7.2. SR 05-18-1998ity of
River
MEMORANDUM
Item #7.2.
TO:
FROM:
DATE:
SUBJECT:
Mayor & City Council
Pat Klaers, City Administrator
May 18, 1998
Building Clerical Needs
THIS ITEM IS NOT ON THE AGENDA, BUT NEEDS TO BE
DISCUSSED UNDER OTHER BUSINESS.
With the growth in building activities, the city has been attempting to keep
pace with the corresponding clerical needs with a "phase-in" approach.
Building and Zoning Administrator Steve Rohlf has repeatedly requested
additional clerical help to deal with walk in business and requests,
scheduling of inspections, and answering all of the phone inquiries. As the
Council knows, building activities have been steady for new construction, but
the number of permits has increased dramatically as after the new homes are
constructed, they all seem to have follow up permits and inspections for such
things as decks, finishing basements, garages, etc. The new Housing
Inspector was added in part to help the city address additional building
inspection needs.
In 1997, we added a half time position to the building clerical staff (Sara
Onarheim). The hours put in at the building department was actually less
than 20 hours per week as the street/park department (Phil Hals) is using
Sara 6 hours per week. During 1997, it became obvious that in order to
provide good customer service we needed two full time clerical positions in
building at least during the construction season. To meet this need, city
administration had one of its secretaries (Joni Pearson) work in the building
department the two mornings when Sara was working for Phil. Additionally
we had hoped to move the secretary/receptionist (Tina Allard) over into the
building department in the afternoons from April through November, and
then hire a secretary/receptionist for eight months from a temporary agency
to cover the front desk. In this manner, we would not have to add another
regular position to the city staff.
The best laid plans do not always work out. We have had three individuals
from the service provide secretary/receptionist services at the front desk and
13065 Orono Parkway · P.O. Box 490 · Elk River, MN 55330 · TDD & Phone: (612) 441-7420 · Fax: (612) 441-7425
all three have come and gone without success. It appears that we will finally
have to take the next step in addressing our clerical needs in the building
area and add a second full time position to this department. In this regard,
we would have to eliminate the half time position and would offer this full
time opportunity to the current employee (Sara).
By going this route we keep Joni in the administration department to
address our growing needs which is mainly coming from the economic
development department. Additionally, ff Sara does not want a full time job,
she could continue to work for Phil on a part time basis and we immediately
see this part time work growing to about 12 hours per week. Earher this
year we were hoping to operate on a full time basis using three employees for
eight months out of the year and on a half time basis for four months out of
the year. Going to a second full time position instead of this "piecemeal"
approach would only shghtly add to the total number of clerical hours per
year being provided in the building department, and would free up Joni to
help us meet our administration and economic development clerical needs.
This would also provide Phil with adequate clerical support.
Assuming that Sara does not want this position we would first offer this
position to Tina to see ff she would hke to move from the front counter
secretary/receptionist position to the building department
secretary/receptionist position. Either way, I am seeking Council approval to
advertise for a full time secretary/receptionist position which will either be
for the building department or the front desk area.