9.d2 Approve Hiring Process for Full-Time Maintenance Postion
Staff Report
Date of Meeting: 5/16/2023
For: Honorable Mayor and Council
From: Charles Fischer – Director of Public Works
Subject: Approve Hiring Process for Full-Time Maintenance Position
Background:
The City of Scandia employs three Full-Time Maintenance Staff to maintain or repair all of the City’s
infrastructure. Maintenance and repair to City infrastructure includes but is not limited to: Streets,
Sewers, Parks, and Buildings.
Starting July 1st, 2023 Scandia Public Works will have a vacancy in one of these positions unless the City
begins the hiring process soon. The position opening is due to the retirement of a current employee on
June 30th, 2023.
Issue:
Should the council approve advertising for and begin the hiring process to fill an upcoming open Full-
Time Maintenance position in Public Works.
Fiscal Impact:
According to the current Union agreement Full-Time Maintenance Staff hourly rate is between
$25.05(starting) and $30.89(8-year anniversary) per hour. The existing pay for the position to be
replaced has reached top scale and any hire from this process will not impact budgeted pay rates for
2023. To be competitive in seeking a qualified person to fill the position Public Works requests to post
the position with the full pay scale listed above.
Staff/Maintenance Impact:
With no risk of fiscal impact there will be an impact to daily operation, following June 30th, 2023, due
to the low number of full-time staff within Public Works. The time between now and July 1st is minimal
to advertise and complete the hiring and onboarding process before June 30th. The anticipated hiring
schedule below indicates a time period where Public Works will be operating with only two full-time
maintenance staff.
Advertise 17-May 7-Jun
Review Applications 8-Jun 13-Jun
Schedule Interviews 14-Jun 16-Jun
1st Interviews * June 22/23 June 26/27
2nd Interviews ** 10-Jul 14-Jul No second interview
Offer Position 14-Jul 17-Jul 28-Jun
Council Approval 18-Jul 5-Jul
Two weeks from hire 3-Aug 24-Jul
* Potential dates
** second interviews if necessary
Proposal:
The City will advertise for a Full-Time Public Works Maintenance position utilizing many forums
including but not limited to: League of Minnesota City’s, GovernmentJobs.com, local newspaper
outlets, and social media. The duration of the posting will be three weeks from the posting date,
followed by City staff review of the applications which will then be ranked in order of qualification,
experience and skills. Following the application review and ranking process the top 10% of those
candidates will be interviewed by City Staff.
The interview process will include two segments: an interview with the City Administrator, Director of
Public Works and one office staff worker as assigned. The second segment will be a tour of facilities by
current Public Works staff.
After the completion of all candidate interviews, all staff involved in the process will deliberate which
candidate will best fit the Full-Time Maintenance Position. If one candidate cannot be chosen during
the first round of interviews, a second interview will be coordinated with the top two candidates.
The second interview structure will be based on topics of further discussion or clarification from the
first interview process. The second interviews will be conducted by staff assigned by the City
Administrator.
After the decision has been made for the candidate who best fits the position a recommendation to
Council will be made for final approval to hire the selected candidate.
Options:
1) Begin advertising for and conducting interviews for a Full-Time Public Works Maintenance
Position
2) Postpone advertising and conducting interviews for a Full-Time Public Works Maintenance
Position per Councils direction to begin.
Recommendation:
Option 1
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Printed 5/11/2023
Approved by City Council, June 15, 2010
Amended December 17, 2013
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: MAINTENANCE WORKER, FULL-TIME
STATUS: Full-time (40 hours/week), regular position
Normal working hours, per personnel policy
Subject to emergency call-out or off-hour work assignments
FLSA Non-Exempt
REPORTS TO: Public Works Director
City Administrator
City Council
PRIMARY OBJECTIVE: Under direction of and in coordination with Public Works
Director, ensure that all city facilities including streets, parks, buildings, equipment,
sewer and water utilities, and drainage systems are safe and maintained in good
condition in all seasons of the year.
ESSENTIAL FUNCTIONS:
1. Maintain gravel roads including grading and blading, reshaping shoulders and
hauling gravel, fill sand or other materials as necessary.
2. Maintain paved roadways including hauling materials, cut out patches, catch
basin repairs, and pothole patching. Protect work sites and direct traffic as
necessary.
3. Plow, shovel, de-ice, sand and blow snow on city-owned property, streets, and
sidewalks.
4. Maintain City buildings- interior and exterior, including kitchen equipment, minor
plumbing and electrical repairs, painting, decorating and trash removal.
5. Maintain City Parks – mowing, trimming, refuse removal, ballfield maintenance
6. Clear, tree trim and mow road rights-of-way.
7. Establish and maintain road signage as per manual of Uniform Traffic Control
Devices.
8. Install, maintain and remove street light decorations.
9. Respond to emergency calls involving problems with City-owned utilities.
10. Oversees and maintains sewer utilities including lift stations, repairing pumps,
cleaning lift stations, maintaining lift station grounds, etc.
11. Read and record usage from meters and determines causes for unusual
readings.
12. Work with utility companies to mark underground city utilities.
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Printed 5/11/2023
13. Perform mechanical maintenance of equipment including trucks, mower and lawn
and landscaping equipment.
14. Determine and perform preventative maintenance and safety checks on all
equipment.
15. Attend safety meetings and other training as required.
16. Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Knowledge of and skill in operation of heavy diesel and gas-powered
construction equipment.
2. Knowledge of road construction and maintenance practices.
3. Ability to make minor repairs and adjustments to equipment.
4. Building maintenance skills.
5. Mechanical aptitude.
6. Ability to do some lifting, bending, climbing, reaching, overhead pushing and
pulling.
7. Ability to perform job responsibilities in climatic extremes
8. Ability to work overtime or be on call as necessary and assigned.
9. Knowledge of procedures, policies and practices of sewer maintenance.
10. Ability to read meters and gauges, to be able to detect when problems are
occurring and to respond appropriately.
11. Knowledge of federal and state laws, mun icipal ordinances, and regulatory
requirements for applicable facilities and systems.
12. Ability to follow oral and written instructions; to read and interpret technical
manuals and guides, and to determine solutions to a variety of operations and
maintenance problems.
EXAMPLES OF PERFORMANCE CRITERIA:
1. Roads and City utilities are maintained according to adopted policies.
2. Maintenance workers perform as a team to accomplish objectives.
3. Facilities and equipment are maintained in a neat, clean and orderly mann er at
all times.
4. Equipment and labor are utilized appropriately, effectively and safely.
5. Communicates with elected officials, staff and citizens in a polite and courteous
manner.
6. 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. Experience in road construction and maintenance work involving the operation of
a variety of road construction equipment.
3. Valid class “B” driver’s license, ability to obtain class “A” license within six months
and good driving record.
4. Valid Minnesota Class E Water Supply System Operator license or ability to
obtain that license within one year.
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Printed 5/11/2023
5. Valid Minnesota Class D Wastewater Operator license or ability to obtain one
within one year.
6. Valid Minnesota Subsurface Sewage Treatment Provider certification or ability to
obtain that certification within eighteen months.
7. Ability to respond from home to Public Works facility within 30 minutes.
SUPERVISION OF OTHERS: None