HomeMy WebLinkAboutReg 2006-02-21 Item 6E - Council - Support Personnel Selection Process Co NCIL A G NDA S
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ITEM INFO RMATION
I CAS NUMBER. 06-014 I ORIGINAL AGENDA DATE: 2/13/06
AGENDA ITEM TITLE Process for Selecting Support Personnel
CATEGORY Discussion Motion Resolution Ordinance Bid Award Public Hearing Other
/13/06
t11tg Dat Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date Mtg Date
SPONSOR Council Mayor- Adm Svcs DCD Finance Fire Legal P&R Police PLY/
SPONSOR'S The purpose of this discussion is to gather input on a draft process for selecting future
SUNLMARY support staff for City Council.
REVIEWED BY n COW Mtg. CA &P Cmte 0 F &S Cmte Transportation Cmte
Utilities Cmte Arts Comm. Parks Comm. Planning Comm.
DA'L'E. N/A
RECOMMENDATIONS:
SPoNsoR /ADMIN. Establish council concurrence on selection process for open position
CONII'ITEE N/A
COST-IMPACT 1 FUND SOURCE-
EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED
Fund Source: N/A
Comments.
1 MTG. DATE I RECORD OF COUNCIL ACTION I
F°21131n6 1 niscucced at COW: draft jot) decrription rPrinested Forwarded to 7/21/D.6 I
Regular Meeting for further discussion and possible action.
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MTG. DATE I ATTACHMENTS I
2/13/06 I Draft version of process I
Classification descriptions
2/21/06 I Draft Job Description
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DRAFT
JOB DESCRIPTION
2/15/06
Council Staff Position
POSITION SUMMARY STATEMENT:
Perfonns a wide variety of complex and confidential secretarial and adminIstratIve
support functions for the Tukwila City Council that require discretion at all times.
ESSENTIAL JOB DESCRIPTION FUNCTIONS:
1. Serves as confidential assistant and/or secretary to the TukwIla City CouncIl;
works independently and makes decisions WIthin broad guidelines.
2. Provides coordination and staff support to various council committees as drrected
(i.e. Finance and Safety), including preparation and distribution of agendas and
infonnatIOnal packets; assures proper legal notIficatIOn has been made (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 infonnation flow on intergovernmental affairs, including
involvement with other local, state, and federal governments; may represent the
CIty Council at various meetings and/or infonnational sessions.
5. Understands and is sensitive to the City's overall polItical environment.
6. Remains current on issues, situations and conditions of mterest to the CouncIl;
and provides summaries to Council, as appropriate.
7. Coordmates the City's annual legislatIve retreat agenda; prepares legIslatIve
packets and talking points for Council, as dIrected.
8. 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.
9. Researches and prepares accurate reports usmg sound judgment, appropnate
content, tone, and grammar.
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10. Serves as a liaison with City management, boards, commissions, and the publIc;
responds to requests for information and refers mquines to the appropriate
individual(s) and/or groups.
11. Effectively communicates instructions and requests for information to City
management and staff; follows through regarding results achieved, as appropriate.
12. Coordinates special projects and programs (i.e. Equity and Diversity); provides
assIstance and administration, as assigned.
13. Prepares "issues and options" papers on general governmental and/or community
topics of interest and/or qoncern (e.g. animal control matters) as directed.
14. May draft proclamations and agenda bills for CouncIl approval.
15. 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).
16. Prepares and maintains a monthly electronic calendar of Council, Board,
Committee meetings and events of general interest to all Council members.
17. Accurately applies City policies, practices, and procedures.
18. Creates and implements practices, procedures, and systems within the position
that are specifically designed to enhance and support the City Council functions.
19. Coordinates and provides records management support to Council members that
comply with the City's established records retention program and systems.
20. Proficient in the use of computer systems and programs; remams current with
"modem technology" changes as they apply to the position; effectively utilizes
standard computer software packages, i.e. Microsoft Office, Group Wise (e-mail
and scheduling software), etc.; 60 wpm keyboarding.
21. Proficient m 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 mformal
meetings of the Council; effectively maintaining files and records, including
confidential files; processing a wide vanety of documents, including personnel
and financial related paperwork necessary to conduct Council business (l.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.
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22. Communicates effectively both verbally and m wntmg; understands the audIence
being addressed; mamtains proper decorum for the specific circumstances
23. vVorks evenings and/or weekends, as needed.
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