Personnel Committee

PERSONNEL COMMITTEE AGENDA COMMISSION CONFERENCE ROOM 4243 REMEMBRANCE RD. NW. FRIDAY, AUGUST 22, 2025 8:00 AM Call Meeting to Order - Record Attendance 1. Committee Members: Mayor Carey (Chair), Jessica Babcock, Steven Gilbert, and Elaina Huizenga-Chase (Alternate) Discussion Items 1. Approval of Minutes from June 23, 2025 2. Personnel Committee Meeting Documents 3. Acceptable Use of Artificial Intelligence Policy Adoption 4. Section 100.0 Travel Policy Update 5. Request for approval of new position - Environmental Services Coordinator (DPW) 6. Request for approval of new position - Director of Public Services 7. City Manager & Fire Chief Performance Evaluation Discussion Adjournment Page 1 of 18  PERSONNEL COMMITTEE MEETING MINUTES COMMISSION CONFERENCE ROOM MONDAY, JUNE 23, 2025 5:00 PM Call Meeting to Order - Record Attendance Committee Members: Mayor Carey (Chair), Jessica Babcock, and Steven Gilbert City Staff: Darrel Schmalzel, Frank Wash, Shannon Bales, and Jason Rottman Discussion Items Approval of Minutes from May 12, 2025 Motion by Jessica Babcock, seconded by Steven Gilbert to approve the May 12, 2025 meeting minutes. Motion Carried. IT Position Description Approval - Cybersecurity Analyst & IT Specialist IT Director, Jason Rottman shared details about the two new positions being requested and expressed the need for the positions. Motion by Steven Gilbert, seconded by Jessica Babcock to approve two new IT Department positions; Cybersecurity Analyst and IT Specialist. Motion Carried. WIFC 2025 Wage Table Approval HR Director Shannon Bales provided background information about the WIFC 2025 Wage Table and explained how the new pay ranges were established. Motion by Jessica Babcock, seconded by Steven Gilbert to approve the WIFC 2025 Wage Table. Motion Carried. 59th District Court Wage Study Approval Director Bales reviewed the changes to the 59th District Court Wage Table with the Committee and explained how information was gathered through a wage study. Motion by Steven Gilbert, seconded by Jessica Babcock to approve the 59th Personnel Committee Minutes 6-23-25 Page 2 of 18  District Court Wage table changes . Motion Carried. IT & Cybersecurity Policy Approval Director Rottman said that the IT and Cybersecurity policies will formalize existing departmental practices and allow the department to align with a standardized framework. Motion by Steven Gilbert, seconded by Jessica Babcock to approve the IT & Cybersecurity Policies. Motion Carried. Section 120 Policies Approval Direstor Bales explained key points in the policy changes, noting that revisions are either due to the Michigan ESTA (Earned Sick Time Act) or to document current practices. Motion by Jessica Babcock, seconded by Steven Gilbert to approve Section 120 Policy changes. Motion Carried. Adjourned at 5:44 p.m. Personnel Committee Minutes 6-23-25 Page 3 of 18  Acceptable Use of Artificial Intelligence (AI) Policy PURPOSE The City of Walker is committed to adopting new technologies to assist in efficiently performing work in support of our citizens. The City recognizes the use of artificial intelligence (AI) sources to quickly gather information and provide solutions. However, there are also risks in using AI including security, accuracy, and intellectual property. To protect the City of Walker’s confidential information and the integrity of our operations, we have some basic ground rules you must follow regarding the use of AI in the workplace. POLICY This policy applies to the use of any third-party or publicly available algorithm-based AI tools and GenAI tools, including ChatGPT, Google Bard, DALL-E, Midjourney, and other similar applications that mimic human intelligence to generate answers, work product, or perform certain tasks (“AI Tools”). All City employees are subject to this policy in the course of their employment when using AI Tools for authorized business purposes, including in dealings with third-party agents and vendors, and when using an employee’s personal devices for authorized business purposes. For additional information regarding Acceptable Use of Artificial Intelligence (AI) contact the Information Technology (IT) department by email at IT.Support@walker.city, by phone at 616-791- 6810 or internally at extension 6810. Use of AI 1. Understand that AI Tools may be useful but are not a substitute for human judgment and creativity. 2. AI Tools may be helpful and used for drafting letters, emails, memoranda, news announcements, presentations, creating outlines or checklists, conducting research, or other similar purposes that align with the requirements of this policy. 3. Do not use AI Tools to make or help you make employment decisions about applicants or employees, including recruitment, hiring, retention, promotions, transfers, performance monitoring, discipline, demotion, or terminations. 4. Do not use AI Tools to make or help you make decisions about grants, zoning, RFP selection, or other similarly complex or ordinance-based decisions. 5. AI Tools may also not be used to conduct or solicit illegal activities, infringe on the rights of others (including legally protected privacy and intellectual property rights). 6. Do not upload or input any personal information (names, addresses, dates of birth, Social Security numbers, likenesses, etc.) about any person into any AI Tools. 7. Do not represent work generated by AI Tools as being your own original work. Include in any work that is largely or entirely generated by AI a disclosure statement that the work was AI-generated. For example, “AI Usage Disclosure: This document [title] was created with assistance from [specify the AI tool]. The contents of this document have been reviewed and edited by a City employee.”  