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5 2 11 City Clerk Recruitment Process
Masterpiece on the Mississippi TO: The Honorable Mayor and City Council Members FROM: Michael C. Van Milligen, City Manager SUBJECT: City Clerk Recruitment DATE: April 26, 2011 Dubuque harg NI- America City 2007 Personnel Manager Randy Peck is transmitting information regarding the recruitment process for the City Clerk position. City Council direction is requested. MCVM:jh Attachment cc: Barry Lindahl, City Attorney Cindy Steinhauser, Assistant City Manager Randy Peck, Personnel Manager Kevin Firnstahl, Acting City Clerk Mich el C. Van Milligen Masterpiece on the Mississippi TO: Michael C. Van Milligen, City Manager FROM: Randy Peck, Personnel Manager SUBJECT: City Clerk Recruitment DATE: April 26, 2011 If you have questions, please feel free to call. RP:jmh Attachments Dubuque All- Amenca Ciiy 2007 I have prepared two recruitment schedules for City Council review. The first schedule provides a timeline should the City Council choose to have the applicants complete an application /questionnaire as part of the application process (Attachment I). While we would need to get the questions from the City Council, as part of Attachment I, I have provided the application /questionnaire we used for the Leisure Services Manager as an example. The other schedule is a timeline using the City's employment application with no questionnaire. (Attachment II) I have also prepared a list of Recruitment Sources (Attachment III) and a draft of the job description (Attachment IV). As part of the review of the job description, the City Council will need to decide what level of City Clerk certification they will require. A draft recruitment brochure is Attachment V. Review of the "The Position" description is especially important. On a related matter, Acting City Clerk Kevin Firnstahl is currently compensated at Step F of Salary Grade GE -29 which provides for an annual salary of $51,833.60. City Clerk Jeanne Schneider's annual salary is $93,732.19. Her salary is not included on the General Employee wage plan. If the City Clerk salary were included on the wage plan, it would be equal to GE -40 which provides an annual salary range of $71,510.40 to $93,516.80 (Attachment VI). As would be customary with other Acting positions, I recommend that Kevin be placed at the equivalent of Step A of salary grade GE -40 which provides an annual salary of $71,510.40 during his time as Acting Clerk. As part of the recruitment, the City Council will also need to determine the salary range for City Clerk. I visited with Kevin about his interim staffing needs. On a short term basis, he would like to use one of the City's part time clerical employees. A City employee is preferred because of their knowledge of the City organization. He would like to have a part time employee available to him for 15 hours per week, with the knowledge that some additional workload will fall on the permit clerk and on him. If we are not successful in being able to use a City employee, we would use a temporary employment service for additional assistance in the office. May 10, 2011 Advertisements placed in the Sunday, May 15, 2011, edition of the various newspapers. May 12, 2011 June 20, 2011 August 1 - 5, 2011 August 12, 2011 September 12, 2011 City Clerk Recruitment Schedule Attachment I Distribute the job announcement to City employees, Affirmative Action sources and the Internet. Send job postings to other cities. May 27, 2011 Deadline for requesting the application /questionnaire. Deadline for returning the application /questionnaire. July 6, 2011 Complete initial screening of applications /questionnaires. Finalize questions for the interview. Conduct Interviews. Make selection. Approximate date of employment for the successful candidate. NAME: ADDRESS: Last TELEPHONE: ( ) E -MAIL ADDRESS: APPLICATION FOR THE POSITION OF LEISURE SERVICES MANAGER Prepared by: First Middle Initial Street City State Zip Code INSTRUCTIONS FOR COMPLETION Thank you for your interest in the position of Leisure Services Manager. 1 Home Office Please complete all sections of this application. Please return the completed form to Randy Peck, Personnel Manager, City Hall, 50 West 13 Street, Dubuque, Iowa 52001- 4864 by January 22, 2010. The selection process will involve a review of this application. Finalists will be invited to participate in an interview process. THE CITY OF DUBUQUE IS AN EQUAL OPPORTUNITY AND AFFIRMATIVE ACTION EMPLOYER 2. 3. Undergraduate Undergraduate Education, Training and Work History Formal Education (Begin with highest degree obtained) Address Major Course Work City State Zip Other Course Work Graduate Degree Address Major Course Work City State Zip Other Course Work Graduate Degree Address Major Course Work City State Zip Other Course Work Undergraduate Graduate Degree Work Related Training 1. Title of Course or Workshop: *Length of Course or Workshop: Sponsor of Course or Workshop: 2. Title of Course or Workshop: *Length of Course or Workshop: Sponsor of Course or Workshop: 3. Title of Course or Workshop: *Length of Course or Workshop: Sponsor of Course or Workshop: *List in terms of contact hours of actual instruction. Usually a full day of training is 6 or 6 %2 hours. 3 Work History Please start with your current or most recent position and work backward for ten (10) years or until you entered the labor market, whichever is first. Briefly describe your . duties and responsibilities. Include for each position shown the name, address and telephone number of your immediate supervisor. Please attach additional sheets, if necessary. 1. Name of Employing Firm: Job Title: Monthly Salary: Employed From: To: Duties and Responsibilities: Reason for Leaving: Name and Title of Immediate Supervisor: Current Address: Telephone Number: ( ) ( ) Home Office E -mail Address: 2. Name of Employing Firm: Job Title: Monthly Salary: Employed From: To: Duties and Responsibilities: Reason for Leaving: Name and Title of Immediate Supervisor: Current Address: Telephone Number: ( ) ( ) Home Office E -mail Address: 4 3. Name of Employing Firm: Job Title: Monthly Salary: Employed From: To: Duties and Responsibilities: Reason for Leaving: Name and Title of Immediate Supervisor: Current Address: Telephone Number: ( ) Home E -mail Address: Office 4. Name of Employing Firm: Job Title: Monthly Salary: Employed From: To: Duties and Responsibilities: Reason for Leaving: Name and Title of Immediate Supervisor: Current Address: Telephone Number: ( ) Home E -mail Address: Office May inquiry be made of your present employer regarding your character, qualifications and record of employment? Yes { } No { } May inquiry be made of your past employer(s) regarding your character, qualifications and record of employment? Yes { } No { } Name of Employer Supervisory Experience Your Position Title Articles Authored Date of Publication Title Publisher 6 Number of Employees Supervised Experience Years /Months Please list three references who would be qualified to comment on your work experience. No more than one should be a supervisor mentioned in the WORK HISTORY section of this application. 1. NAME: 2. NAME: 3. NAME: Last ADDRESS: Street City State Zip Code TELEPHONE: ( ) ( ) Home Office E -MAIL ADDRESS: Last ADDRESS: Street City State Zip Code TELEPHONE: ( ) ( ) Home Office E -MAIL ADDRESS: Last E -MAIL ADDRESS: References First Middle Initial First Middle Initial First Middle Initial ADDRESS: Street City State Zip Code TELEPHONE: ( ) ( ) Home Office 7 Questionnaire Please prepare a response to each of the following questions and attach your responses to this application. 1. Please discuss your experience in managing a flexible program of park and recreation activities for all segments, social groups and age and interest levels within the community. 2. Please discuss your knowledge of how park and recreation programs impact neighborhoods and are an element of human investment needed to improve people's lives. 3. The City Council's top priority is sustainability, defined as Environmental /Ecological Integrity, Economic Prosperity, and Social /Cultural Vibrancy leading to a viable, livable and equitable community (see Attachment I). How do you think you personally and the Leisure Services Department in general can contribute? 4. The City is partnering on an initiative called Every Child /Every Promise (see Attachment II, www .everychild- everypromise.org) which is an attempt to deliver the Five Promises to every child in Dubuque: a. Caring Adults b. Safe Places c. Healthy Start d. Effective Education • e. Opportunities to Serve Others How do you think you personally and the Leisure Services Department in general can contribute? 5. Project H.O.P.E. (Helping Our People Excel), as part of Dubuque Works ( www. dubuquechamber .com /work/dbciworks workinit.htnl), is an effort to help the unemployed and underemployed access training and job opportunities (Attachment HI). How do you think you personally and the Leisure Services Department in general can contribute? 6. Intercultural competency is an important part of employee development (Attachment IV). How do you think you personally and the Leisure Services Department in general can contribute? 7. The City has created a much larger Multi - Cultural Family Center, a facility that had been previously operated by the Iowa State University Extension Service. The City has hired a Director, who reports to the Leisure Services Manager, and Assistant Director for the facility and is working with an Advisory Board on operational policies, programming, partnerships and fundraising. With your background and experience, how will you contribute to the success of the center? 8 8. The City is implementing the Washington Neighborhood Reinvestment Strategy (Attachment V). How do you think you personally and the Leisure Services Department in general can contribute? 9. Please discuss your philosophy about the Leisure Services Manager being visible in the community and participating in not - for - profit or community activities. 10. Please discuss your approach to working with other City departments or other agencies to deal with community issues. 11. Please discuss the most difficult issues facing leisure services departments. 12. Please discuss your management style and how you apply your style in managing a Leisure Services department. 13. The City Manager Management Philosophy is as follows (Attachment VI): Plan your Work and Work your Plan Input Oriented Develop Partnerships Problem Solvers Act with a Sense of Urgency How do you think your management style and personality fit with this management philosophy? 14. The City has several park and recreation facilities that are operated by non - profit organizations (i.e. Dubuque Ice Center, Four Mounds, Dubuque Arboretum, Children's Zoo, Ham House, Neighborhood Resource Center at Prescott School, Grand River Center, Five Flags Civic Center). Please discuss your experience in working with non - profit organizations that operate public facilities. 15. The City utilizes the community oriented policing philosophy. Please discuss how the Leisure Services Department can play a role in implementing this philosophy (Attachment VII). 16.The Leisure Services Department has successfully utilized partnerships with other organizations to expand park and recreational opportunities for our citizens. Please discuss your experience in partnering with other organizations and the resulting impacts. 17. The Leisure Services Department works with partners, including the public and parochial schools, on a variety of projects and programming. Please describe what you believe the relationship between the City and the school systems should be and in what areas this relationship should cover. 18. There is a perception of diminished safety in some neighborhoods. What do you think the Leisure Services Department can do to help create a feeling of safety? Additional Comments and Information Please use the space below for any other comments or information you feel is important to your candidacy, including salary expectations. I CERTIFY that all of the statements made in this Application are true, complete and correct to the best of my knowledge and belief. SIGNATURE DATE 10 Attachment II City Clerk Recruitment Schedule May 10, 2011 Advertisements placed in the Sunday, May 15, 2011, edition of the various newspapers. May 12, 2011 Distribute the job announcement to City employees, Affirmative Action sources and the Internet. Send job postings to other cities. June 3, 2011 Deadline for returning the application. June 13, 2011 Complete initial screening of applications. Finalize questions for the interview. July 11 - 15, 2011 July 22, 2011 August 22, 2011 Conduct Interviews. Make selection. Approximate date of employment for the successful candidate. Masterpiece on the Mississippi NAME (Last) I Filing Information (For office use only) (First) (MI) CITY HALL • 50 WEST 13 STREET • DUBUQUE, IOWA 52001 -4864 TELEPHONE: 563- 589 -4125 • FAX: 563- 690 -6025 E -MAIL: citypers @cityofdubuque.org APPLICATION FOR EMPLOYMENT AN EQUAL OPPORTUNITY EMPLOYER Full -Time Interested In: Part-Time Summer 1. Name 5. E -mail Address: 8. Elementary High School College Post Graduate (Last) 2. Current Address Street and Number, or RFD 3. Permanent Address Street and Number, or RFD 4. Telephone No. ( Area Code APPLICATION FOR EMPLOYMENT Salary Expectations When would you be available for work? INSTRUCTIONS: Please print in ink or type all answers. PERSONAL DATA (First) (Middle) -2- City City 6. Have you ever been convicted of a felony? Yes ❑ No ❑ 7. Have you ever been convicted of a serious or aggravated misdemeanor? Yes ❑ No ❑ A conviction will not necessarily disqualify you from consideration for employment. EDUCATION AND TRAINING 9. List any special training (vocational schools, short courses, workshops, etc.) Position(s) applied for State State No. Years Completed Did You Graduate? 10. If the job announcement requires completion of specific courses or training, indicate that which you have completed. Zip Zip 11. If the job announcement requires the operation of specific machinery or special skills, list those at which you are competent. 12. 13. Dates employed Position held Starting salary EMPLOYMENT RECORD Please begin with your present or most recent employer and continue for the past fifteen years. You may attach additional sheets if necessary. Final salary Dates employed Position held Starting salary (monthly) (monthly) (monthly) (monthly) Name and address of employer Name and address of employer Immediate supervisor Immediate supervisor Title Title Telephone number Telephone number Description of duties Description of duties Reason for leaving Reason for leaving Final salary 14. Dates employed Position held Starting salary 15. Dates employed Position held Starting salary (monthly) (monthly) (monthly) (monthly) Name and address of employer Name and address of employer Immediate supervisor Immediate supervisor Title Title Telephone number Telephone number Description of duties Description of duties Reason for leaving Reason for leaving Final salary Final salary 16. May inquiry be made of your present employer regarding your character, qualifications and record of employment? Yes ❑ No ❑ 17. May inquiry be made of your past employer(s) regarding your character, qualifications and record of employment? Yes ❑ No ❑ 18. REFERENCES. Name Address Telephone Number I HEREBY CERTIFY that this application contains no misrepresentations or falsifications and that the information given by me is true and complete to the best of my knowledge and belief. I am aware that should an investigation at any time disclose any such misrepresentation or falsification, my application will be rejected and I will be dismissed from my employment with the City of Dubuque. I further authorize the City of Dubuque to make all necessary and appropriate investigations to verify the information contained herein. Date 9/01 Interviewed by Signature Having made application for employment and desiring the City of Dubuque to be informed as to my record(s), I hereby authorize the City of Dubuque to investigate my record and I further authorize the addressed individual, company or institution to furnish the City of Dubuque with any information which may concern my record, and do hereby release the addressed individual, company or institution and all persons whomsoever from any damage on account of furnishing such information. A copy of the City of Dubuque Post Offer of Employment policy is available online at www.cityofdubuque.orq or in the Personnel Office located at City Hall, 50 West 13 Street, Dubuque, Iowa 52001. For additional information, please call the Personnel Office at 563- 589 -4125. Signature Witness CERTIFICATION OF APPLICANT Read carefully. AUTHORIZATION AND RELEASE Please do not write below this line. -4- Comments (Date) (Date) 1. TITLE 38-- VETERANS' BENEFITS PART I-- GENERAL PROVISIONS CHAPTER 1-- GENERAL Sec. 106. Certain service deemed to be active service (a)(1) Service as a member of the Women's Army Auxiliary Corps for ninety days or more by any woman who before October 1, 1943, was honorably discharged for disability incurred or aggravated in line of duty which rendered her physically unfit to perform further service in the Women's Army Auxiliary Corps or the Women's Army Corps shall be considered active duty for the purposes of all laws administered by the Secretary. (2) Any person entitled to compensation or pension by reason of this subsection and to employees' compensation based upon the same service under subchapter I of chapter 81 of title 5 must elect which benefit she will receive. (b) Any person- - (1) who has applied for enlistment or enrollment in the active military, naval, or air service and has been provisionally accepted and directed or ordered to report to a place for final acceptance into such service; or (2) who has been selected or drafted for service in the Armed Forces and has reported pursuant to the call of the person's local draft board and before rejection; or (3) who has been called into the Federal service as a member of the National Guard, but has not been enrolled for the Federal service; and who has suffered an injury or contracted a disease in line of duty while en route to or from, or at, a place for final acceptance or entry upon active duty, will, for the purposes of chapters 11, 13, 19, 21, 31, and 39 of this title, and for purposes of determining service- connection of a disability under chapter 17 of this title, be considered to have been on active duty and to have incurred such disability in the active military, naval, or air service. (c) For the purposes of this title, an individual discharged or released from a period of active duty shall be deemed to have continued on active duty during the period of time immediately following the date of such discharge or release from such duty determined by the Secretary concerned to have been required for that individual to proceed to that individual's home by the most direct route, and in any event that individual shall be deemed to have continued on active duty until midnight of the date of such discharge or release. (d) For the purposes of this title, any individual- - (1) who, when authorized or required by competent authority, assumes an obligation to perform active duty for training or inactive duty training; and (2) who is disabled or dies from an injury incurred while proceeding directly to or returning directly from such active duty for training or inactive duty training, as the case may be; shall be deemed to have been on active duty for training or inactive duty training, as the case may be, at the time such injury was incurred. In determining whether or not such individual was so authorized or required to perform such duty, and whether or not such individual was disabled or died from injury so incurred, the Secretary shall take into account the hour on which such individual began so to proceed or to return; the hour on which such individual was scheduled to arrive for, or on which such individual ceased to perform, such duty; the method of travel employed; the itinerary; the manner in which the travel was performed; and the immediate cause of disability or death. Whenever any claim is filed alleging that the claimant is entitled to benefits by reason of this subsection, the burden of proof shall be on the claimant. (e) Each person who has incurred a disability as a result of an injury or disease described in subsection (b) shall be entitled to the same rights, privileges, and benefits under title 5 as a preference eligible described in section 2108(3)(C) of title 5. Military Service Have you served and been honorably discharged from the Armed forces of the United States during any of the following periods? ❑ Yes ❑ No • 1917 through 1939 • World War II from December 7, 1941, through December 31, 1946. • Korean conflict from June 25, 1950, through January 31, 1955. • Vietnam conflict from February 28, 1961, through May 7, 1975. • Lebanon or Grenada service from August 24, 1982, through July 31, 1984. • Panama service from December 20, 1989, through January 31, 1990. • Persian Gulf conflict from August 2, 1990 to present. Former member of the reserve forces of the United States who served at least twenty years in the reserve forces after January 28, 1973. (A member of the reserve forces of the United States who completed a minimum aggregate of ninety days of active federal service, other than training, and was discharged under honorable conditions, or was retired under Title X of the United States Code shall be included as a veteran). Former member of the Iowa national guard who served at least twenty years in the Iowa national guard after January 28, 1973. (A member of the Iowa national guard who was activated for federal duty, other than training, for a minimum aggregate of ninety days, and was discharged under honorable conditions or was retired under Title X of the United States Code shall be included as a veteran). • Former member of the active, oceangoing merchant marines who served during World War II at any time between December 7, 1941, and December 31, 1946, both dates inclusive. • Former member of the women's air force service pilots and other persons who have been conferred veterans' status based on their civilian duties during World War II in accordance with federal Pub. L. No. 95- 202,38 U.S.C. § 106 (Please see reverse side.) If you answered yes to this question, do any of the following apply: • do you have a service connected disability? are you receiving compensation, disability benefits or pensions from the Veterans' Administration? • have you been awarded the Purple Heart for disabilities incurred in action? ❑ Yes ❑ No If you served and have been honorably discharged from the armed forces of the United States during one of the above time periods, please attach a copy of your Military Discharge Form DD -214. Name Address City, State, Zip Code Telephone Number ti Your response to the following questions is voluntary and will in no way affect your opportunity for employment with the City of Dubuque. The purpose of these inquiries is to assist us and those agencies involved in enforcing Equal Employment Laws in auditing our practices so that trends can become apparent in who is applying and who is actually hired. Today's Date: PLEASE CHECK THE APPROPRIATE BOX Age: Highest Level of Education: ❑ Under 18 El 18 -25 El 26 -35 El 36 -45 El 46 -55 ❑ 56 -65 ❑ 66 -70 ❑ Over 70 Gender: ❑ Female ❑ Male Ethnic Origin: ❑ Black (African, Jamaican, Trinadadian or West Indian descent) ❑ White (Indo- European, including Pakistania or East Indian descent) ❑ Asian (Japanese, Chinese, Polynesian or Korean descent) ❑ Spanish Surname (Mexican, Puerto Rican, Cuban, Latin American or Spanish descent) ❑ American Indian (who identify themselves or are known as such by virtue of tribal association) ❑ Others (includes Aleuts, Eskimos, Malayans, Thais and others not covered by specific categories on this form) 12/2010 Forms \SupplementEqualEmploymentForm SUPPLEMENTAL EQUAL EMPLOYMENT FORM ❑ 0 -8 years ❑ 9 -11 years ❑ 12 years ❑ Over 12 years How Did You Learn About This Job: ❑ City Website ❑ Access Dubuque ❑ Iowa Workforce Development /lcwaV4ORKS ❑ City Job Listing ❑ Other City Department ❑ City Employee ❑ Friend ❑ Newspaper ❑ School ❑ Relative ❑ Other Website ❑ Other ❑ Mental Disability ❑ Physical Disability Please describe: CITY CLERK Recruitment Sources Attachment 111 International Association of Municipal Clerks International City /county Managers Association Iowa Bystander El Communicador Affirmative Action Register Iowa League of Cities CityScape Telegraph Herald Des Moines Register AccessDubuque Website City of Dubuque Website City Channel 8 Affirmative Action Listing City Departments Minneapolis Spokesman Recorder Dos Mundos Kansas City Call Job Announcements to other Cities in Iowa, Illinois, Minnesota, Missouri and Wisconsin Depending on schedule of recruitment some of the above may not be able to meet the publishing deadlines for the non web based publications. Attachment IV DEPARTMENT: City Clerk EXAMPLES OF WORK (Illustrative Only): CITY CLERK GENERAL STATEMENT OF DUTIES: Serves as Clerk for the City Council and manages the activities of the City Clerk's Office; performs related work as required. DESCRIPTION OF WORK: The employee in this class performs administrative and clerical work in support of the activities of the City Council and the Civil Service Commission. The work involves responsibility for assembling, classifying and placing in proper order all items of business to come before the City Council; preparing, maintaining and attesting to the official records of actions taken by the City Council in regular and special meetings; giving proper publicity to legal notices, adopted resolutions ordinances and City Council minutes; and providing secretarial services to the City Council. The City Clerk is the custodian of the official records of the City Council. The City Clerk is appointed by and serves at the pleasure of the City Council. The work is performed in accordance with general instructions from the City Council and in accordance with applicable ordinances and laws. The City Clerk works closely with the City Manager and City Attorney. The work requires the exercise of independent judgment and is performed with relative independence. The work is reviewed by the City Council through conferences, results achieved and effectiveness of services provided. ESSENTIAL: Receives all correspondence addressed to the City Council and all other materials and documents requiring City Council approval and adoption; prepares the City Council meeting agenda with input and assistance from the City Manager and City Attorney; attends all City Council meetings and records accurately and fully the manner in which each item is considered and disposed of by the City Council; prepares minutes of all regular and special City Council meetings and City Council work sessions; prepares for publication all legal notices, resolutions and ordinances adopted by the City Council and the official City Council minutes; receives, safeguards and opens City bids; makes referrals to applicable departments following each City Council meeting; serves as custodian of the official books and records of the City Council; supervises the cross - indexing system and the proper filing of official City records; prepares and certifies special assessments to the County Auditor; maintains an accurate file of all subdivision plats, insurance records and official bonds; serves as the information center for citizens, news media and general public and disperses public information accurately; researches City records for information as requested by City employees and the general public; advertises for vacancies in boards and commissions positions; obtains applications for boards and commissions vacancies and notifies applicants of appointment status; serves as custodian of Civil Service Commission records; prepares minutes of Civil Service Commission meetings; prepares notices of meetings of the Civil Service Commission; prepares and assists in the administration of Civil Service tests; provides staff assistance to the Sister City Commission; assists in the issuance of business licenses and bike licenses; prepares the annual operating budget for the City Clerk's Office; prepares certifications for resolutions, notices and ordinances to be recorded at the County offices; provides secretarial service to the City Council as requested; prepares ordinances for codification; keeps the City Code of Ordinances up -to -date; receives nomination papers when elections are held and assists the Commissioner of Elections with election procedures and preparation of ballots for all City elections and referendums; attends workshops and seminars in order to stay current on changes in Iowa laws; reviews and analyzes methods and performance to find better ways of increasing effectiveness and improving results; participates in the Department Manager and Management Teams; maintains good public relations. KNOWLEDGE, SKILLS AND ABILITIES: ESSENTIAL: Extensive knowledge of the legal requirements relating to the procedures and practices used by the City Council and Civil Service Commission and maintaining City Council and Civil Service Commission minutes and records; extensive knowledge of the organization of City government and statutory powers and duties of City officials; extensive knowledge of modern record - keeping and filing practices, procedures and equipment; extensive knowledge of applicable election and special assessment laws; knowledge of alternative service level (modified zero base) budgeting systems; ability to prepare accurate and complete minutes of City Council and Civil Service Commission meetings; ability to type accurately; ability to perform a wide variety of duties with accuraciy and speed under pressure of time sensitive guidelines; ability to operate a computer; ability to exercise independent judgment and to use resourcefulness and tact in solving problems; ability to meet the public courteously and obtain and give information; ability to understand and carry out complex oral and written instructions; ability to communicate effectively, both orally and in writing; ability to keep accurate records; ability to plan, assign, supervise, evaluate and coordinate the activities of employees; ability to determine long -range needs and to plan and organize work for the accomplishment of objectives; ability to establish and maintain effective working relationships with elected officials, employees and the general public; ability to make decisions, recognizing established practices and to use resourcefulness and tact in solving problems; demonstrated ability to follow a management style that is input- oriented and values problem solving and the development of partnerships; demonstrated ability to work effectively as a member of a team; desire to be part of an organization that values service, people, integrity, responsibility, innovation and teamwork; skill in the use of word processing, spreadsheet, laserfische and other applicable software applications. ACCEPTABLE EXPERIENCE AND TRAINING: Extensive experience in progressively more responsible recordkeeping and administrative work involving frequent dealings with the public and completion of a high school diploma or its equivalent, supplemented by college level coursework in public or business administration, preferably college graduation; or any equivalent combination of experience and training which provides the essential knowledge, skills and abilities. ADDITIONAL REQUIREMENTS: Possession of or ability to obtain and maintain the following certifications within a time frame determined by the City Council: • Iowa Municipal Finance Officers Association o Iowa Certified Municipal Clerk • International Institute of Municipal Clerks o Certified Municipal Clerk (CMC) o Master Municipal Clerk (MMC) • Notary Public 4/2011 1 recertification Requirements Each certification must be renewed every four years. To renew a certification, a total of 15 contact hours of classes must be completed during each year of the four -year period. IMFOA membership also must be maintained. Course toward renewals may include the following: • Municipal Professionals Academy offered at Iowa State University • • Approved courses from preferred provider organizations authorized to provide courses for the initial certification. • Approved courses offered by state agencies, regional clerks associations and local leadership programs. For More Information Paul Coates, Director Associate Professor of Community and Regional Planning Director, ISU Extension Office of State and Local Government Programs Address: ISU Extension Office of State and Local Government Programs 2711 South Loop Drive, Building 4, Suite 4900 Ames, Iowa 50010 -8664 Phone: 515 -294 -1844 Fax: 515- 294 -1354 E - mail: paulc @iastate.edu Web sites: Iowa Municipal Finance Officers Association wwwimfoa.org Iowa League of Municipalities www.iowaleague.org ISU Extension Office of State and Local Government Programs wwv ucs.iastate. edu/oslgp IOWA STATE UNIVERSITY University Extension ...and justice for all The U.S. Department of Agriculture (USDA) prohibits discrimination in all its programs and activities on the basis of race, color, national origin, gender, religion, age, disability, political beliefs, sexual orientation, and marital or family status. (Not all prohibited bases apply to all programs.) Many materials can be made available in altemative formats for ADA clients. To file a complaint of discrimination, write USDA, Office of Civil Rights, Room 326 -W, Whitten Building, 14th and Independence Avenue, SW, Washington, DC 20250 -9410 or call 202- 720 -5964. Issued in furtherance of Cooperative Extension work, Acts of May 8 and June 30, 1914, in cooperation with the U.S. Department of Agriculture. Jack M. Payne, director, Cooperative Extension Service, Iowa State University of Science and Technology, Ames, IA. Certifi c ati o h for Municipal Professionals • City Clerics © Finance Officers 0 Administrators - . `G AP P� IC`cstp -1(II I n 2 I'M(' INSTITU'l h ACADEMY IOWA MUNICIPAL FINANCE OFf/CERS'A550c/APON -!nitial Certification Basic Curriculum 50 hours of courses in basic city government and professional practice._ These classes will be provided - by Iowa -State University and test will be conducted in each subject area. -. . ° Ethical behavior of public officials =Group dynamics /team budding - = communication ;Oral communication Courses include: Basics of a personnel system Elements of an Iowa ci financial system; _Understanding legal: terms :Working with elected - 'Officials Working with the Public Principles of effective -management 4: hours :: 8 hours 6 hours hours 4 hours hours x O.'4hour Exper Requirements '.- Flexible Curriculum • 25 hours as follows: • Authorized providers (workshops or classes) with hours in multiple disciplines. - • No testing for state certification. The Municipal Professionals Institute at ISU will continue to offer testing for the International Institute of Municipal Clerks certification. • Because this is a flexible curriculum, applicants for the state certification who have college degrees in Public or Business Administration will be awarded credits zs follows: Associate degre Each of the three certifications has specific experience requirements: Clerks Certification a. Three years of experience as clerk or deputy clerk - b. In case of a break in service, must be three years within the last five years . vith the last year being actively engaged as a clerk or deputy clerk in an Iowa city _ - Finance Certification a. Five years of experience in governmental finance with three years of those being in Iowa government Specialized Curriculum 25 hours in one of three certification areas: Iowa Certified Municipal Clerk • Core areas Iowa Certified Municipal Finance Officer • Core areas Iowa Certified Municipal Administrative Officer • Core areas • All three certifications require membership in IMFOA. • Courses are offered through the Iowa Municipal Professionals Academy or other preferred providers. Administrative Certification a. Five years of experience in governmental administration with at least three being at the city level in Iowa b. Meet at least 15 of 20 criteria categories on the IMFOA_ Municipal Administrative scale Membership Requirements • For all thre e certifications membership in the IMFOA for at least three years prior to certification is required • Membership in IMFOA is by city so an individual seeking certification needs to insure that his or her city is a member. * Current preferred providers include Iowa State University, Office of State and Local Government Programs, Iowa Municipal Finance Officers Association, Iowa League of Cities, Government Finance Officer's Association, International Institute of Municipal Clerks, Institute of Public Affair-Uruversity of Iowa, Iowa Association of Municipal Utilities. : Certification Management The Iowa Certification of Municipal Professionals program is managed by IMFOA. There are two primary IMFOA committees that manage the program: Certification Committee a. Reviews the applications for certification to determine if all the education, experience and membership requirements have been met b. Reviews and decides on applications for recertification Curriculum Committee a. Establishes the curriculum for Basic, Flex, and Specialized curriculum for each certification b. Approves preferred providers who wish to offer Flex or Specialized courses c. Approves individual courses from preferred and non - preferred providers Applications for certification, preferred status, and individual courses are available on the IMFOA Web site: wwwimfoa. org. Applicants must provide sufficient documentation as requested to be considered for any of the three certification, options. Transition Option To assist veteran municipal professionals who have completed the Municipal Clerks Institute prior to 2007, IMFOA has a transition period ending October 2010. An individual may use the transition period toward either the Clerks Certification or the Finance Certification —there is no transition option for the Administrative Certification. The transition can only be used for one certification; those wanting a second certification must take 25 hours in the specialized curriculum for that certification. In addition, courses that were taken to complete the Municipal Clerks Institute cannot be counted toward the second certification. To transition into a certification the individual needs to meet experience and membership requirements for the selected certification. Applications for transition are available at the IMFOA Web site and should be submitted to the IMFOA Certification Committee for review and decision. Educational Requirements All three certifications require the completion of 50 contact hours in basic curriculum, 25 contact hours in flexible curriculum and 25 contact hours of specialized curriculum in one of the three certifications. The basic curriculum is provided through the Iowa Municipal Professionals Institute (formally known as the as the Iowa Municipal Clerks Institute) .at Iowa State University. This curriculum provides a solid foundation in city government for all municipal professionals. The flexible curriculum is designed to enhance skills and provide general information that applies to being a municipal professional. Courses that fulfill the flex curriculum requirement are offered as part of the Iowa Municipal Professional Institute or they can be offered by organizations that have been accepted as a preferred provider by IMFOA. * An individual who holds an associate or bachelor's degree in public or business administration or a related field can use that degree to offset part or all of the flex curriculum requirements. The specialized curriculum is required for each of the three certifications. This curriculum is divided between core areas and electives. At least three contact hours must be taken from the core areas for each certification: Clerks Certification Core a. Records Management b. Open Meetings c. Writing Resolutions and Ordinances d. Minutes e. Meeting Procedures Finance Certification a. Budgeting b. Accounting c. Auditing d. Debt Management e. Investing Public Funds Administrative Certification a. Leadership /Supervision b. Interviewing/Hiring c. Personnel Record Keeping/Management Law d. Evaluation, Discipline and Discharge Procedures e. Performance Measurement/Ethics Courses that fulfill all requirements will be offered through the Iowa Municipal Professionals Academy (formally known as the Iowa Municipal Clerks Academy) or through courses offered by any preferred provider. DATE TAKEN COURSES HOURS COURSE TITLE Basic Courses 0 0 e.,tir -- July. 07 8101 8 Hrs. Elements of a City Financial System Basics of a City Personnel System Fundamentals of Public Speaking Written Communications Understanding Legal Terms Ethical for Public Officials i. Working with Public Officials Working with Citizens Group Dynamics/Team Building Principles of Effective Management B110 4 Hrs. 8120 B125 8 Hrs. L— July, 07 4 Hrs. - July, 07 .6130 13140 6 Hrs. ! 0 0 ;r 0 a 0 ;$'` P. 1 0 r.;:' 4 Hrs. B145 4 Hrs. B149 4 Hrs, B150 8 Hrs. 8155 4 Hrs. DATE TAKEN COURSES HOURS COURSE TITLE Flex Courses 0 0 0 0 0 July. 07 FX201 2 Hrs. . Adrrtinistrative Law and Procedures ManagingRis1c and Purchasing Insurance Intergovernmental Relations. -.._ 7/:/ Negotiating Strategies /)6 7' r ' V Coping with,Controversy Best Practices in City Government Accessing Infor¢iation on the Internet FX210 2 Hrs. FX220. 