HomeMy WebLinkAboutOrdinance No. 2237-2007r/~ ~~~
Suggested by: City Manager
CITY OF KENAI
ORDINANCE NO. 2237-2007
AN ORDINANCE OF THE COUNCIL OF THE CITY OF KENAI, ALASKA, AMENDING
KMC 23.50.010(b) BY CREATING THE JOB CLASS/TITLE OF "ADMINISTRATIVE
ASSISTANT IV" (CLASS CODE 217) AND PLACING IT AT RANGE 14.
WHEREAS, the Assistant to the City Manager is currently an Administrative Assistant
III (Class Code 211) at a Range 12; and,
WHEREAS, the position of Assistant to the City Manager has recently been assigned
various personnel duties previously performed by the Finance Department; and,
WHEREAS, the job description of the Assistant to the City Manager is being amended
to include those additional job duties and responsibilities; and,
WHEREAS, because of the knowledge and expertise required to perform the new
personnel duties, the Assistant to the City Manager should be classified above the
range for an Administrative Assistant III; and,
WHEREAS, creation of a new job class/title of Administrative Assistant N is needed to
reflect the additional duties of the Assistant to the City Manager.
NOW, THEREFORE, BE IT ORDAINED BY THE COUNCIL OF THE CITY OF KENAI,
ALASKA, that KMC 23.50.010(b) (Administrative Support) is amended by adding the
following:
Class Code Class Title Range
217 Administrative Assistant IV 14
PASSED BY THE COUNCIL OF THE CITY OF KENAI, ALASKA, this 20th day of June,
2007.
PAT PORTER, MAYOR
ATTEST:
Carol L. Freas, City Clerk
Introduced: June 6, 2007
Adopted: June 20, 2007
Effective: July 20, 2007
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KENA~ SKA
"l/clla9e wit~i a Past, Gc~ wit~t a Fr~ture"
210 Fidalgo Avenue, Kenai, Alaska 99611-7794 ~„,a„
Telephone: 907-283-7535 /FAX: 907-283-3014 l'~~fl
7992
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TO: City Council
FROM
DATE
Rick Koch
May 31, 2007
SUBJECT: Creation of Job ClasslTitle of Administrative Assistant IV
The purpose of this correspondence is to discuss the above referenced subject.
Administration recommends the Council approve the creation of a new job class,
Administrative Assistant IV.
The Assistant to the City Manager is presently an administrative assistant III, a range 12.
The creation of this new classification recognizes the additional duties being undertaken
by that position. With Robin Feltman's retirement, it was an opportune time to re-assign
the personnel duties her position had assumed over time. This re-assignment of human
resource duties to the Assistant to the City Manager is logical, in that the City Manager
administers the city's personnel code.
City code provides s salary range of 16 for a Persomlel Officer. Since the hLUnan resource
duties comprise approximately 40-50% of the duties for this proposed position, a range
14 is appropriate.
Thank you for your attention in this matter.
attachments
CITY OF KENAI
CITY MANAGER/AIRPORT
IOB DESCRIPTION
Title: ADMINISTRATIVE ASSISTANT IV
Range: 14
Nornlal Hours/Wk: 40 -Monday through Friday, 8 a.m. - 5:00 p.m.
Supervisor: City Manager
Working Environment: Duties are performed in an office setting.
General Description:
Provides administrative support to the City Manager. Implements policies established by
the City Council and City Manager. Responsible for City-wide personnel functions and
offers professional-level human resources assistance, services and guidance in
recruitment and selection. Monitors City land system. Work is performed independently
under the general supervision of the City Manager.
Essential Job Functions:
1. Act as liaison to Department Heads, under direction of the City Manager to
improve efficiency in city govenunent. Examples include:
a. Perform administrative duties in support of the City Manager.
b. Screen citizen complaints and problems; resolve issues whenever
possible.
a Assist in formulating budgets for and purchase from City General
Fund Land, Non-Departmental and Kenai Visitors Center.
d. Prepare ordinances and resolutions.
e. Complete special projects as assigned, such as conducting polls and
surveys.
f Sign accounts payable and payroll checks.
g. Provide backup for other departments as necessary.
2. Personnel Duties
a. Confer with the City Manager on a frequent basis regarding
personnel issues.
b. Maintain personnel files for all City employees.
a. Manage employee confidential medical records program.
d. Conduct orientation and processing of new employees. Conduct
termination interviews. Answer questions and provide information
to employees regarding pay and benefits.
c. Monitor City's employee appraisal system by notifying department
heads ofperformance evaluations due and follow-up. Review
evaluations and personnel transactions for compliance and
accuracy.
