DESCRIPTION OF WORK:
Under the direct supervision of the City Administrator/Clerk, the Deputy City Clerk is responsible for directing and coordinating the General Fund accounts including accounts receivable, accounts payable; process payroll; performing secretarial and clerical duties; providing customer service; taking and preparing minutes of the City Council in the absence of the City Administrator and performing other related functions as requested.
ESSENTIAL JOB FUNCTIONS:
- Assist City Administrator in issuing licenses for liquor, transient merchant, rental and animal. Send notice for renewal, complete appropriate forms. Collect fees and issue receipts. Check for insurance certificates and payment of property taxes and liquor licenses.
- Receive building permit applications. Forward applications and plans to Zoning administrator. Issues building permits when approved by Zoning administrator. Scan copy of permit to the Building Inspector and make copy for our property records.
- Conduct oral communication and public contact activities. Performs as backup to the EMT/Administrative Assistant in their absence.
- Assist Administrator in maintaining a record retention system for City Assist with administration of retention schedule. Assist with destruction and document records at appropriate time.
- Accounts payable. Verify incoming bills for accuracy, enter bills and issue payment after Council approval. Correctly assign correct fund account to bill. Generate vendor payment listing report for each Council
- Accounts receivable. Promptly send bills. Maintain billing for Community Room usage. Issue receipts for all payments. Receipt ambulance department revenue. Code and receipt other miscellaneous payments. Manage billing, payments and/or donations for fire and rescue calls. Calculate, file and pay quarterly sales tax. Prepare bank deposits. Prepare list of delinquent accounts.
- Verify timecards for accuracy. Input payroll for Administrator review. Process direct deposit, all payroll tax payments, PERA, and other payroll related reports bi-weekly or quarterly as
- Prepares monthly bank reconciliations for General Fund and all savings
- Reconciles petty cash.
- Bills out all water and sewer usage monthly. Posts all utility payments. Responds to customer inquiries and Determines delinquencies and prepares door hangers for potential shut-off.
- Assists with annual budget and annual audit as requested.
- Maintains confidentiality in accordance to the Government Data Privacy
- Performs physical demands and work environment requirements for this
- Attendance during regularly scheduled work hours and outside of regular hours as
- Effective and respectful communication and interactions with other employees, supervisors, individuals from other organizations, and citizen
ADDITIONAL JOB FUNCTIONS:
- Participates in training and education opportunities to maintain and improve proficiency and required licenses.
- Perform other duties as requested.
This position uses a variety of equipment typical to a traditional office setting. Such equipment may include, but is not limited to, personal computers, printers, telephones, fax machines, copy machines, calculators, scanners and postage machine.
KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of municipal
- Knowledge of modern office methods, procedures and practices.
- Ability to cooperate with a wide range of
- Ability to maintain appropriate level of discretion with confidential
- Ability to organize assignments, prioritize tasks and independently complete work in a timely manner including during stressful situations and under
- Ability to keep accurate and complete records, files,
- Ability to read and analyze technical information and spot
- Ability to prioritize work, research files, and solve
- Ability to operate office equipment including a computer and related software, telephone, copier, facsimile machine, calculator, postage machine and learn and maintain new software and
- Ability to type or enter data into computer with speed and accuracy.
- Ability to provide excellent customer service to the City
- Ability to work under pressure and with frequent
- Ability to effectively communicate ideas, explanations, and recommendations, orally and in writing.
- Ability to establish and maintain effective working relationships with community groups, commissions, elected officials, employees, and the general
- At least one (1) year of experience in an office
- At least one (1) year of experience with Microsoft Word and Microsoft Excel.
- AAS degree in accounting, finance, business administration or related field.
- Experience in accounts receivable, accounts payable and payroll
- At least one (1) year of experience in a local government setting.
- Bachelor’s degree in accounting, finance, business administration or related field.
- At least two (2) years’ experience in customer service.
- At least two (2) years’ experience with a computer, including Microsoft Office.
- Municipal Certified Clerk designation desired.
- Minnesota Notary Public Commission desired.
- EMT and/or Firefighter certifications desired.
CONDITIONS OF EMPLOYMENT:
- Must possess a valid Minnesota Driver’s License.
- Must comply with organizational and departmental policies.
- Must successfully pass a reference, credit and background check.
The City of Lewiston is planning the 2019 Street Improvement project, which includes improvements along Rice Street, First Street, Second Street, Country Club Drive and Benike Street. The City of Lewiston was awarded a Local Road Improvement Program (LRIP) grant from the Minnesota Department of Transportation (MnDOT) in the amount of $640,000 in the fall of 2018.
In order to take advantage of the grant funds MnDOT required the City to cancel the contract with A-1 Excavating and rebid the remaining work items using MnDOT guidelines.
- Neighborhood Informational Meeting – May 23, 2017
- Prepare Feasibility Report – October 2017
- Neighborhood Informational Meeting – November 2, 2017
- Neighborhood Informational Design Meeting – February 2018
- Bid Opening – April 5, 2018
- Neighborhood Informational Meeting – April 2018
- Award Contract – April 28, 2018
- Begin Construction – May 2018
- LRIP Grant Award – Fall 2018
- Rebidding of Contract – May 2019
- Construction – July – September 2019
- End Construction – October 2019
Maps & Documents
- Newsletter No. 1 – April 27, 2018
- Newsletter No. 2 – June 6, 2018
- Newsletter No. 3 – July 11, 2018
- Newsletter No. 4 – July 17, 2018
- Newsletter No. 5 – August 15, 2018
- Newsletter No. 6 – September 24, 2018
- Newsletter No. 7 – October 29, 2018
- Newsletter No. 8 – April 24, 2019
- Newsletter No. 9 – June 10, 2019
- Newsletter No. 10 – July 3, 2019
DESCRIPTION OF WORK: Along with the Public Works Director, this position is responsible for the city’s water system, sanitary sewer system, storm sewer system, operation and maintenance of city streets, alleys and parking lots, parks and shade tree. Provides manual labor and operates and maintains public work’s department equipment as required to provide timely and efficient general maintenance services to the entire city operations. Works in various areas of the public works department such as streets, utilities, parks or maintenance. Keeps a record of time and materials used.
ESSENTIAL JOB FUNCTIONS:
- Works on city streets, alleys, parking lots, sidewalks, curbs street signs, shade tree, sewer lines, pump station, buildings and facilities, so as to insure the highest level of maintenance at the most favorable cost within the
- Submits necessary state and other necessary units, regarding operation of the city’s water and sewer systems and
- Works on water, sewer, and storm sewer maintenance and
- Maintains accurate records relating to the repair and maintenance of streets, sewer lines, lift station, and equipment as a guide to analyzing recurring
- Maintains services on city sidewalks, cross walks, parking lots, street cleaning, traffic signs, curbs and parking
- Performs various maintenance tasks associated with all public works areas: streets, parks, sewer and water & storm
- Operate departments within annual budget and capital outlay priority list.
- Samples and tests water and sewer and keep appropriate records as required by the
- Reads water meters, records findings and forwards to deputy clerk/utility billing clerk for Advises deputy clerk of non-functional meters and installs and repairs water meters.
- Locates underground water and sewer lines for “gopher-one”
- Compiles and reports inventories and data and maintains accurate
- Maintains and repairs maintenance equipment; logs all maintenance and
- Records time and equipment used and submits information to the deputy clerk for billing to property
- Mows grass and removes snow around pump
- Basic plumbing and electrical repairs
- Cleans and maintains park restrooms, playground equipment and Paints picnic tables, restrooms and buildings when indicated
- Mows City-owned vacant lots.
- Maintenance of streets, storm sewers, water and sanitary
- Repairs and maintains city buildings; blows snow and shovels snow from sidewalks; applies gravel or salt to sidewalks; plows snow from city parking lot.
- Cleans City Hall and Community Center.
