CR 94-114 Creating Admin Ass Community Relations
June 16, 1994 ~ Council Report 94-114
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AUTHORIZE CREATING THE POSITION OF
ADMINISTRATIVE ASSISTANT FOR COMMUNITY RELATIONS
Proposed Action
Staff recommends that the Council approve the following motion: Move that the Hopkins City
Council authorize the creation of the position of Administrative Assistant for Community Relations
with the fundina to come from Cable Television franchise fees.
Adoption of this motion will allow the City Manager to begin the process of hiring an individual to
serve as the Administrative Assistant for Community Relations.
Overview
A goal of the Hopkins City Council has been to improve the communications and image of the
City. This goal has been set forth in City goal setting sessions as well in the Strategic Plan for
Economic Development. Another goal of the Council and staff has to been to improve customer
service. The Strategic Plan also listed as a goal the continuation and improvement of various City
. festivals and events.
To satisfy these goals, staff is recommending the creation of the position of Administrative
Assistant for Community Relations. This individual would be responsible for coordinating and
improving the City's communication efforts, assisting City departments in improving customer
service, and assisting local organizations who are putting on festivals and other events.
This position would be funded primarily from Cable Franchise fees. Additional funding would
come from local organizations as part of the contributions made to support local festivals.
Primary Issues to Consider
· Why should the City establish this position?
· What would this position cost and how would this position be funded?
· Should this position be full or part time?
Supportinq Information
· Job description
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Jl~~:t1\. Genellie
A~.ant City Manager
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e Analysis of Issues
. Why should the City establish this position?
During the 1993 goal setting session, the Council established the following goals in regards
to communications:
o Goal 5: "To foster improved communication and cooperation between the city, the
neighborhoods, the schools, and the business community."
o Goal 6: "To provide and maintain a positive physical appearance and perception of
the City."
o Goal 14: "To enhance intergovernmental communication with the school district,
county, and other jurisdictions."
I The Strategic Plan for Economic Development also contains goals of improving
communication. Among the suggested action steps to develop and maintain a positive
appearance of the City are:
o #8. Maintain and improve upon communication between the City and School District
to develop a team approach toward marketing and improving the community's image.
o #11. Undertake communication efforts which will help to increase public awareness
between and among the City, businesses, and residents, involving volunteer
networks, and access to the City's cable TV station.
. The Strategic Plan also established a goal of working with local organizations to improve
upon the quality of events such as Mainstreet Days and the Raspberry Festival.
The Administrative Assistant for Community Relations would be able to:
o Establish an overall plan for keeping the public informed of the City's activities, plans,
and accomplishments.
o Assist City departments in improving their communication activities.
o Prepare City newsletters.
o Provide newspapers and television with news releases.
o Help coordinate the involvement of City residents, organizations, and other
volunteers in City activities and programs.
o Provide liaison between the City and various local organizations involved with
festivals and events.
. What would this position cost and how would this position be funded?
The cost of this position depends on whether it is a full-time or part-time position.
A salary of $15.00/hour would result in the following costs:
ANNUAL SALARY FICA & PERA BENEFITS TOTAL
Part-time, 25 hrsfwk, no benefits $19,500 $2,395 $21,895
Part-time, 32 hrslwk, with benefits $24,960 $3,065 $3,660 $31,685
. Full-time, with benefits $31,200 $3,831 $3,660 $38,691
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. The money from this position would come from Cable Franchise fees as well as
approximately $6,000 per year from the Raspberry Festival to help coordinate the City's
role in the Festival.
If, for any reason, these revenue sources should disappear, the City would have to
reevaluate this position. This will be made clear to whoever is hired.
. Should this position be full or part time?
Staff feels that the amount of work that is indicated in the Job Description will require a full
time position. This individual will also be expected to attend meetings and events that are
held outside regular working hours. There could also be difficulties in hiring an individual
for this position if were to start out part time and then change to full time.
If the Council chooses not to have this be a full time position, staff would recommend
having this person be scheduled for four days per week (32 hours).
Alternatives
1. Authorize the hiring of a full-time Administrative Assistant for Community Relations.
2. Authorize the hiring of a part-time Administrative Assistant for Community Relations for
. 32 hours per week.
3. Authorize the hiring of a part-time Administrative Assistant for Community Relations for
less than 30 hours per week. This position would not be eligible for benefits.
4. Do not create the position of Administrative Assistant for Community Relations at this
time.
Staff recommends alternative #1.
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. POSITION TITLE: Administrative Assistant for Community Relations
REPORTS TO: City Manager
SALARY RANGE: 6
INTRODUCTION
Responsible for City communications, assisting other departments with customer service,
coordinating volunteer services, and working with community organizations and City staff on
special events.
DUTIES AND RESPONSIBILITIES
Communications:
1. Develop, implement, and maintain a Communication Plan for the City. Identify City
communication needs and goals and provide ongoing assessment of the effectiveness
of existing communication vehicles along with recommendations for their improvement.
2. Write, design, and publish in-house newsletters, brochures, and articles using desk top
. publishing or assist departments in creation of the same.
3. Regularly provide newspapers and television with articles, photographs, and videos
about specific city programs or activities of general interest.
4. Assist in the preparation of videos or other presentations to the City Council, City
Boards and Commissions, and community groups on such topics as the Capital
Improvement Plan, the City budget, annual report, etc.
5. Coordinate and publish an annual report.
6. Employ effective promotions and advertising techniques to increase awareness and
use of city services and products.
7. Develop City Image promotional campaign.
8. Promotes goodwill through such publicity efforts as speeches, exhibits, films, tours, and
question/answer sessions.
9. Produces and updates a guide to standardize the style and format of City written
materials.
10. Coordinates programming of the government access channel and works with others in
the development of cable programming.
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-- Customer Service:
1. Help organize and coordinate the involvement of City residents, organizations, and
other volunteers in local government.
2. Develops procedures and administrative follow up to assure that inquiries/complaints
directed to various departments are responded to in a timely fashion. Advises
supervisors where problems in follow up are occurring.
3. Prepares proclamations, certificates of appreciation, plaques and resolutions to
recognize employees, Commission and City Council members, community
organizations, etc.
4. Member of Customer Service Committee.
SpeCial Events:
1. Provide liaison between City and Hopkins Jaycees, Raspberry Festival, and other
community groups in regard to festivals and promotions.
2. Represents the City during community festivals and at public, social, and business
gatherings.
3. Assist with special projects such as the Home Show or MarketPlace
4. Coordinate City employee picnic.
. MINIMUM EDUCATION AND EXPERIENCE
Completion of a four year degree in Journalism, Public Relations, or Communications.
Experience in the writing and production of newsletters, press releases, and other written
materials.
One year experience using personal computers.
Minimum of one year experience in public or private sector information and communication
activities and media relations.
DESIRABLE QUALIFICATIONS
Experience working with volunteers and community organizations.
Demonstrated abilty to develop innovative recruitment and recognition strategies for
volunteers.
Training and/or experience with customer service programs.
Experience with TV writing and/or production.
Demonstrated ability as a public speaker.
Experience using desk top publishing.
Working experience in local government or covering local government as a journalist.
Experience using Ami Pro word processing program.
e Established: May, 1994
AA-C R. SAM
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