CCR2006098.
.
AMENDED
COMMON COUNCIL - CITY OF MUSKEGO
RESOLUTION #098-2006
RESOLUTION TO CHANGE THE POSITION OF
EXECUTIVE ASSISTANT/HUMAN RESOURCES COORDINATOR
WHEREAS, The Common Council has the responsibility and authority for expenditures related
to staffing levels for the efficient and effective operation of the City; and
WHEREAS, The Common Council has determined that it must at all times prioritize
expenditures for staffing while at the same time providing for the staffing needs of the City.
NOW, THEREFORE, BE IT RESOLVED That the Common Council has determined it
appropriate to change the existing full-time position of Executive Assistant/Human Resources
Coordinator to a part-time position entitled Executive Assistant effective July 10, 2006.
BE IT FURTHER RESOLVED That the existing position description is permanently amended to
the position description as attached to this resolution.
BE IT FURTHER RESOLVED That effective July 10, 2006, the hours for the position will be
reduced from 40 hours to 21 hours per week at a rate of pay of $25.9259 per hour, which does
not reflect a change in the current hourly rate of the affected employee.
BE IT FURTHER RESOLVED That as a part-time position with the City, such position shall be
eligible for prorated benefits as are other non-represented, part-time employees of the City, with
the exception of health insurance, which the City will continue to provide at 100% minus the
employee contribution toward the premium that all non-represented employees pay. This is to
recognize that the affected individual is an employee of long tenure with the City.
BE IT FURTHER RESOLVED That the Common Council has determined that the part-time
position of Executive Assistant shall be funded through the end of 2007 and the position of
Executive Assistant shall not be funded beginning in 2008.
DATED THIS 9TH DAY OF MAY ,2006.
This is to certify that this is a true and accurate copy of Resolution #098-2006 which was
adopted by the Common Council of the City of Muskego.
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.7( ,/ )
Clerk-Treasurer
. 5/06
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1503
Position Description
Name: Catherine M. Anderson Mayor Department:
Position Title: Executive Assistant E Pay Grade: 51 FLSA:
Date: July 10, 2006 Reports To: Mayor and City Administrator
Purpose of Position
The purpose of this position is to perform a variety of assigned confidential secretarial, clerical and administrative
tasks. The work is performed under the general direction of the Mayor and City Administrator. This is responsible
administrative/secretarial and reception work involving the performance of clerical and administrative activities that
are designed to assist the Mayor and City Administrator with administrative, procedural and process detail.
The incumbent is expected to proceed with minimum supervision and utmost professionalism in representing the
Mayor and City Administrator's office. Advice and assistance are available from the Mayor and City Administrator
as needed.
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive.
Other duties may be required and assigned.
This position performs secretarial and administrative duties requiring the application of considerable tact and
independent judgment in the day-to-day handling of responsibilities. The incumbent acts as a central clearing house
in the processing/handling of day-to-day clerical support items/activities. The position's incumbent must maintain a
high level of confidentiality and professionalism and must effectively represent concerns of the Mayor's office to the
public. This employee must interrelate well between management and the rank and file staff, handle competing
demands and outlooks of different departments. The incumbent must be capable of applying a City-wide perspective
to overall interactions with the operating departments, while representing the Mayor's view and perspectives. The
incumbent must be capable of answering and disposing of requests for non-technical, non-policy information;
researching questions of established policy, fact or record.
Professionally greets, screens and directs calls and visitors. Provides information on routine questions. Receives and
relays messages. Responds to complaints and requests for information regarding policies and regulations.
Composes correspondence for Mayor and City Council members. As requested, gathers information for Mayor and
City Administrator. Types a variety of written material thru oral instruction and occasionally rough draft or
dictation. At times, as requested assists City Council members with constituent services.
Assists Mayor/City Administrator with preparation and distribution of Committee of the Whole agendas and types
resulting minutes from audio and notes.
Maintains files and operating records relating to the Mayor's Office and City Administrator's Office as requested.
Distributes in-coming mail.
Schedules appointments, special meetings and maintains calendars as requested.
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.
.
Executive Assistant 1503
Assists in preparation of administrative budget. Coordinates meetings as requested. Maintains knowledge of
functions of City government, clerical procedures/policies and modem office practices.
