3.8. SR 08-06-2007
REQUEST FOR ACTION
To
Ci Council
Agenda Section
Consent
Meeting Date
August 6, 2007
Item Number
3.8.
Prepared by
Lauren Wipper, Human Resource
Re resentative
Reviewed by
Lori ohnson, Ci Administrator
Reviewed by
Item Description
Approve Street Division Office Assistant
Action Requested
Approve attached Street Division Office Assistant position description, approve placement of this
position at pay grade 3, and hire Connie Schwecke to fill this position. If approved, Ms. Schwecke would
start at step A.
Backlround/Discussion
Connie Schwecke has been working for the Street Division since shortly after the division's previous
Office Assistant left in 2005. At that time, Administrative Assistant Sara Onarheim, increased her weekly
hours and it was felt that the work load could be handled with Ms. Schwecke helping out with sign-
making a few hours each week. Ms. Schwecke's work load has evolved since then and she is now
performing the duties of office assistant and working regular hours.
Because this position was vacant at the time the pay plan study was performed, it was never reviewed and
placed in the pay plan. The position description has been updated and reviewed by the Personnel
Committee for placement in the pay plan at pay grade 3.
Public Works Director Terry Maurer is recommending Connie Schwecke be hired for the Office
Assistant position at 20 hours per week. This is a regularly scheduled position and would receive
vacation, sick and holiday leave benefits.
Financial Impact
Forty hours were budgeted for clerical work for 2007. When part-time Street Maintenance Operator
Jerry Mackendanz retired, an additional 4 hours were allocated for sign making. As well, there are
additional funds remaining from Jerry's retirement that have not been allocated elsewhere. This position
is included in the 2008 budget.
Attachments
· Office Assistant position description
· Memo from Public Works Director Terry Maurer
C: \Documents and Settings \jjohmon \Loca1 Settings\ Temporary Internet Files \ OLK49\Council Merno-RF A-Street Office Asst.doc
Action
Follow Up
Motion by _
Second by _
Vote
C:\Documents and Settings\jjohnson \Local Settings\ Temporary Internet Files\OLK49\Council Memo-RF A-Street Office Asstdoc
City of Elk River
Office Assistant
Position Description
Department:
Pay Grade:
not yet placed or approved by
Council
Positions Supervised:
FLSA Status:
Non-Exempt
Immediate Supervisor:
StreetSu erintendent
Last Updated: (date)
6/2007
Public Works
N/A
Position Summary
The Office Assistant transcribes and types correspondence, memorandum, project work and other
miscellaneous City of Elk River Public Works Department documents. Performs sign making
duties. Also functions as receptionist answering telephones, greeting the public, directing questions
and other receptionist duties.
Essential Functions
1. Transcribes and types City documents.
A. Types and revises various documents including, but not limited to, correspondence,
memorandum, project work and other miscellaneous documents.
B. Copies and distributes documents to City staff as directed, using paper copies and
computerized format.
e. Files miscellaneous City documents.
2. Performs receptionist duties.
A. Receives, screens, and transmits telephone calls and messages to Public Works
employees.
B. Provides information, explanation, and assistance to the public.
3. Performs counter duties.
A. Greets the public and directs them to appropriate City departments.
B. Performs routine communications with the public.
4. Performs clerical support duties.
A. Performs a variety of other clerical functions.
B. Processes invoices.
e. Orders office supplies.
D. Maintains vehicle maintenance records.
5. Performs sign making duties.
A. Maintains sign making supplies.
B. Designs signs and banners for all City departments.
e. Operates sign maker.
Page 1
6. Performs fuel card system duties.
A. Operates fuel card system.
B. Maintains fuel card system supplies.
C. Maintains fuel inventory.
7. 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
a Knowledge of word processing computer and computer programs.
a Knowledge of the English language including excellent spelling, grammar, punctuation, form
and style.
a Skilled in the use of transcription equipment.
a Ability to present positive and professional image of the City to the public.
a Ability to accurately type 60 words per minute.
a Ability to establish effective working relationships throughout various groups within the
City.
a Ability to operate a variety of copy and facsimile machines.
a Ability to work independently.
a Ability to proofread accurately.
a Ability to answer multiple telephone lines.
Minimum Qualifications
a High school education or equivalent.
a Successful completion of a clerical training course.
Preferred Qualifications
a Previous clerical experience.
a Previous municipal experience.
Page 2
Office Assistant.doc
MEMORANDUM
TO:
Lauren Wipper, Human Resources Representative
FROM:
Terry Maurer, Public Works Director
DATE:
July 30, 2007
SUBJECT:
Connie Schwecke
Thanks for meeting with me last Friday regarding Connie Schwecke's position in the Street
Division. As I understand from our meeting, the position of Office Assistant needs to be
approved by the City Council and rated by the Personnel Committee. Once those two tasks
are done, I would like to have Connie placed into this position at 20 regularly scheduled
hours per week. My understanding from our meeting is that there are 40 regularly scheduled
hours for administrative assistants in the Street Division plus an additional 4 hours that has
been allocated for sign making for a total of 44 hours. It is my intent to have Sara Onarheim
take 24 of those regularly scheduled hours and Connie the remaining 20.
If there is anything I have misunderstood from our meeting on Friday or additional
information you need, please contact me.
c: \Documents and Settings \jjohnson \Local Settings\ Temporary Internet Files \ OLK49\07 30 07 PW admin staff.doc