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04-207Council File # �" � Green Sheet # 3011455 RESOLUTION OF S�INT PAUL, MINNESOTA Presented b� Refesed To Committee Date � 1 RESOLVED, that the Council of the City of Saint Paul hereby approves and ratifies the attached 2 information on new classified titles of "Student Wellness Clerk" and "Nutrition Services Lead Clerk" by 3 the Independent School District #625. Yeas Na s Absent Benanav � Bostrom �/ Harris ;✓ Helgen � Lantry � Montgomery J Thune ✓ � Adopted by Council: Date . i / 0700� Adoprion Certified by Council Secxetary BY� �1�/ ! � i Appioved by �y r Date By: ,eiJ Requested by Department of: Office of $uman Resources i By: Form Approved by City Attorney � Green Sheet Green Sheet Green Sheet Green Sheet Green Sheet Green She� - � DepartmenUo�ce/council: Date Initiated: HU — HumanResources O6-FEB-04 Green Sheet NO: 3011455 -� Contact Person 8 Phone: _ Deoartment Sent To Person Inkial/Date JUf16 Kf2uS � 0 uman R rc 266-65'l3 p�j9n 1 umanResour De artmentDirector ==y �1 "✓_ Must Be on Couneii Agenda by (Date): Number 2 ; r e S For Routing 3 a or's Office Mavor/ASSistant O�� 4 ouncil � 5 ,Gitv Clerk CiN Clerk Total # of Signature Pages _(Clip NI Locations for Signature) AcGon Requested: Approval of attached informaaon on new classified rifles of "Studern Wellness Clerk" and "Nutririon Services Lead Clerk" by the IndependentSchool Disuict#625. Recommendations: Approve (A) or Reject (R): Personal Service Contracts Must Answer the Following Qoestions: Pianning Commission � � �. Has this persoNfirm ever worked under a wntract for this department? CIB Committee Yes No ' Civil Service Commission 2. Has this persoNfirm ever been a city employee? ' . , � Yes No . � ' 3. Does this personlfirm possess a skill �ot �ormalty possessed by any curtent city employee? Yes No - � Explain all yesansWers on separate sheet and attach to green sheet Initiating Problem., Issues, Opportunity (Who, Wbat, When, Where, Why): � These are Baard of Education zitYes only. �AdvanWges If Approved: � � - Disadvantages If Approved: � � �� �' \ / {r' � None ° 69 do FEB 0 9 2004 Disadvantages If Not Approved: ��� ������� . Total Amount of CosUReve�ue Budgeted: . Transaction: � AetivitYNumber Zs��f;��`E ��`"`.' b�`p�.`!,�' Funding Source: � � -. , . ....� . Fi na�cia l Information: (ExPlain) �vg� � 3 °���� a�-2�� 0 • Saint Paul PUBLIC SCHUULS August 27, 2003 Human Resaurce Department 360 Colbome Street Saint Paul, MN 551023299 Independent School District 625 AN AFFIRMATIVE ACTION / EQUAL OPPORTUNITY EMPLOYER Telephone: (G51) 767-8200 • Fas: (651) 665-02G9 • Web site: http://www.spps.org/6rdept Ms. Angela S. Nalezny, Director Office of Human Resources City of Saint Paul 4Q0 G's �, u q„ 25 West 4`" Street Saint Paul, MN 55102 Re: New Title Dear Ms. Nalezny: At its regular meeting on July 22, 2003, the Saint Paui Board of Education approved a new classified title "Student Wellness Clerk." The pay rate for this new title is Grade 27 of the 2002-2004 labor agreement with the American Federation of School, County, and Municipal Employees, Local 14. Twenty-day notice of this new title has been provided to the appropriate bargaining unit in accordance with Civil Service Rule 3. While we believe the Board of Education has sole authority to create and approve new titles, we are requesting that the City Councii approve this new title, since it is a classified title and subject to the City's Civil Service Rules. Please let us know when the tit�e has been approved. If you have questions, please direct them to Sue Gutbrod (767-8146) or myself (767-8202). Thank you. Yours trul � . � Richard Kreyer, Executiv ' irector Human Resources and Labor Relations Enclosures b�- ?jp1 0 C � J Saint Paul Puauc ScHan�s July 11, 2003 Human Resource Department 360 Colborne SVeet Saint Paut, MN 55102•3299 Indepertdenf School District 625 AN AFFIHMATIVE ACTION / EQUAL OPPORTUNITYEMPLOYER Telephone: (651) 767-8200 • Fax: (651) 665-0269 • Web site: http://www.spps.org/hrdept Mr. David North, Business Representative AFSCME District Council #14, Local No. 844 300 Hardman Ave., So., Suite 2 So. St. Paul, MN 55075-2469 Re: Twenty-Day Notice of New Position and Position Upgrade Dear Mr. North: The purpose of this letter is to provide you with notification that the District is establishing a new AFSCME cierical ciassification of Student Weliness Clerk. The pay rate for this title is Grade 27 of the 2002-04 agreement with AFSCME. The job description is attached. This new position will result in an upgrade for Rebekah Doyle, currently a Clerk-Typist 3 in Student Weliness. This notice is provided in accordance with Civil Service Rule 3. Positions in the Classified Service: C. Whenever discretionary changes are made in accordance with this Section by the Human Resources Director the effective date of the action shall be preceded by a twenty day public notice period. This period shall be initiated by notice to the recognized bargaining unit for the title affected and the affected departments. Please let me know if you have any questions or concerns. Sincerely, �° — Susan Gutbro , Assistant Manager Negotiations/Labor Relations cc: City of Saint Paul Human Resource Department • INDEPENDENT SCHOOL DISTRICT NO. 625 BOARD OF EDUCATION ST. PAUL PUBLIC SCHOOLS DATE: July 22, 2003 o+� � Zo� TOPIC: Establishment of the Classified Position of Student Wellness Clerk for Independent School District No. 625 and Relevant Terms and Conditions of Employment A. PERTINENT FACTS: 1. Student Weliness has a need to reformulate an existing position due to new technology now being used. The primary responsibilities of this position are to provide the Student Wellness program with data reporting, computer support and other highly skilled clericai assistance. Previously this position was a Clerk-Typist 3. The revised duties of this position require advanced knowledge of computer soflware applications and data reporting. Consequently, we are recommending that this new title be established to include new experience requirements and better describe the actual scope of duties pertormed. 2. A new person will not be hired to fill this position. The current Clerk-Typist 3 incumb2nt has been performing these duties and will be reallocated to the new title. . 3. The Human Resource Department was asked to perform a job study and determine the proper job title and bargaining unit for this work. The recommendation from that study is to create a new title, Student Wellness Clerk. This title would be within the unit jurisdiction of the American Federation Of State, County, and Municipal Employees (AFSCME), District Council No. 14, unit that represents clerical employees. The appropriate pay rate for this position would be equivalent to Grade 27 within this Agreement. This salary range will remain in place for this title until such time as a successor agreement is reached to the 2002-2004 labor agreement for this unit. The benefits associated with this position will be as provided for other positions within this unit. This position is recommended to be a Civil Service classified position. 4. In accordance with Civil Service Rules, notification has been sent to AFSCME regarding the establishment of this title and approval of this new title will be requested of the Saint Paul City Council. 5. The funds for this position are available in the Student 1,Neliness budget. 6. This request supports the DistricYs goal of creating institutional change. 7. This request is submitted by Ann Hoxie, Student Wellness Administrator, Margo Baines, Chief Accountability Officer; Richard Kreyer, Executive Director of Human Resources and Labor Relations; and Lois Rockney, Executive Director of Business and Financial Affairs. ` J B. RECOMMENDATION: That the Board of Education of independent School District No. 625 approve the establishment of the Student Wellness Cierk job classification effective July 22, 2003; that the Board of Education declare this position as Civil Service classified; and that the pay rate be Grade 27 of the American Federation Of State, County, and Mu�icipal Employees, District Council No. 14, standard ranges. �' � i int F'aul LIC SCHOOLS STUDENT WELLNESS CLERK Job Code: 045SWC Bargaining Unit: 01 Effective Date: 7/2?J2003 Description of Work General Statement of Duties Performs highly skilled clerical work to support the Student Wellness Department �ncluding developing student wellness databases, data reporting, maintaining budget records, researching and ordering medical supplies; provides computer support and training; and performs related duties. Supervision Received Works under the general supervision of a department head. Supervision Exercised May exercise within a unit technical supervision of other clerical staff. Typical Duties Performed � The listed examples may not include all duties performed by all positions in this class. Provides clerical support to the student weliness department including opening, reviewing and prioritizing supervisor's mail; scheduling appointments; arranging conferences, word processing complex materials; designing presentation materials and other related activities. Responds to inquiries from district