8.1. SR 11-02-2020
Request for Action
To Item Number
Mayor and City Council 8.1
Agenda Section Meeting Date Prepared by
General Business November 2, 2020 Lauren Wipper, Human Resources Manager
Item Description Reviewed by
Senior Administrative Assistant Position Michael Hecker, Parks and Recreation Director
Description and Promotion
Reviewed by
Cal Portner, City Administrator
Action Requested
Approve, by motion, the Senior Administrative Assistant position description for the Parks and Recreation
Department.
Approve, by motion, promoting Dawn Larson into the Senior Administrative Assistant position retroactive to
October 12, 2020.
Background/Discussion
With the recreation manager resignation and the promotion of a recreation coordinator to the Furniture and
Things Community Event Center Superintendent, some holes remain in the department. With minimal
programing and events due to the Coronavirus Pandemic we have been able to redirect workloads to fill in basics.
One of our part-time recreation assistants (24 hrs./wk.) has increased her hours and has demonstrated the ability
to provide support for the department in the interim. We would like to change her position to senior
administrative assistant to assist the director which is more reflective of the work needed and what she has done.
Ms. Larson would continue to work at the front desk in the morning and be the primary backup to the front desk
in the afternoon. Ms. Larson would be working primarily on projects assigned to her by Mr. Hecker in the
afternoon hours and may work on them in the mornings while at the front desk. Assisting customers at the front
desk will continue to be her main duty throughout the day.
Financial Impact
Ms. Larson’s current position is in pay grade 6N. The senior administrative assistant position is in pay grade 4N
and would be 40 hours per week. We would not backfill the part-time position. Ms. Larson would begin at step A
of pay grade 4N. All other pay and benefits are consistent with city policy.
Mission/Policy/Goal
N/A
Attachments
Senior Administrative Assistant position description
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires prosperity.
Updated: August 2020
City of Elk River
Senior Administrative Assistant
Position Description
Department/Division: Immediate Supervisor:
Park and Recreation/Recreation Parks and Recreation Director
Pay Grade: FLSA Status: Last Updated: (date)
4N Non-Exempt 11/2020
Positions Supervised:
N/A
Position Summary
The Senior Administrative Assistant performs a variety of duties at the front counter including,
but not limited to, answering phones, welcoming visitors to the facility, cash receipts activities.
Also provides administrative, operational, and policy services, and direct administrative assistance
to the Director. May involve sensitive and/or confidential matter using independent judgement,
tact, and discretion for successful performance of work such as department projects and critical
tasks.
Essential Functions
1. Performs front desk duties.
A. Receives incoming calls to Parks and Recreation Department.
B. Answers routine questions.
C. Greets the public.
D. Explains departmental services, programs, and procedures.
E. Sorts and/or delivers mail.
F. Orders, inventories, and maintains program and office supplies.
G. Performs general filing.
H. Types memos using word processing software.
I. Proofreads and types marketing materials.
J. Submits marketing materials to newspapers.
K. Accepts and processes program registrations and facility use applications.
L. Processes cash and check deposits, credit card transactions, and refunds.
M. Assigns account codes to invoices.
N. Maintains petty cash.
O. Runs registration deposit reports as needed.
2. Assists the Director in day-to-day administrative detail; coordinates the flow of information
to the Director as required for policy and operational decisions.
A. Plans and conducts a variety of special administrative projects and studies as
directed.
B. Researches, analyzes, prepares, and edits staff reports as directed.
C. Coordinates agendas and meeting minutes for boards, commissions, and staff
meetings.
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D. Assists in the preparation of park ordinance changes, grants, award submittals, and
department policies.
E. Prepares a variety of correspondence, periodic and special reports
F. Assists in the development of informational publications, policies, procedures, grant
applications, and other written material.
G. Maintains accurate records and files related to work performed.
3. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
C. Participates in safety training.
Required Knowledge, Skills, and Abilities
Skilled in the use of Microsoft Office 365 Suite.
Skilled in proofreading written material for proper grammar and punctuation usage.
Skilled in interpersonal and public relation skills.
Skilled in maintaining inventory.
Skilled in paying attention to detail.
Ability to plan and conduct sensitive administrative and operational policies and studies.
Ability to prepare clear, accurate, and effective reports, correspondence, policies, newsletter,
and other written material.
Ability to work as a team member.
Ability to accurately type 45 WPM.
Ability to present a positive and professional image of the city to the public.
Ability to read, write, and comprehend basic instruction.
Ability to work independently.
Minimum Qualifications
High school diploma or equivalent.
Two years of experience in senior-type administrative and operational tasks assistance.
Valid driver’s license and good driving record.
Preferred Qualifications
Accredited schooling relating to this position.
General accounting experience or education.
Recreational experience or education.
This Position Description is not intended to be all-inclusive. It is within the City of Elk River’s discretion
to assign additional duties and responsibilities or remove duties and responsibilities at any time.
This Position Description does not constitute a Contract of Employment.
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Senior Administrative Assistant