POSITION DESCRIPTION

The City of Rochester invites applications for the position of:

Assistant Clerk II
Office of the City Clerk

The City of Rochester emphasizes service delivery through a strong commitment to our core values:
“RISE to the top in Customer Focus through Respect, Integrity, Safety, and Excellence.”
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The City of Rochester is committed to a community where all members feel a sense of belonging. We commit to recognizing the diversity of our community members, listening to *_ALL *voices and providing equitable services to create an inclusive place to live, play and work.

We believe EQUITY_ should be at the center of all our work. We strive to represent our community in our teammates, as we know that diverse and inclusive teams are more innovative, and have an empowering impact on the work, progress and culture of our community._

It takes us all working togethe

Nature of Work
The Assistant Clerk II performs highly responsible and moderately complex clerical support work that requires knowledge of laws and regulations affecting City operations under the purview of the City Clerk’s Office. Duties include assisting with City Council support, assisting with the coordination of licensing functions for the City, supporting election judge recruitment and assignment, managing parking violation collections, and support of the other functions of the City Clerk’s Office.

This position’s regular schedule includes working two Monday evenings per month as part of the shared responsibility to support City Council meetings.
2022 starting wage is $26.05 per hour with advancement to $33.80 following a 6-year step progression with satisfactory performance.

Applications will be accepted until the vacancy is filled with priority consideration provided to applications submitted by June 1, 2022.

DUTIES AND RESPONSIBILITIES
The items below are representative of the scope of work performed within this job classification. Individuals within this classification will be assigned to specific areas of duties and responsibilities in both lead and back up capacities. These assignments may rotate and change within the office to ensure cross training and adequate ability to back up critical office functions.

• City Council Support
• Assist in creating and preparing City Council agendas for publication and posting on the website
• Schedule, prepare, and set up materials for Council and committee meetings.
• Attend meetings of the City Council as assigned to help record all actions taken.
• Assist in record keeping of all Council actions.
• Respond to requests from the public and other city staff for information about Council actions.
• Post required notices and legal documents.
• Licensing
• Process applications and payments for licenses/permits and maintain associated databases and supporting files.
• Analyze incoming applications for licenses to determine eligibility based on applicable City ordinances.
• Work with applicants, other City departments, and third-party agencies to facilitate moving applications through the approval process.
• Provide information on licensing ordinances to Council Members, business and individual applicants, residents, and other community stakeholders.
• Assessments and Administrative Fines
• Coordinate with other departments concerning special assessment and fine issues.
• Utilize the City’s assessment software program to administer fines and assessments.
• Coordinate the deferred assessment process.
• Confirm accuracy and mail miscellaneous assessment billings and notices through the City’s assessment software program.
• Organize and track the assessment process for council meetings.
• Election Coordination
• Assist in recruiting and coordinating of election judges.
• Assist in compiling election results electronically.
• Assist with the election process including absentee balloting, notices and Election Day operations.
• Parking Violations
• Process parking ticket payments.
• Coordinate with Police Department to verify information on vehicles eligible for towing.
• Provide technical support for the parking enforcement software; assist with parking summons and violations.
• Provide data entry, corrections, and database maintenance of parking violations and summons.
• Information Management
• Utilize the City website and PEG channel to communicate public information.
• Prepare and send out electronic notifications to subscribers of various channels as needed.
• Assist with the City’s response to data practices requests
• Assist with the processing and retention of City contracts.
• Providing administrative support
• Provide administrative support functions for the City Clerk’s office in a timely and professional manner.
• Provide customer service including answering phones and questions.
• Provide proactive support of general reception responsibilities, including taking payments and assisting visitors in City Hall.
• Process purchase orders, expenditure reports, and payment vouchers.
• Provide assistance in the issuing of residential parking permits, including temporary permits.

Perform other duties as assigned or necessary.

• ESSENTIAL FUNCTIONS

MINIMUM QUALIFICATIONS
Education and Experience
An Associate’s degree from an accredited program in business, accounting, administrative support or closely related field AND two years of full-time equivalent employment experience performing administrative office duties with preference given to work experience with contracts and records;
OR
A high school diploma AND five years of full-time equivalent employment experience performing administrative office duties with preference given to work experience with contracts and records.

Desirable Qualifications
Fluency in another language, in particular Spanish, Somali, and/or Khmer.
Experience in municipal government and/or working in a regulatory environment.

ADDITIONAL INFORMATION
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of: administrative and management practices, procedures; State and local City Ordinances related to the duties of the office of City Clerk; principles and practices of sound business communication including spelling, grammar and punctuation; City and departmental rules, policies and procedures; advanced uses of word processing, spreadsheet, database and other standard software to create documents and organize other data.

Skill in: providing excellent customer service in a professional and ethical manner; handling cash and simple accounting; the use of computers and current, relevant programs; organization and time management; adapting to frequent interruptions and requests.

Ability to: maintain confidentiality; interact and establish effective working relationships with other employees, departments, management, outside agencies and the general public; adapt to frequent interruptions and requests; work self-directed and be well organized; exercise sound judgment; balance competing priorities; communicate effectively both verbally and in writing; follow oral and written instructions, to learn assigned tasks, and to adhere to prescribed procedures; find areas for process improvement; learn new programs or changes to existing programs; work with the public in a courteous, helpful manner; balance daily revenues; maintain composure and sense of humor during stressful times; comply with the City’s value statements and be committed to promoting a healthy team work environment.

