3.10 IT Recruitment
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Administration City Administrator/Finance Director Flaherty September 25, 2023
PRESENTER(s) REVIEWED BY: ITEM #:
Consent Assistant City Administrator/Human Resources Hille 3.10 – Recruitment
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 authorize recruitment for an IT Manager position.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
The 2024 General Fund Budget includes the addition of a full-time IT Manager position. This new position is aligned with
the retirement of the City’s current IT Service Provider, Rob Snavely, with Softronics, who has provided exceptional
service to the City for more than 20 years.
This position provides technical expertise and operational support of the City’s information technology and security
systems. Responsible for planning, developing, implementing, managing information systems, and department policies.
The proposed recruitment schedule:
• 9/25/2023 – City Council authorization
• 10/9/2023 – Position Posted
• 11/17/2023 – Application Deadline
• 11/27/2023 – Interviews
• 12/11/2023 – Recommendation for Hire to Council
• TBD – Start Date
The Administrative Subcommittee was presented with this information at their September 13, 2023, meeting and
provided direction for City Council consideration of approval.
SUPPORTING DOCUMENTS ATTACHED:
• Job Description – IT Manager
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to authorize City staff to initiate recruitment for an IT Manager position.
BUDGET INFORMATION
FUNDING: BUDGETED:
General Fund – Information Technology (41650)
Yes (2024)
Position Description
Position: Information Technology Manager
Department: Information Technology
Position Status: Full-time
FLSA Status: Non-Exempt
Pay Grade: TBD
Approved: DRAFT
DESCRIPTION OF WORK
General Statement of Duties: This position provides technical expertise and operational support of the City’s information
technology and security systems. Responsible for planning, developing, implementing, managing information systems,
and department policies.
Immediate Supervisor: Finance Director
Supervises: None
Provides Work Direction to: None
MAJOR JOB FUNCTIONS
1. Information Systems:
a. Oversees the administration, implementation, and management of the network infrastructure including the
server environment, data backup/recovery systems, internet access, communication devices, computers,
printers/copiers, and other information systems
b. Plans, designs, evaluates, and implements technology systems and solutions to improve operational
effectiveness and efficiencies within the city
c. Monitors IT system performance to ensure effective delivery and operation of IT services, and makes
recommendations for improving the IT infrastructure
d. Ensures security of data, network, access, and backup systems
e. Maintains firewalls and Internet security software
f. Researches, develops, and administers a strategic plan for technology improvements, goals, and objectives by
assessing and evaluating technology needs and trends
g. Researches and recommends hardware and software service providers to ensure a balance of cost and
function
h. Coordinates the purchase, installation, and support of hardware and software
i. Resolves hardware and software issues
j. Seeks and maintains partnerships with neighboring communities on various IT services and projects to
enhance efficiencies and services
2. Support
a. Collaborates with departments to define strategic objectives for information systems and technology
b. Coordinates efforts among departments to ensure an integrated information system
c. Supports PC hardware including desktops, notebooks, mobile PC’s, printers, scanners, tablets, and other
hardware devices
d. Coordinates and conducts training for efficient use of new and existing technology and security
e. Troubleshoots infrastructure issues, including phone systems, servers, storage, switches, routers, firewalls,
and security systems
f. Works with vendor subject matter experts to resolve problems when necessary
g. Creates and manages user accounts in the various systems including network logon, messaging logon, and
security system
h. Creates and maintains systems networking addressing required for effective connectivity and security,
including IP addressing plus server, domain, and work station identification
i. Supports and manages the virtual desktop environment
j. Answers user questions on hardware, printing, Internet, and messaging issues
k. Supports and manages physical and virtual servers
l. Supports desktop shrink-wrapped applications such as Microsoft Office, web browsers and antivirus
m. Supports the various business applications
n. Restores any deleted files for end users
o. Works with vendors to resolve problems and schedule repairs
3. System Documentation
a. Maintains inventory of hardware, software, and records of all licenses and other applicable data as required
b. Creates and maintains documentation as it relates to network and system configuration
c. Keeps hardware and software inventory documents current
d. Maintains help desk call logs
e. Maintains application software library to include media, documentation, and licensing information
4. Budget and Financial:
a. Coordinates with departments to identify and analyze information system needs and needed hardware and
software updates within budget constraints
b. Prepare draft operating and capital improvement plan budgets including supporting documentation for
information technology
c. Monitor and manage budget to ensure expenditures are within the approved budgets
d. Follow all City purchasing and public purpose expenditure policies
5. Contract Coordination:
a. Writing, evaluating, negotiating, and executing various contracts covering project and operational
