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Home My WebLink AboutResolution 10231 - 2026/04/13RESOLUTION NO 10231 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AUTHORIZE A RECRUITMENT PROCESS FOR THE CITY HALL RECEPTIONIST POSITION AND APPROVE REVISIONS TO THE JOB DESCRIPTION WHEREAS, the part-time Receptionist resigned, leaving the position vacant effective March 19, 2026, and WHEREAS, staff is requesting the City Council authorize approval to recruit and fill the Receptionist position; and WHEREAS, the job description has been revised and evaluated by the City's compensation consultant, and recommended to remain at Grade 3; and Grade 3 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 Ste 9 $24.79 $25.78 $26.75 $27.75 $28.79 $29.80 $30.77 $31.69 $32.57 WHEREAS, the part-time Receptionist will accrue pro -rated vacation, ESST/sick time and holidays. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council approves the following: • Authorize a Recruitment Process for the City Hall Part -Time Receptionist • Approve revisions according to the attached job description • Keep the position as a Grade 3 • The position will accrue pro -rated vacation, ESST/sick time and holidays Adopted this 13t" day of April, 2026. c indstrom, Mayor A � TESr �: ,.• ZZ Brian BeeMan, Acting City Administrator Exhibit A MoUrms ViEVV JOB DESCRIPTION Job Title: Receptionist Grade: 3 Supervisor Title: Human Resource Director Department: Administration FLSA Status: Non -Exempt Part Time Date Reviewed: 04/13/2026 (revised) Minimum Qualifications of Education and Experience: ➢ High school diploma or GED equivalent. ➢ Two (2) years of increasingly responsible related experience. ➢ Experience with document imaging. ➢ Typing of 50+ WPM with ability to proofread. Nature of Work: This position provides high quality customer service to the public and internal customers. Receives and refers inquiries to appropriate personnel. Performs administrative duties to include word processing, data entry, mail processing, cash receipting, and providing support to the Human Resource Director and Administration staff. Maintains office supplies and assists other departments as time allows. Communicates with: Internally —All City staff, City Council, and Commissions Externally —General public and vendors Supervision: None Essential Work Functions: • Responsible to unlock City Hall office by 7:00 a.m. Monday through Thursday's. • Greet visitors at City Hall and answer questions or direct to staff member/department able to assist with customer request, while providing excellent customer service and maintaining a favorable image of the City. • Maintain an up-to-date directory of telephone numbers and addresses necessary for public information. • Assist with the record management function for the Administration Department by scanning and properly filing documents into digital imaging to ensure efficient and effective future retrieval of non -confidential information. • Assist HR Director with interview preparations. • Order name plates for Council, Commissions, and staff. • Participate in the staff Wellness Committee and prepare the annual wellness calendar. • Organize community building activities for annual employee appreciation and wellness events. • Process all income and outgoing mail; promptly distribute mail to appropriate departments. • Create business cards in-house as needed for City Hall, Public Works and Parks and Recreation staff. • Set up and take down Council Chambers for all meetings scheduled in Council Chambers. Refer to the calendar on the City's website for meeting dates. Name plates for Commission and staff members, and podium are required for meetings using the dais. Set up tables, chairs and microphones when they are required for meetings (example: Work Sessions and some committee meetings). • Create identification badges for approved peddlers/solicitors/transient merchants within the City; and for new and/or current employees. Page 2 Receptionist • Update Receptionist Procedures Manual as procedures are added or changed. • Post City Hall closures on City Hall entrance doors one week in advance of a City closure and send to Public Works and the Parks and Recreation departments holiday signage. • Make sure copy paper is filled in the copy machine daily. • Maintain the lobby, office supply/mail room and front counter area in a neat and orderly condition removing all outdated notices, posters, etc. • Replenish medical supplies in City supply cabinets when supplies are depleted for the Safety Committee. • Mid -day and at the end of shift sanitize main door handles (including restrooms and the back entrance into City Hall), lobby phone, computer and pens. • Perform cash receipting (utility billing credit card payments) including collecting fees and issuing receipts (for certain licenses, permits and bills). • Assist with utility billing and accounts payable processes and procedures as needed. • Order and keep inventory of City Hall office supplies. • Put phones on call forward when stepping away from desk. • Answer recycling questions. • Schedule Council Chamber reservations for outside requests when requested. Inform internal staff on how to schedule their own meetings using Outlook. • Perform word processing, including, but not limited to form creation, fillable PDFs, and general correspondence. • Assist with election activities and other administrative and municipal functions as directed. • Provide Notary Public services to staff and residents. Other Work Functions (Illustrative Only): • Performs related work as required. Knowledge, Skills, and Abilities Required: • Ability to operate a computer and related hardware and software. • Ability to operate a five -line telephone system, and standard office equipment. • Ability to learn specialized software, systems or equipment related to business needs. • Ability to generate applicable records, reports and files; ability to plan, coordinate, and review/proofread all materials before finalized. • Knowledge and experience of relevant software applications -spreadsheets, word processing and database management. • Ability to perform cashier duties accurately. • Ability to effectively meet and deal with the public. • Ability to communicate effectively verbally and in writing. • Ability to handle stressful situations. • Ability to maintain confidential information. • One (1) year prior municipal experience helpful. • Willing to become a Notary Public within six (6) months of employment. • Ability to work 7:00 a.m. to Noon, Monday — Thursday. • Ability to pass reference and background checks, and a hiring assessment with the City's psychologist before beginning position. 