If you are unsure whether a disclosure statement is proper because the work product was created in part or significantly revised by you or another individual, contact the IT Director or Human Resources (HR) Director to determine whether such statement is proper.  Inform your supervisor when you have used AI Tools tool to help perform a task. 8. Do not rely on AI Tools to provide accurate answers. Review, revise, and fact-check the entire product via all available or typical sources and any output from the AI Tools tool before moving from the draft to the final. 9. AI results should not be used as a final work product and should not be relied upon as the sole Page 4 of 18  means for making a decision; however, AI can be used for research and development purposes. 10. Information you enter into any AI Tool might be subject to disclosure under FOIA or in some other situations (e.g., a lawsuit). Do not submit information to the AI Tool that should not be publicly available (see additional guidelines regarding Confidential Data). Assume that all data associated with creating a document will be disclosed. 11. Any document created through an AI Tool may become a public record for FOIA and public record retention purposes. Treat every bit of information you provide to an AI Tool as if it will go viral on the Internet, attributed to you and/or the City, regardless of the settings you have selected within the tool (or the assurances made by its creators). Write careful prompts, ensure to exclude Confidential Data and any discriminatory, harassing, or biased material, and carefully review all the information before uploading. 12. Be careful to review information submitted into an AI Tool for attorney-client privilege. Such materials are often buried in text, e-mails, or other digital information. “Waiver” of the privilege, even by someone not authorized to do so, can be very problematic. Again, consult with the IT Director or HR Director if the status of the information is unclear. 13. Be aware that you are not authorized to accept or approve AI Tool license agreements or other terms on behalf of the City. If you accept any terms or agreements to use AI Tool, you are doing so in your personal capacity. You should comply with the terms and conditions of the AI Tool that you use, including, but not limited to, any conditions and restrictions regarding intellectual property. 14. All AI Tools are subject to the bias of source materials. Carefully review any AI-generated content for unintended or undesirable instances of bias or potentially harmful material. Do not use AI Tools to create communication about personally, professionally, or politically sensitive issues. 15. Departments may provide additional rules for AI Tools use. Consult with your supervisor for more details. Confidential Data You must never upload, share, or otherwise disclose any confidential, proprietary, or protected data. Once such information is disclosed, it is impossible to “undo” the damage. Examples include passwords and other credentials, trade secrets, proprietary information, protected health information, criminal justice (CJIS) information, personally identifiable information (including names, phone numbers, Social Security numbers, personal addresses, birth dates, etc.), payment card information, personnel material, information from documents marked Confidential, Sensitive, or Proprietary, or any other nonpublic information that might be harmful if disclosed. Other software programs, approved by the IT department, used in the course of business that utilize AI are exempt from this rule. Evaluation of AI Tools  The use of AI results can produce out-of-date, copywritten, or misinformation. Employees should evaluate the utility, security, and reputation of the AI tool before using it. Employees must not blindly trust any output from these models and should always independently verify the facts, assertions, and contents they generate. Responses must always be carefully verified by a human.  Verify that any response from an AI Tools that you intend to rely on, or use is accurate and verifiable, appropriate, not biased or offensive, not discriminatory, not a violation of any other individual or entity’s intellectual property or privacy, not an improper disclosure of personal or confidential information/data, and consistent with City of Walker policies and applicable laws. Policy Compliance Compliance Measurement The IT department will verify compliance with this policy through various methods, including but not limited to network monitoring, business tool reports, internal and external audits, and inspection, and will provide feedback to the policy owner and appropriate business unit manager. Page 5 of 18 AI Tool Audits The City shall conduct the following in connection with use of AI Tools:  Keep accurate records of any audits, determinations, and decisions and any communications of these to employees and third parties.  