5.7. SR 10-10-1994
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ITEM 5.7.
MEMORANDUM
TO:
MAYOR & CITY COUNCIL
FROM:
PAT KLAERS, CITY ADMINISTRATOR
DATE:
OCTOBER 6, 1994
SUBJECT: PLANNING SECRETARY
APPOINTMENT AND CLERICAL AND
RECEPTIONIST REQUESTS
The Administration departments are undergoing some office clerical and
receptionist changes. Cathy Schmidt has submitted her resignation from the
Planning department and this is generating a domino effect of changes
among our clerical staff.
.
We have discussed this vacancy in the Planning department with all of our
clerical staff and I am recommending to the City Council that we promote
Debbie Kleckner from the Receptionist position to the Planning Secretary
position and that her pay be set at the entry level for this position. As the
Council should be aware, Debbie Kleckner used to be the Secretary for the
City Administrator in the earlylmid 1980's and, accordingly, Debbie has the
skills and knowledge to handle the responsibility and demands of this
Planning Secretary position. Steve Ach and I both feel that we are very
fortunate to have Debbie available for this position.
In order to fill Debbie's Receptionist position, I am recommending that we
create two regular part-time positions. Also in this regard, it is
recommended that we hire our current temporary part-time Receptionist,
Kristy Mansfield, for one of the regular part-time Receptionist positions.
Kristy is currently paid $6.50 per hour and there would be no change in her
salary. The City Council has previously authorized Kristy to remain
employed with the City on a temporary part-time basis until the end of the
year.
On 10/3/94, the City Council said that the City staff could advertise for a
clerical position as deemed appropriate. We have advertised in the Star
News for a regular part-time Receptionist position. The pay range for this
position is listed at $6.18 to $9.01. This is the old Clerk/Typist pay range and
we need the City Council to formally approve this revised Receptionist pay
. range.
P.O. Box 490 · 13065 Orono Parkway · Elk River, MN 55330 · (612) 441-7420 · Fax: (612) 441-7425
. The two regular part-time Receptionists offer the City much more flexibility
in filling in for sick or vacationing employees, doctor appointments, lunch
periods, conferenceslseminars, etc., than does one regular full-time
Receptionist. These two regular part-time Receptionists are scheduled to
work 41/2 hours per day or 221/2 hours per week in order to give us a slight
overlap during the noon hour. However, we will need these employees to be
flexible in order to fill in as needed.
The shifting of Debbie to the Planning Department, the hiring of Kristy as a
regular part-time Receptionist and the advertisement for another part-time
Receptionist, leaves us one-half office employee short from where we were in
September, 1994. This is due to Kristy being employed on a temporary basis
until the end of the year. In order to help address our office staffing needs, it
is recommended that the City Council authorize the advertisement for a
regular part-time Clerk/Typist employee. This part-time employee would
help the Administrative Secretary and be officed back in the Administrative
department area. It is also recommended that the City Council establish this
Clerk/Typist employee pay range at $7.21 to $9.79. This is the old
Receptionist pay range.
.
Ever since we moved into our new facility in April, 1993, and split the
Building and Zoning Department into a Planning and Building and Zoning
Department, we have also experienced some changes in our office clerical
staff titles and duties and responsibilities. While we have some vacancies in
our office clerical staff positions, we have an opportunity to change some pay
ranges and titles to be more consistent with the norm for most municipalities
and with the comp worth benchmark job value rankings. In this regard, we
are recommending to the Council that we change some titles, abolish some
titles, and change some pay ranges. We currently have a Clerk/Typist II
position which is roughly equivalent to the Secretary "B" position and we also
have our Receptionist above our Clerk/Typist which should not be the case.
These requested changes for the Council to consider are outlined in point #2
in the summary on the following page.
.
