Loading...
HomeMy WebLinkAbout10/20/2014HUMAN RE`OU OES COMMITTEE 5:00 p.m. Monday, October 20, 2014 Harold E. Getty Council Chambers 715 Mulberry St Waterloo, Iowa 50701 Roll Call Ron Welper, Chairperson,/ Steve Schmitt ✓ David Jones Quentin Hart,/ Tom Lind ,/ Patrick Morrissey .."-- Carolyn Cole ✓ Approval of Agenda jj_ ,. / _ �- 1. R�6quest u-om the Public Works VDireVctoorr for�oauthorization to begin the recruitment process for Administrative Secretary for Sanitation and make an appointment.. Adjournment ti7 z,,, ( c-\( v'ry� Suzy Schares 5-�-, c.`n-A Deputy City Clerk i$: —v HUMAN RESOURCES COMMITTEE Roll Call Ron Welper, Chairperson Quentin Hart Carolyn Cole Approval of Agenda 5:00 p.m. Monday, October 20, 2014 Harold E. Getty Council Chambers 715 Mulberry St Waterloo, Iowa 50701 Steve Schmitt Tom Lind David Jones Patrick Morrissey 1. Request from the Public Works Director for authorization to begin the recruitment process for Administrative Secretary for Sanitation and make an appointment. Adjournment Suzy Schares Deputy City Clerk PERSONNEL REQUISITION FORM RECEIVED SEP 1''2014 Check as applicable: ❑ To start recruiting or civil service process and/or To fill a vacancy ❑ Active Civil Service List Expires: A proposed job description and questionnaire must accompany this form at time of submission to Human Resources. ************************************************************************************************* Position Title: Administrative Secretary Department: Sanitation Reports To: Public Works Director Work Location: Public Works Employment Status: ® Regular Full Time ❑ Temporary Full Time from to ❑ Regular Part Time ❑ Temporary Part Time from to ❑ Regular 7-Month ❑ Intern/Co-op Student from to Type of Position: Recommended Recruitment Sources: Civil Service Position: ❑ Yes iI No Internal Posting Only Bargaining Position: ❑ Yes ® No ❑ Internal Posting and External Advertising Bargaining Group: Non -bargaining Position: ® Yes ❑ No ************************************************************************************************* Complete the following if the requisition is to fill a vacancy: n New Position or ® Replacement Position for: Clerk I position - Laura Wolff transfer to Sewer Dept (Specify lame and title of former incumbent) Date incumbent terminated employment: Date of final payout: Anticipated start date: Oct 6, 2014 No. of hours/week: 40 Work schedule: 7:O0am - 4:00pm Justification of need for position: Request replacement of Clerk I position funded in Sanitation Dept due to transfer of incumbent. Request Clerk position be replaced with Administrative Secretary position due to this being the only administrative position within the department and the sensitive nature of those duties and responsibilities. What are the likely consequences if the position is not filled? This position is responsible, in part, to communicate with the public concerning Sanitation related issues. Not having administrative support within the department will result in a greater number of upset citizens. APPROVALS Annual salary requirements: Hourly Rate: Benefits: ^` t n11 • (Payroll taxes, pension, health ins.- assuming family) Is position budgeted for this and future FYs? i/ 'es ❑ No If no, how will position be funded? <l-fdlLr7d��J t;i E;y .Sine i.7;477 u:J 4'1[t",'fIC: (- Approved subject to the following conditions: T f `` Submitting Department'1-lead Date Chief. inn cial Office - Created 8/7/2014 c<C Lf j /,'' < r �'/}' Date City Cler uman Resources Director Dite Date PERSONNEL REQUISITION Administrative Secretary (1) What are the key job responsibilities of this position? • Prepare and maintain various office files to support Sanitation Department • Prepares correspondence for Mayor and Council • Prepares Department payroll • Prepares all account receivables for Garbage / Yard waste and Recycle Program utilizing the New World financial system • Prepares all payables through the New World financial system • Prepares all departmental press releases • Maintains Yard waste and Recycle calendar of events • Coordinates and updates website to provide accurate and correct information • Prepares customer violation letters • Responsible for promoting positive customer service, providing accurate and timely responses to telephone inquiries by citizens • Assists with compiling data for annual departmental operational budget • Maintains personnel records for departmental employees • Provides administrative support to Dept Head for sensitive personnel actions • Distributes all incoming correspondence and departmental mail • Maintains voice messages on incoming calls • Coordinates employee priorities to departmental employees utilizing radio system • Maintains customer database for cart distribution / related issues • Coordinates departmental support of other city services, i.e., snow removal • Provides complaint tracking • Prepares annual calendar of events for Recycle and extended yard waste • Schedules and coordinates neighborhood clean-ups • Assists in coordination of annual City -Wide clean-up • Other duties as assigned. (2) Can the job responsibilities of this position be assigned to other employees within the department? a. No, there ore no other administrative positions within the department. (3) How is the work of this position being accomplished now? a. Work is being accomplished by Clerk I transferring from Sanitation to Sewer Deportment, as well as 29% of Sewer Department Administrative Secretary (8) (4) Are the filled positions in your department currently being utilized to their maximum potential? a. Yes. (5) How would filling this position meet the needs of your department or the City on either a short-term basis (if temporary position) or a long-term basis (if a regular position)? a. This department provides on essential service to the Citizens. Citizens/customers expect the services for which they are paying. Having over 13,000 customers, this department requires administrative support. (6) What cost savings or revenues, if any, would your department or the City realize if this position is filled? a. This is a replacement for a vacated position. (7) If you are paying overtime or comp time within your department to accomplish this work now, how much overtime or comp time has been paid out or earned that is directly attributable to this position and over what period of time? a. This is a replacement for a vacated position. How has the work Toad or demands of your department changed in comparison to your staffing levels over the past three fiscal years? a. The Public Works Centralization of 7 departments has made for wholesale changes. The Sanitation Department management has been moved from Waste Management to Public Works. The Administrative function of Sanitation was left at Waste Management until such time as the Administrative Secretary in that department retired and the subsequent fall -out was complete. It is now time to move the administrative function to Public Works as well. (9) If this position is not filled, what affect will it have on your department? a. This deportment cannot function without Administrative Support. (10)How do you cover the responsibilities for this position whenever the incumbent is out on vacation? a. Duties will be shared with other Administrative personnel funded by other departments, i.e„ Street/ Traffic. (11)Is it possible that the City could outsource this position to an outside agency? a. No. Citizens expect to report issues and/or complaints to the Department directly. (12)How would you rank this position in terms of its contribution to City business in comparison with other positions reporting to you? a. Based on call volume, this may be one of the most demanding positions reporting to me. (13)How does this position impact the goals and objectives for the City adopted by the City Council? a. This department is one of the primary revenue generators in the City. Citizens paying for services expect a certain level of service. This department would fall short of expectations without Administrative support.