Consult with City’s legal counsel regarding any legal issues raised by or during any activities referred to in this Policy and escalate these issues to executive management, when necessary. Exceptions Any exception to the policy must be approved by the IT department in advance. Nothing in this policy is intended to or will be applied to infringe on or prohibit employees’ legally protected activities under applicable law, such as the National Labor Relations Act, including but not limited to, discussion of wages, benefits, terms, conditions or privileges of employment. Non-Compliance An employee found to have violated this policy may be subject to disciplinary action, up to and including termination of employment. Employees are encouraged to report any actual or potential violations of this policy to the IT Director or HR Director. PROCEDURE All employees, elected officials, volunteers, and any other support staff shall follow the guidelines set within this policy when using AI for city business. If you are unsure whether information should be shared with AI Tools, it is crucial to seek guidance from your supervisor, department head, or the IT team before making it public domain for AI Tools to leverage. This support system is in place to ensure your decisions are secure and in line with our policies and applicable law, providing you with a sense of support and security in your decision- making process. The City retains the right to monitor all employee use of AI Tools. Page 6 of 18  SECTION 100.0 OFFICIAL CITY TRAVEL POLICY PURPOSE The City encourages growth and development of employees through participation and attendance at local, regional, state, and national conferences, seminars, workshops, and meetings that are appropriate to the employee’s position at the City of Walker. Not only does participation enhance the professional development of the individual employee but also promotes the public relations message and image of the City. POLICY Standards of Travel Requests for attendance to any state or national conference must be approved in advance by the City Manager or his/her designee, and the department supervisor. Costs must be a part of the approved departmental budget as approved by the City Commission each budget year. Attendance at local or regional meetings, conferences or seminars of one day or less, require approval by the department supervisor and costs must be part of the approved departmental budget. Department heads may attend one out of state/national conference per year. The City Manager or his/her designee may grant additional travel to out of state national conferences/seminars. Additional requests will specify dates, location, estimated cost and an explanation of the reasons and benefits of such attendance. The conduct of City employees attending conferences, training programs and seminars, or conducting official business outside of the workplace, is a reflection of the standard of City government in the City of Walker. The fact that the City is bearing a major portion of the expense is recognition of the principle that the benefits accrue to the City as well as to the individual. Therefore, City employees will obtain a maximum amount of beneficial training and information and at all times exhibit conduct that reflects positively on the City. All department heads shall provide a one page summary report to the City Manager and the City Commission on the knowledge acquired or information obtained from the out of state/national conference/seminar within 30 days of the employee’s return. A copy of the schedule and conference activities shall also be provided as part of the report. All department heads shall ensure that their departments are adequately staffed while absent on official travel. Advances, Expenses, Reimbursements for Official Travel The City expects employees to be reimbursed for reasonable expenses necessary to fulfill the purpose of the business trip. Reasonable expenses include lodging, meals and travel expenses while on official business. Reimbursable travel includes plane fare at economy coach or tourist class, taxi fares, car rental, parking fees and toll charges. Advances: Advances for anticipated personal expenses must be requested in writing to the Finance Department at least ten (10) days in advance of the travel. Any unexpended advance Page 7 of 18 funds must be returned to the Finance Department no later than five (5) days after the employee’s return from the business trip. The maximum advance for personal expenses is $200.00. Transportation Expenses: The expense of traveling by public carrier will be allowed on the basis of actual cost. Whenever possible, employees are expected to utilize supersaver and other discount airfare plans provided by the airline industry. Employees must schedule their travel to maximize cost effectiveness of air travel including early arrivals and/or later departures when economically advantageous to do so. City Owned Vehicles: Unless other arrangements are made with the City Manager or his/her designee, the City requires the use of a City-owned vehicle for use while on official City business whenever feasible and economical. If travel is by private automobile for a distance less than 500 miles, the employee shall be paid at the prevailing mileage rate established by the Federal Revenue Service. For distance in excess of 500 miles, the employee shall be paid the equivalent of tourist coach (roundtrip) airfare. Parking and local transportation expenses shall be allowed on the basis of actual cost. Hotel/Motel Lodging Expenses: Only hotel or motel lodging expenses in the destination metropolitan area will be allowed. Reimbursement will not be made for personal items such as non-business telephone calls, valet service, laundry and entertainment. Meal Costs: Allowance for meals together with and other miscellaneous incidental expenses are set at $100.00 per day, or fraction of a day exceeding 12 hours. This perdiem may be adjusted annually on January 1, based upon the latest available 12 month change in the CPI. the General Service Administration (GSA) separate amounts for meals and incidental expenses per the U.S. GSA website: https://www.gsa.gov/travel/plan-book/per-diem-rates.  