ITEM 3.4 Advertising for imaging document assistant40
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Ot�ego
MINNESOTA
DEPARTMENT INFORMATION
Request for
City Council Action
ORGINATING DEPARTMENT:
REQUESTOR:
MEETING DATE:
Administration
City Clerk Loff
March 24, 2014
PRESENTER(s):
REVIEWED BY:
ITEM #:
Consent Agenda
City Administrator Johnson
3.4
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommends approval of advertising for a part-time Imaging Document Assistant.
ARE YOU SEEKING APPROVAL OF A CONTRACT?
IS A PUBLIC HEARING REQUIRED?
N/A
N/A
BACKGROUND/JUSTIFICATION:
The 2014 budget includes $6,000 for a Laserfiche Intern to scan and index the City property files. City
staff is recommending this as a part time seasonal position starting in the middle of May. I would
recommend the intern work 20 hours a week at $11-14.00 per hour depending on experience. This
position will work under the direction of the City Clerk and will include extensive training to assure all
procedures are done properly. The Administrative Subcommittee reviewed this on February 19, 2014
and recommends approval. If City Council approves; advertising will be in the Elk River Star News and
City website in April.
SUPPORTING DOCUMENTS X ATTACHED ❑ NONE
• Job Description
MOTION: (Please word motion as you would like it to appear in the minutes.)
Motion to approve advertising for a part-time Imaging Document Assistant for 20 hours a week at
$11.00-14.00 per hour depending on experience; not to exceed $6000.
BUDGET INFORMATION
FUNDING: BUDGETED: X YES
Administration Budget- part-time
❑ NO
ACTION TAKEN
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MINNESOTA
Position Description
Position:
Reports to:
FLSA Status:
Pay Grade:
Date Approved:
Document Imaging Assistant
City Clerk
Temporary Part- Time
DESCRIPTION OF WORK
General Statement of Duties: Responsible for the scanning and indexing of official city
records for electronic preservation using Laserfiche software.
Supervision Received: Works under the direction of the City Clerk.
Supervision Exercised: N/A
MAJOR JOB FUNCTIONS
1. Document Imaging:
a. Responsible for prepping, scanning, indexing and quality checking of work
performed during document imaging process
b. Scanning using Laserfiche Imaging software
c. Responsible for maintaining and ensuring optimal performance of scanning
hardware and software
2. Records Retention:
a. Responsible for following the General Records Retention Schedule for
Minnesota Cites under the supervision of the City Clerk
b. Responsible for documentation of destruction of documents and records
authorized to be destroyed by the City Clerk
c. Prepare files for storage
3. Other:
a. Follow all safety procedures
b. Perform other duties and projects as assigned
c. Confer with supervisor, peers and employees to discuss issues and resolve
issues
KNOWLEDGE, SKILLS AND ABILITIES
• Demonstrated knowledge of standard office practices, equipment, software, and
procedures
• Ability to operate office equipment including a personal computer with
specialized and standard office and specialized software and electronic record
management equipment
• Strong attention to detail
• Ability to meet and exceed productivity standards
• Effective communication skills, oral and written
• Ability to work both independently and as part of a team
MINIMUM QUALIFICATIONS
1. Administrative office support experience; record keeping and computer use
2. High School graduation diploma
PREFERRED QUALIFICATIONS
1. Municipal experience or comparable position
2. Knowledge of records retention and records management
3. Experience in Laserfiche Software
PHYSICAL DEMANDS
Must be able to sit for long periods of time and manipulate objects using fine motor skills
for extended periods. Must have ability to bend, stoop, push, pull, and reach periodically.
Some lifting of file boxes will be required.
Note: This job description does not constitute a contract or employment agreement.