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Home My WebLink About2013-07-17 PACKET 04.M.REQUEST OF CITY COUNCIL ACTION COUNCIL AGENDA MEETING ITEM # DATE 7/17/2013 . . PREPARED BY Administration Joe Fischbach ORIGINATING DEPARTMENT STAFF AUTHOR F.'�'..�.�.�F.'�'�.�7.� �.�.'�7.�.�'�7.� � �'�7.�.� �'�7.�.� � �.� 37.� � � � � � �'�7.�'..�.37.�.�'..� �.'�7.�.�.�7.�.9 COUNCIL ACTION REQUEST Consider approving the City Administrator job description. STAFF RECOMMENDATIO Approve the City Administrator job description. BUDGET IMPLICATION: $ BUDGETED AMOUNT ADVISORY COMMISSION ACTION ❑ PLANNING ❑ PUBLIC SAFETY ❑ PUBLIC WORKS ❑ PARKS AND RECREATION ❑ HUMAN SERVICES/RIGHTS ❑ ECONOMIC DEV. AUTHORITY ❑ SUPPORTING DOCUMENTS DATE $ ACTUAL AMOUNT FUNDING SOURCE REVIEWED ❑ ❑ ❑ ❑ ❑ ❑ ❑ APPROVED ❑ ❑ ❑ ❑ ❑ ❑ ❑ DENIED ❑ ❑ ❑ ❑ ❑ ❑ ❑ � MEMO/LETTER: memo from Joe Fischbach dated 7/12/13 ❑ RESOLUTION: ❑ ORDINANCE: ❑ ENGINEERING RECOMMENDATION: ❑ LEGAL RECOMMENDATION: � OTHER: job description ADMINISTRATORS COMMENT; � Date **************�*********************�*********** COUNCIL ACTION TAKEN: ❑ APPROVED ❑ DENIED ❑ OTHER CITY OF � MINNESOTA COTTAGE GROVE To: Honorable Mayor and City Council From: Joe Fischbach, Human Resources Managers�� Date: July 12, 2013 Subject: City Administrator Job Description At a City Council meeting earlier this year staff and the City Council held a workshop to discuss the City Administrator job description. Since that time staff and the Mayor have reviewed numerous examples and made several revisions. It is recommended that the attached City Administrator job description be approved by the City Council. TITLE: City Administrator DEPARTMENT: Administration ACCOUNTA�L� TO: Mayor and City Council JOB OBJECTIVES Serves as the chief administrative officer of the City and is responsible for the proper administration of all affairs of the City. Directs, controls and continually evaluates all administrative, fiscal and public service affairs of the City according to established ordinances, policies and procedures of the Council and/or Minnesota State law. Advises the City Council in defining sound public policy and staffing for key personnel to ensure the effective and timely delivery of City services. ESSENTIAL JOB FUNCTIONS a. Supervise the administration of all departments, divisions and offices of the City. Such supervision shall include the making of ministerial decisions affecting such departments, recommending procedures to the city council for adoption, and making recommendations to the City Council regarding the employment and dismissal of personnel according to rules established by the City. b. Leads by example; fosters a motivated and cohesive senior management team; encourages openness to change; demonstrates decisive and effective decision- making. Demonstrates collaborative, team-oriented management style. Encourages and facilitates strong two-way communication. c. Ensures the effective and efficient delivery of quality city services; promotes progressive practices; recruits, motivates and retains quality employees. Provides leadership and direction in establishing high standards or perFormance by City staff. d. Ensures that overall City objectives are being met by reviewing and evaluating all department operations. Includes recommending changes in organization structure as appropriate, working with Department Directors to ensure effective job design and utilization of employees. e. Periodically engages in assessment processes to determine strengths and areas of need for growth and professional development. Maintains awareness of broadening professional and personal development. Models a culture of learning and innovation for the Council and staff to encourage a learning organization culture within the City. Maintains an Individual Development Plan for professional and personal growth. f. Provides leadership and direction in the development of short- and long-range goals established by City staff and by the City Council. Creates a sense of unity in vision and direction for Cottage Grove. Able to bring teams together, to build focus and direction, creating momentum and progress. Motivates others to accomplish vision, mission and goals of City. g. Provides professional support to the City Council. Keeps the Council fully advised of all significant matters and effectively present all items which require Council action or approval. Keeps City Council advised of legislation and developments in public policy. h. Maintains awareness of developments and plans in other jurisdictions that may relate to or affect City governments. Establishes and maintains a liaison with other governmental jurisdictions in those areas of service that that could improve or enhance the City's programs or services. Maintains communications with governmental jurisdictions with which the City is involved or has interactions. i. Seeks to identify common ground among competing interests and facilitates a productive working relationship among staff and Council. j. Represents the City at functions as directed by the Council. Maintains good public relations with the citizens of the community. k. Directs and oversees the development of annual City budget and monitors revenues and expenditures against approved budgets to ensure the soundness of City finances. Recognizes and recommends opportunities to secure desirable projects from federal, state, county and/or other agencies when use of such funding would be advantageous for the City. Enter contracts on behalf of the city as authorized by council policy or action. Ensures effective management and use of City assets. I. Negotiates or delegates the negotiation of terms and conditions of employee labor contracts for presentation to the City Council. m. Responsible for completing employee performance evaluations in conformity with City guidelines and timelines. Ensures subordinates are also completing performance evaluations in conformity with City guidelines and timelines. n. Takes a lead role on major development projects. o. PerForm all other necessary duties as apparent or assigned. KNOWLEDGE, SKILLS AND ABILITIES a. Demonstrates by personal example the service excellence and integrity expected from all staff. b. Firm but fair, compassionate yet committed to improving the quality of life and the level of services afforded to every individual of the City. c. Demonstrates openness for change and reasonable risk-taking and flexibility d. Ability to utilize a performance measurement methodology, goal and object setting, focusing on continual improvement and achieving objective results. Personal work reflects commitment to excellence. e. Represents the City in a professional manner to the general public and other outside contacts / constituencies in a manner that helps maintain and enhance Cottage Grove's reputation as a well managed City. f. Strategic agility — capable of creating strategy with the City Council. Is instrumental in establishing an organization and community vision. g. Interpersonal savvy — strong people skills, approachable. h. Team building skills — involves others in the process, a"we" approach. i. Drive for results — sets clear objectives and holds others accountable. j. Integrity/trust — recognizes that a public office is a public trust. m. n. o. p� Citizen focus — realizes that Cottage Grove provides services to the public. Comprehensive knowledge of all phases of city administration, as they relate to sound management and supervisory practices. Analytical skills, mature judgment, socially adaptable and able to exercise initiative. Ability to acquire knowledge related to laws affecting the City. Ability to initiate and implement necessary operating procedures and policies. Ability to maintain effective working relationships with elected officials, City employees and the public. MINIMUM REQUIREMENTS a. Bachelor's degree in Public Administration, Business Administration or related field. Master's degree in Public Administration, Business Administration or related field is strong preferred. b. Ten or more years of progressively responsible experience as a City Administrator, Assistant City Administrator and/or administrative department head. c. Proficiency in financial management, budgeting and planning. d. Proficiency in human resources management. e. Knowledge of planning, zoning, community and economic development, public works, and essential public safety services. f. Experience using computers and other technology. g. Valid driver's license. DEFINITION OF PHYSICAL DEMANDS I7��1�1��[�7►1 Rarely Less than 10% of time on a shift Occasionally Up to 33% of time on a shift Frequently Up to 66% of time on a shift Continuously 67-100% of time on a shift PHYSICAL DEMANDS OUT OF AN 8 HR DAY Up to 48 minutes Up to 2 1/3 hours Up to 5 1/2 hours Up to 8 hours STANDING: To take or maintain an upright position on the feet. OCCASIONALLY, approximately 15% of the work day, usually on carpeting when talking or giving presentations. SITTING: To rest with the body supported upon the buttocks and the torso vertical. FREQUENTLY, approximately 65% of the work day, in an ergonomic chair doing executive desk work. WALKING: To go or advance on foot; move by steps. OCCASIONALLY, approximately 20% of the work day, on carpet, flooring or roadway. TALKING: To articulate in words. FREQUENTLY, in response to general public, public speaking, oral presentations. Telephone conversations, general communication. SEEING: To perceiVe with the eye; visualize. CONTINUOUSLY, when reading reports or any general information. HEARING: To perceive sound by the ear. FREQENTLY, when answering questions posed by general public and other staff. LIFTING: To exert strength necessary to move objects from one level to another. NEVER Under 10 # 10-25# 25-50# X 50-75# X 75-100# X Over 100 # X RARELY OCCAS X � FREQ CONT CARRYING: Transporting an object, usually holding it in the hands or arms or shoulders. Under 10 # 10-25# 25-50# 50-75# 75 - 100 # Over 100 # NEVER RARELY OCCAS X X X X X X FREQ CONT PUSHING\PULLING: To exert force on or against an object, to move it away, or draw it to oneself. Activity is done RARELY. . CLIMBING: To ascend or descend ladders, scaffolding, stairs, poles or inclined surfaces. FREQUENTLY, when moving to different levels of City Hall. WORKING ABOVE GROUND: Activity is performed RARELY. BENDING: To flex an upper trunk forward. Activity is performed RARELY. BALANCING: To maintain body equilibrium. CONTINUOUSLY, when walking or standing. CROUCHING\STOOPING: To flex an upper trunk forward at the waist; partial flexion of knees. Activity is performed RARELY. KNEELING: Bending the legs at the knees to come to rest on the knee or knees. Activity is perFormed RARELY. CRAWLING: To move entire body along a surFace with hip\knee flexion and arm extension\flexion. Activity is NEVER done. Not applicable to this position. TWISTING: To rotate upper trunk to right or left from neutral, while sitting or standing. Activity is perFormed RARELY. REACHING: To position arms with any degree of elbow flexion. OCCASIONALLY, when reaching for the telephone, files and greeting. COORDINATION (eye, hand, foot): Operation of foot and hand controls. Activity is perFormed RARELY. HAND COORDINATION: Right Left Power Grip Pinch Grip Fine Manipulation Wrist Rotation X Both How Often Never Never Rarely Never MACHINES, TOOLS, EQUIPMENT USED IN JOB Photo copy machine, telephone, overhead projector, personal computer, postage machine, calculator and other various office equipment. MATERIALS AND PRODUCTS HANDLED Not applicable. VEHICLES AND EQUfPMENT DRIVEN AS PART OF JOB Occasionally a passenger car. ENVIRONMENTAL CONDITIONS Ninety percent of work-related activities are done inside; ten percent of work- related activities are done outside. Work activities for the Administration Department are done mostly inside. SAFETY EQUIPMENT REQUIRED Not applicable. REVISED JUNE 2013 REVISED NOVEMBER 2002 REVIEWED BY: Employee Date