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 Receptionist 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: Printed Name: Date: RESOLUTION NO 10232 CITY OF MOUNDS VIEW COUNTY OF RAMSEY STATE OF MINNESOTA AUTHORIZE A RECRUITMENT PROCESS FOR THE COMMUNICATIONS INTERN POSITION AND APPROVE THE JOB DESCRIPTION WHEREAS, during the March 30, 2026, Council Work Session, Staff introduced the concept of hiring a Communications Intern to assist with the Parks GOAL (General Obligation and Levy), Parks Master Plan, and Education of the voter bonding question; to which council concurred; and WHEREAS, staff is requesting the City Council authorize approval to recruit and fill the Communications Intern position; and WHEREAS, staff created a temporary part-time Communications Intern job description. These positions are outside the Compensation Pay Plan (not a graded position); and WHEREAS, staff recommends the position be paid $20.00 per hour; and WHEREAS, staff requests the ideal candidate will work up to 25 hours per week, with the possibility of working up to 20 weeks; and WHEREAS, funds to cover this unbudgeted position will be provided by 50% 100-4360-0150 - Parks, and 50% 252-4730-0150 -Community Center. NOW, THEREFORE, BE IT RESOLVED that the Mounds View City Council approves the following: • Authorize a Recruitment Process for the Temporary Part -Time Communications Intern • Approve the attached Communications Intern job description • Approve the hourly wage of $20 • Approve work hours of up to 25 per week, with the ability to work 20 weeks for the intern position • The position will accrue only ESST hours and have MNPLuctions Adopted this 13t" day of April, 2026. ATTEST: ch Brian Beeman, Acting City Administrator Exhibit A LENjokk 1 JOB DESCRIPTION Job Title: Communications Intern Grade: Seasonal Supervisor Title: Director of Public Works / Parks and Recreation Department: Public Works / Parks and Recreation FLSA Status: Non-exempt/Part-Time Internship Date Reviewed: 04/13/2026 Minimum Qualifications of Education and Experience: ➢ High school diploma or equivalent. ➢ Possess, or be in the process of obtaining, a bachelor's degree in communications, marketing, business administration or related field. ➢ Available to work for up to 25 hours per week and occasional evening and weekend hours. ➢ Possess a valid driver's license with good driving history. Nature of Work: This position is under the direction and supervision of the Director of Public Works / Parks and Recreation and responsible for updating social media and website maintenance. Photographing special events and staff photos. Updating marketing materials and assisting with the City newsletter related to the 2040 Park Master Plan, GOAL PARKS, and funding options. Communicates with: Internally —AlI City staff. Externally —Vendors and general public. Supervision: None Essential Work Functions (illustrative Only): • Assist with writing, editing, and preparing articles for City residents and employees, including newsletters, brochures, flyers, and electronic communication as directed by Director of Public Works / Parks and Recreation. • Serve as a City photographer and videographer. Take and prepare photos and video for web, social media, and print promotions. • Assist with updating the City's website by creating and linking content and ensuring the site is current and relevant. • Create, edit and publish videos for YouTube, website, and social media. • Research trends and video tools. • Create content for social media communication tools, monitor inquiries, complaints, and comments and respond to routine citizen requests or questions. • Assist with the marketing and promotion of City services through special events, promotions, community events, public gatherings and related activities. • Attend and assist in scheduling, participating in, or coordinating events and activities to market and promote the City, as needed (i.e., ground breakings, open houses, festivals, grand openings, recreation events, etc.). • Measure campaign performance using analytics and reporting on Key performance indicators (i.e., return on investment engagement rates). Other Work Functions (Illustrative Only): Page 2 Job Description Template • Performs related work as required. Knowledge, Skills, and Abilities Required: • Strong copywriting, creativity, and visual storytelling skills. • Knowledge of marketing communications concepts and ability to select proper communication channels. • Ability to assist with projects, coordinate timelines and handle multiple priorities. • Ability to update websites, create graphics, and produce social media content. • Ability to effectively communicate both orally and in writing using various forms and in a variety of situations. • Experience with Adobe Creative Suite, Microsoft Office, Canva. • Knowledge of Facebook, Linkedln, X (formerly Twitter), Instagram, YouTube and other various social media outlets. 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. 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 Hazardous physical conditions X Atmospheric Conditions X Hazardous materials X Extreme temperatures X Intense noise X Inadequate lighting X Environmental X Very Heavy Work (in excess of 25 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: Printed Name: Date: