8.g)1) Resignation of Office Assistant Meeting Date: 08/21/2012
Agenda Item: � , �
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City Council Agenda Report
City of Scandia
14727 209�' St. North
Scandia, MN 55073 (651) 433-2274
Action Requested: Receive the resignation of Office Assistant Roberta Hummel, and
authorize staff to take the necessary steps to hire a replacement.
Deadline/Timeline: • Advertise position on City & LMC websites—August 22
• Advertise in local papers—August 29 & 30
• Deadline for applications—September 21
• Interviews—week of October 1 or October 8
• Council approval of new hire—October 16
• Earliest start date—October 17
Background: • Office Assistant Roberta Hummel has submitted her resignation
effective August 9,2012. She has worked for the City for about one
year.
• For 2012 this position is budgeted at 12 hours per week at a pay
rate of$12.75 per hour. There are no benefits (except the
employer contribution to PERA.)
• The market was reviewed and a pay range for the position was set in
the spring of 2011 when the job was last posted($11.16 to$13.64 per
hour.) After the 2%adjustment applied for 2012,the range would be
$11.3 8 to$13.91 per hour. The actual pay rate of the new hire would
be based upon their experience and skills.
Recommendation: This support position is very important to getting packets out,keeping up
with filing,answering phones and having sufficient office coverage. The
proposed schedule should allow for involvement by the new City
Administrator in the hiring decision.
I recommend that the Council take the following actions:
• Accept the resignation of Office Assistant Roberta Hummel;
• Authorize advertising for applications for the position of Office
Assistant at the pay range of$11.38 to $13.91 per hour.
• Determine whether the interview process will be delegated to staff
or if Council members wish to participate.
Attachments/ . Position Description, Office Assistant
Materials provided: • Draft Job Posting, Office Assistant
Contact(s):
Prepared by: Anne Hurlburt, Administrator
(office assistant hiring process)
Page 1 of 1
08/02/12
Approved by City Council, March 20, 2007
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: OFFICE ASSISTANT
STATUS: Part-time (approximately 15 hours/week) regular position
Normal working hours per personnel policy
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.
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
minirnum delay.
2. Provides clerical support using word processing and spreadsheet software to
produce correspondence, reports and mailing lists; copies and distributes agenda
packets for City Council and committees; processes and distributes mail.
3. Assist with maintaining and purging filing systems in accordance with records
retention policy and Data Practices Act.
4. Assist with licensing functions and issuing of permits.
5. Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
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. Ability to develop and maintain general working knowledge of city services and
functions.
4. Ability to develop and maintain effective working relationships with a wide variety
of City personnel and the general public.
5. Ability to deal discreetly with confidential information.
Page 1 of 2
Printed 8/2/2012
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 taws 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.
MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent education.
2. One year of skilled clerical or office support experience.
3. Valid driver's license and good driving record.
SUPERVISION OF OTHERS: NONE
Page 2 of 2
Printed 8/2/2012
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The City of Scandia is accepting applications for a part tirri�(appro�,.,�� hrs/wk) Office
Assistant. The position will perform a wide variety,�`o�e support�ons including
receiving visitors, answering telephone inquiries,�t5ing ward processing �,:s�readsheet
software to produce correspondence, reports �d��ling lis�,copying and c���iuting
agenda packets for City Council and committees, pr�,ssi�m�,l, creating a�d
maintaining filing systems and assisting with licensing��I permitting. Minimum
qualifications include: high school di��ma or equivalent���tacation, one year of skilled
clerical or office support experience, v�,���er's license a��$ood driving record. Pay
range is $11.38 to $13.91 per hour. City"spp���n required. �� a copy of the application
materials, contact the city at: 651 433-22'��, or vis�i��ity w�b site at
www.ci.scandia.mn.us. Su<bmit completed ��ation to: City of Scandia, 14727
209t" St.N., Scandia MN; �5�}'73 by 4:00 p.rr�`�;Friday Se�tember 21, 2012.
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For pt�ication in:
���st Lake Times;�ugust�;2012
Co��y Messenger,;�ugus�29, 2012
City o���andia Wel��te
Minnesot�,�ague,�Cities Publications
:,�`',
1472? 204`�' St. N., Scanciia. h9innesota 5�073
Phone (651) 433-2274 Fax (65l) 433-5l12 http://w�v���.ci.scandia.mn.us