The request to hire a regular part-time Clerk/Typist relates to the 1995
budget. The City Council has a goal of spending no more than $68,000 for
new positions in 1995. The most recent list that the City Council reviewed
showed new employees costing $97,000. This is $29,000 more than the City
Council's goal. (It should be noted that even at $68,000, we still have a
$112,500 budget deficit to address.) This $97,000 list of employees includes a
regular full-time Clerk/Typist. By going to a part time Clerk/Typist position,
we can make $13,000 of the needed $29,000 in cuts. The remaining $16,000
in necessary cuts will be discussed by the City Council at a future budget
worksession.
.
In summary, staff is recommending City Council action on the following
items:
1. Appoint Debbie Kleckner as the Planning Secretary effective
10/11/94 and start Debbie at the entry level wage of the
Secretary pay range.
2. Reestablish the Receptionist pay range at $6.18 - $9.01;
Reestablish Clerk/Typist pay range at $7.21 - $9.79;
Abolish the ReceptionistlClerk position; and,
Abolish the Clerk/Typist II position.
3. Appoint Kristy Mansfield as a regular part-time Receptionist
with no pay change...(also note that the City is advertising for a
second regular part-time Receptionist)
4. Authorize the City to advertise for a regular part-time
Clerk/Typist position at the above noted pay range.
.
.
Exhibit 2
CITY OF ELK RIVER PAY RANGES
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1994 PROPOSED 13%)
CITY ADMINISTRATOR
FINANCE DIRECTOR
POLICE CHIEF
STREET SUPERINTENDENT
BUILDING & ZONING ADMINISTRA TOR
WASTEWATER SUPERINTENDENT
L10UOR STORE MANAGER
FIRE CHIEF
ECONOMIC DEVELOPMENT COORD.
CITY PLANNER
BUILDING OFFICIAL
CITY CLERK
ASSISTANT LIQUOR STORE MANAGER
The following positions are subject to overtime:
POLICE SERGEANT
. BUILDING INSPECTOR
ZONING ASSISTANT
RECYCLING COORDINATOR
SR ACCOUNTING CLERK
TAC OFFICER
ACCOUNTING CLERK
SECRET ARY
COMMUNITY SERVICE OFFICER
SENIOR CITIZEN COORDINATOR
SECRETARY RECEPTIONIST
*' 'RECEPTIONIST I c. \".. k.
--FULL TIME LIQUOR CLERK
CLERK TYPIST
'VVW'rS OPERATOR'
MAINTENANCE III
MAINTENANCE II
MAINTENANCE I
LABORER
PART TIME LIQUOR CLERK
10.84
11.34
9.27
7.43
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53656
44714
44027
44027
43504
43504
38152
38152
35478
32960
34235
34235
21509
13.82
11.77
11.77
10.39
9.87
8.56
8.56
8.56
7.96
7.96
7.21
7.34
6.18
11.39
12.84
11.67
9.84
7.69
5.30
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46081
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40984
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35020
35778
3577 8
23095
14.49
12.65
12.65
11.21
10.67
9.40
9.40
9.40
8.60
8.60
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7.96
6.90
12.34 .
13.49
12.03.
10.40
7.96
5.82
Step 3
59898
49916
49245
49245
48658
48658
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37080
37299
37299
24723
21.69
15.14
13.52
13.52
12.00
11.46
10.26
10.26
10.26
9.27
9.27
8.55
8.56
7.57
13.05
. 14.16
12.74
10.97
8.49'
6.39.
Step 4
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51854
51854
51235
51235
46647
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39140
38841
38841
26308
22.16
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14.41
14.41
12.81
12.29
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11.05
11.05
9.93
9.93
9.22
9.22
8.29
13.14
'14.87
13.43
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7.16
Step 5
66139
55117
54463
54463
53812
53812
49478
49478
43169
, .
42000
40384
40384
27915
22.54
16.46
15.31
15.31
13.64
13.10
11.88
11.88
11.88
10.59
10.59
, 9.79
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9.79
9.01
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15.61
14.15
12.10
9.82
7.67
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40
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42D
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46A
48
27
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54
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61
46B
01
Engineering Tech-Senior (Nonsupervisory) ... ....
