The URL can be used to link to this page

Home My WebLink AboutResolution 10142 - 2025/08/25RESOLUTION NO 10142 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA APPROVING THE HUMAN RESOURCE ASSISTANT/DEPUTY CITY CLERK JOB DESCRIPTION AND AUTHORIZING THE PROMOTION OF KARI THOLKES WHEREAS, Kari Tholkes was hired as the Afternoon Receptionist in November 2022 for City Hall; and WHEREAS, since starting with the City, Ms. Tholkes position has advanced into a larger position. She has taken on multiple communication aspects for the City over the last two years, including the Mounds View Matters, Cable -casting commission meetings, the City's Facebook Account creating media graphics, and attending to the City's website; and WHEREAS, Ms. Tholkes handles many of the administrative duties within the HR Department, and is on track to achieve her Minnesota Municipal Clerk Certification within the next two years; and WHEREAS, a job description has been created which better describes the position held by Ms. Tholkes. The position was evaluated by DDA (the consultant who completed the Market Rate Evaluation in 2024) and recommends the position as a Grade 5. The HR Committee and Staff are recommending Ms. Tholkes be assigned to Step 1 of the wage scale retroactive to April 1, 2025. Ms. Tholkes would be eligible to advance to Step 2 on October 1, 2025. Grade 5 4% 3.75% 3.75% 3.75% 3.5% 3.25% 3% 2.75% Step 1 Step 2 Step 3 Step 4 Step 5 Step 6 Step 7 Step 8 Step 9 $29.90 $31.10 $32.26 $33.47 $34.73 $35.95 $37.11 $38.23 $39.28 NOW, THEREFORE, BE IT RESOLVED THAT the City Council of the City of Mounds View approves the following: 1. Job description of Human Resource Assistant/Deputy City Clerk approved to Grade 5. 2. Kari Tholkes is approved to the position of Human Resource Assistant/Deputy City Clerk retro-active to April 1, 2025. 3. Kari Tholkes will be on probation until October 1, 2025. Upon successful completion of probation will advance to Step 2 of the pay plan. 4. Kari Tholkes will advance to Step 3 on April 1, 2026, and then move forward with step increases effective April 1st each year until reaching Step 9 (top of pay plan). A"TTEST: Adopted this 25th day of August, 2025 strom, Mayor Nyle ikmun ity Administrator MOUrms ViEvv JOB DESCRIPTION Job Title: Human Resource Assistant/Deputy City Clerk Grade: 5 Supervisor Title: Human Resource Director/City Clerk Department: Administration FLSA Status: Non -Exempt Part Time Date Reviewed: 08/25/2025 Minimum Qualifications of Education and Experience: ➢ High school diploma or GED equivalent. ➢ Three (3) years of Human Resource/office experience. Preferred Experience: ➢ One (1) year experience in municipal government. ➢ One (1) year experience with document imaging (i.e. Laserfiche). Nature of Work: This position is responsible for providing administrative support to the Human Resource Director/City Clerk, City Administrator, producing communication materials and responding to guests at the front counter. Communicates with: Internally —All City staff, City Council, and Commissions Externally —General public and vendors Supervision: None Human Resource Assistant • Provides administrative assistance including data entry, updating and monitoring information systems, records retention, and HR related events. • Assist in the recruitment process by posting job announcements, printing completed applications, and assisting with coordination of the interview process. • Creates forms in the onboarding process and coordinates employee onboarding in Neogov software. • Assists with the employee recognition program, appreciation events, and wellness initiatives. • Scans documents into Laserfiche filing. Utilizes Laserfiche as the primary archival resource. • Supports Director with other duties as assigned or apparent. Deputy City Clerk • Provides administrative support to the City Clerk. • Serves as back-up to the City Clerk for all statutory and assigned responsibilities. • Prepares/distributes Charter, City Council and Economic Development Authority packets; plus, posts agendas. • Coordinates all posting of legal notices, including quorums. • Notifies select residents of closed session meetings. • Helps coordinate local elections with Ramsey County and serves as back-up staff liaison. • Prepares Council Chambers for meetings and cleanup (following day) • Organizes the City's future agendas for staff use. Page 2 Human Resource Assistant/Deputy City Clerk Communications • Greet visitors at City Hall and answer questions or direct to staff member/department able to assist with customers' request, while providing excellent customer service and maintaining a favorable image of the City. • Provides posts and graphics on City Hall's electronic bulletin board. • Assists with the maintenance of the City website; updating the site with requested information and removing outdated information as needed, plus updating the City calendar of events. • Prepares/distributes communications from the city including city newsletter, Mounds View Matters, flyers, mailings, etc. • Post information to the City Facebook account. • Assist in scheduling cablecast meetings and providing cablecast coverage of up to four (4) meetings/month. Other Work Functions (Illustrative Only): • Performs related work as required. Knowledge, Skills, and Abilities Required: • Ability to maintain confidential and sensitive information. • Must have a strong customer service approach. • Performs word processing, including, but not limited to forms, fillable PDFs, licenses and general correspondence. • Proficient with Microsoft Office Products, Zoom, Canva for graphics, Neogov, Laserfiche, and Adobe. • Willing to become a Notary Public within six (6) months of employment. • 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. • Ability to work as a team member. • Demonstrate initiative and excellent problem -solving skills. • Ability to effectively meet and deal with the public; ability to communicate effectively both verbally and in writing. • Ability to handle stressful situations and manage projects, coordinate timelines, and handle multiple priorities. • Ability to update websites, create graphics, and produce social media content. • Demonstrates a high level of attention to detail and have exceptional proofreading skills. • Ability to type 50+ WPM and skilled in proper grammar, sentence structure, paragraphing, punctuation, and spelling. • Flexible and able to work under changing priorities and peak workloads and have the ability to multitask and deal with interruptions. • Previous cablecasting experience helpful, however not required, but must be willing to learn. • Willing to work evenings to cablecast meetings. • Certified Municipal Clerk (CIVIC or MMC) or willing to enroll in the Clerk's Institute program. Persons with disabilities: the above is a general listing of job duties. Essential and non -essential functions may vary by individual position. Reasonable accommodations may be available for both essential and non -essential job duties. Page 3 Human Resource Assistant/Deputy City Clerk Physical Demands and Work Environment: In compliance with Americans with Disabilities Act, the following represents the Physical and Environmental Demands: Function: 24%or Less 25%- 49% 50%- 74% 75%or more Office environment X Sitting, standing X Walking, reaching, pulling X Typing/data entry X Talking, hearing X Close and distance vision X Color vision, depth perception, accommodation, field of vision X Sedentary (10 pounds of force) X This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. The City Council, City Administrator or appropriate Elected Official retains the discretion to add duties or change the duties of this position at any time. Mounds View is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodation to qualified individuals and encourages both prospective and current employees to discuss potential accommodations with the employer. Employee Signature: Date: