Item I4
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 1/17/07
Division: Growth Management
Bulk Item: Yes)< No
Department: Building
Staff Contact Person: Joe Paskalik. CBO
AGENDA ITEM WORDING: Approval to convert an existing part-time file clerk, Building
position into a full-time Jr. Staff Assistant, Building position (Pay Grade 5) at the Marathon Building
Department Office.
ITEM BACKGROUND: The existing part-time file clerk position began 8 years ago to facilitate the
preparation of permit files and documents for electronic archiving. This position has expanded
considerably over the 8-year period to involve 3 part-time positions and additional office staff duties.
There is a need for a minimum of one full-time staff position to oversee and train any new part-time
clerks. The archiving of building files will continue to be necessary until current documentation can be
done completely electronically which will not happen in the foreseeable future.
PREVIOUS RELEVANT BOCC ACTION: N/A
CONTRACT/AGREEMENT CHANGES: N/A
STAFF RECOMMENDATIONS: APPROVAL
TOTAL COST:
$28540.61 + Benefits
BUDGETED: Yes ~ No
COST TO COUNTY: $28.540.61 + Benefits
SOURCE OF FUNDS: 148-52500-510120
REVENUE PRODUCING: Yes _No lL AMOUNT PER MONTH_ Year
APPROVED BY: County Atty
OMBIPurchasing
Risk Management~
DOCUMENTATION:
Included X
Not Required ~
DISPOSITION:
AGENDA ITEM #
Revised 8/06
Building Department
MEMORANDUM
TO: Tom Willi, County Administrator
FROM: Joseph M. Paskalik, C.B.O., Sr. Director I Building Official
DATE: December 28,2006
SUBJECT: Request for full-time Jr. Staff Assistant Position
Please accept this memo as a formal request to create a full-time Jr. Staff
Assistant position in our Marathon Building Department office. The need has
developed for a full-time staff position to oversee and train new personnel for
research and preparation of archiving department files. We now have three part-
time clerks. The new position will replace an existing part-time clerk. As you are
aware our goal is to have a paperless department. This position is a step in that
direction,
The pay grade would not result in a substantial increase in my personnel
budget but would require additional benefits package.
ADDENDUM
Position Title: JR. STAFF ASSISTANT Class Code: Position Level: 05
Department: Building
KEY RESPONSIBILITIES
I. *Prepares documents for electronic archiving which can require in-depth research.
2. *Responsible for overseeing and training new part-time file clerks.
3. * Answers phones and channels inquiries to the correct persons.
4. Performs filing for permitting and contractor staff.
*lndicates an essential job function
APPROVALS
Department Head:
Name:
Signature: f
v
Division Director:
Name:
Signature:
Date:
County Administrator:
Name:
Signature:
Date:
On this date I have received a copy of my job description relating to my employment with Monroe
County .
Name:
Signature:
Date:
MONROE COUNfY, FLORIDA
JOB DESCRIPTION
Position Title: JR. STAFf ASSISTANT
Position Grade: 05 FLSA Status: NON-EXEMPT
Date: 4-8-2002
Job Code: 5-16
GENERAL DESCRIPTION
(The infonnation of the description has been designed to indicate the general nature and level of work performed by
employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of
all duties, responsibilities and qualifications required of employees assigned to this job.)
Performs regular and advanced clerical functions. Answers telephones and greets clients/visitors and directs the
individual to the appropriate department/person. Provides staff support to supervisor. Prepare routine documents
and correspondence.
KEY RESPONSffiILITIES
1. Answers telephones and inquiries from clients/visitors and directs them to appropriate department/individual. *
2. Communicates with and dispatches workers on radio communication system. *
3. Inputs infonnation into MP2 work order system utilizing tradesmen's daily work sheets. *
4. Checks WEB LINK system for work order requests and distributes same to appropriate supervisors/workers. *
5. Types, files, updates, compiles and prepares department reports.
6. Opens, date stamps, and distributes incoming mail; sends outgoing mail.
7. Attends safety meetings and takes notes.
8. Assists with maintaining office supplies for the department.
9. Performs other duties as assigned.
*Indicates an essential job function
I Position Title: JR. STAFF ASSISTANT! Job Code:
j Position Grade: 05
KEY JOB REQUIREMENTS
Education: High School Diploma or OED required.
Experience: 2 years to 3 years prior related work experience required. I
Impact of Actions: Decisions and impact are limited to decisions and plarming within a small work group or project team. i
Complexity: Basic: Work consists of moderately complex procedures and tasks where basic analytic ability is I
required. Work may involve comparison of munbers, selection of appropriate guidelines and procedures, or
identification of appropriate actions to follow. Answers are usually found by selecting from specifiC choices defined
in work policies or procedures.
Decision Making: Varied: Supervision is present to establish general objectives relative to a specific project, to
outline the desired end product and to identify potential resources for assistance. Independent judgment is required !
to identify, select, and apply the most appropriate of available guidelines and procedures, interpret precedents, and I
I
adopt standard methods or practices to meet variations in facts and/or conditions. I
Communication with Others: Regular contact within the department and with other departments, outside
agencies or the general public, supplying or seeking information.
I
Managerial Skills: Involves no responsibility or authority for the direction of others.
Working ConditionslPhysical Effort:. Work requires only minor physical exertion andlor physical strain.
Work environment involves only infrequent exposure to disagreeable elements.
Other: On call 24 hours ~nding disast~ and emergencies~" !
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