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CASE# 1 <br /> <br />CONSIDER RECOMMENDATION TO CHANGE JOB TITLE OF <br />RECORDING SECRETARY <br /> Ryan Schroeder, City Administrator <br /> Linda Waite Smith, Administrative Services Manager <br /> <br />Background: <br />Technically, the City Administrator position also includes City Clerk duties. In reality, <br />the City Clerk duties have been performed by the Recording Secretary for several years. <br />The following chart compares the major duties currently performed by the Recording <br />Secretary and those included in the benchmark position profile for City Clerk. Copies of <br />the complete position descriptions are attached to this case. <br /> <br />Ramsey Recording Secretary <br /> <br />Benchmark City Clerk Profile <br /> <br /> Monitor and draft legislation <br />Coordinates all aspects of City elections Conduct elections <br /> <br />Prepares agendas, minutes, resolutions, <br />legal/public notices; proofreads work of the <br />rest of the staff; answers inquiries from <br />citizens and makes referrals. <br /> <br />Participates in preparing the annual <br />operating and capital budgets for <br />Administrative Services and Elections cost <br />centers. <br /> <br />Perform communication activities (i.e., <br />write minutes, resolutions, legal/public <br />notices; proofread written documents; <br />answer citizen inquiries and make referrals) <br /> <br />Perform Budget and Financial Activities <br /> <br />Solicits, evaluates and recommends Define and administer Proposals, <br />vendors for activities such as the annual pet Agreements, Contracts/Leases <br />clinic. <br />Provides work direction to Administrative Conduct supervision related activities <br />Services staff. <br />Notarizes documents, certifies official Misc. activities: Notarize documents, <br />documents certify official documents. <br />Extracts, forwards and monitors staff <br />directions from Council meetings/ <br /> <br />Changing the title of the Recording Secretary to Deputy City Clerk would better reflect <br />the actual duties performed by the Recording Secretary. We recommend that the change <br />be made effective immediately. We also recommend that in 1998 the current Recording <br />Secretary should begin the three-year training process to become a certified City Clerk. <br />A salary adjustment is not being requested at this time because there is not a significant <br />change in duties. A salary adjustment and expansion of the title to City Clerk may be <br />appropriate upon the completion of a new Time Spent Profile and/or completion of the <br />training period in 2000. <br /> <br /> <br />