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ITEM 3_Current Street Dept Supervisor Descriptions�Lq AV m §Te Ir IN CIY F o MINNESOTA MEMORANDUM TO: Mayor and City Council FROM: Lori Johnson, City Administrator DATE: February 15, 2013 SUBJECT: Position Descriptions --- Item #3 In the past year the City Council has approved lead worker positions for the street and parks departments, transferred park maintenance duties, hired recreation staff, and changed the classification for the City Clerk. The job descriptions for those positions have not been approved in final form thus the request for input and adoption of the revised descriptions. Attached are position descriptions for the above referenced positions. Below is a brief description of the reason for the change in the position description: ,>4 no �- + 1. Lead Park Maintenance Worker: New position in 2012; pay grade reviewed and 0-k�o.0-F4 adjusted 2. Parks and Recreation Manager: Park maintenance duties added at time of hire 3. Public Works lead Street Maintenance Worker: New position in 2012; pay grade reviewed and adjusted 4. Street Maintenance Supervisor: Park maintenance duties deleted - 05. Recreation leader: New position ^X-6. Recreation Assistant: New position 9f7. City Cierk: Change to exempt status and update to reflect current position (Red -lined version attached to show changes.) Each of these position descriptions has been reviewed by the department head (with the exception of the City Clerk who will review that description prior to the meeting) and Kathy Grover. In addition to adoption the position descriptions above, there are pay considerations for the City Clerk and Lead Worker positions that will be discussed at the meeting. As you will recall, when the Lead Worker positions were approved, pay was set at the employee's current pay plus $1.00 per hour. The positions have now been reviewed under the City's valuation system and are recommended to be at pay grade 10. Discussion of step placement of these positions and the City Clerk position is requested. Formal action on adoption of the descriptions and step placement for the noted positions will be placed on a future agenda with the Council's adjustments included. Finally, in reviewing all of the position descriptions, it is apparent that all of the descriptions are in need of updating. Further, the current format is not consistent or easy to follow and there are many instances of duplication of duties within the same position description. In some cases there is too much detail and in others not enough as basic functions, expectations, and required skills are missing from the description. In addition to addressing the seven positions listed in this memo, I would like to discuss future review and updating of all City position descriptions. 2 Public Works Lead Streets City of Otsego Title of Class: Public Works Lead Street Maintenance Worker Revised Date: September 2012 FLSA: Non -Exempt Pay Grade: Grade 10 Palmary Objective of Position Performs skilled equipment operation and maintenance work related to the street, and storm water systems, city buildings, and/or repair and maintenance of equipment and vehicles in the Public Works Department; performs related duties as required. Supervision Received Works under the general supervision of the Public Works Maintenance Supervisor Supervision Exercised. Provides technical work direction to summer seasonal employees and may oversee projects including providing some work direction and coordination during the project. Assists with direction and assigning work to full-time and part-time employees when requested by Department Head, Essential Functions of the Position Assist the department head with management functions of the department 4- Assist with scheduling projects +.+ Ser^ve as lead in the field on projects :+ Attend internal and external meetings in the department head's absence +:• Direct and assign work to full time employees when the department head is absent ++++ Assist with selection of employees including part time and seasonal +.+ Directly supervise all aspects of seasonal employees including project scheduling and coordination, ensure safety and job training are completed, provide work direction, and discipline if necessary ++++ Serve as acting department head as requested in his/her absence +++ Report to work for emergency calls/On-call ++e Assist with scheduling, supervision, and maintaining daily reports of contracted services :+ Operate heavy and light equipment to perform a variety of street, and storm sewer maintenance work and shop tasks. *++ Remove snow fiom city streets, municipal parking lots and trails, applies salt and sand, hauls snow, clean up after storms, etc, as needed. +:+ .Maintain and repair streets and right of way including blacktop and patching. Gravel road maintenance and street sign repair. +.+ Remove damaged curbs and sidewalks, street sweeping and removal of debris Rom streets, and ditches, Keep accurate records of maintenance and repairs. +{+ Perform preventative maintenance and light repair of department vehicles; may assist shop mechanic with repair and maintenance work. :* Trim trees and removing all debris for chipping. Public Works bead Streets City of Otsego +±+ Reconstruct and maintain pathways; maintain storm sewer ponds, inlets and outlets; maintain road shoulders and mow ditches, +.+ Establish new turf areas by seeding or laying sod and ensuring regular irrigation and maintain by mowing, trimming, removing leaves and debris and thatching; may plant trees or shrubs. +;+ Maintain comprehensive records on preventative maintenance and repair for each piece of equipment/vehicle. *.+ Participate in required safety training and adheres to all safety procedures. +:+ May clean and rebuild catch basins and assist contractors in repair and maintenance of storm sewer system. +.