When meals are provided at the hotel or at a training/event, a meal expense is not allowed. An exception will be made when the meal provided does not meet the employee's dietary needs (e.g. gluten-free, vegetarian, vegan, kosher, etc.).  Tips shall not exceed 20% of the cost of the meal and are included in the daily meals and incidentals maximum. If employees desire to tip more than 20%, that is a personal expense and may not be charged to the City.  Alcoholic beverages are not reimbursable.  The breakfast allowance will not be applicable when the employee is reporting that day from the City of Walker or their home. Employees should normally eat before attending. At the discretion of the City Manager, payment may be made for unusual circumstances.  The dinner per diem will not be payable when the employee is released from the event in time to return to the City of Walker or home by 6:00 p.m. At the discretion of the City Manager, payment may be made for unusual circumstances. Guest Travel: No reimbursements will be made or charges accepted relating to a non-authorized person who is traveling with the employee on official travel Other: Pre and post conference seminar activities are the responsibility of the employee. RE: Tours, golf outings, etc… Disabled EmployeesSpecial Arrangements: Disabled eEmployees requiring particular accommodations such as transportation and/or personal assistance when traveling must receive prior approval for such expenses from the City Manager or his/her designee. Page 8 of 18 Final Travel and Expense Report: All City employees are required to submit a final travel and expense report to the Finance Department within ten (10) days of returning from an approved trip. The Finance Department will review and approve all reimbursement requests. For all employees other than Ddepartment heads, the employee’s supervisor shall approve and sign the final expense report. Proper receipts for all requested reimbursements shall accompany final travel and expense reports. The City shall assume no responsibility for expenses which have been incurred 60 days or more prior to being submitted for reimbursement, after which such expenses will become the personal responsibility of the employee. PROCEDURE As part of the annual budgeting process, employees should submit conference and training requests for the upcoming fiscal year to their department head for consideration and approval. The cost of the event along with any anticipated travel expenses should be included in the request. The department head will evaluate the benefits of the event and submit their request for training dollars during their annual budget meeting with the City Manager and Finance Department in early January of each year. An employee will be informed of approval by the department head after the budget is approved by the City Commission in June. If the training, conference, or meeting arises outside of the budget process, the employee will submit a request to the department head (and City Manager, if required). If funds are available and the event is deemed appropriate and beneficial to the employee/department, the department head may approve the request. The employee is responsible for coordinating all travel arrangements per the policy. Upon return from travel, the employee will complete an expense report located on the citywide drive and submit to their department head for approval along with any receipts and reports as required by policy. The department head will review the expense report and submit to the Finance Department for approval and reimbursement. The Finance Department will review the expense report and submitted documentation for compliance and, if approved, issue a reimbursement check with the next available check run. If an employee is not reimbursed for an expense and would like to appeal the denial, they may do so through their department head who will discuss with the Finance Department and City Management. Section Date Original Issued Date Last Revised Approval 100.0 6/21/01 9/9/0208/01/2025 CVM Personnel Committee Page 9 of 18  CITY OF WALKER HUMAN RESOURCES TO: Personnel Committee FROM: Shannon Bales, SHRM-CP, HR Director DATE: August 13, 2025 RE: Department of Public Works Environmental Services Coordinator Request was made by the Director of Public Works to create a position within the Facilities Operations division of the Department of Public Works (DPW) that would specialize in oversight of the custodial operations citywide. The goal of this new position is to provide supervisory support to the custodial crew and contractual cleaning support staff positions within the division. We have created a draft position description for Environmental Services Coordinator. After reviewing comparable market data, we are requesting approval at grade 8. This aligns with our current DPW crew leader positions pay as well. 2025/2026 Rates Minimum Midpoint Maximum Grade 8 $56,721 $65,230 $73,737 Approval is requested from the Personnel Committee for the new position description and placement on the grade 8 pay scale. Any further questions, please feel free to contact me. Page 10 of 18  Environmental Services Coordinator Department: Public Works Classification: Full-Time / Non-Exempt Reports To: Facilities Operations Supervisor Date: August 2025 Position Description Objective The Environmental Services Coordinator plays a critical role in maintaining a clean, safe, and sanitary environment across all city buildings and facilities. As a working lead, this position provides day-to-day direction and support to a team of custodial staff. The Coordinator is responsible for coordinating work assignments, training staff, conducting inspections, and serving as a liaison between frontline staff and management. This position demonstrates strong service- oriented leadership, encourages teamwork, facilitates efficient and effective operations and effectively communicates with the public regarding department activities. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. Supervise, direct, and schedule custodial staff and contracted cleaning crews and their custodial work in all city buildings and facilities. 2. Train new employees in cleaning protocols, safety procedures, and departmental policies. Responsible for ensuring that all work performed is done in accordance with all health and safety policies. 3. Assist in inventory control by monitoring and ordering supplies as needed. Ensure that custodial supply areas are maintained in a neat and orderly fashion and equipment is returned to designated areas. 4. Use asset management software to manage inventory, work orders, and inspections. 5. Responsible for carrying out various custodial duties throughout all City facilities as directed by Facility Operations Supervisor. This includes, but is not limited to, the following tasks: emptying all trash and recycling containers throughout facilities on a regular basis; maintaining clean and sanitized restrooms (public & personnel), locker rooms, breakrooms, and conference rooms; clean and sanitize chairs, tables, countertops, doorknobs, light switches, and other work surfaces on a regular basis; maintain the floors throughout facilities by vacuuming, sweeping, and mopping on a regular basis; clean windows throughout all City facilities on a regular basis. 6. Ensure all fixtures are in good working order throughout shifts. Report any repairs that need to be addressed to the Facilities Operations Supervisor. 7. Assist in the preparation and clean-up of meetings and special events as required. Respond promptly to requests for additional cleaning or special cleaning needs for events or meetings. 8. Responsible for keeping up to date with all relevant departmental and City policies and procedures. 9. Assist in the management of facilities maintenance projects in the absence of the Facilities Operations Supervisor. 10. Perform other related duties as required. Page 1 of 3 Page 11 of 18 Position Description Environmental Services Coordinator Supervisory Responsibilities This position supervises the following employees: Custodial and contracted staff. Minimum Qualifications and Required Knowledge, Skills and Abilities 1. Minimum of 18 years old with a high school education or equivalent. 2. Minimum of two (2) years of custodial and general maintenance work experience required. Supervisory experience managing employees, contractors, and projects preferred. 3. A valid State of Michigan driver’s license, satisfactory driving record and the ability to maintain one throughout employment. 4. Must be Law Enforcement Information Network (LEIN) certified and the ability to maintain clean certification status throughout employment. 5. Self-motivated and possess a high attention to detail with a demonstrated aptitude for successful completion of tasks assigned. 6. Ability to organize, prioritize, and work independently as well as schedule and produce work in a timely manner. 7. Excellent oral communication skills, ability to perform a wide variety of tasks during busy, sometimes stressful times. 8. Ability to exercise good judgment, initiative, and resourcefulness in dealing with the public, elected officials, community leaders and co-workers. 9. Ability to exercise a high degree of diplomacy in contentious or confrontational situations. 10. Must demonstrate appropriate customer service competences and behaviors in accordance with department policies and procedures. 11. Knowledge of relevant computer programs needed in the day-to-day management of the position. 12. Ability to concentrate and pay attention to details; also, ability to organize, prioritize and work independently and in a busy environment where priorities change as well as schedules. Physical Demands and Work Environment The physical demands and work environment described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. An employee in this position is required to regularly work in the field and in an office setting directly participating in manual labor or observing work in progress. Work conditions may involve fumes, dust, chemical or other hazardous materials, loud machinery and equipment and other dangers. The employee is frequently required to sit; stand; use hands to manipulate, handle, or feel; and reach with hands and arms. The employee must frequently lift and move items of considerable weight. Bending, twisting, climbing, stooping or otherwise accessing all areas of a site are also frequent requirements of the position. Using a ladder or lift to reach high places, including building roofs, to perform maintenance required. An employee in this position must have the strength, stamina and physical coordination needed to perform manual labor in outside weather conditions, including exposure to extreme heat and cold. An employee is required to have the vision capabilities needed to complete visual inspections. The employee is required to drive in inclement weather. This position is not eligible for remote work. Approvals