3.7. SR 10-01-2007REQUEST FOR ACTION
To Item Number
Ci ~ Council 3.7.*
Agenda Section Meeting Date Prepared 6y
Consent October 1, 2007 Lauren Wippex, Human Resource
Re xesentative
Item Description Reviewed by
Approve Position Description and Pay Plan Placement and Bruce West, Personnel Committee
Authorize Advertising for the Elk River Activity Centex Member
Secretary/Receptionist Reviewed by
Bill Maertz, Park & Recreation
Director
Action Requested
Approve the attached position description and pay plan placement for the Elk River Activity Centex
Secretary/Receptionist. Authorize staff to being the hiring process fox this position.
Background/Discussio n
The 2007 budget includes apart-time (20 hour per week) Secretary/Receptionist for the Senior Citizen
Program's new Activity Centex. This position was budgeted to begin with the opening of the Activity
Centex. We would like to begin the hiring process at this time.
Park and Recreation Ditectar Bill Maertz, Senior Citizen Coordinator Sue Kostanshek, and I have
prepared the position description and it has been reviewed by the Personnel Committee fox placement in
the pay plan. The Personnel Committee places this position at pay grade 3 which is consistent with
similar positions in the city.
Financial Impact
None. This position is included in the 2007 budget.
Attachments
• Position Description
Action Motion by Second by _ Vote
Follow Up
C:\DOeomcnes and Settings\jmillex\Lucal Beatings\"Pemporary Internet Files\OLK3F\Advextising Request fox Acrion.doc
' ~ City of Elk River
,~ Secretary/Receptionist
ver Position Description
Department/Division: Immediate Supervisor:
Park and Recreation/Senior Citizen Pxo rams Senior Citizen Coordinator
Pay Grade: FLSA Status: Last Updated: (date)
3 Non-Exem t 9/2007
Positions Supervised:
N/A
Position Summary
The Secretary/Receptionist performs a variety of receptionist duties including, but not limited to,
greeting visitors, answering telephones, directing messages and inquiries, processing mail and word
processing.
Essential Functions
Performs receptionist duties.
A. Receives, screens and transmits telephone calls and messages.
B. Answers routine questions about hours and locations and explains departmental
services, programs and procedures.
C. Greets the public and assists them with information.
D. Oxdexs, inventories and maintains program and office supplies.
E. Maintains calendar of weekly programs, meetings and events.
F. Prepares rooms far daily activities and events by organizing, cleaning and setting up
snacks and coffee.
G. Assists 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 as appropriate.
C. Types memos and correspondence as needed.
D. Processes class and facility registrations.
E. Receives and processes payments.
F. Proofreads newsletter and other marketing materials.
G. Enters participation information into computer database.
3. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
C. Participates in safety training.
D. Assists with events and classes as needed.
Page 1
Required Knowledge, Skills, and Abilities
^ Knowledge of telephone functions.
^ Proven ability and desire to assist and support older adults, and physically and mentally
challenged individuals.
^ 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, older adults, and physically and
mentally challenged individuals.
^ 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.
^ Gentune liking and respect fox older adults and physically and mentally challenged
individuals.
^ Ability to think creatively.
^ Ability to multi-task and juggle priorities.
Minimum Qualifications
^ High school diploma ox 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.
^ Recreational experience ox education.
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Secretary-Receptionist (2).doc