City Administrator

Job Description

Job Description

CITY OF COLD SPRING POSITION DESCRIPTION

CITY ADMINISTRATOR

COUNCIL APPROVED: December 23, 2024 REPORTS TO: City Council

STATUS: Full Time/Salary Exempt JOB POINTS: 483

PURPOSE AND SCOPE

Provides overall direction and coordination for City planning, administration, and operations of all City departments, to ensure quality municipal services are provided to the citizens of Cold Spring, consistent with the goals, objectives and policies approved by the City Council. Provides a channel for communication between the City Council, City departments and all other City-related boards, commissions and contractors to ensure effective planning and results. The City Administrator is accountable for all matters related to the operations of the City. The Mayor and City Council notwithstanding, this position has supervisory responsibility over all employees, including full-time, part-time, seasonal, temporary and volunteer employees; contract employees or other contractors; and consultants.

ESSENTIAL DUTIES

The listed examples may not include all duties performed by the person in this position.

1. Administrative staff for City Council

1.1 Supports the City Council in making informed decisions by conducting necessary research and providing agenda and support materials. Implements or oversees implementation of City Council decisions.

1.2 Ensures that meeting notices, agenda, supporting materials and financial information is prepared and available.

1.3 Attends and participates in regular and special meetings; records, distributes and maintains official record of City Council proceedings.

1.4 Researches and supervises research into subjects of municipal concern such as housing, populations, zoning problems and any issue relevant to the City’s operations. Ensures the City Council has sufficient background to make informed decisions. Keeps the City Council advised about future City needs, and provides recommendations and supporting data as needed for City planning and as requested by the City Council.

1.5 Recommends new or modified policies regarding the City’s physical properties, financial administration or personnel management, for review, adoption or study by the City Council.

1.6 Submits financial statements, budget breakdowns, and list of bills for City Council action.

1.7 Researches and prepares correspondence, reports, ordinances, resolutions, etc. on behalf of the City Council.

1.8 Attests the Mayor’s signature on official documents where required and maintains responsibility for the City Seal.

1.9 Carries out other assignments as designated by the City Council.

1.10 Responsible for the implementation and enforcement of City ordinances.

1.11 Provides staff support for all City boards and commissions (agendas, packets, etc.)

1.12 Oversees City elections to ensure adherence to all election laws and requirements.

2. City Personnel Management

2.1 Provides supervision of City personnel directly (department heads, Administration Office staff, and subcontractors) or indirectly through department heads, to ensure quality of City services and satisfaction of City employees. Acts with authority for hiring, performance evaluations, severe disciplinary action, and dismissal of department heads and contractors, subject to approval of the City Council.

2.2 Promotes staff development through education and training opportunities, and promotes advancement of knowledge, skills, and responsibility.

2.3 Maintains open communication between all departments, meeting regularly with department heads and ensuring City Council receives written updates on department activities.

2.4 Develops, submits for City Council approval, and maintains current personnel policies, ensuring that they meet legal requirements.

2.5 Responsible for compensation (wage, salary and benefits) programs, and monitors labor/employee relations issues.

2.6 Ensures personnel records are accurate and up-to-date.

2.7 Supervises Workers’ Compensation insurance, reporting of injury, and claims process.

2.8 Develops long- and short-range goals for City departments with department head participation, proposes implementation to the City Council and oversees their implementation.

2.9 Coordinates and directs City department activities as the City Council requires.

2.10 Responsible for administration office operations as well as supervision, training and performance evaluation of office staff.

2.11 Supervises the City’s drug and alcohol testing program, serving as the Employer’s Designated Representative.

3. Financial Management

3.1 Monitors the City budget and reports its financial status.

3.2 Coordinates with the Finance Director in the development of the annual budget. Assists the City Council in approving the annual City budget by recommending adjustments and discussing financial issues with the City Council.

3.3 Supervises all City accounting operations and recording. Directs all general, special and reserves accounting to ensure accuracy and up-to-date status of records and transactions.

3.4 Coordinates with the Finance Director in the development of the annual Five-year Capital Improvement Plan.

3.5 Audits all claims against the City and takes appropriate action.

3.6 Coordinates with the Finance Director on preparation of the annual audit. Confers with the City Auditor on all matters affecting the integrity of the City’s financial structure, systems and ratings.

3.7 Manages grant seeking and completion of grant and loan applications.

3.8 Works with bond consultants for financing of large improvement projects.

4. Public Service and Information

4.1 Ensures the City Administration Office and other departments provide customer service effectively and efficiently to citizens of Cold Spring and other constituents.

