Agenda - Council - 06/27/2023 - Laserfiche WebLink

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5. 5. CC Regular Session Meeting Date: 06/27/2023 Primary Strategic Plan Initiative: Not Applicable Information Title Authorization to Hire a Full-time Engineering Administrative Assistant Purpose/Background: The purpose of this case is to request authorization to hire a full-time Engineering Administrative Assistant. This position was recently vacated when Ms. Marsha Weidner transferred to the newly created Public Works Administrative Assistant position. In order to fill this position, the four candidates from the recent June Administrative Assistant recruitment were interviewed again for this position. Ms. Stacie Damj anovich was selected for the position and passed the City's pre -employment testing. The City extended a contingent job offer which is pending City Council approval. If hired, Ms. Damj anovich will be subject to a six-month probationary period, the personnel policy and the AFSCME labor agreement. The primary objectives of this position are to perform a variety of responsible administrative support functions within the Engineering Department. This work requires excellent customer service and phone communication skills, general knowledge of Microsoft applications, as well as various office procedures. Essential functions of the position include, but are not limited to: • Greet and assist walk-in customers at the front counter • Answer and route incoming Engineering phone calls and voicemail messages • Provide administrative support work for the Engineering Department • Provide information and assistance to residents and contractors regarding engineering matters via telephone, email, mail and in person • Answer questions regarding street maintenance/reconstruction, utility markings, right-of-way, and other general engineering matters • Prepare letters, memos and forms for engineering projects • Utilize Laserfiche to retrieve data or assist with data searches according to established protocols • Maintain records and files in an orderly and acceptable manner • Track departmental work schedules on various projects • Prepare, mail and publish special assessment notices and other miscellaneous letters and memos • Maintain the department's website • Assist with the administration of the asset management program • Perform a variety of tasks and scheduling functions, including preparation of agendas, scheduling meetings, and other related services that may be required • Collect and consolidate department information for City Council agenda items and ensure it is accurate and contains correct attachments • Follow up on necessary items following Council meetings • Assist with the bidding process on City projects Funding Source: The funding required for this position is included in the 2023 approved budget and represents a savings compared to the the amount budgeted for this role. Recommendation: