Loading...
049-09 - Resolution - Revising Job DescriptionsIntroduced by: Requested by: Drafted by: Introduced: Adopted: RESOLUTION NO. 049-09 City Clerk City Clerk City Clerk May 12,2009 May 12, 2009 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON, REVISING THE JOB DESCRIPTIONS FOR THE POSITIONS OF CITY CLERK/ASSISTANT TO THE MAYOR AND HUMAN RESOURCES COORDINATOR WHEREAS, from time to time it is necessary to update and rev1se job descriptions as the City's staffing needs and responsibilities change; and WHEREAS, the Human Resource Coordinator currently reports to and 1s supervised by the City Clerk/ Assistant to the Mayor; and WHEREAS, because of the nature ofthe Human Resource Coordinator's duties and responsibilities it is desirable for the Human Resources Coordinator to report directly to and be supervised by the Mayor; and WHEREAS, there is a need for a staff person to oversee and administer tourism, marketing, adve1tising, and public relations work on behalf of the City and it is appropriate to assign those duties to the City Clerk/Assistant to the Mayor; now, therefore THE CITY COUNCIL OF THE CITY OF PORT ORCHARD, WASHINGTON, HEREBY RESOLVES AS FOLLOWS: THAT: The job descriptions for the positions of City Clerk/ Assistant to the Mayor and Human Resources Coordinator are approved in the form attached as Exhibits A and B, respectively. PASSED by the City Council of the City of Port Orchard, SIGNED ythe. attested by the Clerk in authentication of such passage this 12th dax ay <>c.lf'fo,// JOB DESCRIPTION Job Tille: City Clerk/ Assistant to the Mayor FLSA: Exempt Civil Service: Exempt Department: Administrative Services Reports To: Mayor RESOLUTION NO. 049-09 EXHIBIT A The position of City Clerk/ Asst. to the Mayor is a full-time management position. This position shall be appointive and all appointments or terminations to such position shall be made by the Mayor, subject to confirmation by the City Council. Attendance at evening meetings or other off-duty events is 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 The City Clerk/ Assistant to the Mayor serves as the City Clerk; organizes and directs the Administrative Services Department. which includes risk management. records management. purchasing/inventory, and licensing/permits; and provides support services for Mayor and City Council as directed. The City Clerk/ Asst. to the Mayor also coordinates the work of the assigned administrative functions with other city departments and outside agencies in a manner that optimizes the use of financial. physical and human resources in accomplishing assigned functions and achieving objectives. Additionally, the City Clerk/ Asst. to the Mayor is the primary staff person with responsibility for tourism, marketing, advertising, and public relations work, including the administration of the Lodging Tax Funds. The City Clerk/ Assistant to the Mayor shall implement the Mayor's directives by coordinating the other city departments and working towards that objective, and represent the City with other agencies. The City Clerk/ Asst. to the Mayor assists staff throughout the City in evaluating and fulfilling needs for administrative information and assists in interpreting information already provided. General Function The City Clerk/ Asst. to the Mayor shall have all the powers and shall perform each and all of the duties specified by Title 35 RCW for City Clerk 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. The City Clerk/Asst. to the Mayor shall also implement the tourism, marketing, advertising, and public relations objectives of the City of Port Orchard. The City Clerk/ Asst. to the Mayor sets objectives, delegates and prioritizes workflow of a variety of projects in such a way that the overall mission and/or goals of the City and Department are met. JOB DESCRIPTION: CITY CLERK/ASSTTO THE MAYOR PAGE 1 OF 5 Supervision Responsibilities The City Clerk/ Asst. to the Mayor assigns. trains. monitors, schedules and supervises the Administrative Services Department staff. with responsibilities including hiring, promotions, reclassification, evaluation, discipline and terminations. The City Clerk/ Asst. to the Mayor 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 workload. ASSISTANT TO THE MAYOR • Prepare documents for the Mayor and Council. • Represent the City at meetings, as directed by the Mayor. • Represent the City policy to other agencies, when directed. • Coordinate City staff, as directed by the Mayor. • Analyze issues and prepare recommendations to the Mayor. • Manage the Commute Trip Reduction Program. LEGISLATIVE SUPPORT • Attend City Council. Council Committee and other meetings as directed. Supervise recording minutes of meetings (tape and written). Direct the preparation of the City Council agendas, furnishing pertinent documents, reports and briefings as needed. Gather, analyze data and prepare reports requested by the Mayor or City Council. • Supervise administrative support for Mayor and City Council members. • Draft ordinances, resolutions. and agreements generated by Council action. Review ordinances, policies. procedures. and other city documents to ensure compliance and to revise outdated documents. Responsible for posting, publishing and/or distributing ordinances or other documents as requested by law. • Keep the Mayor and City Council informed of the situations or conditions, which may affect the City, to include anticipated future needs. • Responsible for compliance with statutory requirements pertaining to public hearings, legal notices and other legal requirements. • Represent the Mayor or City on various boards or committees as directed. CITY CLERK/RECORDS MANAGEMENT • Fulfill statutory requirement of City Clerk/ Asst. to the Mayor as set by RCW 35. • Responsible for preparation of Administrative and Financial Departments preliminary budget. Coordinate preliminary expenditure budgets for all City departments with City Treasurer. • Serve as appointing authority for department positions. supervising selection, training, evaluation, discipline and discharge of department personnel. JOB DESCRIPTION: CITY CLERK/ASS! TO THE MAYOR PAGE 2 OF S o Manages assigned operations to achieve goals within budgeted funds and available personnel; plans and organizes workloads and staff assignments, reviews progress, directs changes in priorities and schedules as needed. o Directs recording of legal documents for all city departments as required. o Serves as custodian of the Official Seal of the City and affixes seal to documents as required. attest the Mayor's signature on all official records and documents. o Responsible for codification of city ordinances and maintenance of Port Orchard Municipal Code Book. o Supervise and safe keeps public records in compliance with state regulations. Accept and process requests for public records or information. o Direct administrative process during formation of local improvement districts, annexation proceeding, Petition for Street/right of way vacations, Application for Public