Project Management_PT Confidential Account ClerkTHE CITY OF Dubuque
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Masterpiece on the Mississippi
2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Project Management -Part-Time Confidential Account Clerk
DATE: July 1, 2008
The City has several large scale projects underway or in the design phases. These
projects take a significant commitment from Project Manager Steve Brown. The Project
Manager currently receives clerical support on a shared basis with other members of
the Engineering Department.
City Engineer Gus Psihoyos is recommending the creation of a part-time Confidential
Account Clerk position (30 hours a week) to assist the Project Manager.
The cost would be $39,882 in FY2009 and would be recharged to the Capital
Improvement Projects.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
l
Michael C. Van illigen
MCVM/jh
Attachment
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Gus Psihoyos, City Engineer
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Dubuque
THE CITY OF
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Maste~~iece on the Mississippi
2007
TO: Michael C. Van Milligen, City Manager
FROM: Gus Psihoyos, City Engineer -
SUBJECT: Project Management -Part-Time Confidential Account Clerk
DATE: June 9, 2008
INTRODUCTION
The purpose of this memorandum is to request approval to hire apart-Time Confidential
Account Clerk (30 hours per week). This individual would support the Project Manager
by providing administrative and budgeting assistance related to the management of
various capital improvement projects (CIPs).
BACKGROUND
The Project Manager position was first filled in February 2006. Since that time, the
specific responsibilities of the position have expanded to include design and
construction administration oversight for some of the City's most significant site
development and vertical construction projects. Other duties include: management of
the Engineering Department's riverfront leases; construction contract assistance to City
departments; and coordination with City Attorney to update the City's construction
contracting forms and contracts.
DISCUSSION
The requested clerk position would work in support of several large-scale projects that
are currently in various phases of design and construction. The projects include, but
are not limited to:
- Port of Dubuque Public Parking Facility
- Water Pollution Control Plant
- Bee Branch Creek/Railroad Property Acquisition
- North Siegert Farm/DICW Expansion
- Main Channel Boat Docks
- East -West Corridor Study
- Library Renovation
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'Under the direct supervision of the City's Project Manager, the Clerk would:
- Assist with invoice payment and processing.
- Assist with meeting coordination, agenda development and minutes/reports.
- Assist with CIP cost accounting and budgeting.
- Coordinate with design consultants and contractors to provide owner-supplied
information.
- Assist with CIP purchasing needs including furniture and fixtures.
- Coordinate preparation and processing of contracts, bonds and insurance reviews.
With this additional assistance, the City's Project Manager could focus greater effort on
the analysis and resolution of time-sensitive design, construction, and budgetary issues.
RECOMMENDATION
It is recommended that the Engineering Department hire apart-Time Confidential
Account Clerk to work 30 hours per week.
It is recommended that the position be classified as a GE-25 Confidential Account Clerk
($15.17). Based on employment for 30 hours a week, the payroll costs would be:
Personnel Costs
FY09 -Gross Wages 1,754 hours x $ 15.17 = $26,607.00
Social Security = $ 2,035.00
IPERS = $ 1,690.00
Miscellaneous Start-Uo Costs
Computer = $ 2,400.00
Work Area Desk = $ 3,400.00
Chair/Phone/Miscellaneous = $ 800.00
Remodeling Costs (2nd Floor Office Area) _ $ 2,950.00
$39,882.00
BUDGET IMPACT
The expense of this Part-Time Confidential Account Clerk would be fully funded by
100% recharge to Capital Improvement Projects.
ACTION TO BE TAKEN
Authorization is requested to hire apart-Time Confidential Account Clerk to work as an
assistant to the City's Project Manager.
cc: Jenny Larson, Budget Director
Bob Schiesl, Assistant City Engineer
Steve Sampson Brown, Project Manager