4.2 Provides information and assistance to the public on request; answers City telephones as needed.

4.3 Maintains the public trust by ensuring all staff keep information confidential as appropriate.

4.4 Serves as the City’s public information representative: confers with the media and provides appropriate information, and speaks to requesting organizations.

4.5 Surveys the community as needed to determine the citizens’ and business community’s needs, and their level of satisfaction with City services.

4.6 Oversees maintenance of the City’s website and Facebook page to keep residents informed on pertinent city issues and maintain a positive image on social media.

5. Liaison and Coordination

5.1 Acts as liaison and coordinates activities involving City departments, boards and commissions, and government units and agencies.

5.2 Serves as liaison between Park Board and the City Council, coordinating Park Board program activities through the Public Works Director.

5.3 Coordinates the execution of all public improvements, maintenance and construction activities approved by the City Council with the Public Works Director, City Engineer, Attorney, and contractors.

5.4 Confers with all department heads to assist in implementation of City Council plans, procedures and regulations relating to the security of Cold Spring’s citizens.

5.5 Serves as liaison with all levels of government units, organizations and committees.

6. Legal Duties

6.1 As Zoning Administrator, supervises issuance of zoning and building permits, organization of public hearings, and documentation of Planning Commission actions, and activates requests for variances, rezoning and special use permits. Attends all of the Planning Commission meetings.

6.2 As public improvements administrator - establishes assessment rolls, organizes public hearings and, when approved, applies assessments to the tax rolls.

6.3 Represents the City in court cases (i.e. small claims and litigation claims).

6.4 Prepares required reports and files them with appropriate state, federal and county offices.

6.5 Performs duties and assumes responsibilities assigned to the City Clerk and Treasurer in Minnesota State Statutes and other applicable laws, rules, ordinances and policies.

6.6 Responsible for maintaining a record of all resolutions and ordinances passed by the City Council.

7. Purchasing

7.1 Reviews all contracts between the City and vendors, agents, developers and others with the City attorney; keeping the City Council informed of issues and developments.

7.2 Oversees bidding process, department purchase orders and, purchasing and inventory control system.

8. Planning and Economic Development

8.1 Researches and coordinates economic development activities.

8.2 Responsible for coordinating economic development activities in the City of Cold Spring; evaluates potential projects, programs and services to determine feasibility and community impact; researches potential funding sources, and makes recommendations to the Council.

8.3 Researches, proposes and coordinates implementation of long-range land use planning, including plans for orderly annexation, ensuring consistency with City development goals and comprehensive plan.

8.4 Coordinates activities of the Economic Development Authority (EDA).

8.5 Attends all meetings and serves as Assistant Secretary for the EDA.

8.6 Assists the EDA with marketing of the Business Park lots; meets with and follows up with potential buyers of lots in the Business Park.

8.7 Ensures implementation of the covenants for the Business Park.

8.8 Coordinates with the EDA Director on issuing Revolving Loan Fund loans.

KNOWLEDGE, SKILLS AND ABILITIES

1. Excellent organizational skills with the ability to handle multiple projects with changing priorities.

2. Excellent verbal and written communication skills, especially with City Council, Staff, and the Public

3. Strong computer skills (particularly Word, Excel and Outlook) and a thorough knowledge of office procedures.

4. Excellent knowledge of City programs, ordinances, policies, and operations.

5. Considerable ability to establish effective working relationships with City staff, elected officials, and the general public.

6. Considerable ability to research and analyze data, determine alternatives, and make recommendations.

7. Considerable ability to read reports, correspondence, and interpret plans and specifications, contracts, ordinances, technical journals, financial reports, and legal documents. Ability to prepare contracts, ordinances, resolutions, policies, reports and correspondence. Ability to present reports and make recommendations to Council and other Boards and Commissions.

8. Working knowledge of accounting and financial management, personnel law, government data practices act, and show a thorough understanding of the legal and technical aspects of city government

ADDITIONAL REQUIREMENTS

1. Proven ability to maintain confidentiality.

2. Professional appearance.

MINIMUM REQUIREMENTS

1. A bachelor’s degree in public administration, political science, community development, business, finance or related field and three years of responsible public sector administrative or professional experience, which must include supervisory experience; and,

2. A valid Minnesota Class “D” Driver's License.

DESIRABLE QUALIFICATIONS

Previous experience in an administrative leadership position.