- Performs maintenance services on city street and alley right-of-way through the operation of motor graders, front-end loaders, plows, tractors, etc., or by manual
- Operates various mechanic shop power equipment and hand tools such as grinders, drill, saw, mechanic instruments and tools, welders, torch,
- Personally responds to emergency service calls on a 24-hour a day basis as necessary per the on-call
- Attends meetings of the City Council, and other meetings as assigned or Performs other duties and responsibilities as assigned. Responds to service request and complaints of citizens in a pleasant and tactful manner and resolves problems in a manner, which maintains respect for city government.
- Represents the City in contacts with public as well as with engineers, contractors, other employees, other city officials and outside units of government in a manner, which will maintain
- Performs various preventative and corrective maintenance services on City equipment and vehicles to insure safe and proper
- Install seasonal banners and flags and holiday
- Operates and maintains well house, pump house and water
- Maintains fire hydrants including lubricating and
- Cleans and maintains city
- Maintains city signs for public
- Attends the necessary training to maintain their proper
- Works on street surface and parking lot maintenance, salting, sanding signing and striping, snow removal and right-of-way
- Performs other job-related duties as
KNOWLEDGE, SKILLS AND ABILITIES:
- Knowledge of tools, methods, operations, and materials used in water facilities.
- Knowledge of laboratory testing involved in water and wastewater
- Knowledge of Storm Sewer
- Knowledge of the occupational hazards and safety precautions necessary to perform manual and maintenance work with the city’s utility
- Knowledge of the rules and regulations related to water
- Knowledge in sanitary sewer and storm sewer cleaning, maintenance and operation.
- Knowledge of the maintenance of a water tower, wells and filtration operations.
- Knowledge of and experience in street construction and maintenance.
- Ability to serve citizens in a tactful manner and resolve problems in a matter that maintains respect for city government.
- Skilled in the repair and maintenance of utility equipment and
- Skilled in testing water
- Ability to perform heavy manual labor, sometimes under adverse
- Ability to communicate effectively with other city employees, city council, sales personnel, the general public, and regulatory
- Ability to read and follow technical manuals and
- Ability to read gauges, detect problems, and responds appropriately to
- High School Diploma or GED.
- Valid Minnesota driver’s license.
- Mechanical aptitude is a must.
- Ability to become licensed as a water and/or wastewater operator.
- EMT and/or Firefighter certifications desired.
CONDITIONS OF EMPLOYMENT:
- Must possess a valid Minnesota driver’s license.
- Must successfully pass a reference and background check.
- Must successfully pass a pre-employment physical.
- Must comply with organizational and departmental policies.
- Must carry cell phone at all times during work and on-call times.
- Ability to establish and maintain cooperative working relationship with city officials and city staff, state and federal agencies and the public.
EDUCATION AND EXPERIENCE: Completion of coursework required for high school graduation or its equivalent. Thorough knowledge to operate water treatment plants and knowledge of electronics and mechanics. Knowledge in sanitary sewer and storm sewer cleaning, maintenance and operation. Knowledge of the maintenance of a water tower, wells and filtration operations. Knowledge of and experience in street construction and maintenance. Thorough knowledge of the use and operation of all public works department equipment.
WORKING SCHEDULE: The typical work hours for this position are 7:00 a.m. through 3:30 p.m., Monday-Friday (with a 30- minute lunch period and two 15-minute rest periods). Other hours will be required, as this position is responsible to attend City Council meetings and other meetings as assigned or requested. Every third weekend to be on-call and read the pumps at the filter plant and lift station. On- call weekend must be able to respond to emergency or situation within 35 minutes (within 3 months of hire) and must be able to respond by telephone within 10 minutes as per on-call policy.
WORKING CONDITIONS: This position involves potential exposure to dust, dirt, fumes, gases, chemicals, noise, excessive noise, vibration, infectious diseases, pressurized equipment, explosive material/equipment, burning material/equipment and moving objects. This position must work inside, outside, in confined areas, work at heights, work on uneven ground, work underground, work alone, work with others, work around others, and have contact with the public. This position is exposed to heat, cold, extreme cold, wetness, humidity and marked changes in temperature on humidity.
