administrative, technical and professional work in directing the Human Resource functions, leading the various Communications tools, supervising customer service employees, and performing specialized administrative duties and projects as assigned to help carry out the work of the City. Immediate Supervisor: City Administrator. Supervises: Building Permit Technician and Administrative Assistants. MAJOR JOB FUNCTIONS 1. Human Resources: a. Management of the job evaluation system (SAFE), maintenance of job descriptions, maintenance of the Pay Plan, and compliance with pay equity requirements. b. Manages the development, implementation and administration of employee benefit programs and recommends benefit plan changes. c. Management of the insurance program offerings including health, dental, disability, life, and workers compensation. d. Manages the employee recruitment, selection and orientation processes. e. Coordination of background, drug and medical testing. f. Maintenance of confidential employee personnel and medical records. g. Maintenance of the employee files within the payroll service provider online portal, including but not limited to: wage rates, compensatory and paid -time -off balances, payroll deductions and confidential personnel information. h. Responsible for the development, implementation and administration of the performance review program. i. Analyzes, plans and directs the development, implementation and administration of programs that support employee growth and development, and stimulate individual and organizational wellness. 2. General Administration: a. Serves as the Acting City Administrator in the absence of the City Administrator. b. Assists the City Administrator and the management team in identification, prioritization and accomplishment of strategic planning goals. c. Attend and participate in City Council, Subcommittee, Advisory Commission, and other meetings as directed by the City Administrator. d. Assist the City Administrator in preparation and review of agendas and supporting packet materials for City Council meetings. e. Establish and maintain effective relationships with other organizations, associations, businesses and departments. f. Assist the City Administrator in contract management for City projects, contracted services, law enforcement, fire protection, tower leases, etc. g. Participate in the development, implementation, and enforcement of policies and procedures. 3. Employee Training and Safety: a. Researches, plans and assists with the development, implementation and administration of training programs for City employees. Responsible for serving on the Safety Committee and as the primary liaison for the safety program provider, coordination of contracts, scheduling of training events, documentation and all records retention of the City's safety management program. 4. Communications: a. Responsible for monitoring content, writing, editing, and approving information to be included on the City website and to manage website maintenance agreements and to recommend enhancements. b. Responsible for writing, editing, approving and posting information on the City social media accounts and monitoring of content in accordance with City policy. c. Coordination of the quarterly View newsletter by serving as the primary liaison with the production company and responsible for writing, editing, proofreading information to be included in the City's newsletter. d. Assist all departments in public involvement and education by identifying target areas and means of communication. Supervision: a. Complete performance evaluations and recommend wage adjustments according to the City's Personnel Policy. b. Administer employee discipline according to the City's Personnel Policy. c. Ensure staff is adequately trained and department is cross -trained. d. Assign work and ensure that it is done professionally, efficiently, accurately and timely. e. Provide oversight of the Data Practices Act. 6. Other Duties a. Assist with all aspects of facilitation of all special, primary and general elections. b. Provides confidential administrative support for the City Council and City Administrator. c. Prepare draft budget and capital improvement plan and supporting documentation as directed by the City Administrator. 7. General a. Participate actively in the City's management team. b. Treat fellow employees with respect and integrity. c. Promote a positive and motivating environment. d. Provide exceptional customer service. e. Confer with supervisor, peers, and employees to discuss and resolve issues. f. Make decisions that are always in the best interest of the City. g. Perform other duties and projects as assigned. h. Follow all safety policies and procedures. i. Follow all City policies and procedures. KNOWLEDGE, SKILLS AND ABILITIES • Knowledge of federal laws, state statutes, the City code and other regulations affecting City operations and the ability to research and comprehend such areas. • Thorough knowledge in the areas of public sector personnel, human resources administration, principles, practices and techniques including legal requirements. • Knowledge of and experience with the policies and practices of public administration. • Ability to perform and direct general administrative work. • Ability to analyze, study, and present technical information on a variety of subjects. • Ability to communicate clearly, professionally, effectively, and precisely using tact and diplomacy both verbally and in writing. • Ability to maintain confidential or proprietary information. • Ability to resolve conflicts and negotiate solutions. • Ability to understand, manage, and communicate complex ideas, projects, and situations. • Ability to work independently, determine priorities, manage projects and make appropriate decisions. • Experience in development and implementation of policies and procedures. • Ability to stay current on issues that are within the realm of this position's responsibilities. • Knowledge of computer software and ability to operate office equipment. • Ability to maintain effective working relationships with co-workers, supervisors, the City Council and members of the public. • Ability to develop, implement, and administer goals, objectives and procedures for providing effective and efficient services for the City. • Experience in public speaking and making presentations. • Considerable ability to lead and supervise staff, delegate work, and prioritize, organize, plan, and direct operations. • Considerable ability to prioritize City needs, to coordinate departmental operations and services, contracted services and to allocate resources effectively. • Ability to work independently and as part of a team; to coordinate work with other departments; and to lead multi -departmental or multi -jurisdictional projects. • Strong sense of honesty, integrity, and credibility. MINIMUM QUALIFICATIONS 1. A valid driver's license. 