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HomeMy WebLinkAbout2021-06-07-J07 Job Description_Assistant City AdministratorAGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: June 7, 2021 AGENDA ITEM:Consideration of approval of a resolution approving a job description and pay grade [Assistant City Administrator] FORMAT:Resolution SYNOPSIS INCLUDING PRO & CON: Job description for an Assistant City Administrator has been created at the director pay grade of D1. In the past ten years, Waukee has doubled in population, housing units, commercial businesses, street miles, park acres, public safety calls for service, utility customers, annual development activities, city employees, and in many other areas. This growth has created more complexity or “moving parts” in the city organization and its operations. For many years, the City organization was able to operate with a City Administrator and Directors. However, there are factors that are driving the need to increase the capacity of the management staff, which include: Community growth – more constituents and community issues Organizational growth – greater need for collaboration and connectedness Infrastructure growth – larger investment and need to manage the infrastructure assets Regional role – increased presence in regional issues Financial complexity - better information required for decision-making The position that best fits the need of Waukee today is that of the Assistant City Administrator. There are issues and projects that require consistent leadership to collaborate within the community, the organization and the region. An Assistant City Administrator would have the time and the skills to convene employees in problem-solving and systems improvement processes that make the organization more efficient and effective. The Assistant City Administrator could lead community engagement efforts on issues that impact neighborhoods or segments of the population. They could also represent the City in regional issues that require a long-term commitment of time to find resolutions. I am recommending the City Council consider: supporting the renaming of the Development Services Department to Community Development Department creating the position of Assistant City Administrator beginning in June and including temporary oversight of the Community Development Department supporting the appointment of Brad Deets as the Assistant City Administrator creating the position of Planning Coordinator to manage the day-to-day planning operations in the Community Development Department J7 The addition of the Assistant City Administrator position would give the City the management capacity to respond to the changing organizational needs as Waukee continues to grow into the future. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: The City Administrator and Human Resource Director recommend the approval of the job description and pay grade. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Job Description – Assistant City Administrator PREPARED BY:Tim Moerman REVIEWED BY: THE CITY OF WAUKEE, IOWA RESOLUTION 2021- APPROVING JOB DESCRIPTION AND PAY GRADE [ASSISTANT CITY ADMINISTRATOR] IN THE NAME AND BY THE AUTHORITY OF THE CITY OF WAUKEE, IOWA WHEREAS, the City of Waukee, Dallas County, State of Iowa, is a duly organized Municipal Organization; AND, WHEREAS, the City Administrator proposes the creation of an Assistant City Administrator position; AND, WHEREAS, the addition of the position of Assistant City Administrator will give the City the management capacity to respond to the changing organizational needs as Waukee continues to grow into the future; AND, WHEREAS, the pay grade for the position shall be D1; AND, WHEREAS, the City Administrator and Human Resource Director recommend establishing the position and approving the job description and pay grade. NOW THEREFORE BE IT RESOLVED by the City Council of the City of Waukee, Iowa on this 7th day of June 2021 that it hereby approves the job description and pay grade for Assistant City Administrator. ____________________________ Courtney Clarke, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk RESULTS OF VOTE: AYE NAY ABSENT ABSTAIN Anna Bergman Pierce R. Charles Bottenberg Chris Crone Larry R. Lyon Ben Sinclair Page 1 Assistant Administrator Council Approved 6/7/2021 City of Waukee JOB DESCRIPTION Job Title: Assistant City Administrator Reports To: City Administrator Dept/Div: Administration Direct Reports: Community Development Director Union Status: Non-Represented FLSA Status: Exempt – Executive JOB PURPOSE: Under the general direction of the City Administrator, provides professional management support and guidance, as assigned, to Departments, activities and/or special projects to ensure alignment with the policies and goals of the City Administrator and City Council; provides accurate and timely information to support decision-making and policy direction; assists in the overall daily administration, decision-making and policy direction; recommends organizational enhancements and restructuring as necessary; provides effective, professional leadership, positioning the City to meet the community’s current and future needs through appropriate technologies and services. ESSENTIAL FUNCTIONS: (Order of Essential Functions does not indicate importance of functions.) 