3.3. SR 01-19-2010ci~n ,,,~,c~~ste
The City Council is asked to approve the pay equity implementation and compliance reports as attached.
The City Council is asl~ed also to approve the placement of the Administrative Assistant position for the
fire department and building maintenance division into pay grade 4, the Senior Administrative Assistant
position for administration into pay grade 6 and approve the position description for the Senior
Adminis~.~anve Assistant position.
Eck r®undl isc~ssia~n
The X9$4 Local Government Pay Equity Act Act} requites that each local government jurisdiction report
its pay data to Minnesota Management and Budget ~MMB}, formerly the Department of Employee
Relations ~D~ER}, every three years to determine its compliance with the Act. The City is required to
report for 2009 and the report is due on January 3~, 200.
Copies of the compliance and implementation report axe attached for your review. Tn order to be in
compliance, the underpayment ratio must be i.n excess of $0 percent, or if it is less than 80 percent, the T-
testresults must pass. The City's underpayment ratio is 99.9%, therefore passing the test. MMB will
review the report and notify the City of the xesults; however! based on the information presented, it
appears that the City is in compliance with the Act as of December 3~, 2009.
As part of pay equity reporting, a few other items relating to the City's pay plan should be formally
approved at this time, These are administrative changes and do not have any effect on current pay.
The Administrative Assistant position for the fire department and building maintenance division was
evaluated and is recommended to be placed into the City's pay plan at pay grade 4. Council previously
approved the position description and only a fear updates were made at this tithe so I have not included
this position description with this request. The position had been titled office Assistant however; the
title of Administrative Assistant is more appropriate and maintains consistency with the other
Administrative Assistant position in our pay plan.
when the City's legal depar~.nent dissolved and former City Clerk Joan Schmidt retired, the
administration division was reorganized. Two of the remaining employees in the division were promoted
leaving vacant the Secretary position. Legal Secretary Jennifer Johnson began working in the
administration division filling that vacant position. Job duties were divided a bit differently with this
reorganization and a new position description for the position Ms. Johnson filled is necessary. The
Senior Adrninisttative Assistant position description is attached for your review, This position has been
evaluated and it is recommended to be placed into pay grade 6 of the City's pay plan.
To maintain consistency within the City's pay plan, all administrative assistant positions in pay grade ~
will be titled Senior Administrative Assistant and all administrative assistant positions in pay grade 4 will
be Administrative Assistant.
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Compliance Report
Pay Equity Implementation Report
Senior Administrative Assistant Position Description
cta®t1 Motion by Second by Vote
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Jurisdiction: City of Elk River
Contact; Lauren Wipper
Human Resource Representatii
011131201 ~
Phone: (763) 635-1024
The statistical analysis, salary range and exceptional service pay test results are shown below, Part l is general information from
your pay equity Report data. Parts ll, 111 and 1V give you the test results.
For mare detail on each test, refer to the guidebook,
!,GENERAL JOB CLASS INFORMATION
Male Female Balanced All Job
Classes Classes Classes Classes
# Jab Classes 46 35 4 85
# Employees 92 44 ~ 9 155
Avg, Max Monthly
$5,131, 80 $4,188, 51 $4,547.15
Pa er Em to ee
Yp p Y
II. STATISTICAL ANALYSIS TEST Male Female
A, UNDERPAYMENT RATIO = 99.9 ~ Classes Classes
a. # at or above Predicted Pay 25 19
b. # Below Predicted Pay 21 16
c, TOTAL 46 3~
d, °/° Below Predicted Pay 45.65 45.71
~b divided by c = d}
Result is °/° of male classes below predicted pay divide d by % of female classes below predicted pay}
B, T -TEST RESULTS
Degrees of Freedom ~DF} ~ 134 Value of T = -1,562
a. Avg, Jiff. in pay from predicted pay for male jobs = $20
b, Aug, Jiff. in pay from predicted pay for femalejobs W $74
ill, SALARY RANGE TEST r 96,75 % Result is A divided by B}
A, Avg. # of years to max salary for male jobs = 4,17
B, Avg. #ofyears to max salary for femalejobs = 4.31
IV, EXCEPTIONAL SERVICE PAY TEST Q.Oa
A. °/° of male classes receiving ESP 0, 00
8. °/° of female classes receiving ESP o,00
* cif 20% or less, test result will be 0.00}
y uiy Ins a ern ~
Send completed report to.
Pay Equity Coordinator
Department of Employee Relations
2DD Centennial Building
658 Cedar Street X651 } 259-37'61 Voice}
St, Paul, MN 55155-1603 X651 } 282.2699 ~TDD}
For Department Use Only
Postmark Date of Report
1140 ~ Jurisdiction ID Number
-_
Part A: Jurisdiction Identification
Jurisdiction; City of Eik River Jurisdiction Type: CITY
13065 Orono Parkway
Elk River, MN 55330
Contact; Human Resource Representative Lauren Wipper Phone; X763} 635-1024
Fax; 7636351D90
Email; Iwipper@ci.elk-river.mn.us
Part ~, ®fficial Verification
The job evaluation system used measured skill, effort
responsibility and working conditions and the same
system was used for all classes of employees,
The system used was; Consultant System ~Specify;~
Describe: Riley, Dettmann ~ Kelsey
f
r
Health Insurance benefits for male and female
classes of comparable value have been evaluated and;
There is no difference and
~;µ~.
female classes are not at a disadvantage,
No salary ranges/performance differences.
