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Home My WebLink AboutCOW 2013-01-14 Item 3B - Discussion - Council Analyst Position VacancyCOUNCIL AGENDA SYNOPSIS Initials Meeting Date Prepared by 01/14/13 KAM Mayor's review Council review H ITEM INFORMATION ITEM No. 3.B. 13 STAFF SPONSOR: ORIGINAL AGENDA DATE: 01/14/13 AGENDA ITEM TITLE Discussion of the Council Legislative Analyst Vacancy CATEGORY ❑ Discussion Mtg Date ❑ Motion Mtg Date ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ PW SPONSOR ■ Council SPONSOR'S The Council President would like the full Council to discuss several items regarding the SUMMARY hiring of a new Council Legislative Analyst, including, but not limited to: possible revisions to the position's job description and the hiring process. REVIEWED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ❑ Transportation Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: N/A COMMITTEE CHAIR: RECOMMENDATIONS: SPONSOR /ADMIN. COMMITTEE Council President COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION MTG. DATE ATTACHMENTS 01/14/13 Proposed Initial Timeline, per Council President Hougardy, dated 01/07/13. Job Description for the Council Legislative Analyst Position, dated 11/13/06. Classification Description, dated 01/03/13. 13 14 Council Analyst Position - Proposed Initial Timeline January 7, 2013 Process: 1. Review and Finalize Job Description 2. Post Job Description 3. Review Applicants 4. Interview Applicants, select finalists 5. Interview final applicants, select finalist 6. Make and Negotiate Final Offer Proposed Dates Jan 7 — Council Regular Meeting Discuss the timeline, confirm subcommittee members Jan 14 - Council COW Review & identify the needs and priorities to incorporate in to the position description Adjust timeline as necessary Jan 16 — Subcommittee & Staff, 1 pm, proposed time Job description review, finalize Jan 22 (Tues) — Council Regular Mtg Approval of job description, post job opening on Wednesday Jan 23 Jan 28 — Council COW Feb 4 — Council Regular Meeting Feb 11— Council COW Job posting closes on Friday, Feb. 15th Feb 19 (Tues) — Council Regular Meeting Feb 20 — Subcommittee & Staff, 1 pm, proposed time Application review & selection of finalists Feb 22 — 24 — Council retreat Further discussion as needed regarding process 15 Feb 25 — Council COW Week of Feb 25 Schedule preliminary interviews March 4 — Council Regular Meeting Week of March 4 — Subcommittee & Staff Preliminary interviews; Selection of finalists March 11— Council COW Week of March 11 — Final interviews March 18 — Council Regular Meeting Week of March 18 — Make and negotiate final offer Other Dates: March 25 — COW April 1— Reg April 8 — COW April 15 — Reg April 22 — COW Note: This schedule is subject to revision as is necessary 16 COUNCIL STAFF POSITION POSITION SUMMARY S TA T EMEN T. Provides high level - confidential administrative and secretarial functions in support of the Tukwila City Council; requires discretion at all times. ESSENTIAL JOB DESCRIPTION FUNCTION: 1. Works independently under the supervision 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 City 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 17 8. Gathers and track 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. 2 18 20. Coordinates and provides management support to Council members that comply with the City's established records retention program and systems. 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 financial related paperwork necessary to conduct Council business (i.e. Council budget, expense forms, purchase orders, training request, 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 evening and/or weekends, as needed. Travel out of the City may be required. Approved by Council consensus on 11/13/06. 3 19 20 CITY OF TUKWILA CLASSIFICATION DESCRIPTION BAND GRADE SUBGRADE C 4 2 This position is not responsible for work performed by another banded at the same level. FLSA DATE UPDATED APPROVAL Exempt January 3, 2013 Develops, implements, coordinates, and manages various programs and activities as assigned and performs a variety of confidential administrative work. CLASSIFICATION TITLE Management Analyst JOB TITLES Project Analyst Human Resources Analyst Legislative Analyst ' Parks and Recreation Analyst Public Works Analyst CLASSIFICATION TITLE OF IMMEDIATE SUPERVISOR City Administrator Department Head CLASSIFICATION SUMMARY Under the direction of an immediate supervisor identified above, performs a variety of administrative and managerial work. TASK NO. ESSENTIAL DUTIES FREQUENCY BAND/ GRADE 1. Develops, implements, coordinates, and manages various programs and activities as assigned and performs a variety of confidential administrative work. Daily 25% C4 2. Facilitates effective communications and information exchanges, to include conducting oral and written briefings on issues and developments affecting assigned areas. Daily 25% C4 3. Conducts technical research and management analysis and prepares detailed reports and recommendations on issues concerning the functions and operations of assigned programs and various confidential issues. Daily 15% C4 C-4 -2 (Management Analyst) Classification Description Page I 21 TASK NO. ESSENTIAL DUTIES FREQUENCY BAND/ GRADE 4. Recomtnends, develops, and writes policies and procedures for assigned programs. Weekly 15% C4 5. Develops and recommends short and long range plans, goals and budgets to carry out the programs assigned. Quarterly 10% C4 6. Responds to inquiries on program policy and procedural matters as appropriate. Daily 5% C4 7. Researches current and new developments affecting assigned programs, evaluates potential impact, coordinates compliance, and develops written policies as necessary. Weekly 5% C4 MINIMUM QUALIFICATIONS Bachelor's degree in Public Administration or a related field and four years of related experience or an equivalent combination of education and experience to provide sufficient evidence of the successful performance of the essential elements of the job such as those listed above. A valid State of Washington driver's license is also required. KNOWLEDGE: Knowledge of: • General municipal operations and structure; • Principles, practices, procedures and theories related to the field; • Research methods, report writing, group and meeting facilitation techniques, and the organization and presentation of oral reports; • Federal, state and local laws; policies and regulations pertaining to assigned programs; • English usage, spelling, grammar and punctuation; • Budgeting principles and processes; and • Project monitoring techniques. SKILLS Demonstrated skill in • Operating personal computers and utilizing computer applications and software; • Making and implementing sound decisions and exercising judgment in solving complex problems; • Developing and implementing programs, policies, and /or procedures to achieve specific goals and objectives; • Working effectively on several projects concurrently; C-4 -2 (Management Analyst) Classification Description Page 2 22 • Establishing and maintaining effective working relationships with City officials, City employees, and the general public; and • Communicating effectively, both orally and in writing. PHYSICAL ACTIVITY/REQUIREMENTS: To perform the essential functions of the class, incumbents must be able to perform the physical activities listed on the Physical Checklist. C-4 -2 (Management Analyst) Classification Description Page 3 23