Other duties as assigned by the Mayor and/or City Administrator.
Additional Tasks and Responsibilities
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose
of this position and may also be performed by other unit members.
Initiates and updates files and records. Sorts, files, locates and retrieves documents, files, records, etc., from
physical and electronic storage. Types file labels. Collates materials. Faxes messages.
Minimum Training and Experience Required to Perform Essential Job Functions
An Associate degree in secretarial science or business office management; demonstrated skill in typing at a speed of
65 words per minute and taking and transcribing dictation at a speed of 80 words per minute; and five years of
progressively responsible secretarial experience (at least one year of which should have been at the level of a
secretary to a department head, or above); or an equivalent combination of experience and training.
Physical and Mental Abilities Required to Perform Essential Job Functions
Language Ability and Interpersonal Communication Ability to analyze and categorize data and information in
order to determine the relationship of the data with reference to established criteria/standards. Ability to compare,
count, differentiate, measure, assemble, copy and record and transcribe data and information. Ability to classifY,
compute and tabulate data. Ability to advise and provide interpretation to others on how to apply policies,
procedures and standards to specific situations. Ability to utilize a variety of data and information such as meeting
agendas/minutes, City ordinances/resolutions, municipal code, equipment operating manuals, computer software
operating manuals, maps, procedures, guidelines and non-routine correspondence.
Ability to communicate orally and in writing with citizens, community groups, Common Council members,
committee members, County officials, City employees, City elected/appointed officials, consultants, engineers,
contractors, developers, vendor representatives, attorneys, educators, other municipal officials, law enforcement
personnel, accountants/auditors, and the general public.
Mathematical Ability Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and
decimals.
Judgment and Situational Reasoning Ability
Ability to use functional reasoning and apply rational judgment in performing diversified work activities.
Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of
information against measurable criteria.
Physical Requirements
Ability to operate a variety of office equipment including computer terminal, typewriter, telephone, fax machine,
calculator/adding machine and photocopier.
Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.
Ability to exert light physical effort in sf:dentary to light work, typically involving lifting, carrying, pushing and
pulling.
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.
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Executive Assistant 1503
Ability to recognize and identitY similarities or differences between characteristics of colors, forms and sounds
associated with job-related objects, materials and tasks.
Environmental Adaptability
Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as
repetitive computer keyboard use, irate individuals and intimidation which may cause discomfort but poses little risk
of injury.
ESSENTIAL KNOWLEDGE: Applicants for this position must possess:
A thorough knowledge of administrative and secretarial practices and procedures; a considerable knowledge of
business mathematics, English, spelling, punctuation, grammar, format, vocabulary, composition and tone; a
thorough knowledge of modem office technology, practices, procedures, and equipment; and a working knowledge
of the City organization, operations, ordinances, and administrative practices; good knowledge of the principles and
office procedures, knowledge of each major department's operations and of the entire City organization, structure,
missions and functions (in terms of who does what and why).
The City of Muskego is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act,
the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both
prospective and current employees to discuss potential accommodations with the employer.
Employee's Signature Supervisor's Signature
Date Date
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.
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COMMON COUNCIL - CITY OF MUSKEGO )
RESOLUTION #098-2006 I
~'r'
RESOLUTION TO CHANGE THE POSITION OF
lJ Ç}'
EXECUTIVE ASSISTANT/HUMAN RESOURCES COORDjÂATOR \
/ í,
I
\~./'
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.' e
WHEREAS, The Common Council has the responsibility and authorit(for expenditures related
to staffing levels for the efficient and effective operation of the City; ~nd
f
"
WHEREAS, The Common Council has determined that it must at,'" times prioritize
expenditures for staffing while at the same time providing for th7'staffing needs of the City.
NOW, THEREFORE, BE IT RESOLVED That the Common çt;uncil has determined it
appropriate to change the existing full-time position of Executive Assistant/Human Resources
Coordinator to a part-time position entitled Executive Assislcint effective July 3, 2006.
l
/
BE IT FURTHER RESOLVED That the existing positionÆiescription is permanently amended to
,
the position description as attached to this resolution. /
f
I
BE IT FURTHER RESOLVED That effective July 3<~006, the hours for the position will be
reduced from 40 hours to 21 hours per week at a p;ìte of pay of $25.9259 per hour, which does
not reflect a change in the current hourly rate of 1fíe affected employee.
