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HomeMy WebLinkAboutResolution 9299RESOLUTION NO. 9299 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA RESOLUTION APPROVING A NEW JOB DESCRIPTION FOR EXECUTIVE ADMINISTRATIVE ASSISTANT WHEREAS, retired employee Barbara Benesch was rehired in 2017 to provide temporary administrative assistance; and WHEREAS, staff discovered a job description listing job duties for temporary administrative assistance services had not been created; and WHEREAS, a job description has been created to accurately reflect duties performed by Ms. Benesch serving in the capacity of Executive Administrative Assistant. NOW, THEREFORE, BE IT RESOLVED, that the Mounds View City Council approves the job description for Executive Administrative Assistant as shown in Exhibit A (attached). Adopted this 24th day of August, 2020. Carol A. Mueller, Mayor ATTEST: A /� ?- / Nyle ikmun , City dministrator (SEAL) 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. Executive Administrative Assistant August 24, 2020 Page 2 • Assist Human Resources Coordinator with digital filing and maintain confidential nature of data. • Create identification badges for approved peddlers/solicitors/transient merchants within the City; and for new and/or current employees. PERIPHERAL • Keeps up to date on digital technology/software as applicable and requires to performance of duties within job description. • Other duties as assigned. MINIMUM QUALIFICATIONS (A) Graduation from high school or GED equivalent and considerable experience, or equivalent combination of education and experience. (B) Above average written and verbal communication skills. (C) Five (5) years of increasingly responsible related experience. (D) Previous experience in municipal government. (E) One (1) year experience with document imaging (i.e. Laserfiche). DESIRABLE QUALIFICATIONS (A) Two (2) years' experience with document imaging (i.e. Laserfiche). (B) Notary Public. NECESSARY KNOWLEDGE, SKILLS AND ABILITIES (A) Ability to maintain confidential and sensitive information. (B) Demonstrates a high level of attention to detail. (C) Ability to establish and maintain effective working relationships with staff, supervisors, City officials, vendors, contractors, participants, and public; ability to work as a team member. (D) Proficient with computers and modern office practices and procedures; this includes proficiency in Microsoft applications (E) Ability to effectively meet and deal with the public; ability to communicate effectively both verbally and in writing; ability to handle stressful situations. (F) Flexibility and ability to work under changing priorities and peak workloads and have the ability to multitask and deal with interruptions. (G) Ability to perform and manage multiple tasks, often changing tasks on short notice. (H) Ability to work effectively under pressure and meet deadlines. (1) Skill in operation of listed tools and equipment. (J) Strong customer service approach JOB EXPECTATIONS This position is part-time. Employee may occasionally have to work flexible days/hours. SPECIAL REQUIREMENTS No. Executive Administrative Assistant August 24, 2020 Page 3 TOOLS AND EQUIPMENT USED Phone switchboard; computer including word processing, spreadsheet, data entry, and document imaging software (i.e. Laserfiche); computer; identification software and printer; PermitWorks (or similar software); copy machine; postage machine; fax machine; and calculator. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. This work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel, reaching with hands and arms and repetitive motions, frequently requires standing, walking and stooping, kneeling, crouching or crawling and occasionally requires pushing or pulling and lifting; work requires close vision, distance vision, ability to adjust focus, depth perception, color perception, and peripheral vision; vocal communication is required for expressing or exchanging ideas by means of the spoken word and conveying detailed or important instructions to others accurately; hearing is required to perceive information at normal spoken word levels and to receive detailed information through oral communications and/or to make fine distinctions in sound; work requires preparing and analyzing written or computer data, visual inspection involving small defects and/or small parts, operating machines, operating equipment and observing general surroundings and activities. This work requires the occasional exertion of up to 25 pounds of force. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet, but occasionally noise levels may become elevated due to high customer volumes or surrounding departmental activities. SELECTION GUIDELINES Formal application, resume and cover letter; rating of education/training and experience; oral interview; job related tests may be required; reference checks, criminal background check, hiring assessment and non -DOT drug screen. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer Executive Administrative Assistant August 24, 2020 Page 4 and requirements of the job change. Approval: 4 Approval: 6411!� Nyle Am6 City Administrator Carol A. Muell r, Mayor 2020/08/24