contracts
b. Creating and maintaining relationships with vendors
c. Maintaining correspondence and documentation related to contracts
6. Policies and Procedures:
a. Develops and implements IT policies, procedures, and standards to provide a stable and secure technology
environment
b. Communicates and enforces IT policies and procedures for the application of technology within the city
c. Monitor operations to ensure compliance with applicable laws, regulations, rules, and ordinances
7. Project Management
a. Assist in the definition of project scope and objectives, involving all relevant stakeholders and ensuring budget
compliance
b. Manage changes to the project scope, project schedule and project costs using appropriate verification
techniques
c. Provide general oversight to ensure timely and satisfactory completion
d. Establish and maintain relationships with third parties and vendors
e. Create and maintain comprehensive project documentation
8. Other Duties and Responsibilities:
a. Inform City Administrator of Department activities and relevant matters
b. Manage building security for all City facilities including alarm, camera, and access systems
c. Prepare memos for and make presentations to the City Council and other boards and commissions
d. Attend City Council and other board and commission meetings as requested
e. Provide reports and special projects as requested by City Council and City Administrator
9. General
a. Treat fellow employees 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
▪ Working knowledge of Microsoft Windows network administration including network management,
troubleshooting, and security.
▪ Working knowledge of personal computer hardware and software installation troubleshooting, setup,
configuration, and repair.
▪ Working knowledge of computer operating systems.
▪ Working knowledge of VoIP telecommunications systems.
▪ Working knowledge of networking equipment, storage area networks, telecommunications hardware, and
network peripherals.
▪ Working knowledge of City government functions, municipal operations, and services, including personnel
involved.
▪ Considerable knowledge of standard office practices and procedures.
▪ Considerable knowledge of the operation of office equipment including operation of a personal computer with
standard office software and Internet.
▪ Working skill in hardware deployment, installation, and support.
▪ Working skill supporting multiple users on a wide variety of software applications.
▪ Considerable skill in learning new technologies.
▪ Considerable skill in providing a high level of customer service to city officials and employees.
▪ Considerable skill in providing remote support of technical issues via telephone, face to face, and/or with
remote support software.
▪ Considerable skill in tracking phone calls, emails, and maintenance requests to ensure problems are properly
prioritized, monitored, escalated, and resolved appropriately.
▪ Considerable ability to resolve routine problems within a well-defined technical domain.
▪ Considerable ability to refer non-routine or more complex problems to the contracted vendor.
▪ Considerable ability to organize and prioritize work, to multi-task, to establish efficient processes, and to
develop goals, policies, plans, and procedures for functional areas.
▪ Considerable ability to research and analyze data, search records, determine alternatives, and make
recommendations or implement changes as needed.
▪ Considerable ability to communicate effectively, both orally and in writing, with employees and vendors.
▪ Considerable ability to establish and maintain effective working relations with City staff and the public.
▪ Ability to respond via phone or report to city locations on short notice as work needs dictate.
MINIMUM QUALIFICATIONS
1. Associate degree in information technology, computer science, management information systems or closely
related field
2. Five years of experience supporting and troubleshooting in an IT environment
3. A valid driver’s license
PREFERRED QUALIFICATIONS
1. Bachelors degree in information technology, computer science, management information systems or closely
related field
2. Certifications for Microsoft, Project Management, Cybersecurity or similar
3. Experience with new facility system design and implementation
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described are representative of those that must be met by an employee to perform the essential
functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential functions.
Most work is inside in a normal office setting. Work is done alone, with others and with the public. This includes medium
physical strength work occasionally. Occasional driving within city limits is required.
Activities that occur constantly (5–8 hours/shift): sitting, talking, hearing
Activities that occur frequently (2–5 hours/shift): repetitive motions, eye/hand/foot coordination
Activities that occur occasionally (up to 2 hours/shift): standing, walking, lifting, carrying, reaching
Activities that occur rarely (do not exist as regular part of job): pushing, pulling, climbing, balancing, stooping, kneeling,
crouching, crawling, handling, grasping, feeling
City of Otsego is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, reasonable
accommodations are offered to qualified individuals with disabilities. Prospective and current employees are encouraged
to discuss potential accommodations with the employer.
Employee signature below constitutes employee’s understanding of the requirements, essential functions, and duties of
the position.
_______________________________________________
Employee Name
_______________________________________________ ______________________
Employee Signature Date