The above is intended to describe the general content of and requirements for other performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements. Page 2 of 3 Page 12 of 18 Position Description Environmental Services Coordinator This job description has been approved by all levels of management. ________________________________ __________________ City Manager Date The employee signature below constitutes the employee’s understanding of the requirements, essential functions and duties of the position. ________________________________ __________________ Employee Date Page 3 of 3 Page 13 of 18  Proposed Public Services Org Chart 2025 Public Services Engineering Public Works Vacant FTE = 1 City Engineer Director of Public Works FTE = 1 Assistant City Engineer FTE = 1 Deputy Director of Public Works FTE = 1 Engineering Programs Page 14 of 18 Coordinator Parks Roads Right of Way Facilities Fleet Vacant Department Specialist FTE = 2 FTE = 1 FTE = 1 FTE = 1 Fleet Services Supervisor FTE = 1 DPW Supervisor Right of Way Facility Operations Supervisor Temporary Administrative Coordinator Supervisor Seasonal Intern FTE = 2 FTE = 3 Crew Leader FTE - 1 Technician FTE = n/a Right of Way Environmental Consulting Contracts (3) FTE = 1 Technician Services FTE = 8 Vacant Sign Shop Technician Equipment Operator Coordinator Technician Assistant FTE = 2 FTE = 1, Future = 2 DPW Laborer Building Maintenance FTE = 2 FTE = 2, Future = 6 PT DPW Laborer “Seasonal” Custodian FTE = 1.2 PT Custodial (or seasonal) Contracts: Lawn Care Irrigation Landscaping Contracts: Cleaning Pest Control HVAC Generator Maintenance Plumbing / Back Flow Prevention  CITY OF WALKER HUMAN RESOURCES TO: Personnel Committee FROM: Shannon Bales, SHRM-CP, HR Director DATE: August 13, 2025 RE: Director of Public Services position Request is made by the City Manager to create the position of Director of Public Services that would provide oversight of both the Engineering and Public Works departments. Proposed organizational chart is provided. The goal of this new position is to provide leadership to both divisions to strengthen collaboration across both teams and ensure completion of strategic initiatives as well as administrative and technical guidance. We have created a draft position description for Director of Public Services. After reviewing comparable market data, we are requesting approval at grade 15. 2025/2026 Rates Minimum Midpoint Maximum Grade 15 $98,477 $113,249 $128,020 Approval is requested from the Personnel Committee for the new position description and placement on the grade 15 pay scale. Any further questions, please feel free to contact me. Page 15 of 18  Director of Public Services Department: Public Services Classification: Full-Time / Exempt Reports To: City Manager Date: September 2025 Position Description Objective Plans and directs the activities and programs of the departments and divisions of public works and engineering. Ensures progress toward strategic goals as well as guides the administrative and technical work of public works, engineering, traffic engineering, fleet services, and facilities maintenance. The scope of responsibility includes technical, administrative, and professional work related to public works and engineering to ensure the adequacy and sustainability of the City’s future utility, street, roads, and infrastructure needs. Essential Job Functions An employee in this position is required to perform the following essential functions with or without reasonable accommodation. 1. With assistance of the Director of Public Works and the City Engineer, plans, organizes, and directs all aspects of Public Works and Engineering including personnel, budgeting, planning, and general administration. Develops departmental mission and long-term plans to realize goals in accordance with community needs, demographic trends, and City vision. 2. Assesses department operations, staffing levels, facilities, and equipment. Analyzes capital needs and rates. Takes necessary steps to improve operations. Develops financial goals, supports, controls, and administers the budget for the departments in accordance with accepted fiscal practices, and state and local regulations. 3. Directs the recruitment and hiring of department personnel directly and through designee(s). Provides support to department heads regarding supervision of personnel, evaluation of performance, training, and professional development. Assists in problem resolution and takes disciplinary action according to established procedures. 4. Responsible for the consultant selection process for engineering, architectural services, and environmental services. Oversees consultants to outline goals/objectives, ensure successful project delivery, adherence to scope of work, and foster strong working relationships to promote a collaborative environment. 5. Implements and supports the various departmental programs through representation on interagency committees, through cooperative planning and effective working relationships with other governmental agencies and public and private groups. Groups may include but are not limited to metro committees, county and state agencies, and others. 6. Directs and recommends policy for public works, engineering design and construction, inspection of public improvements, motor pool/fleet services, and facilities maintenance and related areas. 