.:
I
.r
BE IT FURTHER RESOLVED That as a part-~;'tne position with the City, such position shall be
eligible for prorated benefits as are other noty"-represented, part-time employees of the City, with
the exception of health insurance, which the' City will continue to provide at 100% minus the
employee contribution toward the premiul1Í that all non-represented employees pay. This is to
recognize that the affected individual is!i'n employee of long tenure with the City.
t
"
BE IT FURTHER RESOLVED That the Common Council has determined that the part-time
position of Executive Assistant shall,be funded through the end of 2007 and the position of
Executive Assistant shall not be fUlÍded beginning in 2008.
DATED THIS DAY OF ,2006.
/
This is to certify thpt this is a true and accurate copy of Resolution #098-2006 which was
adopted by the Cømmon Council of the City of Muskego.
I
/
I
Clerk-Treasurer
5/06
.
.
.
Position Description
Name: Catherine M. Anderson Department: Mayor
Position Title: Executive Assistant; ; H! n R, ;" p; . E Pay Grade: 51 FLSA:
Date: ftprli201JJ Julv 3. 2006 Mayor and City Admînî.stfi!lQI: Reports To:
KN41iJr [g!;.PR4D0);"ARDH3t !{J..\VCÜ;;..3.j{,
Purpose of Position
The purpose of this positions in Ülis classi!i<>,HÌ<m is to perform a variety of assigned confidential
secretarial, clerical and administrative tasks. The work is performed under the general direction of the Mayor illJiL
City Administrator. This is highiyresponsible administrative/secretarial and reception hllln:mt'ë",oHfCt'lnHlhigcHk}lH
work involving the performance of i:'+HHpksclerical and administrative activities that are designed to
the Mayor~m!Lç:itv_~dlllillh'>!mtQ~víth ('iadministrative, procedural and process detail.
The incumbent is expected to proceed with minimum supervision,lnçLlJ~1J1Q.stVIqj'ç::>::>í(miÜh!Díl)J:çpr;.;sçl1tiUgJ11;';
and assistance are' '<iFUII\ available
I'CSUI++(Jbl" incflc
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive.
Other duties may be required and assigned.
Ib_kiJ2os í t ion_/\ncmpl <+y<:)t'inthisçlas", performs secrQl<!Ü~tLillI!oL adm in istrati ve duties
requiring the application of considerable tact and independent judgment in the day-to-day handling of;HlFnlnislFHívc
responsibilities. The Thís incumbent acts as a central clearing house in the processinglhandling of day-to-day
clerical support items/activities. ])he position's incumbent must maintain a high level of
confidentiality and professionalism and must effectively represent concerns of the Mayor's office to them
This employee must
interrelate well between management and the rank and file staff, handle competing demands and outlooks of different
The incumbent must be capable of applying a City-wide perspective to overall interactions with the operating
departments, while representing the Mayor's view and ì"'çEonalperspectives,;mk1,~)'p0dílíng;mt:nh+iork'fdìÍng
The incumbent must ais<',be capable of answering and
disposing of requests for non-technical, non-policy information; researching questions of established policy, fact or
record,:
Professionallv greets..sScreens and directs caIls and visitors. Provides information on routine questions. Receives
and relays messages. Responds to complaints and requests for information regarding policies and regulations.
.
.
.
Executive AssistantiJIIHuH. R"'~,\j(Ht:+'. \lan;wg<ðf
Composes correspondence undf01xHhfor Mayor and City Council members. As æill!.Çj~d. gathers infcJl:!nati.9Jl1QL
iylnyor amLÇ.'jtv Admi.lllstratoL_ Types a variety of written material thru oral instruction and occasionally rough draft
or dictation. At times. as requested assists City Council members with constituent ::;S'.LYkÇ1>~
A"c'i! st5......1\1 avocÇj.!.Y....é..,\!1m i n iSll1t.tor..\vitb.J2r~a ration (m~LQ..L~Jri bll..l~m..QLÇ9mlnÌg~(;9JJI}~Wh91".Jlg"mt'1;;(IIEl..!.Y.QS::S.
resultine minutes fhml audio and notes.
