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3.12 Admin Intern Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration HR/Assistant City Administrator Hille September 27, 2021 PRESENTER(s) REVIEWED BY: ITEM #: Consent City Administrator/Finance Director Flaherty 3.12 – Job Description STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. X Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff recommends the City Council approve the job description for an Administrative Intern. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: City staff is hoping to add an Administrative Intern to the administration team. The intern would be from a Bachelor’s or Master’s program related to Public Administration or urban studies. The intern would assist in different projects throughout the City, to be exposed to a growing community, and to promote local government. The Comprehensive Plan will be a great way to give the intern experience on the process, as these plans only happen once every 10 years. We look forward to having an intern help out around the office on various projects. Administrator Flaherty and Assistant Administrator Hille are members of Minnesota City Managers Association, and they offer a grant program to reimburse $3,500 of the intern’s pay. Attached are the grant program guidelines from the previous year. Once the grant program is posted for the current, City staff will be submitting an application. SUPPORTING DOCUMENTS ATTACHED: • Administrative Intern Job Description • MCMA Intern Grant Program POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the Administrative Intern job description. BUDGET INFORMATION FUNDING: BUDGETED: Fund 101 – General Fund Yes, for 2022. Position Description Position: Administrative Intern FLSA Status: Temporary, Non-exempt Approved: Draft XX, 2021 DESCRIPTION OF WORK General Statement of Duties: The intern will play a leading role in coordinating, facilitating, and managing city projects that require the involvement of multiple city departments. He or she will be given the opportunity to interact with department heads and to be exposed to the responsibilities of each department and current local government issues. The intern’s interests and goals will be taken into account for special projects. Immediate Supervisor: Human Resources/Assistant City Administrator Supervises: None Provides Work Direction to: None MAJOR JOB FUNCTIONS 1. City Administration: a. The intern will meet with the city administrator and assistant city administrator on a weekly basis b. Organize and record updates for the Sunshine Committee meetings c. Attend commission, staff and city council meetings as requested d. Review and advise any public policy changes e. Assist in Personnel Policy questions and explanations f. Assist in city projects with all departments 2. Communications: a. Attend bi-weekly Communication Team meetings b. Write stories, compile content and take photographs for the City'snewsletters, website and social media accounts. c. Assist with website maintenance and creating new posts for Facebook, Twitter and Instagram. d. Complete other duties and projects as assigned. 3. City Planning: a. Learn and assist in current city planning projects b. Work with the city planner to learn on city procedures and policies c. Get involved in residential and commercial/industrial developments, and learn the process through the city d. Overview the Comprehensive Plan and learn the process and history of the city; be involved in Comprehensive Plan update e. Learn the different zoning districts and regulations for development 4. Other: a. Assist City Administrator and Assistant City Administrator with projects as directed b. Perform administrative duties to support City departments as directed c. Assist with election duties as requested by the City Clerk d. Assist with City Hall receptionist and administrative backup as needed 5. General: a. Promote a positive and motivating environment b. Follow all safety policies and procedures c. Follow all City policies and procedures d. Treat fellow employees with respect and integrity e. Provide exceptional customer service to residents, developers, city officials, and the general public f. Make decisions that are always in the best interest of the City g. Perform other duties and projects as assigned h. Confer with supervisor, peers, and employees to discuss and resolve issues KNOWLEDGE, SKILLS AND ABILITIES • Enjoyment of learning and seeking knowledge • Working knowledge of relevant City operations, ordinances, policies, and procedures • Demonstrated knowledge of standard office practices, equipment, software, and procedures • Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing • Ability to perform mathematical calculations, prepare spreadsheets, analyze data and identify and resolve discrepancies • Ability to organize and prioritize the work and meet deadlines • Ability to enter information with speed and accuracy and to maintain accurate and complete records and documentation • Ability to work both independently and as part of a team • Ability to handle detail and accurately process transactions and solve problems • Strong sense of honesty, integrity and credibility MINIMUM QUALIFICATIONS 1. High school diploma or equivalent 