Position includes 2 hours of sitting, 3 hours of standing and 3 hours of walking. Activities that occur infrequently or up to 60 minutes per day are bending/stooping, squatting, crawling, crouching, kneeling, pushing, pulling, twisting, climbing staircase or other height, reaching at shoulder level, with the right, left or both shoulders, reaching above shoulder level with the right, left, or both shoulders, reaching below shoulder level with right, left, or both shoulders at the same time, use of fingers and hands repetitiously for fine manipulation, sense of touch, use of left, right and both feet in repetitive actions, talking and hearing. Must be able to see using near vision, far vision, depth perception, accommodation, color vision and field of vision/ peripheral and smell. This position requires carrying and lifting up to and over 75 pounds up to 60 minutes a day.
EXAMPLES OF EQUIPMENT UTILIZED: Use of a variety of gas, electric and air power tools, computers, calculators, radios, cell phones, laboratory equipment, measure and meter equipment and electrical equipment. Vehicles such as backhoe, loader, dump trucks, pickups, handheld computer to read meters, power drill, power saw, grinder, torch, cut off saw, pumps, jack hammer, riding mower, push mower, weed ships, communication radio, office equipment, computer and hedge trimmer.
The city of Lewiston, Minnesota, finds that it is in the best interest of the residents of the city
to assume basic responsibility for control of snow and ice on city streets. Reasonable ice and
snow control is necessary for routine travel and emergency services. The city will attempt to
provide such control in a safe and cost-effective manner, keeping in mind safety, budget,
personnel, and environmental concerns. The city will use city employees, equipment and/or
private contractors to provide this service. This policy does not relieve the operator of private
vehicles, pedestrians, property owners, residents and all others that may be using public
streets, of their responsibility to act in a reasonable, prudent and cautious manner, given the
prevailing street conditions.
When Will the City Start Snow or Ice Control Operations?
The Public Works Director will decide when to begin snow or ice control operations. The
criteria for that decision are:
A. Snow accumulation of two (2) inches or more;
B. Drifting of snow that causes problems for travel;
C. Icy conditions which seriously affect travel; and
D. Time of snowfall in relationship to heavy use of streets.
Snow and ice control operations are expensive and involve the use of limited personnel and
equipment. Consequently, snowplowing operations will not generally be conducted for
snowfall of less than two (2) inches.
A Snow Emergency may be declared at the discretion of the Public Works Director to allow
City crews to plow the full width of the streets. Upon declaration of a Snow Emergency,
vehicles must be removed from the City streets. Snow Emergencies take effect from the time
determined by the Director. Any vehicle parked in violation of parking restrictions will be
removed and impounded. Notice will be made to the City cable channel, the City Facebook
pages, and KTTC-TV weather information.
The Public Works Director will determine if and when snow will be removed from the area
by truck. Such snow removal will occur in areas where there is no room on the boulevard for
snow storage and in areas where accumulated piles of snow create a hazardous condition.
Snow removal operations will not commence until other snowplowing operations have been
completed. Snow removal operations may also be delayed depending on weather conditions,
personnel and budget availability. The snow will be removed and hauled to a snow storage
area. The snow storage area will be located so as to minimize environmental problems.
Priorities and Schedule of Streets to be Plowed
The city has classified city streets based on the street function, traffic volume and importance
to the welfare of the community. Those streets classified “First Priority” will be plowed first.
These are high volume routes, which provide access for emergency fire, police, ambulance
and city services. The second priority streets are those arterial and collector streets. The third
priority streets are the commercial streets. The fourth priority streets are the residential
streets. The fifth priority areas are cul-de-sacs and parking lots. (See Priority List Attached).
During significant and severe storms, the city must be prepared to move personnel and
equipment to maintain higher priority routes first. In fulfilling the need to have all streets safe
and passable, when resources are limited, plowing of all other streets may be stopped at any
time so resources can be shifted to higher priority routes.
Unforeseeable circumstances may cause delays in completing assigned plow routes. Such
circumstances may include weather conditions that endanger the safety of snowplow
operators and/or safe and effective operation of equipment, commuter traffic, disabled
vehicles, poor visibility conditions, parked cars along streets, assistance to emergency
response vehicles, equipment breakdown, and personnel shortages.
