5.k) Staff Report-Update Office Assistant Job Description ��� c
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SCANDIA
Sraff Renon
Date of MeeNng: October 16, 2012
To: City Council
From: Kristina Handt, City Administrator
Re: Update Office Assistant Job Description
Agenda Item#: S.k)
Background:
As we discussed at the October Council Work Session, with the recent resignation of the Parks
and Recreation Coordinator it is an opportune time to review job descriptions. The City is also
going through the process of hiring a new office assistant. Since both positions were very part-
time staff looked at combining the duties into one position.
Issue:
Should the duties of the Park and Recreation Coordinator position be added to the Office
Assistant position?
Proposal Details:
Included in your packet is an updated Office Assistant job description. A red lined version is
also included so you can more easily identify the proposed changes. While there were many
similarities in the duties for the two positions, wording specific to Parks and Recreation
programming were added to the Office Assistant duties. Also,the responsibility for hiring and
training will be reduced as the Administrator will assist with those functions.
Fiscal Impact:
This change will be budget neutral. Although the OfFice Assistant will work 16 hours per week
instead of 12 as has been budgeted in the past,the lower rate of pay will offset the additional
hours. The lower rate of pay is appropriate because some of the supervisory responsibilities will
be decreased.
In addition to the extra four hours per week,the budget would also allow for another 20-25 hours
per year for the assistant to attend community functions outside of normal office hours such as
the Community Market, Vinterfest,TacoDaze, etc.
Options:
1) Approve Updated Job Description
2) Amend and then Approve Updated Job Description
3) Take no action
Recommendation:
Option 1.
Approved by City Council, October 16, 2012
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: OFFICE ASSISTANT
STATUS: Part-time(approximately 15 hours/week)regular position
Flexible workinq
hours dependinq upon season and proqramminq needs
FLSA Non-Exempt
REPORTS TO: City Administrator
City Council
PRIMARY OBJECTIVE: Provide a wide variety of office functions to support the
Deputy Clerk, City Administrator, other staff and the City Council. Proqram and
orqanize a wide varietv of recreation activities and leisure time pursuits for children and
adults.
ESSENTIAL FUNCTIONS:
1. Receives visitors and answer the telephone, answering questions or directing
individuals so as to provide them their needed information accurately and with
I minimum delay; develops and fosters qood relationship with communitv arouqs
and orqanizations, other qublic institutions, and consultants.
2. Provides clerical support using word processing and spreadsheet software to
produce correspondence, reports and mailing lists; copies and distributes agenda
I packets for City Council and committees; prepares and presents reports to Parks
and Recreation Committee and takes committee minutes; processes and
distributes mail.
3. Assist with maintaining and purging filing systems in accordance with records
retention policy and Data Practices Act; maintains inventorv of recreation
equipment and materials.
4_Assist with licensing functions and issuing of permits.
5. Recommends, plans, develops, qromotes, imqlements and evaluates communitv•--- For�wmee:Tab scous: i°,�ee
recreation proqrams and events.
6. Assist with hirinq and supervisinq seasonal recreation emplovees.
4.7.
��8. Perform other duties as assigned.
KNOWLEDGE,SKILLS AND ABILITIES:
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1. Working knowledge of generally accepted office procedures and filing practices
2_Good skill level with personal computers and Microsoft Word and Excel
spreadsheet software. Ability to learn and use other software as required.
3. Knowledqe of recreation proqramminq and the abilitv to monitor and research
recreation needs and trends.
�-4. Abilitv to recruit, train, supervise, motivate and evaluate
seasonal staff.
��5. Ability to develop and maintain general working knowledge
of city services and functions.
� 4:6. Ability to develop and maintain effective working
relationships with a wide variety of City personnel and the general public.
� 5:7.____________�_____Ability to deal discreetly with confidential information.
EXAMPLES OF PERFORMANCE CRITERIA:
1. Public contacts are courteous and businesslike and the information provided is
accurate and timely.
2. Work produced is professional looking, accurate and error-free.
3. Requirements of state laws and local ordinances and policies are met.
4_Keeps supervisor informed of all significant matters he/she must know to perform
his/her responsibilities effectively.
5. Proqramminp responds to communitv needs.
6. Proqrams are executed safelv and are aqe-appropriate.
7. Displavs leadership, initiative and decision-makinq skills.
8. Proprams are administered within budqet constraints.
MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent education.
2. One vear related
experience, includinq supervisinq others.
�3. Basic word-processinq and/or desktop publishinq skills.
3:4 ____ __Valid driver's license and good driving record.
� SUPERVISION OF OTHERS: NAM€: Part-time seasonal Recreation Leader(s)
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