BUSINESS OF THE CITY COUNCIL WINDSOR HEIGHTS, IOWA AGENDA STATEMENT Item No.______8___ For Meeting of 7/02/08 ITEM TITLE: Consideration of a resolution adopting updated position descriptions for Administrative Support/Code Enforcement Officers CONTACT PERSON(S): Marketa George Oliver, City Administrator SUMMARY EXPLANATION Attached for your consideration is a resolution adopting current position descriptions for the Administrative Support Clerk/Code Enforcement Officer position. The goal for some time now is to have the two support positions (one in Police and one in Administration) cross-trained and for each of the people in these positions to be able to provide back up to the other. This is critical for business continuity. In fact, one of the main reasons upcoming remodeling project, is to create a workspace for the two employees to be able to provide the back up to one another that is needed for organizational function. As part of this effort, it is necessary to have some organizational updates to accompany our structural changes. It is important to have a job description that is the same for both of the positions. Chief Walters and I have worked on the revised job descriptions and provided copies to each of the employees soliciting input. Also attached is the revised organizational chart for the City. X Resolution Ordinance Contract Other (Specify) Funding Source General APPROVED FOR SUBMITTAL City Administrator RECOMMENDATION: Approve resolution on a roll call vote. COUNCIL ACTION: RESOLUTION NO. 08-0708/ A RESOLUTION ADOPTING CURRENT POSITION DESCRIPTIONS FOR CERTAIN CITY POSITIONS AND A REVISED ORGANIZATIONAL CHART WHEREAS, the City has employees who render valuable services in performing their duties; and WHEREAS, the City strives to maintain a workforce of knowledgeable, well-trained and motivated individuals; and WHEREAS, the City wishes to continue to provide superior municipal services to its residents, businesses and visitors; and WHEREAS, updated position descriptions and accompanying organizational chart are necessary for various positions to maintain the City’s workforce; and WHEREAS, the pay scales for these positions was adopted with the City’s budget; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Windsor Heights, Iowa, that the attached position descriptions are hereby adopted. PASSED AND APPROVED THIS 7th DAY OF JULY, 2008. ___________________________ David J. Sullivan, Mayor ATTEST: ________________________________ Marketa George Oliver, City Administrator/Clerk CITY OF WINDSOR HEIGHTS Position or Title: ADMINISTRATIVE SUPPORT CLERK/CODE ENFORCEMENT OFFICER. Description: Administrative Support Clerk/Code Enforcement Officer is under the direct supervision of the Chief of Police, and is responsible for various City functions and, on a regular basis to all City departments with clerical and records support and responsibility including but not limited to Public Safety records, building and zoning questions, building permits, filing and maintenance of City records, both those in the Police Department and Administration, etc. Essential Job Functions: The ASC/CEO assists the public by answering telephones, receiving bill payments, handling questions, registering voters, answering zoning questions, taking complaints and addressing them to the appropriate department, opens and sorts the mail, provides administrative support primarily to law enforcement and administration, but may be called on to support other departments and areas. S/he is the primary public contact upon entering City Hall. The ASC/CEO is responsible for public safety department’s administrative support. The ASC/CEO is responsible for record keeping. S/he keeps a current alarm, and bill for false alarms and vacation house-check list, mails check list and maintains records of business owners or contacts. Also maintains records of OWI restitution. S/he maintains the criminal charge record book, a file for misdemeanor citations, fingerprint/identification cards, a record of stolen items. S/he is responsible for all other filing and record keeping as well, including maintaining the files in the City vault. The ASC/CEO issues pet licenses to the public and handles other animal control-related paperwork. The ASC/CEO provides copies of press releases to the media and a monthly crime report for the Mayor and City Council. Other reports which are included in the ASC/CEO duties are: UCR reports and submitting them to state and make necessary corrections. Police Activity Report, Calls for Service Report, Investigative Activity Report, Case Management on all open cases, Impounds, and Lien Verifications for Auction, submitting all necessary passwords or access to programs for officers, send paper work for warrants filed for and enter and maintain active warrant. S/he handles the disposition of paid parking tickets, accident reports, traffic citations, police record checks, and Iowa Department of Transportation forms. Send all requested copies to insurance companies and attorneys, along with billing. Verify NCIC information, and keep records to keep certification required by NCIC. Dispatch non emergencies. Locate and collect on delinquent parking tickets, and bad checks written to the police department. Distribute all subpoenas and information needed for court by officers. Incident report verify all blank case numbers. At officer request provide Intel information. Make aware of corrections need