Leave blank unless BOTH of the following apply:
a, Jurisdiction does not have a salary range for any job
class,
b, Upon request, jurisdiction will supply documentation
showing that inequities between male and female
classes are due to performance differences,
Note; Do not include any documentation regarding
performance with this form.
An official notice has been posted at:
Information in this report is complete and accurate.
0 The report includes al! classes of employees over
which the jurisdiction has final budgetary approval
authority,
Employee Bulletin Board at City Hall
prominent location}
informing employees that the Pay Equity Implementation
Report has been filed and is available to employees upon
request. A copy of the notice has been sent to each exclusive
representative, if any, and also to the public library.
The report was approved by;
City of Elk River
Stephaine Klinzing
Part C: Total Payroll
$8 040185,06
is the annual payroll forthe calendar year just ended December 31.
~gaverning body}
chief elected official}
Mayor
(title)
[] Checking this box indicates legal signature by above official.
Date Submitted ~ 01/19/2010
Posi~io~s Supervised:
City of Ellc River
Senior Administrative Assistant
N/A
Pos~t~on summary
The Senior Administrative Assistant provides direct secreta~•fal support to city depa~trr~ent heads.
works directly under the City Clerl~ to provide assistance with elections, licensing, minute taking,
records retention, meeting packet coordination, and publication of the city web site and the city
newsletter.
Essential Functions
1, Sha~•es secretarial and general office duties.
A. word-processes, ~.•anscribes, and revises documents.
B. Proofreads documents to ensure accuracy of copy, grammar, and punctuation.
C. Utilizes computer applications with proficiency i.n Microsoft office.
D. Composes letters, memos, and documents,
E. Types confidential documents.
r', Assists with coordination and follow-up on agenda items from all departments for
governing body.
G. Types, photocopies, and assembles City Council packets.
H, In the absence of the Executive Secretary/Deputy Cle~•k, directs worl~flow of
administrative clerical staff.
I. Purchases ~orde~.•s} inventory and maintains office supplies.
J. Grganizes, files, and ~•etr•ieves records from fig system.
I~. Enters information into document foraging system ~Laserfiche}.
2. Se~~es as bacl~up receptionist.
A. Receives and routes calls to appropriate person; responds to requests for
information.
B, Receives and refers visitors to appropriate person.
C. Processes incoming and outgoing mail.
D, Issues pet licenses, binning permits, and snowmobile permits.
3, Performs election activities.
A. Assists the City Clerl~ in operations of special, prforary and general elections.
B. Responds to public inquiries regarding elections.
4. Performs administrative duties.
A. works with desktop publishing software in composing brochures, newsletters, etc.
B. Maintains the city's web site by overseeing and monitoring work done by each city
Page 1
department.
C. Responsible for the administration and monitoring of ~ebQA.
D. Shares in rnaintainin.g database of record retention schedule.
E. Assists with conducting annual licensing procedures far tobacco, transient
merchants, massage establishments and therapists, billiards, fireworks, kennels,
mechanical amusement, liquor, and gambling.
F, Shares in recording City Council and various other boards and commission meetings
by attending meetings and preparing minutes.
G. Assists in maintaining board and commission rosters.
H. Assists with special events such as the Volunteer Dinner.
5. Performs other essential job dudes.
A. Regular and timely work attendance.
B. Follows all safety procedu~.•es.
C. Participates in safety training.
equ~~e ~w~ede, ells, a~...b~li~ies
® Knowledge of the English language including excellent spelling, grammar, punctuation,
form, and style skills.
® Ability to use complex word processing, spreadsheet, graphics, publishing, and database
package features,
^ Ability to accurately type 60 words per minute.
^ Ability to communicate effectively both orally and in w~.'iti.ng.
® Ability to establish effective working relationships with various groups within the City.
^ Ability to use computer, word processing software, fax transcription machines, copier, and
other standard office machines
® Ability to compose correspondence.
^ Ability to organize daily work, set priorities, and work independently.
® Ability to present positive and professional image of the City to the public.
® Ability to work under stressful conditions.
NI~~.~~n.u~n. ual~£~cat~®~.s
® High School diploma or equivalent.
® Three years experience as a mid to top~level secretary.
® Demonstrated proficient experience with Microsoft office in a work envif.•onment.
® Valid driver's license,
P~efe~re uali~ca~~o~.s
^ attendance in or graduation from an accredited school in clerical secretarial skills.
® Demonstrated experience in maintaining a website.
® Demonstrated expea.•ience in desktop publishing.
® Currently warping toward or completion of State City Clerl~ Certification Program.
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Senior Admi~strative Assista~t.doc