Agenda Packets - 1999/03/01 - Laserfiche WebLink

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service of newsletters and solicits bids for printing contract. ar • Serves as Chair of the Editorial committee. + • Develops and coordinates the publication of the New Residents Guide, Business Directory, Community Profile and Municipal Directory. it • Participates at Department Head meetings and produces Management Meeting minutes. t • Coordinates, organizes, and tracks multi-departmental committees to ensure effective communications and building operations throughout City Hall. A • Serves as Chair-person of the City Hall Editorial Committee. lt • Coordinates, monitors and programs software for voicemail and telephone system to ensure efficient operation, including trouble shooting and coordination of repair service. Fr • Coordinates the production of employee newsletter including editing, format, layout and content. * • Position may include Coordinating/Hosting an informational Cable TV show for the Mounds View public. Records Management • Prepares and maintains records and indexes, including, but not limited to, minutes, ordinances, resolutions, and staff reports. • Develops, monitors, and maintains City record retention schedules and for Administration, Finance and Economic Development departments and the Office of the City Administrator. • Develops system for collection, organization and retrieval of city information and various proposals, license contracts and agreements. • Maintain various databases, including Mounds View businesses. Office Management it • Solicits bids and purchases office equipment, supplies, stationery,maintenance and janitorial supplies. Maintains inventory of city office supplies, as well as the schedule of routine maintenance and repairs. • Plans conferences, schedules appointments and training sessions. Schedules, coordinates or performs setup of rooms for meetings, or special events. k • Serves as liaison with building maintenance, equipment repair and telecommunications technician persons as needed. * • Monitors lights and fixtures throughout the building. Ensures ballasts are replaced and time clocks adjusted. Coordinates ceiling tiles to be replaced. * • Responds to requests from staff to ensure efficient building operations throughout city hall. fr • Assists City Administrator in office layout for department organization. Arranges and coordinates appropriate action in response to unforeseen circumstances or events that result in a need for immediate action. AV • Ensures duties are covered when custodian is on vacation, absent, or unavailable to perform duties required. i' • Exercises sound judgement in distinguishing between maintenance work capable of being performed in-house and that which requires professional assistance.