+ Perform miscellaneous maintenance, construction and repair work as needed on city buildings and property. +:* May assist City contractors with repair and replacement of water or sewer mains. +:+ Provide input on costs savings and operational changes to supervisor. +:• Perform miscellaneous cleaning, maintenance and repair work as needed. ++++ Assist other city departments as needed, +'+ Perform other duties as needed or assigned. Knowledee, Skills and Abilities :+ Considerable knowledge of heavy and Iight equipment and vehicle operation, including preventative maintenance and inspection procedures and practices. •;+ Considerable knowledge of the tools, equipment and standard practices of maintaining streets, trails and storm water catch basins. +.• Considerable knowledge of stationary and hand powered tools, equipment and standard practices. +++ Considerable knowledge of traffic laws, ordinances and regulations involved in equipment operation. *:+ Considerable knowledge of occupational hazards and safety precautions involved in street, storm sewer and vehicle and equipment repair and maintenance work. +++ Working knowledge of equipment and vehicle repair, including procedures, methods, and tools. +.+ Considerable skill in the operation of snow removal and street sweeping equipment. +:+ Considerable ability to follow oral and written instruction, prioritize work and perform duties independently and as a member of a team. +�+ Considerable ability to analyze repair and maintenance problems and determine appropriate and cost-effective solutions. ++ Working ability to establish and maintain good working relationships and communicate effectively with City staff and the general public. +;+ Working ability to operate a computer, Micro Soft Office, to perform sign maintenance, maintain inventory, conduct research, calculate cost estimates, maintain HVAC and irrigation systems and complete work records. +«+ Working ability to work with and around chemicals and fumes, dust and dirt +.+ Working ability to work with moving or vibrating parts on equipment and to manipulate levers and tools Public Works Lead Streets City of Otsego Minimum Oualifications Must possess a valid Class B Minnesota driver's license with a tanker endorsement. Five yews of maintenance or construction experience including light or heavy equipment operation, or an equivalent combination of training or experience. Two or more years of supervision experience. Education in a related field can substitute for up to one year of required experience. Preferred Qualifications City or Government preferred experience in street maintenance, equipment maintenance and repair. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of the job. While performing the duties of this job, the employee is ++++ Regularly required to talk or hear :+ Regularly required to stand; use hands to finger, handle, or feel; reach with hands and arms ++ Specific vision abilities requires close vision, distance vision, depth perception, peripheral vision, color vision, and ability to adjust focus +++ Regularly required to use large motor skills to perform manual and maintenance work for long periods of time involving: regular bending, moderately heavy to heavy lifting and carrying, digging, twisting, turning, climbing and maintaining balance, crouching, standing, walking, reaching, working at heights of over 10 feet and pushing and pulling. Environmental Conditions +P+ Occasionally exposed to working in inclement weather and temperature extremes. +.+ Occasionally works on the road or in the road right-of-way. +:+ Occasionally exposed to loud noises. Maintenance Supervisor City of Otsego Title of Class: Maintenance Supervisor Revised Date: 2012 FLSA: Exempt Pay Grade: Grade 18 Primazy Objective of Position The primary objective of the position is to perform responsible supervisory and administrative work planning and directing the operations and staff in the Public Works Department including street, storm sewer$ equipment maintenance and repair; performs related duties as -required, Supervision Received: Works under the administrative supervision of the City Administrator. Supervision Exercised: Provides general and teclmical supervision to full-time, part-time, seasonal and on-call Public Works employees. Essential Functions of the Position *:+ Plans, organizes, directs and monitors the operation of the public works department, including streets, storm water systems and vehicle and equipment maintenance operations 4'+ Researches the feasibility and cost of public works projects and recommends actions; discusses projects with elected officials, City Engineer and City Administrator ❖ Supervises the department staff including: interviewing, recommending hiring, assigning and prioritizing work, evaluating work, reviewing and approving time sheets, coaching, training and recommending or administering reward and discipline *.• Develops short: and long term operational plans and assigns work to staff consistent with plans and immediate needs +:* Oversees and inspects job sites to determine work progress, changing priorities, problems, hazards and material and equipment needs *:+ Oversees the work of contractors on municipal construction projects; reviews and approves change orders 4- Develops and oversees policies, procedures, and practices to ensure safety and efficiency in the workplace +;+ Responds to citizens concerns and complaints by answering questions and providing information and assistance +.+ Drafts the annual Public, Works budget and manages the department's annual budget +:+ Approves and/or purchases equipment, vehicles, parts and materials in accordance with approved budget and cost effectiveness; determines long-range capital and equipment needs. +.