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Home My WebLink AboutCOW 2006-11-13 Item 4E - Discussion - Changes to Council Administrative Assistant Position Description COUNCIL AGENDA SYNOPSIS J!1�`r2'', Initials ITEM NO. t —J14+, o 1 M Date 1 Mayors reziew I couxzl n'uew 1 1 11/13/06 1 Diane 1 j 1 rsoa 1 1 1 1 ITEM INFORMATION ICAS NUMBER: 06-132 I ORIGINAL AGENDA DATE: 11/13/06 AGENDA ITEM TITLE Changes to Council Administrative Assistant Position Description CATEGORY Discussion Motion Resolution Ordinance Bid Ayard Public Hearing Other MtgDate 11/13/06 MtgDate MtgDate MtgDate MtgDate MtgDate MtgDate SPONSOR Council Mayor- AdmSza DCD Finance Fire Leal P& R Police PW SPONSOR'S The Mayor and Council President are jointly sponsoring the change to clarify the reporting SUMMARY relationships (supervision and performance review responsibility) for the Council Administrative Assistant position. Nothing will change regarding hiring /firing authority or requirement to conform to city personnel policies. REVIEWED BY COW Mtg. CA&P Cmte F&S Cmte Transportation Carte Utilities Cmte Arts Comm. Parks Comm. Planning Comm. DATE: RECOMMENDATIONS: SPONSOR/ADMIN. Mayor Mullet Dennis Robertson COMMITTEE No Committee Council to show consensus on administrative change. COST IMPACT FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $0 Fund Source: Comments: MTG. DATE 1 RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 11/13/06 Information Memo 11/13/06 Revised position description MEMORANDUM November 7, 2006 TO: Members, Tukwila City Council FR: Dennis Robertson, President RE: Changes to Council Administrative Assistant Position Description The Mayor and Council President are jointly sponsoring the change to clarify the reporting relationships (supervision and performance review responsibility) for the Council Administrative Assistant position. Nothing will change regarding hiring /firing authority or requirement to conform to city personnel policies. This change is administrative in nature and the Mayor and Council President are requesting Council consensus. JOB DESCRIPTION 212.7106 r f 7 r_ Council Staff Position POSITION SUMMARY STATEMENT: Provides high- level, confidential administrative and secretarial functions in support of the Tukwila City Council; requires discretion at all times. ESSENTIAL JOB DESCRIPTION FUNCTIONS: 1. Works independently, under the supervision of within the Mayor's Office, Specifically the City Administrator, who jointly conducts performance reviews with the Council Prcsidcnt. Directly responsible to under the sunervision of the Council President (at the direction of the full Council). Performance reviews will be managed by the Council President with input from the entire Council and the City Administrator. Requires the ability to exercise individual initiative and discretion in confidential matters and makes decisions within broad guidelines. 2. Provides coordination and staff support to various council committees as assigned, including preparation and distribution of agendas and informational packets; assures proper legal notification has been made to the City Clerk (if required); takes and transcribes minutes. 3. Stays current on appropriate governmental processes, changes and trends at the local, state and federal levels. 4. Coordinates internal information flow on intergovernmental affairs, including involvement with other local, state, and federal governments; may attend various meetings and/or informational sessions for the City Council. 5. Understands and is sensitive to the City's overall political environment. 6. Remains current on issues, situations and conditions of interest to the Council and provides summaries to Council, as appropriate. 7. Coordinates the City's annual Council retreat agenda; prepares packets and talking points for Council, as directed. 1 8. Gathers and tracks information regarding legislative matters of interest to the Council; provides updates on the status; drafts talking points, position papers and/or letters for Council approval in support of Council's legislative agenda. 9. Develops systems and prepares documents that effectively track the City Council's adopted work program such that all Council members are aware of the status at all times. 10. Researches and prepares accurate reports using sound judgment, appropriate content, tone, and grammar. 11. Serves as a liaison between City Council, Administration staff, boards, commissions, community groups, and the public; responds to requests for information and refers inquiries to the appropriate individual(s) and/or groups. Creates and maintains positive relationships. 12. Effectively communicates instructions and requests for information to City Administration and staff; follows through regarding results achieved, as appropriate. 13. Coordinates special projects and programs provides assistance and administration, as assigned. 14. Prepares "issues and options" papers on general governmental and/or community topics of interest and/or concern, as directed. 15. May draft resolutions, proclamations and agenda bills for Council approval. 16. Arranges a variety of internal and external meetings and work sessions for Council, in accordance with Council needs and direction. (Exclusive of those established by ordinance and/or state law, i.e. Regular, COW, and Special Council meetings). 17. Prepares and maintains a monthly electronic calendar of Council, Board, Committee meetings and events of general interest to all Council members. Notifies Council of activities and schedule changes, as necessary. 18. Accurately applies City policies, practices, and procedures. 19. Creates and implements practices, procedures, and systems within the position that are specifically designed to enhance and support the City Council functions. 20. Coordinates and provides records management support to Council members that comply with the City's established records retention program and systems. 2 21. Proficient in the use of computer systems and programs; remains current with "modern technology" changes as they apply to the position; effectively utilizes standard computer software packages, i.e. Microsoft Office, GroupWise (e -mail and scheduling software), etc.; 60 wpm keyboarding. 22. Proficient in generally recognized professional level office support functions, i.e. making travel arrangements; maintaining calendars and appointment schedules; screening calls, visitors, and mail; facilitating the logistics and setup of informal meetings of the Council; effectively maintaining files and records, including confidential files; processing a wide variety of documents, including personnel and fmancial related paperwork necessary to conduct Council business (i.e. Council budget, expense forms, purchase orders, training requests, etc.); as part of the City's effort to be responsive to inquiries, assists other staff at the front counter and answers phones when the need arises. 23. Communicates effectively both verbally and in writing; understands the audience being addressed; maintains proper decorum for the specific circumstances. 24. Works evenings and/or weekends, as needed. Travel out of the City may be required. 3