7. Confers with relevant directors and department heads on matters that may require their respective department’s expertise and involvement. This may include, but is not limited to, public safety, finance, human resources, and information technology. Page 1 of 3 Page 16 of 18 Position Description Director of Public Services 8. Directs, coordinates and personally participates when required by circumstances in any and all activities of the department. Coordinates activities of the department during emergencies and disasters. Respond to emergencies and critical events outside of normal business hours as it pertains to various departments of oversight. Available by phone or in-person to consult with essential personnel to resolve issues. 9. Directs the campuswide facility planning for all departments. This includes meeting with critical department heads to assist in capital improvement planning along with space needs analysis. These duties require direct interaction with the City Manager and Finance Director to plan for future facility needs. Delegates critical oversight as necessary to ensure the seamless operation of all City facilities. 10. Keeps abreast of regulatory developments, new administrative techniques and current issues through continued education and professional growth. Maintains cooperative relationships with peer agencies, schools, boards, commissions, volunteers, citizens 11. Perform other related duties as required. Supervisory Responsibilities This position manages the following employees and is responsible for the performance management and hiring of these employees: All department personnel and consultants Minimum Qualifications and Required Knowledge, Skills and Abilities 1. Bachelor’s Degree from an accredited college or university in Public Administration, Business, Civil Engineering or related field of study; Advanced degree in engineering or management (e.g., MPA, MBA) preferred but not required; 2. Five to ten years of progressively responsible public works or civil engineering experience required; Five to ten years or more of supervisory experience in similar discipline required. 3. May be required to possess a State of Michigan issued license as a registered professional engineer. 4. Considerable knowledge of professional public management techniques involved in budgeting, personnel administration, labor relations, public relations, procurement and contract administration, and project management. Establishes professional working relationships with department directors and works proactively and collaboratively with city manager and department directors. 5. Requires a valid State of Michigan driver’s license, satisfactory driving record and the ability to maintain one throughout employment. 6. Demonstrates ability to effectively train, lead and motivate employees and supervise and evaluate the work of others. 7. Excellent oral and written communication skills, ability to perform a wide variety of tasks during busy, sometimes stressful times. Provides all departmental media communication and presents, or delegates authority, to communicate directly with various elected and appointed boards and committees, through the City Manager. 8. Ability to exercise good judgment, initiative and resourcefulness in dealing with the public, members, elected officials, community leaders and co-workers. 9. Ability to exercise a high degree of diplomacy in contentious or confrontational situations. 10. Must demonstrate appropriate customer service competences and behaviors in accordance with department policies and procedures. 11. Knowledge of relevant computer programs needed in the day to day function of this position. 12. Ability to concentrate and pay attention to details; also ability to organize, prioritize and work independently and in a busy environment where priorities change as well as schedules. 13. Manual dexterity to work effectively for extended periods. Lifts and carries supplies equipment etc. weighing up to 30 pounds to waist-high-level. Page 2 of 3 Page 17 of 18 Position Description Director of Public Services Physical Demands and Work Environment The physical demands and work environment described here are representative of those an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job. An employee in this position spends a portion of their time in-person in an office setting with a controlled climate where they sit and work on a computer for extended periods of time; communicate by telephone, e-mail or in person, and move around the office or travel to other locations to attend meetings and site visits. This position may be eligible for remote work on a limited or situational basis as approved by the Assistant City Manager. Additionally, this position spends a portion of their time in the field overseeing field inspections which typically involves moderate physical activity and exertion. An employee in this position may visit field sites which may have treacherous terrain or dangers associated with construction sites. An employee must have the strength, stamina and physical coordination required to respond to emergencies in every type of weather condition, including occasionally extreme heat and severe cold weather. Approvals The above is intended to describe the general content of and requirements for other performance of the job. It is not to be construed as an exhaustive statement of duties, responsibilities or requirements. This job description has been approved by all levels of management. ________________________________ __________________ City Manager Date Employee signature below constitutes employee’s understanding of the requirements, essential functions and duties of the position. ________________________________ __________________ Employee Date Page 3 of 3 Page 18 of 18