Authorization to Reclassify and Transfer a City Employee

The purpose of this case is to authorize filling the Public Works Administrative Assistant position that was discussed with the City Council during the work session of April 25, 2023. As a result, staff conducted an internal and external recruitment process and interviewed several candidates.  An internal candidate, Ms. Marsha Weidner, was selected for the position. The City extended a contingent job offer which is pending City Council approval. If approved, Ms. Weidner will continue to be subject to the personnel policy and the AFSCME labor agreement.  She will move from the Engineering Department at City Hall to the Public Works Facility.  Ms. Weidner is currently an Engineering Assistant and will be reclassified back to her original role of Administrative Assistant. The Administrative Assistant position provides a variety of responsible administrative support functions including providing excellent customer service to residents, contractors, staff and others; routing phone calls, attending city events as needed, scheduling meetings, and writing business letters, as well as the following specific tasks: 

• 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 the 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
• Initiate 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.

With regard to filling the soon-to-be-vacant Engineering Department Position: Discussions occurred between City Administrator Hagen, Administrative Services Director Lasher and City Engineer/Public Works Director Westby.  In anticipation of City Council approval, it was determined that the best course of action would be to fill Ms. Weidner's former position as an Administrative Assistant rather than the reclassified role of Engineering Assistant. This is a savings to the City.  The Engineering Assistant role is a more advanced administrative position and requires in-depth on-the-job knowledge of the department.  With current staffing levels and knowledge within the department, an Engineering Assistant could be considered by the City Council in the future, but is not needed at this time.  

Looking ahead, in the interest of efficiency (while following City policy and the AFSCME contract) the position left vacant due to Ms. Weidner's pending move to Public Works was advertised internally only.  There were no internal candidates.  Therefore, it is expected to be filled from the pool of excellent candidates that were part of the Public Works Administrative Assistant recruitment mentioned above.   Four candidates from that recruitment are scheduled to be interviewed tomorrow, June 14. These candidates have already passed first and second-round interviews for the Public Works position and have expressed interest in the Engineering Department Administrative Assistant position.  Staff anticipates bringing the Engineering Administrative Assistant position forward to the City Council for authorization to hire on June 27, 2023. 

This position will be funded through a mix of streets, parks, and utility funds.
 

To reclassify and transfer Ms. Marsha Weidner to the position of Public Works Administrative Assistant, effective June 14, 2023, at $29.95 per hour, which is step 6 of the 2023 wage scale.

Motion to reclassify and transfer Ms. Marsha Weidner to the position of Public Works Administrative Assistant, effective June 14, 2023, at $29.95 per hour, which is step 6 of the 2023 wage scale.