2. A Bachelor's Degree in Human Resource Management, Public Administration, Business Administration, or closely related field. 3. Three years of relevant human resources experience. 4. Two years of relevant supervisory experience. PREFERRED QUALIFICATIONS 1. Master's Degree in Public Administration or closely related field. 2. Previous experience working for a municipal or county government. 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. NON-DISCRIMINATION POLICY To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed above are representative of the knowledge, skill and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. The Essential functions listed above are intended as illustrations of the various types of work that may be performed. The omission of specific duties does not exclude them if the work is similar, related or a logical assignment to the position. Note: This job description does not constitute a contract or employment agreement. 4 (1111111011 ciry Otsepn MINNESOTA TO: Administrative Subcommittee FROM: Adam Flaherty, City Administrator & Finance Director DATE: January 13, 2021 SUBJECT: Staffing Request for Assistant City Administrator With the recent retirement from the Human Resource Generalist position, City staff has been evaluating options to determine a recommendation for our growing City and changing needs. That recommendation is to not hire for the vacant position; rather to create a new position of Assistant City Administrator. By not filling the vacant Human Resource Generalist position, the major job functions of that position will either be assumed by other City Departments or be included within the major job functions of the Assistant City Administrator job description. The following is a summary of how those major job functions will be allocated: Payroll Processing: In line with the recommendation for the addition of a Part -Time Finance Assistant position, the payroll processing job functions will be assumed by the Finance Department. Employee Benefits: Will be included in the new job description. The City is in need of a more formal open enrollment process, which will be one of the early tasks for this position. Recruitment: Will be included in the new job description. The City is in need of a standardized hiring process to include requisition forms, application packets, and lines of communication. In addition, an onboarding process would provide a routine for all new employees of the City and will ensure that necessary paperwork and training are completed. Human Resources: Will be included in the new job description. Upon retirement of the Human Resource Generalist, the City hired AEM Workforce Solutions to conduct an Assessment of HR Policies and Practices. While nothing of immediate concern was identified, the report is 18 pages in length, and includes a number of best practices for the City to implement. Safety Program: Will be included in the new job description. These tasks were in the process of being assumed by the Human Resource Generalist prior to retirement; however, now have fallen back to the Utility Operation Manager. City of Otsego 113400 9011 Street NE, Otsego, MN 55330 ITel. (763) 441-4414 Fax (763) 441-9163 In addition to the job functions noted above, the following job functions will be added to the new Assistant City Administrator position: Supervision: The new position would assume supervisory responsibilities for the Building Permit Technician, Administrative Assistants (2) and possibly the City Clerk and Deputy City Clerk. This will allow the City Administrator/Finance Director to focus supervisory efforts for the Finance staff and the Department Head staff. City Communications: The new position would assume responsibilities for City Communication methods including the View newsletter, City website, social media and mobile app. Council Meeting Materials: The new position would aid the City Administrator in preparation and review of Council packet materials. Acting City Administrator: With the City Administrator also serving as the Finance Director, the City does not currently have a designated staff person to be the Acting City Administrator. This Acting assignment aligns well with this position also serving in the Human Resources functions. Community Liaison: The new position would provide another staff person to serve as a Community Liaison with the growing number of partnerships in the City (School District, Wright County, Chambers of Commerce, 194 Corridor Coalition, Transit Committee, Faith Community, Business Outreach, MN DEED, State Elected Officials, Neighboring Cities, etc.) Project Management: The new position would aid the City Administrator/Finance Director in management of City Projects (Rate Studies, Compensation Studies, Requests for Proposals, Fire Department & Fire Station Planning, Public Works Expansion, Capital Improvement Plan Projects, Partnership Projects, County Projects, etc.) A proposed job description has been prepared in addition to this memorandum for review. City staff would be seeking approval from the Administrative Subcommittee to bring the request to the full City Council for approval. A rough timeline is as follows: - January 13: Administrative Subcommittee Review - January 25: City Council Job Description Approval and Recruitment Authorization - February: Recruitment - March: Interviews, Selection and Hiring Approvals - April: Employment to Begin City of Otsego (13400 90t' Street NE, Otsego, MN 55330 1Tel. (763) 441-4414 Fax (763) 441-9163