Administrative Assistant IV
Job Description
6/1/2007
f Review and completion of all workers' compensation injury report
forms. Ensure reports are filed timely to appropriate agencies.
g. Confer with the City Attomey and Finance Director on a frequent
basis to assure that the City's personnel practices and policies are
up-to-date and in conformance.
h. Assist and advise Department Heads to assure that the City's
personnel policies are performed efficiently, within the confines of
applicable laws, ordinances, rules and regulations.
i. Ensure City facilities are in compliance with employment posters.
j. Assist and advise Department Heads and supervisors in job
description development, recruitment techniques and workplace
training.
k. Review, critique and approve job descriptions for compliance with
federal and state personnel laws. Approve advertisements for
position opennigs.
1. Maintain updated job descriptions for all deparhnents in central
location.
m. Develop proposed regulation changes and work with City
Manager, City Attorney and Department Heads on revisions to
Employee Handbook, Supervisor's Handbook and Personnel Code.
n. Update and distribute the Employee and Supervisors' Handbooks.
o. Administer the City's drug and alcohol testing program.
p. Meet with employees regarding personnel issues and concerns and
encourage open communication to achieve goals and resolve
issues.
q. Serve on Safety Committee
r. Responsible for strict confidentiality in personnel matters.
Monitor city land system. Administer Title 21 and 22 of the Kenai iYfunicipal
Code.
a. Administer land leasing program.
b. Ensure land leases are in compliance with all terms of lease and have
required insurance coverage.
c. Maintain deeds and patents, order litigation reports, appraisals and
surveys outside of Airport Reserve.
d. Work with federal, state and local agencies to obtain property
restriction releases, acquisitions and approvals.
e. Perform comprehensive duties in support of city land management. A
variety of different and unrelated processes are involved. Use
judgment in interpreting and adapting guidelines to specific situations.
f. Malce policy recommendations on land issues and prepare related
ordinances and resolutions.
g. Prepare public land sales on city owned property according to
procedures outlined in Kenai Municipal Code.
- h. Provide information to the public regarding city land acquisition
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Administrative Assistant IV
lob Description
6/1/2007
outside of Airport Reserve: provide copies of plats and appraisals;
explain procedures for acquiring land; process paperwork related to
purchase or lease of City owned land. Assure procedures and
paperwork are in conformance with requirements of the Kenai
Municipal Code.
Draft legal documents pertaining to leases and Land sales for legal
review. After necessary approvals, ensure proper signatures and.
recording.
Perform the duties of the City Manager when delegated to do so.
Qualifications:
Knowledge of practices of public administration, human resource management
and land administration.
Knowledge of federal, state and local employment laws and requirements.
Knowledge of methods and procedures used in compiling, analyzing, interpreting
and reporting data.
Knowledge of the application of instructions and guidelines to specific problems.
Knowledge of real estate laws and terminology.
Knowledge of public relations techniques.
Knowledge of fiscal planning.
Knowledge of variety of computer software, including word processing,
spreadsheets and databases.
Knowledge of office procedures and equipment, including multiple line
Telephones, copiers, fax machines and filing systems.
Ability to perform tasks with little or no supervision. Must complete duties with
inflexible deadlines.
Ability to interpret and apply Kenai Municipal Code, Laws, regulations and
administrative policies to City matters.
Ability to research, analyze, and recommend solutions to new and unusual
situations.
Ability to coordinate a wide range of duties with frequent interruptions.
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Administrative Assistant IV Job Description
6/1/2007
Ability to communicate well orally and in writing.
Ability to make decisions and take necessary actions.
Ability to organize and maintain filing systems.
Ability to operate personal computers, software, calculator and copy machines
proficiently.
Ability to compose clear accurate reports and business correspondence.
Ability to type 60 w.p.m. accurately.
Ability to establish and maintain effective working relationships with the City
Manager, City Council, outside agencies, the general public, and co-workers.
Possess, or have ability to obtain, a valid Alaska drivers license, with a good
driving record.
At City expense, applicant must possess or haue ability to obtain an Alaskan
Notary Public certification.
Ability to perform essential job functions.
Experience And Training:
Five years related experience, college course work or any combination of experience,
training and education with an emphasis in business administration or human resource
management, which provides the applicant with the knowledge, skills, and qualifications,
required to perform the essential job functions.
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