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038-10 - Resolution - Revising Job Descriptions of HR Coordinator, Treasurer, Deputy City and Office Assistant IIIntroduced by: Requested by: Drafted by: Introduced: Adopted: RESOLUTION NO. 038-10 Allan J. Martin Mayor Allan J . Martin November 9, 2010 Nov ember 9, 2010 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, REVISING THE JOB DESCRIPTIONS FOR THE POSITIONS OF HUMAN RESOURCE COORDINATOR, TREASURER, DEPUTY CLERK AND OFFICE ASSISTANT II WHEREAS, the role of Human Resources has evolved since its historical reference as personnel management tasked with basic functions of selection, training, and compensation to the dynamic interaction of personnel functions, employee benefits, and strategic and planning objectives of the City; and WHEREAS, the Human Resource Coordinator works closely with Treasurer staff, specifically payroll; employee benefits cost analysis; job classifications; wage, salary and cost of living increases; and WHEREAS, in recognition of the duties, tasks, and activities of the Human Resource Coordinator it is desirable to align the position within the office of the city Treasurer; WHEREAS, the alignment of the Human Resource Coordinator position within the office of the city Treasurer results in the Human Resource Coordinator reporting to the Treasurer, who will provide supervisory supp01t, and coordination with the Mayor, Council, and Council Finance Committee; now, therefore; THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT : the job descriptions for the positions of HR Coordinator, Treasurer, Deputy Clerk and Office Assistant II are approved in the form attached as Exhibits A, B, C and D respectively. Resolution No. 038-10 CITY OF PORT O,RCHARD Exhibit A JOB DESCRIPTION Job Title: Human Resource Coordinator FLSA: Non-Exempt Civil Service: Exempt Department: Finance Reports To: City Treasurer The position of Human Resource Coordinator is a full~ time position. Attendance at evening meetings or other off-duty events maybe required and the incumbent may also be called back to work before or after regularly scheduled work hours or on scheduled days off. Major Function and Purpose Under the direction of the City Treasurer performs technical work in recruitment, selection, payroll and benefits administration; prepare policies and procedures concerning benefits administration; develop and administer examinations for various positions and serve as Secretary and Chief Examiner to the Civil SeJVice Commission; perform special projects and assist with non-civil service selection procedures as assigned; and assist City with general Human Resources needs. General Function The Human Resource Coordinator is responsible for employee recruitment and selection processes, including development of job announcements, advertisements, applications, interview questions, and rating forms. The Human Resource Generalist is also responsible for oral interview boards, checking references, coordinating background checks, communicating with applicants, and ensuring legal compliance in all hiring practices. Conducts employee orientations; advises employees and supervisors of their eligibility for various programs and provides the necessary paperwork. Conducts research work and performs analysis regarding the administration of position classification and salary plans; conducts classifications, reclassifications, and salary surveys and makes recommendations for adjustments if required. Performs job audits and analyses of individual positions; recommends reclassifications; develops new or revised job classifications with employees and supervisors. Develops, analyzes and revises policies and procedures as necessary and in compliance with legal requirements. Researches and develops informational booklets and materials covering various Human Resources areas of responsibilities. Interprets legal requirements and may develop or assist in the development of compliance policies. Responsible for ensuring compliance with the Family and Medical leave Act and other federal and state regulations. Researches and processes labor and Industries Claims for all employees. Assist in the collective bargaining environment and develop materials needed for the negotiation process. PERSONNEL • Responsible for administration of Personnel Department, including development and interpretation of standard policies, procedures, labor agreements, state and federal personnel laws. JOB DESCRIPTION: HUMAN RESOURCE COORDINATOR REVISED: NOVEMBER, 2010 PAGE 1 OF 4 • Resolution No. 038-10 Supervise all phases of city employment process to assure compliance with standard~!B~ practices. Coordinate use of temporary employees as required. • Maintain personnel records and files for all city employees . • Supervise and audit employee benefit packages for compliance and cost containment. Serve as Secretary/Chief Examiner for the Police Civil Service Commission. Establish and maintain eligibility rosters after facilitating testing process. • Develop and maintain job descriptions for all city positions to assure compliance with applicable laws, policies and standard personnel practices and procedures. • Coordinate development and maintenance of City Personnel Policies and Procedures Participate as a member of the City's bargaining committee in all labor negotiations. Supervision Responsibilities This position reports directly to the Treasurer or his/her designee. As Secretary Chief Examiner, this position is also accountable to the Civil Service Commission. Job Duties & Responsibilities This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all- inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other function areas to cover absences or relief, to equalize peak work period, or to otherwise balance the workload. Knowledge, Skills and Abilities While requirements may be representative of minimum levels of knowledge, skills and abilities, to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Knowledge of principles, practices, purpose and function of a Human Resource Coordinator in city government. Basic knowledge of municipal accounting procedures and the Budgeting, Accounting and Reporting Systems (BARS]. Knowledge of local and state government laws, functions, and organization. Ability to take independent action to carry out approved policies and procedures and to recommend new or revised ones. Ability to express ideas effectively both orally and in writing. Ability to write clear, accurate and comprehensive. Ability to process Labor & Industries Claims Ability to develop and maintain effective working relationships with officials, city employee and the general public. Ability to work in an environment that requires tact, diplomacy, confidentiality and high level of independent decision-making. JOB DESCRIPTION: HUMAN RESOURCE COORDINATOR REVISED: NOVEMBER, 2010 PAGE 2 OF 4 Resolution No. 038-10 Exhibit A Working Conditions Work is generally performed indoors in an office environment. Close and constant work with computers exposes the individual to normal emissions from the computer monitor. The work area can be noisy at times. This position may require the employee to sit for prolonged periods. Contacts and Relationships The Human Resource Coordinator has frequent contact with the City's elected officials, with state, county and municipal government officials, outside consultants, auditors, vendors and other business-related individuals or agencies. This individual has occasion to work with the City's attorney on legal matters affecting the City and City employees. In the normal course of business the Human Resource Coordinator will have contact with other department heads, City personnel and the public. These contacts involve a wide variety and range of purpose, including the need to provide or collect information, coordinate projects or activities and to solve or negotiate solutions to problems. Communication may be either by telephone, in person or through written message. Physical Requirements The employee must be able to sit for prolonged periods; discern and conduct voice conversation, in person or via telephone; and have ability to enter data or information into a terminal, PC or other keyboard device. Regular and on-time physical attendance at City Hall is an essential job requirement. Recruiting Requirements • Valid Washington State Driver's License with a driving record acceptable to the City's insurance carrier • Must be bondable • Competent with applicable computer system, technology, and software • Experience with county, state, and local governments • All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and Alcohol Testing Policy • Must have knowledge of: o Principles, practices and techniques of public personnel administration; o Principles and methods of recruitment. selection, position classification and compensation; o Statistics, logic and basic methods of problem solving; o Research methods, data collection and sampling techniques and statistical analysis; o Wage and salary administration o Correct English usage, grammar, spelling, punctuation and vocabulary; o Oral and written communication skills; o federal. state and local legislation pertaining to Equal Employment Opportunity and Affirmative Action programs and practices; o Rules regarding Washington State collective bargaining; o Applicable laws, codes, regulations, policies and procedures; o Operation of a personal computer and associated software; o Interpersonal skills using tact, patience and courtesy; o Municipal organization, operation, programs, policies and objectives. • Must have ability to: o Read, interpret, apply and explain rules, regulations, policies and procedures; o Analyze technical personnel problems and recommend and/or implement solutions; o Generate reports and other data; prepare statistical tabulations; o Establish and maintain positive, effective working relationships with department directors, employees, job applicants and the public; o Work independently with little direction; meet schedules and time limits. Experience and Training JOB DESCRIPTION: HUMAN RESOURCE COORDINATOR REVISED: NOVEMBER, 2010 PAGE 3 OF 4 Resolution No. 038-10 Exhibit A • Bachelor's degree in Business or Public Administration, Human Resources, Personnel or related field, with five years of human resources, personnel and/or labor relations experience. • Experience in writing and presenting information to the public and elected officials PHR or SPHR certification is desirable. Any other combination of experience and training that provides the desired skill, knowledge and abilities equivalent to the requirements above. Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change. JOB DESCRIPTION: HUMAN RESOURCE COORDINATOR REVISED: NOVEMBER, 2010 PAGE40F4 Resolution No. 038-10 Exhibit 8 JOB DESCRIPTION Job Title: City Treasurer FLSA: Exempt Civil Service: Exempt Department: Finance Department Reports To: Mayor The position of City Treasurer is a full-time management position. This position shall be appointive and all appointments to such position shall be made by the Mayor, subject to confirmation by the City Council. Termination by the Mayor must have a confirmation vote by a majority of the City Council. Attendance at evening meetings or other off-duty events is required during budget preparation and other occasions as necessary. Major Function and Purpose The City Treasurer organizes and directs the Finance Department which includes data processing, human resources, accounting and treasury functions of the City. The City Treasurer also coordinates the work of the assigned financial functions with other City departments and outside agencies. Assists staff throughout the City in evaluating and fulfilling emergent needs for financial information and assists in interpreting information already provided. Responsible to plan, organize and direct the activities of the Department in a manner that optimize the use of financial, physical and human resources in accomplishing assigned functions and achieving objectives. General Function The City Treasurer shall have all the powers and shall perform each and all of the duties specified by Title 35 RCW for City Treasurers, together with any other duties or authority which may be conferred upon such office by the laws of the State of Washington or the ordinances of the City, as now and hereinafter amended. Manage the City's financial operations in accordance with guidelines established by generally accepted accounting principles and practices. The City's financial records are subject to review through reports and periodic audits by the State Examiner and other auditors. JOB DESCIRPTION: CITY TREASURER PAGE 1 OF 5 Kesolu!IOn No 038-10 Exhibit 8 Maintains the City's accounting records as prescribed by the State Budgeting, Accounting & Reporting system (BARS) for Category 1 classification. The City Treasurer sets objectives, delegates and prioritizes work flow of a variety of projects in such a way that the overall mission and/or goals of the City and Department are met. Supervision Responsibilities The City Treasurer assigns, trains, monitors, schedules and supervises either directly or through subordinates all professional and accounting staff in the Finance Department, with responsibilities including hiring, promotions, reclassifications, evaluation, discipline and terminations. The City handles major technical and administrative problems, which may arise as a result of department activities. Job Duties & Responsibilities This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other function areas to cover absences or relief, to equalize peak work period, or to otherwise balance the work load. Responsible for general accounting functions including claims processing, fixed assets, grants, utility records, account balancing and reconciliation. Establishes and supervises the accomplishment of procedures relative to payroll preparation and the completion of payroll reports. Maintains debt records; prepares annual bond and coupon schedules for bond calls and payments. Establishes registers for new bond issues. Internal auditor for the Municipal Court; to include collection of SIU payments, reconciles checkbook, maintains trust account records, accounting for traffic citations, and oversees the accounting functions. Oversees the billing and collection of miscellaneous account receivables including gambling and admissions taxes. Remits funds to the State for local sales or use tax, leasehold excise tax, court collections, weapon permits and building code fees. Provides necessary financial records, reports and statements. Advises the Mayor, department heads and City Council regarding the budget preparation process. Coordinates the preparation of the City's annual budget and provides on-going budgetary control and budget amendments. Estimates current and future revenues. JOB DESCRIPTION: CITY TREASURER PAGE 2 of 5 KesolutiOn No 038-10 Exhibit B Oversees the City's data processing functions, new system implementation, documentation, systems backup and security. Perform human resources management administrative duties. Responsible for coordinating assignments, training, planning and scheduling regarding human resources. Coordinate and provide oversight of the various disciplines of payroll, employee benefits and labor relations, with human resources. Provide quantitative data for wage and benefit analysis. Invests and/or supervises the investment of City funds. Provides management direction over the collection, receipting, accounting and custody of City monies. Analyzes and projects cash flow for the City to insure a sufficient reserve is on hand to meet forecasted needs. Supervises billing and collection of special assessments; insures that official records are maintained and notices of delinquencies and foreclosures are sent in accordance with applicable state laws. Coordinates with City Attorney on foreclosures, sale of property for non-payment, and record of proper documents. Supervise the utility billing function, including collection, delinquent notices, turn-offs, payments and recording liens. Review W/S work orders particularly for in lieu of assessment charges. Supervises and helps design proposed new treasury systems or improves established methods. Provides on-going customer relations in handling questions and complaints relative to the Finance Department. Keep the Mayor & City Council informed of the financial condition of the City, to include anticipated future needs. Supervise the Communications Section and the Administrative Section (including finance portion) for the Emergency Management Operations Center. Completes special projects as needed. Performs related work as required. Knowledge, Skills and Abilities While requirements may be representative of minimum levels of knowledge, skills and abilities, to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each JOB DESCRIPTION: CITY TREASURER PAGE3of5 duty proficiently. Resolulion No. 038-10 Exhibit B Thorough knowledge of the principles and practices of modern public finance, accounting, auditing and internal controls. Thorough knowledge of municipal accounting procedures and the Budgeting, Accounting and Reporting Systems (BARS). Knowledge of office practices and procedures, money and banking operations. Knowledge of State laws pertaining to the office of City Treasurer. Knowledge of local government laws, functions and organization. Knowledge of investment instruments and bond financing. Knowledge of data processing systems. Knowledge of human resources Expected to take independent action to carry out approved policies and procedures and to recommend new or revised ones. Ability to effectively delegate responsibility to subordinates. Ability to work in an environment that requires tact, diplomacy, confidentiality and high level of independent decision making. Working Conditions Work is performed indoors in an office environment. Contacts and Relationships The City Treasurer has frequent contact with the City's elected officials, with state, county and municipal government officials, and with outside consultants, auditors and other business-related individuals or agencies. This individual has occasion to work with the City's attorney on legal matters affecting the operations of the Finance Department. In the normal course of business the City Treasurer will have contact with other department heads, City personnel and the public. These contacts involve a wide variety and range of purpose, including the need to provide or collect information, coordinate projects or activities and to solve or negotiate solutions to problems. Communication may be either by telephone, in person or through written message. Physical Requirements The employee must have the ability to enter data or information into a terminal, PC or other JOB DESCRIPTION: CITY TREASURER PAGE4of5 Resolution No. 038-10 Exhibit B keyboard device and must be able to conduct voice communication both via the telephone and in person. Recruiting Requirements Valid Washington State Driver's License with a driving record acceptable to the City's insurance carrier High School Diploma Must be bondable Five years experience in municipal accounting required Three years supervisory experience required All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and Alcohol Testing Policy. Experience and Training Bachelor's degree in Business Administration, Finance, Accounting or related field, with one year of municipal experience or five years of relative municipal experience or any equivalent combination of experience and training CPA/CCM/CMFA, desirable Experience in municipal double entry accounting, BARS Continuing education/training at workshops/seminars/conferences put on by finance organizations (such as WMTA, MTA US&C, PSFOA, WFOA, GFOA) Any other combination of experience and training that provides the desired skill, knowledge and abilities. Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or significant ris/, to the health and safety of themselves or other employees. This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change. JOB DESCRIPTION: CITY TREASURER PAGE 5of5 Resolution No. 038-10 CITY OF PiORT ORCHARD Exhibit C JOB DESCRIPTION Job Title: Deputy Clerk FLSA: Non-Exempt Civil Service Exempt Department: Administrative Services Reports To: City Clerk/Assistant to the Mayor This is a full or part time, position. It is anticipated that this employee will be required to attend meetings or events during other than normal work hours. The incumbent serving in this capacity must be bondable. Major Function and Purpose Individuals assigned to this position classification perform a variety of technical administrative and legislative-related functions, including Mayor/Council Support Services, Records Management, Risk Management, Purchasing and Licensing/Permits. In the absence of the City Clerk, the Deputy Clerk will be responsible for the operation of the Administrative Services Department. General Function Individuals perform a variety routine and specialized duties to support the activities of the City Clerk which require accuracy and compliance with statutorily established procedures. The Deputy Clerk functions with limited supervision, however, work may be reviewed by the City ClerkPriorities and specific projects may be assigned by the City Clerk. Supervision Responsibilities While this is not a management position, in the absence of or at the request of the City Clerk, the Deputy Clerk may assign priorities and special tasks, reviewing of work performed or produced and training of assigned employees. The Deputy Clerk may assist in hiring of staff. JOB DESCRIPTION: DEPUTY CITY CLERK PAGE 1 OF 4 Job Duties and Responsibilities Resolullon No. 038-10 Exhibit C This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. • Attends regular and special City Council meetings and accurately records and transcribes minutes of the meeting in compliance with state regulations • Preparation of agenda and selected materials for City Council meetings. • Prepare and cause to be published all legal notices in accordance with legal requirements and city policy. • Assist in drafting/composition