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HomeMy WebLinkAbout2017-05-30-F01 Stormwater Admin Asst_Job Description, Pay Grade AGENDA ITEM: CITY OF WAUKEE, IOWA CITY COUNCIL MEETING COMMUNICATION MEETING DATE: May 30, 2017 AGENDA ITEM: Consideration of approval of an ordinance approving job description and pay grade [Stormwater Administrative Assistant] FORMAT: Resolution SYNOPSIS INCLUDING PRO & CON: This position is being created to allow the Stormwater Inspectors to utilize their skills at their highest level. The Stormwater Admin. Asst. will support field staff by preparing communications to property owners, developers, builders and contractors on behalf of the Stormwater Inspectors. The Stormwater Admin. Asst. will provide behind the scene assistance in tracking communication and follow-up. FISCAL IMPACT INCLUDING COST/BENEFIT ANALYSIS: COMMISSION/BOARD/COMMITTEE COMMENT: STAFF REVIEW AND COMMENT: The City Administrator and Human Resource Director recommend approval of the creation of a new position and job description for the position. RECOMMENDATION: Approve the resolution. ATTACHMENTS: I. Proposed Resolution II. Job Description – Stormwater Administrative Assistant PREPARED BY: Patricia Brown Holden REVIEWED BY: THE CITY OF WAUKEE, IOWA RESOLUTION 17- APPROVING JOB DESCRIPTION AND PAY GRADE [STORMWATER ADMINISTRATIVE ASSISTANT] 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 Public Works Director proposes the creation of a represented, part-time Stormwater Administrative Assistant position; AND, WHEREAS, the pay grade for the position shall be Grade GS-4; AND, WHEREAS, the Public Works Director 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 30th day of May, 2017, that it hereby approves the job description and pay grade for Stormwater Administrative Assistant. ____________________________ William F. Peard, Mayor Attest: ___________________________________ Rebecca D. Schuett, City Clerk ROLL CALL VOTE AYE NAY ABSENT ABSTAIN Anna Bergman R. Charles Bottenberg Brian Harrison Shelly Hughes Larry R. Lyon   Stormwater Administrative Assistant Page 1 Council Approved ____________ Revised ____________________ City of Waukee JOB DESCRIPTION Job Title: Stormwater Administrative Assistant Reports to: Asst. PW Dir.-Engineering Dept/Div: Public Works/Engineering Direct Reports: None Union Status: Represented-CWA FLSA Status: Non-Exempt Pay Grade: GS-4 JOB PURPOSE: The Stormwater Administrative Assistant performs administrative support work such as filing, word processing, creating spreadsheets, data entry/retrieval, and other functions needed by the Stormwater Division staff. ESSENTIAL FUNCTIONS: (Order of Essential Functions does not indicate importance of functions.) 1. Creates a variety of correspondence, reports, resolutions, memoranda and other material requiring accuracy and completeness. 2. Receives information requests and complaints regarding services. Coordinates resolution of citizen inquiries and resolves problems with the public. 3. Reviews forms, data and other information to ensure accuracy and conformance to established procedures and/or policies. 4. Compiles, posts and records information from a variety of sources that usually involves calculations, research and verification of information. 5. Completes forms, reports, questionnaires and other similar documents. 6. Interacts with the public and others outside the work unit to obtain and provide information and assistance in a variety of circumstances. 7. Screens and responds to general inquiries and complaints; provides information on policies and procedures. 8. Provides information and assistance to the division, processing inspection reports and enforcement actions, coordinating schedules of field personnel, processing training and equipment requests. 9. Provides information to Marketing & Communications Director for updating division website. 10. Performs other duties or assumes other responsibilities as apparent or assigned. SUCCESS FACTORS: 1. Able to take action in solving problems while exhibiting judgment and a systematic approach to decision making. 2. Able to create and participate in a team environment. 3. Display willingness to listen and learn. 4. Show initiative to seek other work upon completion of a task. 5. Safeguards confidential information and uses it or discloses it only as expressly authorized or specifically required in the course of performing specific job duties. 6. Establish clear, open-minded, trustworthy, bias-free and customer-focused communication to ensure a welcoming and inclusive environment. 7. Understand and internalize the importance of seeking resolution to problems and concerns by bringing them to the direct attention of supervisor in a timely manner. 8. Demonstrate sound time-management skills by effectively or efficiently organizing, prioritizing, and completing multiple assignments in a timely manner. 9. Attentive to the City’s standards for customer service, accuracy, quality, efficiency and all City policies and procedures. QUALIFICATIONS: 1. AA degree or technical training required. 2. A minimum of one year successful experience in administrative field. 3. Proficient in Microsoft Office Suite and data base management.   Stormwater Administrative Assistant Page 2 Council Approved ____________ Revised ____________________ 4. Confident in the use of computers and tablets and able to be trained in software required to complete the functions of the position. 5. Good organizational and time management skills. 6. Must possess a valid Iowa driver license and meet the requirements of the City’s motor vehicle policy. PHYSICAL REQUIREMENTS: 1. Able to lift, carry, push and pull up to 10 pounds occasionally. 2. Ability to sit for long periods of time and to maintain focus on project such as computer screen or detailed paperwork. 3. Able to function productively in a standard office environment accessing cabinets, shelving, work areas and office equipment. 4. Able to effectively communicate orally (in person and over the telephone) and in writing (using electronic devices and handwritten) in English with other employees, vendors and the community. WORKING CONDITIONS: 1. Average work hours will be 29 hours per week between 7:00 AM – 4:00 PM Monday through Friday. 2. Climate controlled office with hazards typical to that environment. 3. Occasional outdoor work may be required. 4. Position requires travel within and outside of the City which imposes common travel hazards. 5. To successfully fulfill the essential functions of this position, employee must maintain standard work hours within Waukee Public Works building. 6. There is no residency requirement for this position. I have read and understand the information contained in the Job Description. I understand that this Job Description is not intended and should not be construed as an exhaustive list of all the responsibilities, skills, efforts, or working conditions associated with this job. Also, while this list is intended to be an accurate reflection of the current job, the Employer reserves the right to revise the functions and duties of the job or to require that additional or different tasks be performed as directed by the Employer. I understand that I may be required to work overtime, different shifts or hours, outside the normally defined workday or work week. I also understand that this job description does not constitute a contract of employment nor alter my status as an at-will employee. I have the right to terminate any employment at any time and for any reason and the Employer has a similar right. Signature Date The City of Waukee is an Equal Opportunity Employer. In compliance with Americans with Disabilities Act Amendments Act, the City will provide reasonable accommodations to qualified individuals with disabilities, and encourages prospective employees and job incumbents to discuss potential accommodations with the Employer.