st�.ff, parents, the pub!ic ard(or o��tside agencies relating to student wellness reports and other non-medical concerns or complaints, both verbally and in writing. Develops and maintains student wellness databases; reviews and evaluates data for usefulness and applicability; assists student wellness administration with determining departmental data needs. Receives requests for student wellness information; determines the appropriate report information to be provided. Generates student wellness reports, both regular and customized, from multiple student wellness related databases, including preparing charts, tables, graphs � and/or maps. (�t"2A� STUDEIVT WELLNESS CLERK . Typical Duties Performed (continued) Develops or revises forms and questionnaires to collect health, social and demographic information. Compifes information from reports and/or surveys; identifies trends; provides feedback to student wellness administrators. Develops and presents computer training to student weliness staff on the use of technology and applicable sofitware as it relates to student health records; demonstrates bas:c hard�a�arelsoftware use to student wellness staff; provide first-level support on desktop hardware and software. Assists student wellness administration with assessing employee technological development needs and priorities; recommends training to address these needs; maintains training records. Installs, maintains, and/or updates workstations, desktop peripherals, operating systems and applications software; relocates workstations as necessary; performs basic workstation troubleshooting. • Serves as student wellness technology liaison; attends meetings to represent the department; gathers and researches information to provide input and recommendations to student wellness administration. Develops and maintains the department web site. Maintains student wellness budgets; prepares budget reports and financial statements; assists with preparing recommendations for future budget needs; Researches the availability of inedical equipment and supplies; identifies vendors who can offer the bes± orice; makes recommendations to administration as to what is most appropriate for department; requisitions equipment and supplies; maintains inventory. Knowledge, Skills and Abilities Considerable knowledge of modern office practices and procedures. Considerable knowledge of computer software applications, including database, spreadsheet and word processing software. � Considerable knowledge of basic bookkeeping practices and procedures. (�`�'Z.�'l STUDENT WELLNESS CLERK � Knowledge, Skills and Abilities (continued) Working knowledge of common data processing theories, principals, procedures and terms. Working knowiedge of computer-based information systems. Some knowledge of financial reporting. Some knowledge of the lawvs goverr.ing data � riv?cy. Some knowledge of research techniques. Considerable skill in the operation of a personal computer to maintain records and develop reports. Considerable ability to communicate effectively, both orally and in writing. Considerable ability to interact effectively with school employees, outside agencies and/or the public representing diverse cultural and ethnic backgrounds. i Considerable ability to demonstrate basic workstation hardware and software usage on an individual or group basis. Considerable ability to coordinate multiple projects with frequent interruptions while still meeting deadlines. Considerable ability to plan, coordinate and organize work. Minimurrz Quali#i�ations High school graduation and three years of clerical experience, at least one of which must have involved the coding and maintaining of complex student, employee, budget or other records and utilizing software to generate related reports. � O�'�� • Saint Paul Pue�ic ScHOO�s January 21, 2004 Human Resource Department 360 Colbome Sueei Sain[ Paul, MN 551023299 Independenf School District 625 AN AFFIRMATIVE ACT/ON / EQUAL OPPORTUNITYEMPLOYER Telep6one: (651) 767-8200 • Fas (G51) 665-02G9 • Web site: http://www.spps.org/Iss�dept Ms. Angela S. Nalezny, Director Office of Human Resources City of Saint Paul 400 Citv Hall Annex 25 West 4`" Street Saint Paul. MN 55102 Re: New Title Dear Ms. Nalezny: At its regular meeting on January 20, 2004, the Saint Paul Public Schools Board of Education approved a new classified title "Nutrition Services Lead Clerk." The pay rate for this new title is Grade 30 of the 2002-2004 labor agreement with the American Federation of School, County, and Municipal Employees, Local 14. Twenty-day notice of this new title has been provided to the appropriate bargaining unit in accordance with Civil Service Rule 3. While we believe the Board of Education has sole authority to create and approve new titles, we are requesting that the City Council approve this new titie, since it is a classified title and subject to the City's Civil Seroice Rules. Please let us know when the title has been approved. If you have questions, please direct them to Sue Gutbrod (767-8146) or myself (767-8202). Thank you. Yours RicHard Kreyer, Execut Human Resources and Enclosures rector ovee Relations • • Saint Paul Pusuc ScHOO�s January 8, 2004 Mr. David North, Business Representative AFSCME District Council #14, Local No. 844 300 Hardman Ave., So., Suite 2 So. St. Paui, MN 55075-2469 Re: Twenty-Day Notice of New Position Dear Mr. North: ���� The purpose of this letter is to provide you with notification that the District will be establishing a new AFSCME clerical classification pending Board of Education approval at their January 20, 2004 meeting. The new titte will be Nutrition Lead Clerk. The pay rate for this title will be Grade 30 of the 2002-04 agreement with AFSCME. The job description is attached. This new position will result in a lateral move for the current incumbent holding the title of secretary in the Nutrition Services Department. This notice is provided in accordance with Civil Service Rule 3. Positions in the Classified Service: C. Whenever discretionary changes are made in accordance with this Section by the Human Resources Director the effective date of the action shall be preceded by a twenty day public notice period. This period shall be initiated by notice to the recognized bargaining unit for the title affected and the affected departments. Please let me know if you have any questions or concerns. Sincerely, � Susan Gutbrod, Assistant Ma�ager Negotiations/Employee Relations Enc. 0�- Zo Human Resou►ce Department 3G0 Colbome Street Saint Paul, MN 55102-3299 Independent School Disfricf 625 AN AFF(RMATiVE ACTION / EQUAL OPPORTUNITY EMPLOYER Telephone: (651) 767-5200 • F�: (G51) 667-0269 • Web site: http://www.spps.org/hrdept � �{ -?�1 � • . Saint Paul PII6LIC SCHUOLS Description of Work NUTRtTlON SERVICES LEAD CLERK Job Description Draft December 22, 2003 Job Code: Bargaining Unit: 01 Effective Date: Generat Statement of Duties Performs highly skilled clericai and routine administrative work to support the Nutrition Services Department including coordination of day-to-day functioning of clerical processes and staff; performing research and special projects; developing nutrition services data bases and data reporting; and performs related duties as requires. Supervision Received Works under the general supervision of a department director. Supervision Exercised Provides work direction to other Nutrition Services clerical staff. Typical Duties Performed The listed examples may not inciude all the duties performed by all positions in this class. Coordinates special projects and the day-to-day clerical functions of the Nutrition Services Department; ensures that reporting and clerical processes are started in time to meet established deadlines. Provides lead clerical support for the Nutrition Services department; responds to general inquiries relating to department operations, policies and procedures. Coordinates the flow of information between the Hurr�an Resource Department and Nutrition Services; ensures that the documentation required by both departments is received and recorded. Responds to inquiries from employees and/or prospective employees, in person or by telephone or mail; provides them with information relating to nutrition services policies and procedures and a variety of human resources related topics, including leaves of absence, Workers' Compensation, hiring, change of status, and benefits; assists them with resolving problems as appropriate. l�-I 2 � NUTRITIOIV SERVICES LEAD CLERK Typical Duties Performed (continued) Creates and maintains data bases required for numerous Nutrition Services functions; generates customized reports. Maintains the nutrition services employee records database; utilizes these records to coordinate personnel activities (i.e., the performance review process), provides information to nutrition services sites and develop employee reports as necessary. Reviews nutrition services employee time sheets to verify compieteness and accuracy. Completes employee status changes and requisitions for vacancies on-line; ensures that the necessary paperwork is completed at the time of the interview. Develops the annual OSHA report for Nutrition Services for