Housing Inspector.... ... ............... ........
Recycling Coordinator.... ........ ..... .........
Property Appraiser...... ....... .... .... ........
Co=unications Coordinator............. .........
Police Officer................. .... .. ..... .....
Engineering Technician (Intermediate). .........
Executive Secretary (Top Level) ........ ........
~
Firefighter............. ........................
GIS Technician................ _ . . . . . . . . . . . . . . . .
Special Assessment Clerk. ...... ........ ..... ...
Payroll Clerk-Senior.... .............. .... .....
Secretary A-Senior (Co=unity Devel. Example)..
Mechanic (skilled).............................
Enginee~ing Technician (Entry-Level) ... ........
Public Safety Dispatcher... ......... ...........
Waste Water Treatment Plant Operator...........
Heavy Equipment Operator/Maintenance Worker III
Water Plant Operator...... _ . . . . . . . . . . . . . . . . . . . .
Utili ty Maintenance Worker...... . . . . . . . . . . . . . . .
Light Equipment Operator/Equipment Operator 1..
Accounts Payable Clerk (Non-entry) .............
Utility Billing Clerk............... . . _ .. . .. . "
Payroll Clerk..... _..... .............. .........
Secretary B-Intermediate (Engineering Example).
Library Assistance.............. _ . . . . . . . . _ . . . . . .
Park Maintenance Worker............. ... ........
Cashier. . _ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . _ . . . . . . .
Office Service Worker (Clerk Typist).. .... .....
~
Co=unity Service Officer (Nonsworn) ...........
Laborer. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .
Data Entry Operator..... ............ ...........
Switchboard Operator/Receptionist....... .......
Retail Clerk (Retail Store Clerk Example) ......
Retail Cashier (Liquor Store Example) . _ . . . . . . . .
Custodian (non-licensed) .......................
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72
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55
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55
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52
51 ............
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48
47
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44
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40
-
.
. tvIode1 Position Evaluation Ranking
Position I Evaluation
Building Inspector I 262
Firefighter 230
Paramedic 215
V Executive Secretary (Top level) 213 V
Engineering Technician - Intermediate 212
Heavy Equipment Operator/Maintenance Worker III 197
Public Safety Dispatcher I 187
V Secretary B-Intermediate 177 V
Library Assistant 174
Light Equipment Operator/Maintenance Worker 1I 170
Accounts Payable Clerk (Non-entry) 169
Payroll Clerk 169
. Utility Maintenance Worker I 163
Park Maintenance Worker 144
V Office Service Worker/Clerk Typist 122 V
Utility Billing Clerk I 120
t/ Switchboard OperatorlReceptionist I 104 v
Custodian (Non-licensed) I . 82
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-
HayGroup 1-18
1995 PERSONAL SERVICE ADDITIONS
.
Position
Accountant/AA
Administration Secretary/Clerk/Receptionist 1.//
Administration Executive Sec
Administrative Sergeant & Related Promotions
Laborer
Mechanic
Patrol Officer
Planner
Police Executive Secretary ,
Police Secretary ( p.{"", )
TOTAL
All pay rates are based on 1994 pay ranges.
Hourlv Rate
Total Pav & Benefits
16.83-19.71
8.00
0.00
0.00
7.50
0.00
0.00
11.00
1.30
8.00
13,750
23,215
o
10,000
21,989
o
o
15.285
3.000
9,808
97,047
Planner is the continuation of the current planning intern or a Planner 1 position.
The Administrative Executive Secretary will be addressed during compo worth adjustments.
. Per Council discussion, the Mechanic 140.379) and Patrol Officer (37,629) have been deleted.
Accountant/Administrative Assistant is an increase in the pay range due to the combination of finance
and human resource duties. Most of this expense is included in the proposed 1995 budget.
If approved by the Council, Council pay increase and the addition of a Fire Inspector would come
out of the Council Contingency.
1995 savings can be realized by delaying the promotions and hiring of
the positions listed.
.
9/1/943:10 PM
95NEWORS.XLS