to cases. Attend ILEAD meetings. Correct errors from ILEADS System Management. Enter arrest photos in ILEADS, record system. Enter L.O.S.T application. Maintains back up tapes for finical system and back up tape for PD. In the event that the ASC/CEO is female, she is required to be/become a Police Matron. This is required so that in the event the police department has a female prisoner, the Matron will be charged with her; it will be the Matron’s duty to search the prisoner, inventory her belongings and accompany her to the Polk County Jail. Also required to be on call. The ASC/CEO assists with preparations and any other requested duties pertaining to effective City operations. The ASC/CEO may handle payroll entries for all City employees, elected officials, and fire fighters/EMS personnel. S/he will assist the Chief Financial Officer with preparation of quarterly payroll records and reconciliation of payroll contributions. S/he balances and records daily receipts and may be called on to write checks on occasion. The ASC/CEO handles rental housing registration and inspection verification and works with the rental inspector to maintain compliance on rental units. S/he maintains the database for rental properties. S/he handles nuisance abatement, along with proper documentation, to the extent possible. The ASC/CEO processes permits and licenses as required by the City. The ASC/CEO works closely with all City Departments to abate and enforce established codes, ordinances and regulations. The ASC/CEO conducts field investigations and responds to alleged violations verbally and in written form including, but not limited to: nuisance abatement, zoning and signage issues. The ASC/CEO must have the ability to confer with the general public, businesses and citizen groups to review and explain code requirements in a tactful, firm and impartial manner. Maintains effective working relationships with citizens, property owners, visitors and City employees. Maintains a variety of logs and records related to inspection and enforcement activities; monitors abatement progress. Prepares notices of violations and remedy for correction. Prepares documents for submission to the City Attorney to file the proper complaint for non-compliance; testifies in court as required on behalf of the City. Participates in hearings and makes appropriate recommendations. Assures that the City’s mission, goals, and objectives are fully supported and initiated. S/he is required to maintain confidentiality in all appropriate matters. Other Duties/Responsibilities: The ASC/CEO is also responsible for record keeping, typing, phone messages and all other general clerical operations. The ASC/CEO will also handle other duties and projects as required. The ASC/CEO will provide administrative support to all members of the management team when necessary. Entry Requirements: o Must be at lest 18 years of age o Must have a high school diploma or GED. Associate’s Degree in a related area is strongly preferred. o Knowledge of/education in general accounting principles and payroll a plus. o Must be or become a Notary Public. o Municipal experience and/or education is preferred. o Knowledge of state and municipal code is also preferred. o Must be able to read, write and speak the English language o NOTE: a physical examination may be required if there is a question of possible health problems. The examination would be conducted by a department- chosen physician at the expense of the City. o Must be able to acquire and maintain NCIC certification. o Must be able to provide a certificate of insurance for each motor vehicle that he/she may use to respond to the department activities. o Must be reachable by telephone at his/her residence o Must be willing to actively participate in all department activities required by the position held o Must be willing to abide by the Rules and Regulations, orders and Standard Operating Procedures of the Department, Personnel Policies and any other directives or work rules. o Must be willing to complete the initial training required and to participate in the various training programs established for the Department for the position to which he/she is assigned o Must be willing to maintain any certification acquired through training provided by or for the department through successful completion of any required continuing education requirements to maintain certification o Must be willing to attend special schools and conferences held by other departments and agencies when said schools are approved by the department Knowledge/Skills/Abilities: Knowledge of municipal code and policies. Ability to operate 10-key calculator by touch and a variety of computer programs. General knowledge of City government. General clerical skills. The ASC/CEO must have a working knowledge of all administrative office functions. Major Work Characteristics: This position works in an office environment, sometimes working alone. This position also works directly with elected officials, city staff, and members of the public on a regular basis. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Salary/Benefits: Current compensation information is available from the City Payroll Officer. Information regarding benefits is included in the Personnel Policies Manual. This position may be subject to pre-employment and on-going drug and alcohol screening for cause. This position is also subject to a pre-employment physical.