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Home My Public Portal About2024-016 Resolution Approving Revisions to the Admin Assistance Postition DescriptionRESOLUTION 2024-016 Resolution Approving Revisions to the Administrative Assistant Position Description WHEREAS, the Clerk's Office plans to hire a part-time Administrative Assistant; and, WHEREAS, and the existing position description (attached as document "Current") is outdated and should be updated, and the City Clerk/Treasurer has proposed an update to the Administrative Assistant position description (attached as document "Proposed"); and, WHEREAS, both position descriptions were provided to Council on February 2, 2024, for review and comment; and, WHEREAS, Council's questions and comments and have been addressed and the position description revised where appropriate; and, WHEREAS, the City Clerk/Treasurer recommends approval of the attached "Proposed" Administrative Assistant position description; and, WHEREAS, no funding source is required for this action. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Riverdale, Iowa, that: Section 1. The "Proposed" Administrative Assistant position description is approved. Section 2. The "Current" Administrative Assistant position description will be replaced with the attached "Proposed" position description. Passed, approved, and adopted this 13th day of February 2024. APPROVED: Anthony Heddlesten, Mayor ATTEST: Kelly Kre , Cit Clerk/Treasurer City of Riverdale, Iowa 110 Manor Drive, Riverdale, Iowa 52722 (563) 355-2511 www.riverdaleia.org CURRENT Job Description 2014 Riverdale Administrative Assistant Hours: Part Time 6 to 8 hours a week, not to exceed 10 hours a week. Working on Mondays unless approved by supervisor. Paid monthly. Pay: Approximately $10.00 per hour, actual pay is set at the discretion of City Council. Description: The Riverdale Administrative Assistant works under the direction of the Mayor and City Clerk, with the City Clerk as the direct supervisor. The Riverdale Administrative Assistant is responsible for: • Filing, organizing, and maintaining of all hard copy records. • Manage records destruction. (Hard copy records pulled for destruction must have a 2nd Staff person signing off before hard copy records are destroyed. • Organizing computer records. • Organizing the office and file room, including map section, • Keeping the Assistant City Clerk informed of needed office supplies. • Updating the Facebook page with historical information or pictures once a month. • Organizing and calling volunteers for Riverdale Events. (4tn of July, holiday lights and egg hunt) • Assist City Clerk with quarterly sewer billing. • Organize and maintain historical records. • Assist the Mayor or City Clerk Other requirements: • Must be able to work independently with little or no supervision. 2/2/2024 PROPOSED Part -Time Administrative Assistant JOB DESCRIPTION SUMMARY Performs a variety of tasks in support of the City Clerk/Treasurer's office and the Public Works department. This is a part-time position, 25 hours per week, scheduled 12:00 p.m. to 5:00 p.m. Monday through Friday. Additional morning/evening/weekend hours may be required for the execution of City events. The starting pay rate for this position is $17.50 per hour. Benefits include pension (Iowa Employees Retirement System - IPERS), paid holidays, and paid time off. The City of Riverdale does not offer health, life, or long/short-term disability insurance. ESSENTIAL FUNCTIONS Essential functions, as defined under the American with Disabilities Act, may include any of the following representative duties, knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by the incumbent of this position; employee may be assigned duties" that are not listed below; reasonable accommodations will be made as required. This job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include, but are not limited to, the following: • Greet visitors; answer telephones; receive payments; order office and other supplies; respond to email communications. • Scan and archive documents; maintain paper files; shred documents as needed in compliance with document retention standards. • Coordinate meetings; prepare meeting documents including agendas, minutes, and packets; forward documents for publication to the newspaper of record; document and archive publication affidavits. • Create/update forms, correspondence, etc., in Microsoft Office programs and the City's online portal. • Maintain the City's online mapping and permit programs, process requests, and distribute approved permits. • Plan and execute City events, a monthly newsletter, and an annual printed calendar, • Maintain the City's social media presence and website. • Other duties as assigned. The Administrative Assistant's workload is shared between the City Clerk/Treasurer's office and the Public Works department. The Administrative Assistant reports to the City Clerk/Treasurer; however, the Public Works Operations Manager also provides direction regarding workload. Work may be overseen by, or performed in conjunction with, the City Clerk/Treasurer, Deputy Clerk, and/or Public Works Operations Manager. City of Riverdale, Iowa 110 Manor Drive, Riverdae, Iowa 52722 1 (563) 355-2511 1 www.riverdaleia.org Work activity could include lifting up to 40 pounds, driving and operating City vehicles, and utilizing various office and other equipment. The Administrative Assistant position is primarily a desk/office position with extended periods of sitting and standing. Employees must often make decisions on their own on how to solve specific problems, situations, or service delivery needs. Employees in this position must be willing to work effectively with visitors and residents, elected officials, and City staff. As such, they must communicate in an effective and professional manner. Safety is a fundamental element of day-to-day City operations, and every effort must be taken to ensure a safe and healthy working environment. All City employees are required to comply with all safety protocols, JOB REQUIREMENTS High school diploma or GED required. Must possess a current, valid Driver's License at time of hire and throughout employment. Must be insurable by the City's insurance company and able to pass a background check. The ability to communicate dearly and keep accurate records is essential. Ability to understand and carry out oral instructions as well as basic written instructions, good public appearance, and positive attitude are required. Must be able to read, write, and possess the ability to learn technical knowledge regarding the City's online portal and other software programs. Applicant should have a working knowledge of Microsoft Office programs, social media, and website maintenance, type 60 words per minute with accuracy, and be able to operate general office equipment. The ability to work alone without supervision, prioritize, multi -task, and complete tasks and duties as assigned is vital. Applicant must be able to sit and stand for extended periods of time and lift up to forty (40) pounds. DISCLAIMER All duties and requirements in this job description have been determined by the employer to be essential job functions consistent with ADA requirements and are representative of the functions that are necessary to successful job performance. They do not, however, reflect the only duties required. Employees in this job class will be expected to perform other job -related duties when it can be reasonably implied that such duties do not fundamentally change the basic requirements, purpose, or intent of the position. City of Riverdale, Iowa 110 Manor Drive, Riverdale, Iowa 52722 1 (563) 355-2511 1 www.riverdaleia.org