of ordinances and resolutions for City Council consideration. • Prepare proclamations at direction of the Mayor or Clerk • Fulfill statutory requirements of City Clerk, in the absence of or at the request of the City Clerk. • Coordinate office supply purchases for all Administrative/Treasurer Department, including printing services and minor office equipment • Assist in city call for bid process including coordination of bid openings • Provides information, within scope of knowledge, to the public or refer to appropriate person or department • Performing word processing, data spreadsheet and technical clerical duties as needed to maintain efficient and effective daily operations within the office • Coordinate records management and retention procedures with all city departments • Establish and coordinate Administrative Services Department record retention system. • Coordinate City elections with Kitsap County Auditor's Election Department • Provide notary public services • Assist City Clerk in Risk Management duties • Participate in the collection of data and preparation of complex reports requiring thorough knowledge of departmental operations, procedures and regulations. • Issues various permits and licenses • Responsible for reporting payments received to the Financial Department • Coordinate telecommunications for all departments • Participate in emergency management operations as needed. JOB DESCRIPTION: DEPUTY CITY CLERK PAGE 2 OF 4 • Assist Administrative Secretary in reception duties when necessary. • Other duties as assigned. Knowledge, Skills and Abilities Resolution No. 038-10 Exhibit C While requirements may be representative of minimum levels of knowledge, skills and abilities, to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. • Basic knowledge of and ability to effectively interpret city ordinances, resolutions, policies and state statutes • Ability to establish and maintain effective communications, both orally and in writing, with staff, other departments, elected official and the general public in a professional manner. • Ability to compose a variety of written communications, expressing ideas or instructions clearly and concisely with only general instructions. • Ability to follow directions carefully and to work independently • Ability to effectively work on a variety of tasks simultaneously Working Conditions Work is performed primarily in an office setting with occasional requirement to travel within or outside of the City. Contacts and Relationships The Deputy Clerk will have contact with City employees and the public on a daily basis, as well as some contact with the Mayor, City Council members, City Attorney and the attorney's administrative staff. Routine contacts may include local business people, vendors, and some state, county and school officials. Physical Requirements The individual in this position must have the ability to communicate in person or via telephone to interact with others. Operation of computers and other office equipment is an essential job function. Must have the ability to produce handwritten documents. Ability to read and interpret written documents, codes and statutes. Ability to operate a motor vehicle. May be required to lift and carry up to 20 pounds. Recruiting Requirements • High School Diploma or GED equivalency • Three years experience with increasing level of administrative JOB DESCRIPTION: DEPUTY CITY CLERK PAGE 3 OF 4 • Proficiency in Microsoft Word, Excel and Access. • Must be bondable Resolution No. 038-10 Exhibit C • Valid Washington State Driver's License or ability to obtain prior to employment • All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and Alcohol Testing Policy. Experience and Training • An Associates' Degree in Liberal Arts or Business Management or paralegal experience preferred • Experience with IBM PC or equivalent computer Any combination of experience and training that provides the desired skills, knowledge and abilities. Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change. JOB DESCRIPTION: DEPUTY CITY CLERK PAGE40F4 Resolution No. 038-10 I EXIIibit D I CITY OF P'ORT ORCHARD . JOB DESCRIPTION Job Title: Office Assistant II FLSA: Non-Exempt Civil Service: Exempt Department: Administrative Services Reports To: City Clerk/Assistant to the Mayor This position may be full or part-time. Attendance at evening or weekend meetings or other off- duty events normally not required part of the duties of this position, but may be required on occasion. The individual serving in this position must be bondable. Major Function and Purpose The Office Assistant II is an intermediate level position that performs a wide range of administrative support, clerical and reception duties to support the Administrative Services Department, the Mayor and legislative body or other groups/departments as assigned. Responsibilities include, but are not limited to, Mayor/Council Administrative Support Services, Records Management, Risk Management, Purchasing and Licensing/Permits. General Function The Office Assistant II provides administrative, and reception support for the Administrative Department. He/she greets visitors, receives incoming telephone calls and provides information within scope of knowledge for the Administrative Department, the Mayor and legislative body and performs a variety of diversified duties as needed to keep the Administrative Services Department operating efficiently. This position functions with general supervision by the Administrative Services Director/City Clerk/Assistant to the