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3.8 Hire Admin Intern May 2022 Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Human Resources HR/Assistant City Administrator Hille May 9, 2022 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/Finance Director Flaherty 3.8 – Intern Hire STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. 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. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends the City Council approve a hire for the Administrative Intern position. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: The City budgeted funds in 2022 for the addition of an Administrative Intern position. Staff was able to receive a grant from Minnesota City Managers Association to help fund the intern’s wages. A total of 7 applications were received, with staff interviewing 4 individuals for the position. Joseph Hinzman was the preferred candidate, and he is a soon-to-be Public Administration Graduate from UW La Crosse, who is interested in City Administration. Joseph has undergone an interview, reference inquiry, and successfully passed a background check. City Staff have offered the position pending City Council approvals, and the applicant has accepted the position. Joseph is anticipated to start with the City on May 23rd, and will plan to work through the summer! SUPPORTING DOCUMENTS ATTACHED: • Administrative Intern Job Description POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the hire of Joseph Hinzman for the position of Administrative Intern at $17.00 per hour. BUDGET INFORMATION FUNDING: BUDGETED: General Fund – City Administrator Department 101-41320-104 Yes Position Description Position: Administrative Intern FLSA Status: Temporary, Non-exempt Approved: September 27, 2021 DESCRIPTION OF WORK General Statement of Duties: The intern will play a leading role in coordinating, facilitating, and managing city projects that require the involvement of multiple city departments. He or she will be given the opportunity to interact with department heads and to be exposed to the responsibilities of each department and current local government issues. The intern’s interests and goals will be taken into account for special projects. Immediate Supervisor: Human Resources/Assistant City Administrator Supervises: None Provides Work Direction to: None MAJOR JOB FUNCTIONS 1. City Administration: a. The intern will meet with the city administrator and assistant city administrator on a weekly basis b. Organize and record updates for the Sunshine Committee meetings c. Attend commission, staff and city council meetings as requested d. Review and advise any public policy changes e. Assist in Personnel Policy questions and explanations f. Assist in city projects with all departments 2. Communications: a. Attend bi-weekly Communication Team meetings b. Write stories, compile content and take photographs for the City'snewsletters, website and social media accounts. c. Assist with website maintenance and creating new posts for Facebook, Twitter and Instagram. d. Complete other duties and projects as assigned. 3. City Planning: a. Learn and assist in current city planning projects b. Work with the city planner to learn on city procedures and policies c. Get involved in residential and commercial/industrial developments, and learn the process through the city d. Overview the Comprehensive Plan and learn the process and history of the city; be involved in Comprehensive Plan update e. Learn the different zoning districts and regulations for development 4. Other: a. Assist City Administrator and Assistant City Administrator with projects as directed b. Perform administrative duties to support City departments as directed c. Assist with election duties as requested by the City Clerk d. Assist with City Hall receptionist and administrative backup as needed 5. General: a. Promote a positive and motivating environment b. Follow all safety policies and procedures c. Follow all City policies and procedures d. Treat fellow employees with respect and integrity e. Provide exceptional customer service to residents, developers, city officials, and the general public f. Make decisions that are always in the best interest of the City g. Perform other duties and projects as assigned h. Confer with supervisor, peers, and employees to discuss and resolve issues KNOWLEDGE, SKILLS AND ABILITIES • Enjoyment of learning and seeking knowledge • 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 • Ability to perform mathematical calculations, prepare spreadsheets, analyze data and identify and resolve discrepancies • Ability to organize and prioritize the work and meet deadlines • Ability to enter information with speed and accuracy and to maintain accurate and complete records and documentation • Ability to work both independently and as part of a team • Ability to handle detail and accurately process transactions and solve problems • Strong sense of honesty, integrity and credibility MINIMUM QUALIFICATIONS 1. High school diploma or equivalent 2. Valid Driver’s License 3. Degree in Public Administration, Business, Sociology, Urban and Regional Studies; Or currently enrolled in a program PREFERRED QUALIFICATIONS 1. Municipal or County government experience 2. Enrolled in or completed a Masters in Public Administration, Business, Urban and Regional Studies, Local Government Management 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 data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee’s work assignment no longer requires access. 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.