Agenda - Council - 03/12/1996 - Laserfiche WebLink

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I i I I I I I I I I I I I I I I I I REVIEW OF CLERICAL POSITIONS By: Linda Waite Smith, Administrative Services Manager Background: On January 9, :1996, the City Council directed me to study the work flow among the Administrative Services clerical staff and provide two recommendations: 1) How we should use the 1,040 additional clerical hours added in the 1996 budgetl and 2) How we can address the request of Accounting Clerk Linda Mayer to be excused from minute taking duties at the Park and Recreation Commission. The attached report summarizes the information I gathered and explains how I reached my conclusions. Briefly, I interviewed each clerical employee in Administrative Services, the Mayor and Councilmembers, five employees in the Police Department, and a number of other people. I circulated two draft reports for review and comment before finalizing the recommendations. In the course of interviewing staff, I received a request to reduce hours and a request to increase hours. This is addressed in the fourth recommendation. Findings: It appears that we have enough clerical staff on a daily basis to answer phones and respond to people at the counter. We encounter difficulty completing tasks that require schedule flexibility (attending commission meetings) or uninterrrupted concentration (writing meeting minutes, transcribing audio tapes). Both the City Engineer and the Police Department need more clerical support than we can currently give them. The goal for using the additional budget for clerical hours should be to meet as many of these needs as possible. We need help most: 1. Transcribing tapes for the Police Department (approximately 20 hours per month) 2. Attending and taking minutes at the meetings of the Planning and Zoning Commission, Parks and Recreation Commission, Economic Development Commission, Board of Adjustment, and Horse Care Board (approximately 24 hours per month) 3. Filing for Administrative Services and the Zoning Administrator (approximately 4 hours per month) 4. Typing for Administrative Services (Ramsey Resident - approximately 8 hours per month; miscellaneous backup typing - approximately 4 hours per month)