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HomeMy WebLinkAboutReg 2013-01-22 Item 6B - Motion - Council Analyst Position DescriptionCOUNCIL AGENDA SYNOPSIS Initials Meeting Date 01/22/13 Prepared by SB Mayor's review Council review ITEM INFORMATION ITEM No. 6.B. 25 STAFF SPONSOR: ORIGINAL AGENDA DATE: 1/22/13 AGENDA ITEM TITLE The position Council President would like the full Council to approve the Council Analyst description so that recruitment for the position can begin. 01/14/13 Motion Date 1/22/13 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date CATEGORY ►1 Discussion ■ Mtg Date Mtg ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ PW SPONSOR ■ Council SPONSOR'S The Council President would like the full Council to approve the Council Analyst position SUMMARY description so that the recruitment for this position can begin. REVIEWED BY ❑ COW Mtg. ❑ CA &P Cmte ❑ F &S Cmte ❑ Transportation Cmte ❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm. DATE: N/A COMMIT IEE CHAIR: RECOMMENDATIONS: SPONSOR /ADMIN. COMMIT Council President i EE COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 01/14/13 Forward to 1/22/13 MTG. DATE ATTACHMENTS 01/22/13 Proposed Initial Timeline, per Council President Hougardy, dated 1/07/13 Job Description for the Council Analyst Position. 25 252 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 253 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 254 COUNCIL ANALYST POSITION POSITION SUMMARY STATEMENT: Provides high level- confidential analyst, 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 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 information flow on internal City issues, situations and conditions of interest to the City Council; Provides summaries to City Council in coordination with City Staff. May attend various meetings and /or information sessions for the City Council. 5. Understands and is sensitive to the City's overall political environment. 6. Coordinates the City's annual Council retreat agenda; prepares packets and talking points for Council, as directed. 7. Gathers and tracks information regarding matters of interest to the Council; provides updates on the status; drafts talking points, position papers and /or letter for Council approval in support of Council's agenda. 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 using sound judgment, appropriate content, tone, and grammar. 1 255 10. Serves as a liaison between City Council, and 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. 11. Effectively communicates instructions and requests for information to City Administration and staff; follows through regarding results achieved, as appropriate. 12. Coordinates special projects and programs; provides assistance and administration as assigned. 13. Prepares "issues and options" papers on general governmental and /or community topics of interest and /or concerns, as directed. 14. May draft resolutions, 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. Notifies Council of activities and schedule changes, as necessary. 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 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; remains current with "modern technology" changes as they apply to the position; effectively utilizes standard Computer software packages, i.e. Microsoft Office, Outlook, etc.; 60 WPM keyboarding. 21. 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 set -up 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 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 during staff absences. 2 256 22. Communicates effectively both verbally and in writing; understands the audience being addressed; maintains proper decorum for the specific circumstance. 23. Works evenings and /or weekends, as needed. Travel out of the City may be required. Approved by Council consensus 3 257