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Item 3.4 HR-Assistant City Administrator job descriptionot CIeF o MINNESOTA DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration City Administrator/Finance Director Flaherty February 8, 2021 PRESENTER(s) REVIEWED BY: ITEM #: Consent 3.4 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 is recommending that the City Council approve a job description. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKG RO U N D/J USTI F I CATI O N: City staff presented a new position of Human Resources — Assistant City Administrator to the City Council at their January 25, 2021 meeting. During the review of the proposed job description, the City Council directed City staff to modify the proposed job description to include a major job function category to account for tasks related to payroll. City staff has made the requested changes within the job description, which can be viewed in the red -lined version attached with this packet. SUPPORTING DOCUMENTS ATTACHED: 0 Job Description (DRAFT) 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. BUDGET INFORMATION FUNDING: BUDGETED: General Fund — Human Resources Department (41800) I Yes ii i ,11 �Y CITY OF 0 Ot le 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. pl 2. Payroll: a. Serve as the liaison between the City and the payroll service provider. bo Review employee timesheets for accuracy, completeness and appropriate approvals and complete electronic transfer to payroll service provider. c Reconcile review, and validate necessary reports prior to approval of payroll processing by the payroll service provider. do Assist the payroll service provider in submission of all State and Federal tax reporting, including but not limited to: W2, W3, 941, etc. e Provide necessary reports and supporting documentation to the Accountant for payroll related claims such as: PERA Employee Benefits, Garnishments, Taxes, etc. f. Investigating and resolving payroll issues and discrepancies as well as assisting employees' questions and concerns regarding payroll. go Assist the Finance Department on development of internal controls and proper segregation of duties related to payroll. �3. 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. �-4. Employee Training and Safety: a. Researches, plans and assists with the development, implementation and administration of training programs for City employees. b. 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. 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. 2 U. 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. �7.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. �8. 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. 3 • 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 maybe 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 maybe 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.