submission to administration; completes First Report of Injury forms and maintains related records in order to facilitate the processing and closing of Workers' Compensation claims. • Coordinates the monthly menu process. Ensures that all components of the menu are received in a timely manner; develops the menu so that it is attractive and accurate. Coordinates revisions of the Nutrition Seroices Policy & Procedure Manual. Ensures that the appropriate information has been received from nutrition services staff; word processes and proofreads information; submits the approved manuals for printing; coordinates the distribution of manuals as appropriate. Drafts a variety of correspondence for director's signature, including disciplinary and suspension letters and other highly confidential documentation; word processes and distributes a variety of complex and/or confidential information for Nutrition Services administration, including correspondence, forms, and layouts. Performs speciai projects for Nutrition Services administration as requested (e.g., works with consultants to coordinate seminars); performs research on subjects assigned. Schedules training sessions; obtains permits; ensures that the room is set-up as requested and appropriate equipment is available; orders refreshments; records training hours for employees receiving payment for taking classes. Participates in planning for the summer school session; reviews past materials for possibfe changes; recommends meeting dates; ensures that the necessary information � about the current year is submitted to the summer food program sites, to the Communications Office for pubiication and to Distribution for planning routes. ay- Zo, • NllTRIT10N SERViCES LEAD CLERK Typical Duties Performed (continued) Updates the Food and Nutrition Services Appiication on-line for the School Nutrition Program and Summer School. Demonstrates the use of various types of software to other staff and assists them with developing documents and/or databases. Provides assistance to clerical staff on the use of office equipment (e.g., computers, printers, fax machine, etc.) and use of the e- mail system. Provides work direction to lower level employees including prioritizing, assigning, reviewing and approving work; trains employees and maintains records of vacation and sick time. Interviews prospective clerical employees; develops interview questions; recommends applicants for hire to administration. Maintains hard copies of personnel records, other central files and the Nutrition . Services Director's files while keeping an updated database of the contents. Contact vendors as necessary for repairs. Knowledge, Skilis, and Abilities Considerable knowiedge of modern office procedures, practices and policies, including a specialized phase of clerical work. Considerable knowledge of microcomputer software, such as word processing, filemaker pro, power point and quark. Considerable knowledge of department functions, policies, procedures and practices. Working knowledge of district policies and procedures. Working Knowledge of the various Nutrition Services bargaining unit contracts and Civil Service Rules. Working knowledge of the laws governing data privacy. � Some knowledge of computer-based human resources information systems. � NUTRITION SERVICES LEAD CLERK �-Z�� � Knowledge, Skills and Abilities (continued) Some knowledge of the theory and principles of data management. Some knowledge of basic accounting principles. Considerable skili in entering data accurately on microcomputer databases. Considerable ability to communicate effectively, both oraily and in writing. Considerable ability to interact effectively with the public, administration and co-workers. Considerable ability to prioritize, plan, organize and coordinate assignments. Considerable ability to maintain records and generate computerized reports. Considerable ability to follow very complex oral and written instructions. . Considerabie ability to be flexible in responding to a variety of work-related interruptions. Considerable abifity to work independently without close supervision. Working ability to perform research and make recommendations based upon the information gathered. Minimum Qualifications High school graduation and six years of progressively responsible cierical experience, at least two years of which must have been as a Clerk-Typist 3 or equivalent, and at least one of which must have involved the coordination of clerical work activities for a department, developing and maintain complex database records and utilizing softwarE to generate reports. �