+ Drafts specifications, directs research and projects cost estimations; evaluates incoming bids and recommends selection and oversees contracted work. w Develops a system to assign an accurate inventory of department, parts, vehicles and equipment and oversees the use of materials and supplies. Maintenance Supervisor City of Otsego *;+ Works with the City Engineer in developing and recommending major capital expenditures proposals and to ensure compliance with the NPDES inspection and maintenance requirement. +«+ Provides staff assistance for water and sewer based on contractual requirements. •«+ Ensures all necessary records and reports are maintained and appropriate information is provided to the finance department for billing purposes. +«+ Ensures necessary permits are obtained prior to allowing work to begin on a project. +«+ Determines when to call in staff for snow and ice removal +«+ Oversees the equipment maintenance program for the Public Works Department. +«+ Oversees and participates in the maintenance of the storm water system, including utility holes, catch basins, inlets, outlets and ponds. ++ Oversees maintenance and repair of streetlights and stoplights. +«+ Oversees maintenance, construction, and repair work as needed on City buildings and property being performed by street maintenance staff. «• Recommends and monitors training and educational opportunities to enhance and maintain employee skills. +«+ Assists other City departments as needed, +«+ Performs miscellaneous duties consistent with the position of Public Works Maintenance Worker II as needed. +«+ Performs related duties as needed or required. +$ Follows all safety requirements Knowledge, Skills and Abilities +«+ Considerable knowledge of the operations, equipment, tools and standard practices in the repair and maintenance of streets, and storm sewer systems. ++ Considerable knowledge of the traffic Iaws, ordinances, and regulations involved in equipment operation. +«+ Considerable knowledge of occupational hazards and safety precautions involved in street, vehicle, equipment, water and wastewater collection system and storm sewer repair and maintenance work. +«+ Working knowledge of equipment and vehicle maintenance and repair including procedures, methods and tools. «+ Knowledge of Microsoft Office products, email and the Internet to prepare correspondence and reports and communicate with others. +.+ Considerable skill in the operation of light and heavy equipment. ++ Working knowledge of building maintenance practices including carpentry, plumbing, heating, welding, basic electrical, painting and staining. ++ Considerable ability to plan and analyze department operations, develop alternatives, determine costs and effectively utilize resources. Maintenance Supervisor City of Otsego +:+ Considerable ability to prepare and administer an annual budget and estimate the cost of projects. +.+ Considerable ability to organize, prioritize and direct work projects and make sound decisions. +:+ Considerable ability to supervise and motivate staff and ensure safety in the work place. +:+ Considerable ability to maintain through and accurate records and prepare reports. +*e Considerable ability to work independently and as part of a team and to coordinate work with other departments. +,+ Considerable ability to analyze repair and maintenance problems and determine appropriate solutions. ►3 Considerable ability to develop and maintain relationships and communicate effectively, both orally and in writing with City officials, staff, contractors, State and County agencies and the general public. Public Speaking Presentations Minimum Qualifications 4- Two years of college or vo-tech training in infiastructure construction, maintenance, engineering or repair and seven years of progressively responsible public works maintenance experience involving maintenance of streets and storm water systems, or an equivalent combination of training and experience. A Bachelor's degree in public works administration, engineering or a related field may substitute for two years of the public works experience. 4+ Must have five years of experience as a supervisor of public works maintenance operations including planning and directing operations, managing budgets and managing inventory. +:+ Must possess and maintain a valid Minnesota Class A commercial driver's license, Preferred Qualifications Preferred additional supervisory experience and experience estimating costs of public works projects. Physical Requirements The physical demands described here are representative of those that must be met by an employee to successfully perform essential functions of the job. While performing the duties of this job, the employee is v+ Regularly required to talk or hear ++ ReguIarly required to stand; use hands to finger, handle, or feel; reach with hands and arms +;* Specific vision abilities requires close vision, distance vision, depth. perception, peripheral vision, color vision, and ability to adjust focus 4- Regularly required to use large motor skills to perforin manual and maintenance work for long periods of time involving, regular bending, moderately heavy to heavy lifting and carrying, digging, twisting, turning, climbing and maintaining balance, crouching, standing, walking, reaching, working at heights of over 10 feet and pushing and pulling. Maintenance Supervisor City of Otsego Environmental Conditions •�• Occasionally exposed to working in inclement weather and temperature extremes, $• Occasionally works on the road or in the road right-of-way. *** Occasionally works in office or shop •S Working ability to occasionally perform heavy manual labor, sometimes under adverse weather conditions and during abnormal hours, ❖ Working ability to occasionally lift objects weighing up to 50 pounds, to walk, sit, stand, kneel or crouch, grasp, pull, push and twist.