2. Valid Driver’s License 3. Degree in Public Administration, Business, Sociology, Urban and Regional Studies; Or currently enrolled in a program PREFERRED QUALIFICATIONS 1. Municipal or County government experience 2. Enrolled in or completed a Masters in Public Administration, Business, Urban and Regional Studies, Local Government Management NOT PUBLIC DATA The incumbent may encounter not public data in the course of these duties. Any access to not public data should be strictly limited to accessing the data that are necessary to fulfill the employment responsibility. While data are being accessed, incumbent should take reasonable measures to ensure the not public data are not accessed by individuals without a work reason. Once the work reason to access the data is reasonable finished, incumbent must properly store the not public data. If a new work assignment requires access to not public data, the incumbent is permitted to access not public data for the work assignment purposes only. Any access to not public data must be strictly limited to the data necessary to complete the work assignment and after the assignment is completed, the employee’s work assignment no longer requires access. PHYSICAL REQUIREMENTS The physical requirements checked on the attached sheet are representative of those that must be met to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Note: This job description does not constitute a contract or employment agreement. Minnesota City/County Management Association 2021-2022 Internship Program Request for Jurisdiction Applications Deadline – Friday, October 30, 2020 Overview The MCMA internship is designed to provide a person, passionate about public service, with real life experience working in local government management. The program is envisioned to promote and ensure a high level of effectiveness in local government administration and public service delivery. Goals 1. To encourage and promote interest in all areas of local government, concentrating on local government administration and economic/community development activities by providing the intern with learning opportunities and practical experience. 2. To promote an internship for students in various areas of government degree programs or to provide recent graduates with practical, real world experiences to develop their capacity to obtain employment in the local government sector, specifically on the public management tract. 3. To develop the real world management skills necessary for future managers to lead successful and effective public organizations. This will be accomplished through positive participation in important projects and responsibilities. Funding MCMA has allocated up to $3,500 of matching funds for each of three jurisdictions. This program is a reimbursable program; MCMA reimbursement will be made upon proof of funds expended. The program funds are available after June 1, 2021 and until May 31, 2022. Participant Requirements The program is envisioned for students in an undergraduate or graduate level program in public administration/policy/urban studies or for recently graduated Master’s level students. Application Requirements • MCMA Affiliated City or County. • A work plan detailing intern’s duties, to include: 1. What experiences the jurisdiction intends to convey 2. The approach to intern’s development 3. Applicant must designate a principal, department head level mentor to be responsible for the intern’s professional development 4. Regular contact with the jurisdiction’s MCMA member during their internship 5. Designation of the proposed hours per week and rate of pay 6. The proposed start and end date of the internship • Letter from the jurisdiction committing to the program and matching fund requirement. • Applicant may be one jurisdiction or collaboration of two or more jurisdictions that will collectively share the intern’s time. Selection Criteria The Education and Outreach Committee of MCMA will review applications and make a recommendation to the MCMA Board. As part of the review, the following criteria will be used: • MCMA Membership Status • Quality of the proposed work tasks and exposure to public administration and local government management and the organization’s MCMA member. • Program supervision and mentorship opportunities. Final Review At the conclusion of the internship, the selected jurisdiction must submit the following to the chair of the MCMA Education and Outreach Committee: • A report from the jurisdiction that details the accomplishments, work completed, and involvement of the intern in the organization • A report from the intern that identifies what they learned during their internship and ways the internship can be improved in future years To receive reimbursement, the jurisdiction must submit: • Proof of payroll records indicating amounts paid for intern to Madison Hagenau, MCMA Secretariat. Process • Close of day Friday, October 30 – Jurisdictions submit proposals. • By Friday, November 20 – The Education & Outreach Committee will review applications and make selection. • Late November – MCMA Board and recipient organization will receive report of jurisdictions selected for the 2021-2022 Program. Please use the program form to submit a proposal by Friday, October 30, 2020.