Discuss New Personnel Request for Full-Time Public Works Administrative Assistant

Public Works currently employs one (1) full-time administrative assistant who spends over 80-percent of their time working on Parks reservations.  There are 3 primary divisions in Public Works including Streets, Parks and Utilities.  Since the current administrative assistant spends most of their time working on Parks reservations the other divisions are unable to utilize the administrative assistant to any significant extent.

Below is a list of tasks the Streets, Parks and Utilities divisions have identified as some of the more critical administrative assistant needs that are currently not being met on a continual basis or are being done by others.  

• Assist with invoice processing/Tungsten
• Administer annual mailbox replacements due to snowplow hits
• Administer annual turf repair due to snowplow damage
• Assist with updating/developing/formatting RFQ’s for contracted services
• Separate duties required for civic rec coordination (park reservations) and the athletic organizations coordination
• Billing athletic organizations for services throughout the year
• Update summer seasonal and ice rink attendant handbooks
• Update warming house calendars each year
• Update mow crew log sheets
• Update mower safety training spreadsheet
• Special events permits
• Send out/schedule all Gopher state locate requests
• Apply for grants and follow through with process
• Assist with writing cases and resolutions
• Scanning plans
• Scanning O&M manuals
• Scheduling appointments on PIMS
• Prepare and mail water meter leak letters and conduct follow up when residents call
• Assist when residents call on utility billing questions
• Monitor the monthly tornado alarm
• Assist with putting together word and excel documents
• Respond to questions from OPUS21
• Assist with monitoring SCADA during core work times
• Assist with calling contractors to get bids/quotes
• Assist with logistics with ordering PW vehicles
• Pick up repair supplies from vendors when ordered
• Assist with CIP planning
• Scan utility tie cards
• Check in all utility permits to make sure all was completed
• Send out and schedule all water meter repairs
• Monitor on call phone and address all Emergency calls during work hours
• Schedule meeting requests with appropriate supervisors
• Attend needed meetings to keep ahead of upcoming developments
• Work with vendors and suppliers to get lowest prices on needed equipment/tools/supplies
• Order chemicals for water distribution
• Assist with organizing punch lists for all developments/commercial sites
• Schedule needed maintenance for PW site (garage doors, hvac, fuel island, etc)
• Logis utility GIS updates
• Prepare Facebook and website updates for PW (water main flushing, sweeping, pot hole repairs, snow plow updates etc.)
• Assist with state level documents for state bids, DNR water appropriations, water conservation permits, sanitary sewer permits, etc.
• Assist contractors with purchasing water meters for all new structures and scheduling all water turn hookups and disconnects.
• Monitor electric and gas disconnects and schedule all water disconnects when appropriate
• Scan in water meter repair forms and forward to billing company.

Staff anticipates 15 minutes will be needed to present this case and respond to questoins.

Similar to the current administrative assistant position, this new position will be funded through a mix of streets, parks, and utility funds.

Below is the 2023 administrative assistant pay scale for all 6 steps.
 

2023

Step 1

Step 2

Step 3

Step 4

Step 5

Step 6

Position

Hourly

Hourly

Hourly

Hourly

Hourly

Hourly

PW Admin Asst

23.960

25.158

26.356

27.554

28.752

29.950

Estimated 2023 budget impact for step 1 with benefits = $36,028.
Estimated 2023 budget impact for step 6 with benefits = $43,258.
These costs assume single insurance coverage and 6 months employment in 2023.

City Engineer/Public Works Director Westby will introduce the case.

City Administrator Hagen, Administrative Services Director Lasher, and Finance Director Lund will be available for questions.

Receive consensus direction from Council to recruit for this new Public Works administrative assistant position and to further explore necessary office space needs.