Mayor, however, work activities may be directed by the Deputy Clerk, in the absence of or at the request of the Administrative Services Director/City Clerk Supervision Responsibilities This is a non-supervisory position Job Duties and Responsibilities JOB DESCRIPTION: Office Assistant II PAGE 1 OF 4 Resolution No. 038-10 Exhibit D This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including working in other function areas to cover absences or relief, to equalize peak work periods, or to otherwise balance the work load. • Receives incoming telephone calls for the Administrative Departments, the Mayor and legislative body and greets visitors to the office • Communicates orally using a telephone or in person, in a clear and concise manner • Assists customers with problems, complaints, and service concerns • Distributes incoming mail, products, or material in a prescribed manner • Processes out going mail to assure proper postage and transports mail to Post Office • Maintain postage meter internal accounting records • Provides information, within scope of knowledge, to the public or other departments, or refer to appropriate person or department • Interacts with other employees and the public • Maintain City/City Attorney Routing System • Maintain Administrative Services Department records and/or files • Maintain index system for special files • Research and obtains reference materials for various Administrative or Legislative projects • Maintain City historical information. • Maintain various reference books and manuals within the office and coordinate distribution of updates to other offices as prescribed • Produces written documents with clearly organized thoughts using proper sentence construction, punctuation and grammar • Issues receipts to customers and makes change when necessary • Process and prepare various permits and/or license application • Data entry using a computer system and multiple software application programs, including, but not limited to, word processing and spreadsheet applications • Issue purchase orders as requested • Coordinate use of city facilities that are available for public use, within established policies JOB DESCRIPTION: Office Assistant II PAGE 2 OF 4 and procedures Resolution No. 038-10 Exhibit D • Assist in development of departmental procedures and recommends revisions to improve efficiency of department process • Assist other city departmental clerical functions when approved by the department supervisor. Knowledge, Skills and Abilities While requirements may be representative of minimum levels of knowledge, skills and abilities, to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. The individual serving as the Office Assistant II must be able to communicate effectively and courteously. Knowledge of routine office procedures, including use of office equipment is required. The individual in this position must have the ability to communicate in person or via telephone to interact with others. This position demands good interpersonal communication skills to deal with other individuals. Working Conditions Work is performed in an office environment. The employee will be required to answer telephones. Operation of computers and other office equipment is an essential job function. Repeated interruption of the work routine is typical. Must have the ability to produce handwritten documents. Ability to read and interpret written documents, codes and statutes. Ability to operate a motor vehicle. May be required to lift and carry up to 20 pounds. Contacts and Relationships The Office Assistant II will have extensive contact with the public and other City employees on a daily basis, as well as some contact with the Mayor and City Council members. Physical Requirements The Office Assistant II must have the physical ability to perform all essential job functions. Continuous repetitive arm/hand movement is essential to performance of this job. The incumbent in this position must be able to discern voice conversation both via telephone and in person. The employee must have hand-eye coordination sufficient to operate computers and other office equipment. Must have the ability to produce legible handwritten documents. Ability to operate a motor vehicle. May be required to lift and carry up to 20 pounds. Recruiting Requirements • High School Diploma • Experience with word processing and spreadsheet software programs • Prior office experience, including use of office equipment and machines JOB DESCRIPTION: Office Assistant II PAGE 3 OF 4 • Bondable Resolution No. 038-10 Exhibit D • All city employees must successfully pass a pre-employment Drug Testing as prescribed by the City's Drug and Alcohol Testing Policy Experience and Training • Experience with IBM PC or equivalent computer • Experience with Microsoft Office Software and Excel spreadsheets preferred • Experience in local government preferred Any combination of experience and training that provides the desired skills, knowledge and abilities. This job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and shill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of worh requirements. Individuals may perform other duties as assigned; including worhing in other functional areas to cova absences or relief, to equalize peak worh periods, or to otherwise balance the worh load. Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or significant rish to the health and safety of themselves or other employees. This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change. JOB DESCRIPTION: Office Assistant II PAGE40F4