6 Hrs. FX230 4 Hrs. FX240 4 Hrs. FX250 .. , 0 FX290 .3-Hrs 4 Hrs. DATE TAKEN COURSES HOURS COURSE TITLE Iowa Certified Municipal Clerk 0 JuIV, 07 C301 6 Hrs. Parliamentary Procedures and Effective Meeting Mgmt. Legal and Practical Aspects of Minutes Writing Resolutions and Ordinances Records Management Cam✓ Z ` Complying with Open Meetings Law / Clerks Roles in Election Office Administration Julv. 07 C310 6 Hrs. 0 0 p, 0 6,Iir 0 0 C315 2 Hrs. C320 5 Hrs, C325 2 Hrs. C329 2 Hrs. C330 2 Hrs. DATE TAKEN COURSES HOURS COURSE TITLE Iowa Certified Municipal Finance Officer 0 . F409 3 Hrs. Public Funds Investing ' DWA MUNICIPAL CLERKS INSTITUTE CURRICULUM — individual Record of Courses Taken dame: Kevin Firnstaihl • City/Town: Dubuque, IA 1 . /1077%%34 I � f 4 r ice% r7 INTERNATIONAL INSTITUTE OF MUNICIPAL CLERKS EDUCATION GUIDELINES MISSION STATEMENT The International Institute of Municipal Clerks (IIMC) is a professional, non - profit association that promotes continuing education and certification through university and college based institutes and provides networking solutions, services and benefits to its members worldwide. EDUCATIONAL PHILOSOPHY The primary purpose of the International Institute of Municipal Clerks (IIMC) is to provide education and professional development programs and opportunities for its members. IIMC recognizes that education and professional development are important to every member and that educational needs are diverse throughout the world. The educational philosophy of "No Clerk Left Behind" remains in the forefront as IIMC offers extensive educational programs and courses through a variety of methods, including University and College based Institutes, IIMC - approved Institutes, State/Provincial /National Associations, International study and exchange programs, on- line courses, publications, networking opportunities and annual conferences. IIMC values its affiliations with Municipal Clerk Associations and sponsoring educational institutions. IIMC provides members with certifications, earned through participation in educational programs and involvement in a variety of professional development activities. These certifications include the Certified Municipal Clerk (CMC) designation and the Master Municipal Clerk (MMC) designation. The educational programs and certifications offered through IIMC empower its members to achieve academic and professional success. IIMC promotes life -long learning, skill development and public service and fosters a spirit of mutual, assistance and goodwill among Municipal Clerks around the globe. It continually works to advance leading practices in professional and personal development, creates opportunities for its diverse membership to engage in training and development activities and programs, and supports education programs that enrich the knowledge, practical abilities, and professionalism and leadership skills of its members. PROFESSIONAL CERTIFICATIONS IIMC has a program of professional certifications intended to increase the development of its members through continuing education. IIMC's professional designation programs, the Certified Municipal Clerk (CMC) and the Master Municipal Clerk (MMC) are designed to raise the standards of the Municipal Clerk profession and provide the opportunity for further recognition by governmental authorities and the public. These certifications are bestowed on Municipal Clerks after completion of advanced education and professional contributions. THE EDUCATIONAL PARTNERSHIP To achieve its educational goals, the International Institute of Municipal Clerks (IIMC) partners with 45 Universities, Colleges and select affiliates, in cooperation with State /Provincial/National Associations and IIMC staff. This unique partnership contributes to the success and longevity of the quality of education that has been delivered to IIMC members for many decades. IIMC combines its resources with the resources of its two partners at the state and institute levels to achieve greater efficiency, effectiveness, and relevance for its members. CERTIFIED MUNICIPAL CLERK (CMC) DESIGNATION The Certified Municipal Clerk program is designed to enhance the job performance of the Clerk in small and large municipalities. To earn the CMC designation, a Municipal Clerk must attend extensive education programs. The CMC designation also requires pertinent experience in a municipality. The CMC program prepares the applicants to meet the challenges of the complex role of the Municipal Clerk by providing them with quality education in partnership with institutions of higher learning, as well as State/Provincial /National Associations. The CMC program has been assisting clerks to excel since 1970. All points shall be earned according to the provisions of the IIMC Education Guidelines. Membership Categories: • Full Member /Additional Full Member - Can work towards either designation • Associate Member - Does not qualify for full membership, and cannot become a Certified Municipal Clerk or a Master Municipal Clerk, as they do not meet 4 of the 8 core duties. They may, however, attend conferences and courses as they desire. • Retired Members - May continue to work on either designation. In order for IIMC to recognize a Certified Municipal Clerk (CMC) designation, membership must be current. Supporting documentation must be included with each CMC Application for Designation towards the CMC designation. Supporting documentation contains: • The name of the applicant • The date of the work • The title /description/or nature of the work • The date, location, and the hours spent • Any other pertinent information Examples of Acceptable Materials: • A certificate of completion, transcript or letter of verification from the IIMC- approved Institute /Academy • A letter of reference from the HR Department verifying the duration, scope, and nature of employment • A certificate of attendance from a State/Provincial/National Association, complete with hours of attendance. • A copy of official college transcripts Note: If unsure about what kind of supporting documentation is acceptable, please contact the IIMC the Education Department. IIMC cannot accept: • A first person letter • A document from a relative or spouse of the applicant • Incomplete documentation • Notary training • Passport training • Vendor specific training (i.e. - Laserfiche, SIRE, etc.) • Computer training (Microsoft Office — Outlook, Excel, Word, etc.) • Email training (how to, etc.) Note: Points earned in prior to the accrual of the CMC designation may not be used towards the MMC designation, with exception to a completely unused college degree. More information regarding IIMC programs can be found at www.iimc.com, or by contacting the Education Department directly. IIMC is unable to send, mail, copy, or otherwise disseminate any Applications and /or supporting documentations once received. The following are the requirements for obtaining the CMC designation: 1. Be a clerk or a deputy clerk or perform the duties as defined by IIMC. 2. Be an active member of IIMC for two years 3. Affirm and practice the IIMC Code of Ethics. 4. Submit the Application for Admission along with the $50 non - refundable Application fee (applicable towards the total $100 certificate only or $135 certificate and plaque fee). 5. Complete and submit an IIMC Application for CMC designation with required supporting documentation and fee. 6. Perform the core duties of a municipal clerk by serving a Legislative Government Body (LGB) in an administrative capacity with management responsibilities, which would include four (4) of the following: a. General Management b. Records Management c. Elections d. Meeting Administration e. Management of by -laws, Articles of Incorporation, ordinances or other legal instruments f Human Resources Management g. Financial Management h. Custody of the official seal and execution of official documents 7. Deputy clerks must perform at least four (4) of the eight (8) core duties. 8. Attain sixty (60) points in the Education category. 9. Attain fifty (50) points in the Experience category. Credit earned while a CMC designee awaits nothing but the fulfillment of the two -year IIMC membership requirement for the receipt of the CMC designation, may be counted towards the MMC requirements. Education Total Points Satisfactory completion of a 120 -hour (60 points of course work at an on- land IIMC approved Municipal Institute or Academy. 1 point per 2 in -class contact hours A Bachelor's degree or higher in Public Administration or similar field* 20 A Bachelor's degree or higher in an unrelated field* 10 Associate of Arts degree in Public Administration or related field* 5 Completion of an IIMC- approved State/ National/ Provincial educational course (with course review) 1 point per 4 hour in -class contact hours IIMC Annual Conference ** Up to 8 points per conference, for attending the four days of the conference IIMC Athenian Leadership Dialogue 2 points each IIMC CD Rom Courses 1 point each IIMC Online Courses 3 points each IIMC Annual Conference Academy Sessions 2 points each IIMC Study Abroad Program Points vary by program Work Experience Total points Full -Time municipal or deputy clerk with administrative responsibility 4 per year maximum 40 points Part-time municipal or deputy clerk with administrative responsibility 2 per year maximum 40 points Part-time municipal or deputy clerk with no administrative responsibility 1 per year maximum 30 points Other full -time administrative positions in local government 2 per year Education requirements for the CMC candidates Education Points (Total of 60 points required *Credits from fields of public administration, urban affairs municipal management, political science, records management, municipal finance, governmental accounting, urban planning and personnel administration and others. Education units or hours may not be credited to both CMC and MMC programs. Copies of college transcripts are required. ** IIMC Annual Conference education points shall be used for either Education or Experience points, not both. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance. Note: Excess Education points will be applied to Experience by the IIMC Education Department. Experience Requirements for CMC Candidates CMC Experience Component (total of 50 points required Continuing Education Total points Continuing education courses through State/ Provincial courses (with Course Review) 1 point per 4 hours Satisfactory completion of an IIMC- approved Distance Education or self -study courses ** May vary with course Misc. courses (that have not gone through the Course Review process), approved on the list of appropriate subjects 1 point per 6 hours IIMC Study Abroad Program Points vary by program Conference Attendance Total points Attendance at IIMC Conferences* Up to 8 points per conference, for attending the four days of the conference Registration and attendance at an IIMC Regional Meeting, Municipal Clerks Association Annual Conference Municipal League Annual Conference or other municipal clerk related conferences 1 per 4 or more hours in one day of attendance prior to becoming a municipal or deputy clerk maximum 30 points Administrative position in federal, state or provincial government 1 per year maximum 30 points Administrative position in business 1 per year maximum 30 points CMC Experience Component -- Municipal Clerks Conferences CMC Experience Component -- Continuing Education Committee Work Total points IIMC or Municipal Clerks Association Committee member 1 point per year College or University Courses Total points Relevant college or university course credits not used for education points 1 point per credit unit Business or Vocational Courses Total points Courses must relate to the municipal clerk's position 1 point per 10 hours of training CMC Experience Component -- Business or Vocational School Courses CMC Experience Component -- College or University Courses CMC Experience Component — Committee Work * IIMC Annual Conference education points can be used for either Education or Experience points, but not for both. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance. * * Distance Education courses must be approved by the Director of Education and Research. MASTER MUNCIPAL CLERK (MMC) DESIGNATION The Master Municipal (MMC) is the second of the two professional designations offered by IIMC. To qualify for entrance into the MMC program, an applicant must have already earned the CMC designation. The MMC program prepares the participants to meet the challenges of the complex role of the Municipal Clerk by providing an advanced continuing education program that prepares participants to perform more complex municipal duties. The program has an extensive and advanced educational component, a professional and social contribution component. MMC applicants must demonstrate that they have actively pursued educational and professional activities and have remained informed of current socio - political, cultural, and economic issues that affect local governments and municipalities. The educational requirements for the MMC are more complex and at a much higher level than those of the CMC program. The subject matters might be similar to those of the CMC courses; however, the breadth and depth of the MMC courses shall be more academically advanced. The IIMC Education Department can always assist in determining the level of any course. All points shall be earned according to the provisions of the IIMC Education Guidelines. Membership Categories: • Full Member /Additional Full Member - Can work towards either designation • Associate Member - Does not qualify for full membership, and cannot become a Certified Municipal Clerk or a Master Municipal Clerk, as they do not meet 4 of the 8 core duties. They may, however, attend conferences and courses as they desire. • Retired Members - May continue to work on either designation. In order for IIMC to recognize a Master Municipal Clerk designation, membership must be current. Supporting documentation must be included with each MMC Application for Designation towards the MMC designation. Supporting documentation contains: • The name of the applicant • The date of the work • The title /description/or nature of the work • The date, location, and the hours spent • Any other pertinent information Examples of Acceptable Materials: • A certificate of completion, transcript or letter of verification from the IIMC - approved Institute /Academy • A certificate of attendance from a State/Provincial/National Association, complete with hours of attendance. • A copy of official college transcripts • Certificates /letters of appreciation for committee work Note: If unsure about what kind of supporting documentation is acceptable, please contact the IIMC's Education Department. IIMC cannot accept: • A first person letter • A document from a relative or spouse of the applicant • Incomplete documentation • Documentation dated prior to the CMC designation, or if applicable, prior to CMC Recertification or the last Level obtained. • Notary training • Passport training • Vendor specific training (i.e. - Laserfiche, SIRE, etc.) • Computer training (Microsoft Office — Outlook, Excel, Word, etc.) • Email training (how to, etc.) More information regarding our programs can be found at www.iimc.com, or by contacting the Education Department directly. IIMC is unable to send, mail, copy, or otherwise disseminate any Applications and/or supporting documentations once received. The following are the requirements for obtaining the MMC designation: 1. Hold a CMC designation in good standing. 2. Be an active member of IIMC. 3. Reaffirm IIMC's Code of Ethics. 4. Complete and submit the Application for Admission, along with the non- refundable application fee of $50 (applicable towards the total $400 fee). 5. Complete and submit an IIMC Application for the MMC designation with required supporting documentation and appropriate fees. 6. Attain 60 points in the Advanced Education category. 7. Attain 40 points in Professional and Social Contributions category, 20 of which can be a Combination of Advanced Education and /or Professional and Social points. 8. All points earned towards the MMC designation must be dated after any prior designation (i.e. - CMC, CMC Recertification, or if applicable, any prior Levels). For example, if the applicant's CMC designation was obtained in March of 2008; no materials dated prior to March of 2008 will be accepted towards the MMC designation. Advanced Education Requirements for MMC Candidates Advanced Education Points (60 points) Education Total Points 1. Completion of an IIMC- approved Academy program 1 point per 2 in -class contact hours 2. A Bachelor's degree or higher in Public Administration or a similar field* 20 3. A Bachelor's degree or higher in an unrelated field* 10 4. Associate of Arts degree in Public Administration or a related field* 5 5. Certification from another organization relevant to your responsibilities as a Municipal Clerk (Minimum 50 hours of Training) 7 6. Completion of an IIMC- approved State/ National/ Provincial educational course (with course review) 1 point per 4 hour in -class contact hours (with Course Review) 7. Teacher or trainer at an IIMC- recognized Institute or Municipal Clerk Education program 1 point per 2 hours for teaching at an IIMC - approved Institute /Academy; 1 point per 4 hours of teaching, training /preparation The following are the requirements for obtaining the MMC designation: 1. Hold a CMC designation in good standing. 2. Be an active member of IIMC. 3. Reaffirm IIMC's Code of Ethics. 4. Complete and submit the Application for Admission, along with the non- refundable application fee of $50 (applicable towards the total $400 fee). 5. Complete and submit an IIMC Application for the MMC designation with required supporting documentation and appropriate fees. 6. Attain 60 points in the Advanced Education category. 7. Attain 40 points in Professional and Social Contributions category, 20 of which can be a Combination of Advanced Education and /or Professional and Social points. 8. All points earned towards the MMC designation must be dated after any prior designation (i.e. - CMC, CMC Recertification, or if applicable, any prior Levels). For example, if the applicant's CMC designation was obtained in March of 2008; no materials dated prior to March of 2008 will be accepted towards the MMC designation. Advanced Education Requirements for MMC Candidates Advanced Education Points (60 points) *Credits from fields of public administration, urban affairs municipal management, political science, records management, municipal finance, governmental accounting, urban planning and personnel administration and others. Education units or hours may not be credited to both CMC and MMC programs. Points or credits for college work may not have been used towards the CMC designation. Copies of college transcripts are required. ** Teaching and Training credit may be used in either Advanced Education or Professional and Social, not both. * ** IIMC Annual Conference education points shall be used for either Advanced Education or Professional and Social Contribution points not both. Points used for the MMC designation shall not be used for any other purposes. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance. * * ** Advanced Education points for the MMC Designation program may be obtained through distance education. All distance Education shall be pre- approved by the Director of Education and Research. Note: Those who have completed the CMC Recertification program may add 20 points of Advanced Education, and may use Advanced Education dated after the Recertification designation. Please contact the Education Department with questions. Note: Up to 20 points of excess Advanced Education will be applied to Professional and Social by the IIMC Education Department. for a State/Provincial /National course. 8. IIMC Annual Conference education * ** up to 8 points per conference, for attending the four days of the conference 9. Professionally - related seminars in approved subjects 1 point per 6 in -class contact hours 10. Athenian Leadership Society Dialogues 2 points each 11. Distance Education Courses * * ** 3 points for IIMC course; 1 point per 6 hours for all other organization courses 12. IIMC CD Rom Courses 1 point each 13. IIMC Online Courses 3 points each 14. IIMC Annual Conference Academy Sessions 2 points each 15. IIMC Study Abroad Program Points vary by program *Credits from fields of public administration, urban affairs municipal management, political science, records management, municipal finance, governmental accounting, urban planning and personnel administration and others. Education units or hours may not be credited to both CMC and MMC programs. Points or credits for college work may not have been used towards the CMC designation. Copies of college transcripts are required. ** Teaching and Training credit may be used in either Advanced Education or Professional and Social, not both. * ** IIMC Annual Conference education points shall be used for either Advanced Education or Professional and Social Contribution points not both. Points used for the MMC designation shall not be used for any other purposes. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance. * * ** Advanced Education points for the MMC Designation program may be obtained through distance education. All distance Education shall be pre- approved by the Director of Education and Research. Note: Those who have completed the CMC Recertification program may add 20 points of Advanced Education, and may use Advanced Education dated after the Recertification designation. Please contact the Education Department with questions. Note: Up to 20 points of excess Advanced Education will be applied to Professional and Social by the IIMC Education Department. Professional and Social Contributions Total Points 1. Member of the IIMC Board of Directors 2 per year 2. Chairperson of an IIMC or Municipal clerks Association Committee 2 per year 3. Officer or trustee of a Municipal Clerks Association or subdivision 2 per year 4. Registration and attendance at an IIMC Regional Meeting, Municipal Clerks Association Annual Conference Municipal League Annual Conference or other municipal clerk related conferences 1 per 4 hours, or 1 day of attendance 5. Registration and attendance at an IIMC Annual Conference* Up to 8 points per conference, for attending the four days of the conference 6. Teacher or trainer at an IIMC - recognized Institute or Municipal Clerk Education program ** 1 point per 2 hours for teaching at an IIMC- approved Institute /Academy; 1 point per 4 hours of teaching, training /preparation for a State/ Provincial course. 7. IIMC or Municipal Clerks Association Committee member 1 per year 8. Unique on-the-job performance or achievements that benefit the profession or community at large 2 per year 9. Personal accomplishments of educational benefit to the profession 2 per year 10. Officer in a related professional association 1 per year 11. Relevant college or university course credits not used for Education. 1 point per credit unit * ** 1 point per credit unit Professional and Social Contribution Requirements for MMC Candidates *Please note that in addition to the 20 required Professional and Social points needed, MMC candidates must also complete 20 Combination points, which may come from either Advanced Education or Professional and Social Contributions- 40 total points needed. Professional and Social Contributions (40 points) * IIMC Annual Conference education points shall be used for either Advanced Education or Professional and Social Contribution points not both. Points used for the MMC designation shall not be used for any other purposes. Prior to 2009, IIMC Annual Conference earned up to 4 points for full attendance. ** Teaching and Training credit may be used in either Advanced Education or Professional and Social, but not for both. * *Credits from fields of public administration, urban affairs municipal management, political science, records management, municipal finance, governmental accounting, urban planning and personnel administration and others. Education units or hours may not be credited to both CMC and MMC programs. Points or credits for college work may not have been used towards the CMC designation, or in Advanced Education. Copies of college transcripts are required. The Community The Dubuque community has been experiencing strong economic growth for the past several years. The economic base has expanded with the growth of existing industries and the addition of new businesses. The residential sector has also experienced growth with the development of several subdivisions. Continued growth in Dubuque is expected as many of the initiatives highlighted become realities in the near future. Job Growth and Business Retention - In March of 2009, Forbes magazine ranked Dubuque 40th in the nation for Best Small Places for Business and Careers. Dubuque County employment rose from 46,000 in 1990 to 55,300 in 2008. In early 2009, IBM announced that it will bring 1,300 new jobs to the heart of downtown Dubuque by mid -2011 through the creation of a sustainable Technology Service Delivery Center, utilizing an historic downtown building. Sustainable Dubuque - Sustainable Dubuque, a City initiative, integrates economic prosperity, social/cultural vibrancy, and environmental integrity to create a viable, livable and equitable community. For more information on Sustainable Dubuque, visit www.sustainabledubuque.org. Historic Millwork District Revitalization - The most sustainable building is the one already built. Over one million unfinished square feet are slated for revitalization in Dubuque's Historic Millwork District where, soon, people will be able to live, work and play. It is expected that over $200 million will be invested in the private /public partnership over the next 10 years. For more information visit www.cityofdubuque.org/millworkdistrict. Riverfront Development - The City of Dubuque has partnered with several community organizations on the America's River project. Phase I of this project, representing a $188 million investment, included the construction of the National Mississippi River Museum & Aquarium, the Mississippi RiverWalk, Grand River Center conference facility, and the Grand Harbor Resort & Water Park. Phase II is now underway and is expected to exceed $200 million in additional investment in the Port of Dubuque. The America's River project gives residents and the hundreds of thousands of visitors an opportunity to reconnect with and learn more about the Mississippi River. For more information, visit www.americasriver.com Downtown Revitalization - More than 7,000 people work in historic downtown Dubuque, which features a mix of commercial and residential space. Since 1985, more than $370 million has been invested in renovations, new construction, and public improvements in the downtown. The majority of these improvements have been made since 2000. Park Development - The City of Dubuque has spent over $11 million since 1994 for new park projects and improvements to the existing park system. The growth of the community has created the need for the construction of 22 new parks in all parts of the community. Dubuque now offers 47 parks that cover a total of 878 acres. every child every promise Annexation - Due to the need for new opportunities for residential and commercial development, Dubuque has annexed over 5,000 acres since 1995. The city's geographic size has-increased-33-94-in-the-last 14 years! Every Child 1 Every Promise - Every Child 1 Every Promise is a county-wide community engagement and education process fashioned after America's Promise, a national model for community involvement for children. The mission of the program is to improve outcomes for our community's youth by concentrating the focus on the fulfillment of the Five Promises: Caring Adults, Safe Places, a Healthy Start, Effective Education, and Opportunities to Help Others. For more information, visit: www.everychild - everypromise.org Neighborhood Reinvestment - The City has partnered with neighborhood organizations, non - profit organizations and other stakeholders to gather resident input on how to best to improve neighborhood issues. Successes to date includes improvements to neighborhood parks and streets as well as the implementation of community- oriented policing. Envision 2010 - Community visioning is a large part of the success of Dubuque. In 2005, community representatives developed ten ideas that would become reality by 2010. They are America's River Phase II, Bilingual Education curriculum, community-wide wireless, community health center, indoor /outdoor performing arts center, integrated walking/hiking/biking trail system, library services expansion, mental health and substance abuse services, passenger train service, and Millwork District revitalization. Several of these projects have already been completed and others are well underway. For more information, visit www.envision2010.org. For a wealth of information on the City of Dubuque, departments, partnerships and initiatives, visit www. cityofd ubuque. org City Clerk Dubuque bittl NI- America City 11111! 2007 Masterpiece on the Mississippi www.cityofdubuque.org Dubuque, Iowa With a population of 60,000, Dubuque is Iowa's oldest and eighth- largest city. Known as the "Masterpiece on the Mississippi," Dubuque is located on the Mississippi River at the intersection of Iowa, Illinois, and Wisconsin. Dubuque is the retail, service and industrial center of the surrounding tri -state region. Tree - covered limestone bluffs framing the Mississippi River combined with a rich cultural heritage make Dubuque a popular tourist destination with over 1.5 million visitors a year with a number of successful visitor attractions. Victorian architecture, lead mining, and steamboats have added to a wealth of history. The city has a wide variety of cultural offerings including a museum of art, river museum, eight art galleries, several professional and amateur theater groups, and concerts by the Dubuque Symphony Orchestra. - Sports of all kinds receive avid community support. Dozens of city parks, two outdoor swimming pools, baseball, softball, and soccer complexes, ice skating rinks, tennis and several golf courses are located in or near Dubuque. Dubuque has received numerous awards over the years. Most recently, the city has been distinguished as the 2008 Most Livable Small City in the nation by the U.S. Conference of Mayors. This award honors mayors and their city governments for developing programs that enhance the quality of life in urban areas. Dubuque was also named a 2007 All- America City by the National Civic League, which recognizes communities whose citizens work together to identify and tackle community- wide challenges and achieve uncommon results. For both 2007, 2008 and 2010 Dubuque was named one of the 100 Best Communities for Young People by America's Promise —The Alliance for Youth, in honor of our commitment to providing a healthy, safe and caring environment for young people. Forbes ranked Dubuque as the Best Small City to Raise a family. The City Organization The City of Dubuque has operated under the Council- Manager