Work Schedule for Snowplow Operators
Snowplow operators will be expected to work their assigned shifts. In severe snow
emergencies, operators sometimes have to work longer shifts, but will be paid overtime for
hours in excess of 40 per week. However, because of budget and safety concerns, no operator
shall work more than a twelve-hour shift in any twenty-four hour period. While work breaks
are not guaranteed, generally operators will take breaks in accordance with city policy,
provided the breaks do not interfere with city services or operations. In addition, operators
will be allowed sufficient time to eat a meal during any shift which is eight or more hours.
After a twelve-hour shift, the operators will be replaced if additional qualified personnel are
The city recognizes that snowplow operators are exempt from traffic regulations set forth in
Minnesota Statutes, Chapter 169 while actually engaged in work on streets, except for
regulations related to driving while impaired and the safety of school children. Pursuant to
this authority, snowplow operators engaged in snow removal or ice control on city streets
have discretion to disregard traffic laws set forth in Chapter 169, except for laws relating to
impaired driving and school children safety, when in their judgment, it is safe to disregard
such laws. The privileges granted herein to operators of snow removal and ice control
vehicles shall apply only if the vehicle is equipped with one lighted lamp displaying a
flashing, oscillating, or rotating amber light placed in such a position on the vehicle as to be
visible throughout an arc of 360 degrees.
Snow and ice control operations will be conducted only when weather conditions do not
endanger the safety of snowplow operators and equipment. Factors that may delay snow and
ice control operations include: severe cold, significant winds, and limited visibility.
Use of Sand, Salt, and Other Chemicals
The city will use sand, salt, and other chemicals when there are hazardous ice or slippery
conditions. The city is concerned about the effect of such chemicals on the environment and
will limit its use for that reason.
The city will maintain some of the sidewalks in the city. The list of those sidewalks is
attached. As there are a limited number of personnel available, the city will only maintain
these sidewalks after the streets have been plowed. It is the responsibility of the resident
and/or property owner to remove all accumulated snow from all other sidewalks along public
streets adjoining their property. This includes any snow plowed from public streets onto the
Damage to a mailbox is a risk that snowplow operators face during their winter plowing
requirements. The city will conduct a review of each mailbox damage claim to determine
whether the city has any legal responsibility for the damage and, if so, to replace or provide
reimbursement for the mailbox. If the city, in its discretion, determines that reimbursement or
replacement is appropriate, the city may:
1) At the mailbox owner’s request, replace the mailbox with a standard size, non-decorative
metal mailbox and replace the support post as necessary with a 4” x 4”, decay resistance
wood support post, both which will be installed by the city;
2) Provide reimbursement in a reasonable amount for the mailbox and support posts that
meet the city’s ordinance standards, as well as state and federal requirements for mailbox
size, support and placement.
Formal complaints require the completion of a Citizen Complaint Form, available at City
Hall. Calls requiring service will be transferred to the Public Works Director for scheduling.
Emergency complaints will be handled in an expeditious manner as resources are available.
Deviation from Policy
The Public Works Director may deviate from this policy when in his or her judgment it is in
the best interest of the city or is necessary because of budget needs or other circumstances.
Changes in priorities (lasting more than 4 hours) will be documented as to what caused such
actions, why the change was necessary, and for how long the change is to be in effect. Those
city employees and/or contractors affected will be notified immediately by radio or cell
phone of such changes with all communications logged. Information logged will include the
time and date of the communication, name of employee contacted, and how they were
contacted. Any changes of priorities lasting more than 24 hours should be made in a written
record and the public should be informed of such changes through normal methods used by
the city for emergency notifications.
Review and Modification of Policy
The Public Works Director shall keep on file all comments and complaints received
regarding this policy. The policy will be reviewed periodically. Any review will consider
comments and complaints since the last review and any other factors affecting the policy or
Lewiston is planning new improvement for the city into 2019 including updates to Rice Street, First Street, Second Street, and more. These improvement are made possible by the Local Road Improvement Program (LRIP) grant of $640,000.