Events and other petitions/applications. o Supervise the Advance Travel Account, auditing issuance of all travel checks, reviews and approve receipts and expenditures for compliance with the City's Travel Policy. o Supervise annual census process, determine whether estimate and/or actual census enumeration is appropriate. Responsible for hiring and supervising census enumerators and completion of census reports when necessary. o Supervise city license and permit programs. o Establish procedures for use of City facilities within policies set by legislative action. o Supervise administrative support for all city departments including mail services, telephone systems and provide temporary support personnel as requested. o Provide on-going public relations in handling questions and complaints. o Supervise the Plans Section and Logistics Section of the City's Emergency Management Operations Center. o Coordinate all city elections with county election department. o Complete special projects and other duties as needed or requested by the Mayor. PURCHASING/INVENTORY o Supervise centralized purchasing of office supplies, equipment and printing. o Supervise all "call for bid" processes, review "call for quotes or proposals" issued by other city departments. RISK MANAGEMENT o Administer and supervise the city's insurance and risk management. o Supervise all claims and litigation against the City. Coordinating with City's risk management agency (AWC-RMSA) and the City Attorney Office as necessary. Coordinate investigative and incidence reports, prepare necessary documents, establish and maintain risk management files and reports. JOB DESCRIPTION: CITY CLERK/ ASSTTO THE MAYOR PAGE 3 OF 5 MARKETING, ADVERTISING, AND PUBLIC RELATIONS WORK • Serves as the city liaison to local and regional committees and organizations. • Meets regularly with the Lodging Tax Advisory Committee and provides information to the City Council as necessary, through the Mayor. • Collects and prepares data for reports; prepares and presents recommendations pertaining to marketing. advertising, and public relations matters as directed by the Mayor. • Tracks and maintains financial and budget information for the lodging tax dollars. • Performs other assigned tasks as directed by the Mayor. 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 City Clerk in city government. Basic knowledge of municipal accounting procedures and the Budgeting, Accounting and Reporting Systems {BARS). Knowledge of principles of conduct of public meetings of elected and appointed bodies, including parliamentary procedure and Roberts Rules of Order. Knowledge of construction and form of city ordinances, resolutions, regulations and documents. Knowledge of principles and practices of effective personnel administration and current federal. state and administrative law pertaining to personnel. Knowledge of local and state government laws, functions, and organization. Knowledge of records management, including archive requirements. Ability to take independent action to corry 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 minutes of Council meetings. Ability to develop and maintain effective working relationships with officials, city employee and the general public. 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 generally performed indoors in on office environment. Close and constant work with computers exposes the individual to normal emissions from the computer monitor. The work area con be noisy at times. This position may require the employee to sit for prolongs periods. JOB DESCRIPTION: CITY CLERK/ASSTTO THE MAYOR PAGE 4 OF 5 Contacts and Relationships The City Clerk/ Asst. to the Mayor 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 operations of the City. In the normal course of business the City Clerk/ Asst. to the Mayor 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. 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 • Ten years experience in municipal government required • Five years similar supervisory experience required • 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 Experience and Training • Bachelor's degree in Business Administration, Records Management or related field, with ten years of municipal experience including five years of supervisory experience or any equivalent combination of experience and training • CMC desirable • Experience in municipal double entry accounting, BARS • Experience in writing and presenting information to the public and elected officials • Certification as a Notary Public within six months of hire 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 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: CITY CLERK/ASST TO THE MAYOR PAGE 5 OF 5 RESOLUTION NO. 049-09 EXHIBIT B CITY Of PORT OJRCHARD JOB DESCRIPTION Job Title: Human Resource Coordinator FLSA: Non-Exempt Civil Service: Exempt Department: Administrative Services Reports To: Mayor The position of Human Resource Coordinator is a full-time position. Attendance at evening meetings or other off-duty events may be 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 Mayor 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 seNe as Secretary and Chief Examiner to the Civil SeNice Commission; perform special projects and assist with non-civil seNice selection procedures as assigned; and assist City with general Human Resources needs. General Function The Hurnan Resource Coordinator is responsible for employee recruitment and selection processes, including development of job announcements, advertisements, applications, inteNiew 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 supeNisors 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 suNeys 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. Supervision Responsibilities None. This position reports directly to the Mayor or his/her designee. As Secretary and Chief Examiner, this position is also accountable to the Civil SeNice Commission. JOB DESCRIPTION: HUMAN RESOURCE COORDINATOR REVISED: MAY 2009 PAGE 1 CF4 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. • Responsible for human resources matters, including development and interpretation of standard policies, procedures, labor agreements, stale, and federal personnel laws. • Assist with all phases of city employment process to assure compliance with standard personnel practices. Coordinate use of temporary employees as required. • Maintain personnel records and files for all city employees. • Work on matters relating to 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. • Provide assistance as required to the City's bargaining committee in labor negotiations. 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: MAY 2009 PAGE20F4 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 Generalist 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 • 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. JOB DESCRIPTION: HUMAN RESOURCE COORDINATOR REVISED: MAY 2009 PAGE 3 OF 4 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: MAY 2009 PAGE4 OF 4