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Home My WebLink AboutCOW 2013-01-28 Item 4D - Discussion - Council Analyst Position DescriptionCOUNCIL AGENDA SYNOPSIS Initials Meetin Date Pr 'tired b M. or's review 111"11111011 WIMINIMUM Council review 01/22/13 SB 01/28/13 SB Motion Date 1/28/13 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date ITEM INFORMATION ITEM No. 4.D. & SPE 3 13/ 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 1/28/13 ❑ Resolution Mtg Date ❑ Ordinance Mtg Date ❑ Bid Award Mtg Date ❑ Public Hearing Mtg Date ❑ Other Mtg Date CATEGORY /1 Discussion /1 Mtg Date Mtg ❑ Mayor ❑ HR ❑ DCD ❑ Finance ❑ Fire ❑ IT ❑ P&R ❑ Police ❑ PIYW 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 COMMITTEE CHAIR: RECOMMENDATIONS: SPONSOR /ADMIN. CO.MMIITEE Council President COST IMPACT / FUND SOURCE EXPENDITURE REQUIRED AMOUNT BUDGETED APPROPRIATION REQUIRED $ $ Fund Source: Comments: MTG. DATE RECORD OF COUNCIL ACTION 1/22/13 Forward to Council Sub Committee MTG. DATE ATTACHMENTS 01/22/13 Proposed Initial Timeline, per Council President Hougardy, dated 1/07/13 Job Description for the Council Analyst Position. 01/28/13 Draft Job Description for Council Analyst Position in strike - through underline format Draft application statement for position of Council Analyst Draft Position Opening Announcement Classification Description for C42 Management Analyst Proposed timeline 13/ 138 COUNCIL ANALYST POSITION (revised 1/23/13) 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 and takes minutes at council committees meetings, -as and special work sessions. 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 governmental internal with other local, state, and federal goverments; 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 legislative 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 legislative 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. 1 139 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; Tracks information and requests that relate specifically to the Council.. 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 2 140 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. 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 3 141 142 Application Packet for the Position of Council Analyst The Council Analyst reports to the Tukwila City Council President and works with the members of the City's Administrative staff to provide services and support for all Council activities, to ensure business continuity ` �, pliance with City, State, and Federal laws, regulations, standards, best . es and other City Council requirements are met. The incumbent will be expected to work .. independ=''' .... and as part of a team, creating long term, beneficial internal : xtemal relation . as it relates to the City Council. The Council Analyst's ab to c. sistently e high - quality decisions and demonstrate exce ent 'ud me to success carrying out the mission of the Tukwila Cit 143 144 CITY OF TUKWILA 6200 Southcenter Boulevard, Tukwila, WA 98188 Telephone: (206) 433 -1831 Job Line: (206) 433 -1828 Visit http. / /www.tukwilawa.gov for additional employment information POSITION OPENING POSITION COUNCIL ANALYST TUKWILA CITY COUNCIL JOB NO. 13 -# SALARY $6354 - $7630 Per Month /DOQ Non - represented Position. Excellent Benefi OPENING DATE CLOSING DATE GENERAL PURPOSE MINIMUM QUALIFICATIONS Must be able to work flexible scheduled evenings and som XXXday, January #, 2013 An original City of Tukwi. must be received no later Resources Office. Post mar s and hours, inclu kends. gularly loyment applic 0 p.m. XXXday ons are not nd supplemental skills sheet 2013, in the Human ed. Provides high -level confident aria support of t ila City Co' Educa fiel an. ex perform t ur year ce w ience: Bac of related exp ch provides require ive, and secretarial functions in etion at all times. or's degree in Public Administration or a related c or an equivalent combination of education owledge, skills and abilities sufficient to :•e of: Princ . ' practi method , -port w organizati and pre job. General municipal operations, finance and structure; (B) oc ;dures and theories related to the field; (C) Research group and meeting facilitation techniques, and the tation of oral reports; (D) Federal, state, and local laws, policies an grammar an SPECIAL REQUIREMENTS •lls: (A) ware• gulatiois pertaining to assigned programs; (E) English usage, spelling, punctuation; (F) Project monitoring techniques. perating personal computers and utilizing computer applications and B) Making and implementing sound decisions and exercising judgment g complex problems; (C) Developing and implementing programs, policies, ans procedures to achieve specific goals and objectives; (D) Working effectively on everal projects concurrently; (E) Establishing and maintaining effective working relationships with City officials, City employees, and the general public; F) Communicating effectively, both orally and in writing. Valid Washington State Driver's License. Must be bondable. DESIRABLE QUALIFICATIONS Proficient in Microsoft Office software; calendaring for multiple people; and keyboarding at 60 wpm or above. 145 ESSENTIAL FUNCTIONS 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. 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 m'` #es. Coordinates information flow on internal City issues, situations Council; Provides summaries to City Council in coordinatio meetings and /or information sessions for the City Counc conditions of interest to the City ty Staff. May attend various Coordinates the City's annual Council retreat ag _ , `'pares pac Council, as directed. Travel outside of the City n,�•e required. Develops systems and prepares documents that J: ely t •`` the City Coun program such that all Council members are aware o g °`- at all times. d talking points for Serves as a liaison between City Co groups, and the public; responds to F individual(s) and /or groups. Creates adopted work and Administrati: ' "'" ,ff boards, commissions, community or information inquiries to the appropriate s positive rel.'� � ips. Effectively communic follows through re Arranges a v with Coun ' ri Regular, COW, an nstructions a sults achieve appropriate of intern d direr and external on. (Exclusive eetings.) ion to City Administration and staff; tings and work sessions for Council, in accordance se established by ordinance and /or state law, i.e. ntains` a vents of gen ; nterest changes, as neces P thly electronic calendar of Council, Board, Committee meetings, and Council members. Notifies Council of activities and schedule ccurately applies C desi and impleme o enhanc- policies, practices, and procedures. is practices, procedures, and systems within the position that are specifically nd support the City Council functions. Coordina • provides management support to Council members that comply with the City's establishes cords retention program and systems. 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. Maintains reasonable, predictable and regular attendance during the scheduled work hours. 146 SELECTION GUIDELINES May include: formal application; review of education and experience; oral interview; testing; reference check; final selection. 147 148 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 233, 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 Le ti Council Analyst Parks and Recreation Analyst Public Works Analyst CLASSIFICATION TITLE OF IMMEDIATE SUPERVISOR City Administrator Council President 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 Daily 15% C4 C -4 -2 (Management Analyst) Classification Description 1 Page 1 149 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, finance 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; C -4 -2 (Management Analyst) Classification Description 1 Page 2 150 programs and various confidential issues. TASK NO. ESSENTIAL DUTIES FREQUENCY BAND/ GRADE 4. Recommends, 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, finance 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; C -4 -2 (Management Analyst) Classification Description 1 Page 2 150 • Working effectively on several projects concurrently; • 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 1 Page 3 151 152 Council Analyst Position - Proposed Initial Timeline As of 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 153 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 154