Adopt Resolution #19-130 Approving a change of work assignments of an Administrative Assistant from Engineering and Community Development to full-time Engineering

The purpose of this case is to ask the City Council to approve a change to the work assignments of an Administrative Assistant from Engineering and Community Development to full-time Engineering.   As part of the 2019 budgeting process, funding was included in the budget, effective July 1, 2019 for additional administrative support in the Engineering Department.   

The part-time Engineering Administrative Assistant has been working full-time since mid 2018, splitting her time between a temporary assignment in the Community Development Department and her regular part-time Engineering Department role.  Addition hours were added to increase the position to full time, on a temporary basis, by Community Development based upon increased activity and supported by the increased development revenue generated by the activity.

History of the Engineering Administrative Assistant

• In mid 2017 staff and the City Council discussed staffing for 2018.  Initially, the City Engineer requested a full-time Administrative Assistant; however, as a result of needed reductions to the budget staff offered that part-time would be acceptable and the request was approved to hire a part-time employee. 
• In mid 2018 staff and the City Council discussed staffing for 2019.  The City Engineer stated that full-time administrative support is necessary in order to meet the needs of the City.  The administrative assistant has proven to provide great utility to Engineering, freeing the professional staff to focus on more skilled engineering tasks which is essential given the growth of the City. 

Effective Date of July 1, 2019

• Along with other important work, the July 1st effective date of this request is tied to the Highway 10 Gateway project; professional engineering workload will significantly increase after this date due to leading phase 2 (the design phase) of the Ramsey Gateway Highway 10 Plan. 
• Starting around July 1st, in addition the City Engineer's  other duties, he will begin working closely with Bolton and Menk, Anoka County, the Minnesota Department of Transportation and the Federal Highway Agency, to complete the preliminary design of the proposed improvements along Highway 10 through the City of Ramsey.

The Engineering Administrative Assistant’s day to day tasks include
 

• administration of on-line bids and quotes through QuestCDN
• administration of special assessment notices and roles
• scheduling and data entry for topsoil inspections
• maintaining Engineering department files
• administration of records retention
• administration of asset management program
• processing contractor pay requests, including preparation of Council cases and resolutions
• recording meeting minutes for pre-construction and other meetings
• updating City website and other on-going communications for City improvement projects, and researching and applying for external funding
• In addition to Engineering functions, this position serves as back-up in Community Development and Public Works, by assisting customers at the counter and other tasks; and, if needed reception desk coverage    

Note:  The change from regular part-time to regular full-time will not result in a increase in the employee's hourly pay.
Attached: The applicable 2017 and 2018 budget related work-session minutes are attached. 

 

The funding required for this action has been accounted for in the 2019 budget at $36,047.  

Staff recommends approving Ms. Marsha Weidner as a full-time Engineering Administrative Assistant, effective July 1, 2019;  and
discontinuing the temporary administrative support assignment in Community Development.
 

Motion to adopt resolution #19-130 to: 

1. Approve Ms. Marsha Weidner as a full-time Engineering Administrative Assistant, effective July 1, 2019; and
2. Discontinuing the temporary administrative support assignment in Community Development.