10.3 SR 02-07-2022Request for Action
To Item Number
Mayor and City Council 10.3
Agenda Section Meeting Date Prepared by
Work Session February 7, 2022 Tina Allard, City Clerk
Item Description Reviewed by
Secretary Receptionist Position Status Lauren Wipper, HR Manager
Reviewed by
Cal Portner, City Administrator
Action Requested
Discuss and provide direction.
Background/Discussion
The recent deputy clerk vacancy has been filled by Jolene Richter who job shared the City Hall front desk
secretary-receptionist position. This vacancy created an opportunity to review the job share component of the
position. This is an important position for us as it is the first impression a visitor or caller often has of the city.
Two part-time employees (one week on, one week off) cover the 40-hr per week position. The job sharers are
required to cover for each other when one is out sick or on vacation, etc. Though we save some money not
paying regular full-time benefits, we frequently have short or no-notice scheduling challenges that require other
administrative staff to backfill, which create other workload challenges.
Changing this position to full-time would reduce most scheduling challenges and improve continuity and
consistency. We have also had a good share of turnover in this position as applicants use the opportunity to jump
to other full-time position within the city. We’ve hired 5 people in the last 10 years. This turnover results in
additional hiring/training time, sometimes challenges as two working styles learn to coexist and sometimes
disruption of workflow and communication challenges with information sharing.
Financial Impact
The 2022 personnel budget for this position is $60,544, which includes an additional $4,443 for vacation coverage
staffing. The incumbent employee is interested in full-time, and her salary would be less than budgeted leaving
about $1,800 depending on her insurance option.
Mission/Policy/Goal
Elk River Vision Statement
Attachments
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
Secretary/Receptionist
Position Description
Department: Immediate Supervisor:
Administration City Clerk
Pay Grade: FLSA Status: Last Updated: (date)
6N Non-Exempt 10/2019
Positions Supervised:
N/A
Position Summary
The Secretary/Receptionist performs a variety of receptionist duties including, but not limited to,
answering telephones, directing messages and inquiries to appropriate departments, issuing permits,
processing mail and word processing.
Essential Functions
1. Performs receptionist duties.
A. Receives, screens, and transmits telephone calls and messages to city employees.
B. Answers routine questions about hours and locations and explains departmental
services, programs, and procedures.
C. Greets the public and directs them to appropriate city department.
D. Issues, burning permits and snowmobile permits.
E. Receives and tracks bid packets.
F. Schedules security door overrides.
G. Creates and updates webpages of the employee intranet.
H. Organizes and scans documents into digital management system.
I. Maintains calendar of weekly city meetings and events.
J. Assists all city departments with miscellaneous clerical projects.
2. Performs clerical support duties.
A. Processes outgoing mail and coordinates other methods of shipment.
B. Opens and reviews incoming mail and routes to appropriate location.
C. Types memos and correspondence as needed.
D. Receives payments.
E. Creates and updates pages for in-house electronic bulletin boards.
F. Places orders for office supplies, logo clothing, and business cards.
3. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
C. Participates in safety training.
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Required Knowledge, Skills, and Abilities
Knowledge of switchboard functions.
Ability to handle fifteen (15) incoming phone lines with one hundred (100) extensions.
Ability to work under stressful situations involving intense public contact.
Ability to work independently and assume responsibilities with minimal direct supervision.
Ability to positively communicate with fellow employees
Ability to present positive and professional image of the city to the public.
Ability to deal and communicate with the public in a courteous and efficient manner.
Ability to use computer, word processing software, fax, transcription machines, copier and
other standard office equipment.
Minimum Qualifications
High school diploma or equivalent.
One-year experience as a receptionist with multi-line phone system.
Demonstrated experience in Microsoft Office software.
Preferred Qualifications
Specialized receptionist training.
Municipal experience.
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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x10.3 at Secretary-Receptionist.doc