1. Provides support to the City Administrator by serving as a liaison on major projects; managing oversight of departments or divisions as assigned; supervising and directing staff; expediting resolution of matters as directed by the City Administrator; providing special research and support. 2. Represents the City and City Administrator to management staff, elected officials, outside agencies and/or the public; creates, presents, and explains City programs, policies, and activities; negotiates and resolves sensitive, significant and/or controversial issues. 3. In the City Administrator’s absence, or as directed, represents the City Administrator at meetings and events. 4. Assists with the development implementation, tracking, and reporting of the City’s annual strategic plan; provides support to the City Administrator’s office, city departments and elected officials. 5. Makes recommendations to the City Administrator for the development and implementation of policies and procedures; convenes employees in problem-solving and system improvement processes to increase efficiency and effectiveness of organizational operation. 6. Directs overall development and implementation of the City’s economic development program. 7. Leads community engagement efforts on issues that impact neighborhoods and/or segments of the population. 8. Participates in and contributes to the development and administration of the City’s operational budget and capital improvement program and implements each upon approval by the Council. 9. Ensures fair and consistent treatment of all employees in the organization and that all employees comply with all City policies and procedures. 10. Represents the City in regional issues requiring long-term time commitment to resolve. Communicates effectively and provides information to the City Administrator for making sound decisions. 11. Addresses citizen issues and concerns, as directed, by working with staff to solve problems and reporting the results to the City Administrator. 12. Performs other duties or assumes other responsibilities as apparent or assigned. SUCCESS FACTORS: 1. Excellent oral and written communication and presentation skills. 2. Strong research capabilities and analytical/mathematical abilities; ability to analyze, interpret and compile complicated data. 3. Ability to negotiate complex and/or difficult agreements and resolutions. 4. Sound leadership and management skills with a proven ability to lead teams of executives, managerial and professional staff. 5. Strong project management skills. Page 2 Assistant Administrator Council Approved 6/7/2021 6. Ability to handle confidential information in a sensitive manner. 7. Ability to establish and maintain effective working relationships with internal and external customers, including discretion, integrity, and diplomacy, 8. Attentive to the City’s standards for customer service, accuracy, quality, efficiency, and all City policies and procedures ensuring that all work is performed, and all staff members meet those standards while exhibiting consistent treatment of all staff. QUALIFICATIONS: 1. Master’s Degree from an accredited college or university in Public Administration, Business Administration, Economic Development, or related field. 2. Five (5) years of experience in municipal government at a senior managerial or executive leadership level. 3. Knowledge of the principles and methods of public administration and public finance; experience in municipal finance. 4. Considerable knowledge of municipal, county, state and federal community-related statutes. 5. Knowledge of economic development practices and a minimum of five years successful related experience. 6. Access to reliable transportation with insurance at required state levels to conduct business throughout the assigned area. PHYSICAL REQUIREMENTS: 1. Able to effectively present information and respond to questions from groups of directors, staff, developers, contractors, colleagues, elected officials and the general public. 2. Able to prepare and present accurate and reliable reports containing findings and recommendations. 3. Able to function productively in a standard office environment accessing cabinets, shelving, work areas and office equipment. 4. Able to sit for long periods of time and to maintain focus on project such as computer screen. 5. Able to effectively communicate orally (in person and over the telephone) and in writing (using electronic devices and handwritten) in English with other employees and the community. WORKING CONDITIONS: 1. Climate-controlled office with hazards typical of that environment; minimal outdoor work is required. 2. Position requires travel within and outside of the City which imposes common travel hazards. 3. Standard work hours must be flexible and include evenings and weekends and will be greater than 40 hours per week for a large percentage of the year. 4. To successfully fulfill the essential functions of this position, employee must maintain standard work hours within Waukee City Hall.