MVCOG Program Administrator / Human Resources Assistant

Salary : $56,347.20 – $76,668.80 Annually

Location : Mankato, MN

Job Type: Full Time

Job Number: 202300044

Department: Human Resources

Division: 2410012 MN Valley COG

Opening Date: 07/07/2023

Closing Date: 7/25/2023 11:59 PM Central

Description
Grade: STA4 FLSA Status: Exempt
Supervisor Title: MVCOG Executive Director / Director of Human Resources

Minimum Qualifications of Education and Experience:

• A minimum of three (3) years’ experience working with either, city/county government with a basic working knowledge of the city clerk, human resources and/or planning function, or Public Sector Human Resources experience; OR Bachelor’s degree in human resource management, industrial relations, urban planning, urban studies, public administration, or related field; and one (1) year of relevant work experience with a demonstrated ability in most aspects of human resources or city operations
• Must possess a vehicle and a valid driver’s license and be able to drive in the state of Minnesota.

OR

• Any satisfactory equivalent combination of education, training, and experience that demonstrates the knowledge, skills, and abilities to perform the duties of the job proficiently may be substituted for the above requirements.

Nature of Work:

Under direct supervision of the MVCOG Executive Director/Director of Human Resources. This position serves member cities, counties, and townships on behalf of Minnesota Valley Council of Governments, a voluntary member service organization serving local governments in Southern Minnesota. This position has a wide variety of multi-dimensional city administration functions; however, focus of daily duties will be in human resources, and city clerk functions such as, recruitment, compensation, safety, policies, federal and state compliance, city/county ordinances, and city/county zoning and land use assistance. Duties include responding to member and partner inquiries and requests. Daily work is based on organizational needs and requests of member jurisdictions. This is a unique position. The ideal candidate will thrive in multi-tasking, have work experience in an office administration setting with emphasis in human resources, project and research oversight, and willing to learn many aspects of city administration.

About Us:

Our employees are committed to working in an environment that fosters the core values of the City of Mankato/MVCOG – positive attitude, accountability, respect, teamwork, and integrity. We care about making a positive difference in the lives of others. Our work is challenging and has purpose. We listen and engage with each other and our community. We are empowered and trusted to make good decisions that align with the public service principles and core values. Our organization is committed to investing and developing each other. We will recognize and celebrate our collective achievements and individual accomplishments.

We take pride in investing in our employees. Our team enjoys a supportive work environment that encourages not only success for the community we serve, but for you as well. Come grow your career with us!

Visit the Minnesota Valley Council of Governments to learn more about the MVCOG.

Duties / Responsibilities
Primary Essential Work Functions:

HR/City Clerk Functions:

• Provides assistance and responds to contract requests for service from member city, township and county operations.
• Conducts research and analyzes information; conducts a variety of studies and surveys; and prepares reports on a wide variety of topics.
• Conducts recruitment processes; develops and revises job descriptions, prepares job announcements; prepares and submits postings and advertisements; processes applications; prepares interview questions and scenarios; and assists in the interviewing processes.
• Develops personnel policies, procedures, and guidelines; prepares personnel policies handbooks; and similar documents.
• Develops and conducts trainings, makes formal presentations to a wide variety of groups and organizations, boards, councils, and commissions.
• Assists in compliance activities related to Pay Equity, COBRA, Affirmative Action, ADA, FLSA, and PELRA.
• Serves as chairperson to the City of Mankato Safety Advisory Board, assists with establishing and coordinating departmental/divisional safety committees. Maintains records system to verify safety regulatory and program compliance.
• In conjunction with Minnesota Municipal Utilities Association (MMUA), tracks and coordinates appropriate safety and risk management related training opportunities as necessary. Assists in developing safety training schedules.
• Researches resolutions, ordinances, and policies.

Planning/Zoning Functions:

• Provides land use planning, including zoning advisory assistance.
• Responds to public inquiries regarding land use and zoning matters.
• Reviews plans to determine compliance with ordinances and design guidelines.
• Provides assistance with township permit issuance and reporting.
• Conducts site inspections to ensure compliance with approved plans and permits.
• Receives applications for Planning Commissions and/or Board of Adjustment action.

Communicates With:

• Internally – City employees
• Externally – Minnesota Valley Council of Governments Members, community customers, and organizations.

Supervision:

• Non-Supervisory

Other Work Functions:

• Performs physical and mental demands and work environment requirements for this position.
• Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and citizen customers.
• Attendance during regularly scheduled work hours and outside regular hours as necessary.
• Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and community customers.
• Performs other related functions as assigned or apparent.

Qualifications / Conditions of Employment
Conditions of Employment:

• Must successfully complete a pre-employment personnel assessment, background examination, and drug test.
• Ability to work extended hours as needed.
• Available to attend evening and weekend meetings as needed.
• Ability to travel to member jurisdiction sites.
• Physical ability and mobility to negotiate and inspect all types of property and construction sites.
• Must meet expectations of the work functions and knowledge, skills, and abilities for the position.
• Must comply with organizational and departmental policies.
• Must comply with data practices policies and standards relative to not public data. 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 reasonably finished the not public data must be properly stored according to city policy and the Minnesota Statutes.

Hours of Work
Regular working hours for this position are Monday-Friday, 8:00 a.m. to 4:30 p.m., and outside of regular work hours as necessary, including evenings and weekends.

City of Mankato

2023

BENEFITS OVERVIEW
For a Regular Full-Time Employee

The City of Mankato provides a comprehensive, balanced, and competitive benefits package as part of your total compensation. The City’s benefits programs address both the immediate needs that you and your family may have, such as medical coverage or flexible spending accounts, and your long-term needs, such as retirement savings.

The following outline of City-offered benefits serves as an overview and does not provide all provisions, limitations, and exclusions. If there is a contradiction between this and the official plan documents, the plan documents will prevail.

EMPLOYER PROVIDED BENEFITS:

Paid Vacation:
Vacation accruals, utilization and payouts vary within each collective bargaining agreement and/or employee handbook. The following is the general overview of the vacation benefit:

• Vacation hours may be accrued to a maximum of 50 days or 400 hours.
• Hours are accrued incrementally each pay period.
• Vacation hours may be taken in 30-minute increments.
• Unused balance carries over year to year.

Years of Service – Vacation Days Per Year
0 – 5 years – 10 days
6 – 10 years – 15 days
11 – 14 years – 17 days
15 – 20 years – 20 days
21 years – 21 days
22 years – 22 days
23 years – 23 days
24 years – 24 days
25 years – 25 days
26 years – 26 days
27 years – 27 days
28 years – 28 days
29 years – 29 days
30 years+ – 30 days

Paid Sick Leave:
Employees earn 8 hours of sick leave per month.

11 Paid Holidays and 1 Floating Holiday:
All regular full-time employees of the City, except those who are governed by a union contract or different holiday policy, receive ten (10) paid specific holidays and one (1) floating holiday.

Health Insurance Coverage Through Blue Cross/Blue Shield of MN:

• Health insurance plans to choose from: $5,000 HDHP, $3,000 HDHP, $500 CMM, $100 CMM
• City contributes up to $1,000/month ($12,000 annually) towards single coverage plans; and up to $2,500/month ($30,000 annually) for family coverage plans.
• All employee contributions towards premiums are deducted through payroll deductions on a bi-weekly basis.
• City contributions for union members will follow negotiated contract language.

NICE Healthcare (Free to all full-time employees):
Nice is an integrated primary care clinic – meaning NICE offers almost all of the services of a traditional primary care clinic and then some. And better yet, NICE brings that care to your home, office, or wherever you happen to be.
Offers employees and their household members an amazing healthcare benefit with no out-of-pocket fees. Below are the comprehensive primary care services that NICE offers:

• Same-Day Chat and Video Visits
• In-Home Visits with 35 Free Labs and Physical Tests
• 550+ Free Medications Can Be Prescribed by Our Clinicians
• Free Virtual Physical Therapy
• Free Virtual Mental Health Therapy
• Free In-Home X-rays and EKG Services

Term Life Insurance:
The City provides a term life insurance policy at no cost to the employee. (Face value is 125% of employee’s base salary up to a maximum of face value of $50,000).

Retirement
PERA (Public Employees Retirement Association)

1. Must participate as directed by Minnesota Statutes.
2. Employer and employee contribution rates vary depending on position.
3. May obtain refund of employee contribution on termination of service.

2023 Employer/Employee Contribution Rates – Effective January 1, 2023
Contributions are calculated on gross bi-weekly salary each pay period.

Coordinated Plan
Employer: 7.5%
Employee 6.5%

Police and Fire Plan
Employer: 17.7%
Employee 11.8%

OPTIONAL VOLUNTARY BENEFITS AVAILABLE:
The following benefits are available on an elective basis at the employee’s choice:

Deferred Compensation Plans (457)
Plans available through ICMA, Nationwide Retirement Solutions, and MN Deferred Compensation Plan.

Dental Insurance
Coverage through Delta Dental.

Health Care and Day Care Flexible Spending Accounts

Computer Purchase Program
0% interest for up to 3 years (max. $3,500)

Payroll deductions available for:

• YMCA membership at corporate rates.
• Savings Bonds.
• Various voluntary group life and disability plans.
• AFLAC
• Voluntary Dental Insurance

Credit Union Membership – Eligible for membership

• MN Valley Federal Credit Union
• Affinity Plus Federal Credit Union

Vacation Purchase Program
Employees may purchase additional vacation time (limits apply).

Employee Assistance Program (EAP)

Questions regarding benefit information can be directed to Human Resources at 507-387-8664.

01

The following supplemental information may be used as a scored evaluation of your knowledge, skills and experience. Be certain that the choices you make correspond to the information you have provided in your application. By completing this supplemental questionnaire you are attesting that the information you have provided is true and accurate. Any information provided may be reviewed by the hiring manager. Any misstatements or falsification of information will eliminate you from consideration or may result in dismissal. Do you understand and agree with this statement?

• Yes
• No

02

Which of the following best describes your level of education?

• High school diploma / GED
• Some college
• Associates / 2 Year Certificate
• Bachelors
• Masters or higher
• None of the above

03

Which of the following best describes the degree/certificate that you completed?

• Human Resources Management
• Industrial Relations
• Public Administration
• Urban Planning
• Urban Studies
• My degree is in an area NOT listed above
• N/A – I have not completed a degree

04

If applicable, please list the specific field of study in which you possess a degree. If no degree, type N/A.

05

Do you currently have a valid Minnesota driver’s license or a valid driver’s license from another state?

• Yes, I have a valid Minnesota driver’s license.
• Yes, I have a valid driver’s license from another state.
• No, I do not currently possess a valid driver’s license.

06

Which of the following best describes your years of experience working in a city or county government or the non-profit arena performing work and having a basic working knowledge of city clerk, human resources, and/or city/county planning related functions?

• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years

07

Which of the following best describes your years of city operations or human resources experience working in the public sector?

• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years

08

Which of the following best describes your years of experience performing CITY CLERK related functions?

• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years

09

Select the CITY CLERK related experience you have in any of the following areas: (select all that apply)

• Preparation of meeting agendas
• Taking minutes
• Attending city council/county board meetings
• Presenting at city council/county board meetings
• Public Hearing
• None of the above

10

Describe what in your application demonstrates the CITY CLERK related experience you selected in Questions 8 and 9 above. If you do not have experience, type N/A.

11

Which of the following best describes your years of experience performing CITY/COUNTY PLANNING related functions?

• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years

12

Select the CITY/COUNTY PLANNING related experience you have in the following areas: (select all that apply)

• Preparation of ordinances and resolutions
• Preparation of zoning ordinance and subdivision regulations
• Preparation of Land Use Plan amendments
• Development of community engagement strategies
• Presentations to boards and commissions
• Parks and open space planning and design
• Permit issuance and reporting
• Site inspections to ensure compliance with plans and permits
• Site Plan Review processes
• Ordinance enforcement
• Neighborhood Associations
• Evaluation of demographic data
• None of the above

13

Please describe what in your application demonstrates the CITY/COUNTY PLANNING experience you selected in Questions 11 and 12 above. If no experience, type N/A.

14

Which of the following best describes your years of experience performing HUMAN RESOURCES related functions?

• No experience
• Less than 6 months
• More than 6 months, but less than 1 year
• More than 1 year, but less than 2
• More than 2 years, but less than 3
• More than 3 years, but less than 4
• More than 4 years, but less than 5
• More than 5 years, but less than 6
• More than 6 years, but less than 7
• More than 7 years, but less than 8
• More than 8 years, but less than 9
• More than 9 years, but less than 10
• 10 or more years

15

Select the HUMAN RESOURCES related experience you have in the following areas: (select all that apply)

• Develop and conduct recruitment processes
• Prepare job announcements
• Prepare and submit job postings and advertisements
• Develop 100 point screening instruments
• Develop and administer testing instruments
• Process applications
• Develop employment application forms and/or other personnel forms
• Develop personnel policies, procedures and guidelines; prepare personnel policy handbooks; and similar documents
• Develop performance appraisal policies and instruments
• None of the above

16

Please describe what in your application demonstrates the HUMAN RESOURCES experience you selected in Questions 14 and 15 above. If no experience, type N/A.

17

Which of the following best describes your experience making public presentations?

• I have experience making presentations to small groups of up to 50 people.
• I have experience making presentations making presentations to large groups of over 50 people.
• I have experience making presentations to both small and large groups of people.
• N/A – I do not have experience making presentations to groups.

18

Describe your experience making public presentations as indicated in Question 17 above. If no experience, type N/A.

19

Please indicate the following software/systems that you are PROFICIENT in using: (select all that apply)

• Microsoft Office Suite (Word, Outlook, Excel, PowerPoint)
• NEOGOV
• Tyler-Munis
• None of the above

20

OTHER QUALIFICATIONS: Describe any other special training you’ve completed or skills and experience you currently possess that you feel would make you the best-qualified person for this position. If none, type N/A

21

CONDITIONS OF EMPLOYMENT: If selected as a finalist, are you willing to undergo a background investigation which may include, but not be limited to: pre-employment personnel assessment, verification of employment and education records, identification verification, driver’s license record, criminal history, and drug testing?

• Yes
• No

Required Question