PHYSICAL AND ENVIRONMENTAL CRITERIA
In compliance with the Americans with Disabilities Act, the following represents the physical and environmental demands for this position. The employee must be able to perform the essential functions with or without accommodation.

In consideration of the overall amount of physical effort required to perform this position, the work is best described as Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Physical demands that may be required continuously (2/3 or more of the time), frequently (1/3 to 2/3 of the time), and occasionally (up to 1/3 of the time) are noted below:

Continuous demands: Standing, Sitting, Walking, Fine dexterity
Frequent demands: Lifting, Handling, Reaching, Carrying
Occasional demands: Pushing/Pulling, Kneeling, Crouching, Bending

Sensory requirements necessary in the performance of the essential functions of this position include: sight, hearing, touch.

Environmental conditions that may exist in the performance of the essential functions of this job include: NONE (not substantially exposed to environmental conditions).

CITY OF ROCHESTER
EMPLOYEE BENEFIT AND RETIREMENT SUMMARY

Benefits Eligibility: Most employees are eligible for benefits described in this summary if they are classified as a regularly scheduled full-time or part-time employee working at least twenty (20) hours or more per week. All insurance takes effect the first of the month after the start of employment. Many of the plans offer coverage for eligible dependents, including:

• A spouse
• Dependent children, including stepchildren, legally adopted children, and children placed with the employee for adoption. The maximum age for dependents is based on the specific benefit.

Vacation: Vacation hours will accrue each pay period and can be used as accrued, subject to supervisor approval. Depending on your collective bargaining agreement, employees may not be eligible to take vacation until after the 6 month probationary period.

Holiday’s: City Offices Closed
New Year’s Day Independence Day Day after Thanksgiving
Martin Luther King Day Labor Day Christmas Eve – 1/2 Day
Presidents’ Day Veteran’s Day Christmas Day
Memorial Day Thanksgiving Day New Year’s Eve – 1/2 Day
Sick Leave: Sick leave is accrued at one (1) day per month worked with no maximum. Sick leave may be used for personal illness, dental and medical care and for serious illness of immediate family.

Paydays: The City deposits payroll every other Friday. Insurance premiums are deducted from the first and second payroll checks of each month to pay for the coverage for that month. Retirement savings plan deductions are taken from all 26 pay periods.

Health and Dental Insurance: The City offers one self-insured medical plan with two coverage options, the Base Plan Option or the High-Deductible Health Plan (HDHP) Option. Each plan option has four coverage tiers beginning with employee only, employee plus children, employee plus spouse, and family coverage. In addition, eligible preventative services are covered at 100%. Dental Insurance is provided to employees at no cost, and a small cost is incurred for family coverage. Please refer to the chart below for premium information.

-Base Plan – Employees carrying single coverage are subject to a $200 deductible. Employees enrolled in any other tier of coverage are subject to a $400 combined family unit deductible. This plan option covers eligible expenses on an 80/20 basis after meeting the deductible amount. Out-of-pocket maximums are $3,000 per person or $6,000 per family. Once meeting the maximum out-of-pocket amount, the plan covers eligible expenses at 100%.

-High-Deductible Health Plan (HDHP) – Under this plan option, the City contributes to a Health Savings Account (HSA) for the employee based on the coverage tier selected. Individuals choosing employee-only coverage are subject to a $3,000 deductible. All other coverage tiers are subject to a $6,000 combined family unit deductible. After reaching the deductible amount, eligible expenses are covered at an 80/20 basis until the out-of-pocket maximum of $5,000 per person or $10,000 for all other coverage tiers. Once the maximum out-of-pocket amount is met, eligible expenses are covered at 100%.

Flexible Benefits: Employees can set aside pre-tax money from their paycheck for certain eligible expenses. Each year employees determine how much to set aside. The City offers two types of FSA options, the medical FSA, which you can use to reimburse health, dental, vision, and out of pocket health care expenses, and the dependent care FSA.

Life Insurance & AD&D Insurance: At no cost to the employee, the City provides eligible employees with basic life insurance and accidental death and dismemberment (AD&D) benefits, an important element of income protection planning. Employees can buy additional supplemental life insurance for themselves, their spouse, and dependent children. As part of this benefit, employees may access travel assistance, health advocacy and elder care or special need services, and alternative legal and financial consultation and referrals.

Long Term Disability: Employees may purchase long-term disability benefits, which protects you from loss of income if you are unable to work. Benefits may begin in the fourth month of an eligible disability due to injury or sickness and may continue up to your normal retirement age. You can elect coverage between $500 and $5,000 per month or up to 60% of your base monthly income.

Retirement Planning Options:

• Public Employees Retirement Association (PERA): As a public employee, you will automatically be enrolled in a PERA plan. Under the Coordinated plan, employees contribute 6.5% of their pre-tax earnings, and the City contributes 7.5%. For more detailed plan information, including vesting and retirement benefits, visit PERA at http://www.mnpera.org.
• Deferred Compensation: As a voluntary retirement program, the City offers several 457(b) IRS qualified deferred compensation retirement savings plans. A 457 retirement plan is a great way to supplement future retirement income by contributing pre-tax or after-tax earnings through automatic payroll contributions. Employees determine how much to contribute and can change this amount monthly. The City offers a choice of three 457 plan vendors: Empower, Mission Square, and Minnesota State Retirement Services (MSRS).

Equal Opportunity Employer

Job Type: Full-time

Pay: $26.05 per hour