Maintains files and operating records relating to any\Athe Mayor's Office '!D..\,L(;ity AÜm.ìIlÌ5..tJ:<ltQ(s Oftìc~..;l'i
{ipc,;", h)I-,C\\sdlhl 'pdistributes in-coming mail.
Schedules appointments, dHdspecial meetings andmMaintains calendars'!;;}:"mIÇ5JÇ~1..
Assists in preparation of administrative budget. Coordinates lHtrgarHrHt;+;Hrt meetingsJJs 1:ç,q]Jestç.:..9.. Maintains
knowledge of functions of City government, clerical procedures/policies and modem office practices.
Other duties as assigned bv the Mavor and/or Citv Administrator.
Additional Tasks and Responsibilities
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose
of this position and may also be performed by other unit members.
.
.
.
Executive Assistantcl41Hnan ..R<,,,\\un,,c\laHdhgsl JJJt.lI'\IL;R,'v
Initiates and updates files and records. Sort~, file~, locate~ and retrieve~ documents, files, records, etc., from physical
and electronic storage. Types file labels, materials. Faxes
messages.
Minimum Training and Experience Required to Perform Essential Job Functions
Associate degree in secretarial
science or business office management; demonstrated skill in typing at a speed of 65 words per minute and taking
and transcribing dictation at a speed of80 words per minute; and five years of progressively responsible secretarial
experience (at least one year of which should have been at the level ofa secretary to a department head, or above); or
an equivalent combination of experience and training.
Physical and Mental Abilities Required to Perform Essential Job Functions
Language Ability and Interpersonal Communication Ability to analyze and categorize data and information in
order to determine the relationship of the data with reference to established criteria/standards. Ability to compare,
count, differentiate, measure, assemble, copy and record and transcribe data and information. Ability to classifY,
compute and tabulate data. Ability to advise and provide interpretation to others on how to apply policies,
procedures and standards to specific situations. Ability to utilize a variety of :hlY'hIIY data and information such as
agenda2/minutes,
City ordinances/resolutions, municipal code, equipment operating manuals, computer software operating manuals,
maps, procedures, guidelines and non-routine correspondence.
Ability to communicate orally and in writing with citizens, community groups, Common Council members,
committee members, County officials, City employees, City elected/appointed officials, consultants, engineers,
contractors, developers, vendor representatives, attorneys, educators, other municipal officials, law enforcement
personnel, accountants/auditors, and the: general public.
Mathematical Ability Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and
decimals.
Judgment and Situational Reasoning Ability
Ability to use functional reasoning and apply rational judgment in performing diversified work activities.
Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of
information against measurable criteria.
Physical Requirements
Ability to operate a variety of office equipment including computer terminal, typewriter, telephone, tàx machine,
calculator/adding machine and photocopier.
Ability to coordinate eyes, hands, feet and limbs in performing skilled movements such as rapid keyboard use.
Ability to exert light physical effort in sedentary to light work, typically involving lifting, carrying, pushing and
pulling.
Ability to recognize and identifY similarities or differences between characteristics of colors, forms and sounds
associated with job-related objects, materials and tasks.
.
.
.
Executive Ass istanVllulHaH. R t'S'AjH;'0:Vlanad~!,"r
Environmental Adaptability
Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as
repetitive computer keyboard use, irate individuals and intimidation which may cause discomfort but poses little risk
of injury.
ESSENTIAL KNOWLEDGE: Applicants for this position must possess:
A thorough knowledge of administrativíl and secretarial practices and procedures; a considerable knowledge of
business mathematics, English, spelling, punctuation, grammar, format, vocabulary, composition and tone; a
thorough knowledge of modem office technology, practices, procedures, and equipment; and a working knowledge
of the City organization, operations, ordinances, and administrative practices; good knowledge of the principles and
of each
major departmen(s operations and of the entire City organization, structure, missions and functions (in terms of who
does what and
The City of Muskego is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act,
the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both
prospective and current employees to discuss potential accommodations with the employer.
Employee's Signature Supervisor's Signature
Date Date