form of government since 1920. Under this forth, legislative responsibility rests with the City Council and administrative authority is given to a professional City Manager. The City Council also hires the City Attorney and the City Clerk. The City Council is responsible for setting overall policies and goals for the City and is comprised of the Mayor and six Council Members who are selected in a non - partisan election for four -year terms. The Mayor is the chief elected official and formal representative of the City. The Mayor and two council members are elected at- large and four council members are elected from one of four wards into which the City's thirty square miles are divided. Over thirty volunteer boards and commissions are appointed by the council to advise them on a wide rage of city issues. The City Manager is responsible for the day-to-day operations of City government. Departments and divisions include Airport, Budget, Building Services, Cable TV, City Attorney, City Clerk, Economic Development, Emergency Communications, Engineering, Finance, Fire /Rescue /EMS, GIS, Housing & Community Development, Human Rights, Information Services, Leisure Services, Library, Parking, Personnel, Planning Services, Police, Public Works, Transit, Water, and Water Pollution Control. The City employs 550 full-time employees and has a fiscal year 2012 combined operating and capital budget of $181 million. The City Manager's Management Philosophy is: 1). Plan Your Work and Work Your Plan, 2). Input - Oriented, 3). Problem Solvers, 4). Develop Partnerships and 5). Act With a Sense of Urgency. We are a value-driven organization and have been involved in a program of team building for many years. Teatn building is a program of activities directed at increasing the effectiveness of the organization in achieving established goals and objectives. Team building focuses on the early identification and solution of work group problems, and in particular, interpersonal and organizational roadblocks which stand in the way of collaborative, cooperative, and competent fimctioning. In support of our organizational development efforts, the City Council has approved funding for a process of organizational assessment, and ongoing training and development to improve the intercultural competency skills of City employees. The City employee's motto is "Showing the SPIRIT' Each letter of the word spirit represents a key organizational value as follows: Service: We are responsive. People: We care. Integrity: We are honest. Responsibility: We are accountable. Innovation: We look for better ways. Teamwork: We work together. The Position The City Clerk reports to the City Council and will be expected to participate in the team - building process, support a participatory approach to management, and live the values of the organization. The Ciry of Dubuque is an input - oriented organization encouraging citizen and employee involvement. We strive to accomplish our goals through partnerships and work to be proactive problem solvers. The current City Clerk is retiring after 11 years in this capacity and 39 years with the City of Dubuque. The City Clerk reports to and serves at the pleasure of the City Council. The City Clerk is responsible for assembling all items of business to come before the City Council, preparing and maintaining official records of actions taken by the City Council at regular and special meetings, publishing legal notices, adopted ordinances and City Council minutes and serving as Clerk and providing secretarial services to the City Council. The City Clerk's Office is currently staffed by the City Clerk, Assistant City Clerk and Permit Clerk. The fiscal year 2012 operating budget for the department is $404,765. The City offers an attractive benefit package which includes health, dental, prescription drug, life and weekly disability insurance flexible spending accounts; sick leave, vacation, paid holidays and several other paid leave provisions; and a pension program. Qualifications Extensive knowledge of the legal requirements relating to the procedures and practices used by the City Council and Civil Service Commission and maintaining City Council and Civil Service Commission minutes and records; extensive knowledge of the organization of City government and statutory powers and duties of City officials; extensive knowledge of modern record - keeping and filing practices, procedures and equipment; extensive knowledge of applicable election and special assessment laws knowledge of alternative service level (modified zero base) budgeting systems; ability to prepare accurate and complete minutes of City Council and Civil Service Commission meetings; ability to type accurately ability to perform a wide variety of duties with accuracy and speed under pressure of time sensitive guidelines; ability to operate a computer; ability to exercise independent problems; ability to meet the public courteously and obtain and give information; ability to understand and carry out complex oral and written instructions; ability to communicate effectively, both orally and in writing; ability to keep accurate records; ability to plan, assign, supervise, evaluate and coordinate the activities of employees; ability to determine long -range needs and to plan and organize work for the accomplishment of objectives; ability to establish and maintain effective working relationships with elected officials, employees and the general public; ability to make decisions, recognizing established practices and to use resourcefulness and tact in solving problems; demonstrated ability to follow a management style that is input - oriented and values problem solving and the development of partnerships; demonstrated ability to work effectively as a member of a team; desire to be part of an organization that values service, people, integrity, responsibility, innovation and teamwork; skill in the use of word processing, spreadsheet, laserfische and other applicable software applications. Extensive experience in progressively more responsible recordkeeping and administrative work involving frequent dealings with the public and completion of a high school diploma or its equivalent, supplemented by college level coursework in public or business administration, preferably college graduation; or any equivalent combination of experience and training which provides the essential knowledge, skills and abilities. Possession of or ability to obtain and maintain the following certifications within a time frame determined by the City Council: • Iowa Municipal Finance Officers Association 0 Iowa Certified Municipal Clerk • International Institute of Municipal Clerks 0 Certified Municipal Clerk (CMC) 0 Master Municipal Clerk (MMC) • Notary Public The Selection Process For more information on the selection process, please contact Randy Peck, Personnel Manager, at the following address and telephone number: City Hall 50 West 13 Street Dubuque, Iowa 52001-4864 (563) 589-4125 telephone (563) 690-6025 fax citypers@citvofdubuque.org The City of Dubuque is an Affirmative Action and Equal Opportunity Employer. POSITION CLASSIFICATION Animal Control Officer Assistant City Clerk Communications Assistant Engineering Assistant I Law Enforcment User Support Specialist Material Control Clerk Mulitcultural Family Center Assistant Director Paralegal User Technology Specialist Airport Operations Specialist (40 hour work wk) Circulation Supervisor Engineering Assistant II Engineering Technician Lab Technician II Lab Technician Office Manager Personnel Assistant Water Distribution Foreman CITY OF DUBUQUE, IOWA GENERAL EMPLOYEES WAGE PLAN EFFECTIVE 7/1/2010 THROUGH 6/30/2011 SALARY STEP STEP STEP STEP STEP STEP GRADE A B C D E F GE -29 Hourly $19.09 $20.14 $21.24 $22.43 $23.64 $24.92 Bi- weekly $1,527.20 $1,611.20 $1,699.20 $1,794.40 $1,891.20 $1,993.60 Annually $39,707.20 $41,891.20 $44,179.20 $46,654.40 $49,171.20 $51,833.60 Accountant GE -30 Hourly $20.14 $21.24 $22.43 $23.64 $24.92 $26.31 Arts and Cultural Affairs Coordinator Bi- weekly $1,611.20 $1,699.20 $1,794.40 $1,891.20 $1,993.60 $2,104.80 Assistant Fixed Base Operations Supervisor Annually $41,891.20 $44,179.20 $46,654.40 $49,171.20 $51,833.60 $54,724.80 Information Technology Specialist Information Technology Specialist - Library GIS Specialist Lead Paint Inspector - 2yr /3yr Lead Public Safety Dispatcher Library Administrative Assistant Library Aide Purchasing Coordinator Records Supervisor Solid Waste Agency Education and Communication Coordinator Survey Technician Video Producer GE -31 Hourly $21.24 $22.43 $23.64 $24.92 $26.31 $27.77 Bi- weekly $1,699.20 $1,794.40 $1,891.20 $1,993.60 $2,104.80 $2,221.60 Annually $44,179.20 $46,654.40 $49,171.20 $51,833.60 $54,724.80 $57,761.60 2 POSITION CLASSIFICATION Assistant Fire Chief Assistant Fire Chief /Fire Marshal Building Services Manager Civil Engineer II Police Captain Assistant City Engineer GE -40 Hourly $34.38 $36.30 $38.31 $40.41 $42.62 $44.96 Assistant Police Chief Bi- weekly $2,750.40 $2,904.00 $3,064.80 $3,232.80 $3,409.60 $3,596.80 Planning Services Manager Annually $71,510.40 $75,504.00 $79,684.80 $84,052.80 $88,649.60 $93,516.80 Human Rights Director Project Manager Water Department Manager Water Pollution Control Department Manager Airport Manager Housing and Community Development Director Information Services Manager Leisure Services Manager Library Director Personnel Manager Public Works Director Assistant City Attorney Budget Director Finance Director CITY OF DUBUQUE, IOWA GENERAL EMPLOYEES WAGE PLAN EFFECTIVE 7/1/2010 THROUGH 6/30/2011 SALARY STEP STEP STEP STEP STEP STEP GRADE A B C D E F GE -38 Hourly $30.92 $32.60 $34.38 $36.30 $38.31 $40.41 Bi- weekly $2,473.60 $2,608.00 $2,750.40 $2,904.00 $3,064.80 $3,232.80 Annually $64,313.60 $67,808.00 $71,510.40 $75,504.00 $79,684.80 $84,052.80 GE -39 Hourly $32.60 $34.38 $36.30 $38.31 $40.41 $42.62 Bi- weekly $2,608.00 $2,750.40 $2,904.00 $3,064.80 $3,232.80 $3,409.60 Annually $67,808.00 $71,510.40 $75,504.00 $79,684.80 $84,052.80 $88,649.60 GE -41 Hourly $36.30 $38.31 $40.41 $42.62 $44.96 $47.44 Bi- weekly $2,904.00 $3,064.80 $3,232.80 $3,409.60 $3,596.80 $3,795.20 Annually $75,504.00 $79,684.80 $84,052.80 $88,649.60 $93,516.80 $98,675.20 GE -42 Hourly $38.31 $40.41 $42.62 $44.96 $47.44 $50.03 Bi- weekly $3,064.80 $3,232.80 $3,409.60 $3,596.80 $3,795.20 $4,002.40 Annually $79,684.80 $84,052.80 $88,649.60 $93,516.80 $98,675.20 $104,062.40 5