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HomeMy WebLinkAboutRes2011-043 Sponsored by: Oates CITY OF SEWARD, ALASKA RESOLUTION 2011 -043 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA, AUTHORIZING THE CITY MANAGER TO RECLASSIFY THE UTILITY OFFICE ASSISTANT FROM A RANGE 6 -8 TO A RANGE 11 -13 AND CHANGE THE TITLE TO ELECTRIC EXECUTIVE ASSISTANT WHEREAS, there is an ever increasing need for a wide variety of complex administrative, clerical and fiscal assistance to the Electric Department, the current demands consume a considerable amount of the Utility Manager's daily schedule. The position of Executive Assistant will assume the current administrative work load of the Office Assistant and will be required to provide advanced technical support to the manager; and WHEREAS, the electric department has an aging infrastructure. The Executive Assistant will be required to use GIS and AutoCAD to convert historical documents and create usable digital data bases that will not only be advantageous for the department, but for the City as a whole; and WHEREAS, the Executive Assistant will focus efforts in the area of grant - seeking and technical writing for capital projects, and to help guide projects through to completion; and him WHEREAS, the Executive Assistant will be required to provide technical writing to include the majority of the electric department's resolutions and agenda statements for City Council; providing a variety of regulatory reporting; including Environmental Protection Agency, Energy Information Administration, federal and state reporting to include air quality reports and various power energy reporting; allowing the Electric Utility Manager to focus on critical electrical issues. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF SEWARD, ALASKA that: Section 1. The City Manager is authorized to reclassify the Utility Office Assistant position from a (range 6 -8), and change the title to the Electric Executive Assistant (range 11 -13). Section 2. This resolution shall take effect immediately upon its adoption, per SCC §3.15.100(c). PASSED AND APPROVED by the City Council of the City of Seward, Alaska, this 13 day of June, 2011. L CITY OF SEWARD, ALASKA RESOLUTION 2011 -043 THE CITY O . . EWARD, ALASKA / , . I i/n s4 its �" illard E Dun am, Mayor AYES: Valdatta, Bardarson, Smith, Keil, Shafer, Casagranda, Dunham NOES: None ABSENT: None ABSTAIN: None ATTEST: ( ohanna Kinney, CMC City Clerk (City Seal) x . 0 11 11 rtI, e . 4 Of S E pd • � + + �e.. y� • r ;; A ® S • •'' q, OF PA. Council Agenda Statement Meeting Date: June 13, 2011 e�� skis. 9p Through: Phillip Oates, City Manage v % ', 0 icy!. From: John Foutz, Electric Utility Manager g Agenda Item: Reclassifying the Utility Office Assistant Position in the Electric Department to an Electric Executive Assistant Position BACKGROUND & JUSTIFICATION: In 2004, the Contract Administrator retired from the electric department leaving one administrative position in the department, the position of Utility Office Assistant. Since then one other administrative position has helped as time allows with administrative duties of the Electric Department, the Engineering Executive Assistant. In 2007 there was a reorganization of the Engineering Department; the Engineering Executive Assistant became the Contract Administrator working under the Community Development Director. The Electric Department has an aging infrastructure and an ever increasing need for a wide variety of complex administrative, clerical and fiscal assistance for the Electric Department. The creation of the Electric Executive Assistant position with the following duties will greatly reduce the administrative demands currently required of the Electric Utility Manager, as follows; • will be required to use GIS and AutoCAD to convert historical documents and create usable digital data bases advantageous for the department as well as the City as a whole.. This data base will better track our transformer inventory and location records and provide current usage of transformers resulting in a quicker response to customers as it pertains to their project. • will focus efforts in the area of grant- seeking and technical writing for capital projects and help guide projects through to completion. Will assist the Electric Utility Manager in processing grants from beginning to end to include: writing the grant applications, developing scope of work, accepting awarded grants, coordinating with finance to ensure proper filing of financial progress reports and working with agencies until grants are complete and closed. • will be required to provide technical writing to include the majority of the electric department's resolutions and agenda statements for City Council; providing a variety of regulatory reporting; including Environmental Protection Agency, Energy Information Administration, federal and state reporting to include air quality reports and various power energy reporting. Completion of these technical duties will ease the daily small tasks demanded of the Electric Utility Manager and allow him to better focus on critical issues and priorities such as; negotiations with federal, state and borough agencies, developing and planning for critical needs of the aging infrastructure and developing necessary ordinance language including the interconnection tariff. . INTENT: To utilize the current electric department administration and resources more efficiently and effectively to meet the City's needs while providing greater service to the community. This action will eliminate the utility office assistant position and replace it with an electric executive assistant position. CONSISTENCY CHECKLIST: Where applicable, this agenda statement is consistent with the Seward City Code, Charter, Comprehensive Plans, Land Use Plans, Strategic Plan and City Council Rules of Procedures or Other Plans or Policies: FISCAL NOTE: This reclassification will change the range of the position from the current range 6 — 8 ($13.30 to $18.37) to a range 11 — 13 ($17.05 to $23.51). Given the longevity of the person exiting the current position, and the fact that they were at the top of their pay range, it is expected that the position will cost the City less in the initial few years, and therefore no appropriation of funds is required. Approved by Finance Department: ATTORNEY REVIEW: Yes No X RECOMMENDATION: Council adopt Resolution 2011- ©, approving the City Manager to reclassify the Utility Office Assistant position to an Electric Executive Assistant position effective June 20, 2011.