Resolution 9299 - Laserfiche WebLink

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POSITION DESCRIPTION Position Title: Executive Administrative Assistant Department: Administration Accountable To: City Administrator Status: Part -Time Non -Exempt PRIMARY OBJECTIVE OF POSITION Maintain official records of City Council actions. Process business license applications, lawful gambling and peddler/solicitor/transient merchant permits. Provide advanced administrative support to City Administrator, Assistant City Administrator, Human Resources Coordinator, and City Council. Coordinate digital filing process for Administration Department and serve as liaison for City as Laserfiche expert. Maintain and archive minutes. Perform related work as apparent or assigned. SUPERVISION RECEIVED Works under the guidance and direction of the City Administrator. SUPERVISION EXERCISED None. ESSENTIAL DUTIES AND RESPONSIBILITIES • Process and prepare business licenses and advisory commission applications; track in PermitWorks, communicate with license applicants. • Prepare staff reports, notice of special meetings, legal notices, ordinances, and resolutions; • Serve as the City's digital filing expert using Laserfiche. Maintain Administration Department's digital files, and answer questions for other departments as needed. • Create and maintain files and records to ensure City information is complete, accurate and current. • Oversee and maintain official City records/documents and prepare destruction reports when necessary. • Coordinate documents for scanning into records retention for Administration Department and provide assistance to other departments as necessary. • Update the Administration portion of the City's website. • Create fillable forms when needed. • Prepare public hearing mailings for new liquor, beekeeping, chicken/duck keeping and kennel license applications. • Publish notices as required. • Work with Council to obtain signatures for legal documents in accordance with the City Charter and State Statutes. • Accurately complete and submit various reports as required by Ramsey County and the State of Minnesota, including annual business license report required by the MN Department of Revenue and the annual LG510 gambling report required of the MN Gambling Board.