SMBA Special Board Meeting

Southwest Michigan Building Authority 7275 West Main Street Kalamazoo MI 49009 269-585-4150 www.swmiba.org Special Board Meeting June 9, 2022 3:00 PM Oshtemo Township Hall North Conference Room 7275 W Main St Kalamazoo, MI 49009 Agenda 1. Call to Order & Roll Call 2. Board Discussion on Staffing Needs 3. Public Comment 4. Adjournment 2022-06-09 Special Meeting SMBA Board Packet | Page 1 of 9 Page 1 of 2 Southwest Michigan Building Authority Board of Directors Meeting Agenda Item Request / Cover Sheet For Meeting Date 6/9/2022 Subject Board Discussion on Staffing Needs Submitted By Office Manager Kyle Gibson Assigned Item # 002 Is board action required? ☑ Yes ☐ No Background Information / Request: We have a backlog of old permits, plan sets, and other historical documents which need to be digitized and imported into the Building Department .NET software. To that end, I am requesting the creation of a temporary part-time clerical assistant position for a period of approximately two months, during which time I am confident that an employee solely dedicated to the task could complete the backlog. While any qualified applicant would be duly considered in accordance with SMBA’s hiring policy and state/federal laws, given the parameters of the proposed position (immediate start, temporary and part-time nature, not eligible for benefits, average pay), I suspect that a majority of potential candidates will be students looking for summer work. Therefore, I am asking that the board moves quickly to approve the creation and posting of the recommended position so as to capture as much of the summer break as possible. If approved by this board, I recommend that the position be posted for a period of one week on our website, and 1-2 other hiring platforms to be determined by the office manager. The draft description for the position lists a salary range (data sourced from O*NET, sponsored by the U.S. Department of Labor). Within that range, I have selected a rate of $15.00 per hour for forecasting purposes. This rate reflects market conditions, and could be negotiated within the approved range for the position based on experience and qualifications. My hope would be to have a qualified candidate selected for board approval at the regular meeting on June 23rd. Implications / Financial Impact: See attached projected cost document. List / Describe Any Supporting Documents: 02a DRAFT Clerical Assistant Position Description : This document describes the recommended position. 02b Clerical Assistant Salary Range Data : This document shows the national, state, and local wage data for a similar set of jobs and is sourced from O*NET which uses BLS wage data. 02c Projected Cost Temporary Part-Time Clerical Assistant : This document lists the estimated overall costs associated with the creation of the position. 2022-06-09 Special Meeting SMBA Board Packet | Page 2 of 9 Page 2 of 2 Suggested Motion: A motion to approve the creation of a new Clerical Assistant position as described; to authorize the necessary budget amendment in the amount of $5,814.00; to authorize the office manager to post the job for a period of one week and present a qualified candidate for board approval at the June 23rd regular board meeting. 2022-06-09 Special Meeting SMBA Board Packet | Page 3 of 9 Southwest Michigan Building Authority Position Description 02a DRAFT Clerical Assistant Position Description Page 1 of 2 Job Title: Clerical Assistant Reports To: Office Manager Effective Date: Employee Type: Non-Exempt Pay Frequency: Bi-Weekly Pay Type: Hourly Salary Range: $11.30 to $28.31 Full Time / Part Time: Temporary, Part Time @ 24-30 Hours / Week Remote Work Ability: None Best-match O*NET Code 43-9061.00 – Office Clerks, General Job Summary Perform general clerical duties as assigned, including but not limited to answering telephones, typing or word processing, office machine operation, filing, and scanning. Supervisory Responsibilities None Duties / Responsibilities • Operate office machines, such as photocopiers and scanners, facsimile machines, voice mail systems, and personal computers. • Answer telephones, direct calls, and take messages. • Communicate with customers, employees, and other individuals to answer questions, disseminate or explain information, take orders, and address complaints. • Maintain and update filing, inventory, mailing, and database systems, either manually or using a computer. • Compile, copy, sort, and file records of office activities, business transactions, and other activities. • Review files, records, and other documents to obtain information to respond to requests. • Open, sort, and route incoming mail, answer correspondence, and prepare outgoing mail. • Count, weigh, measure, or organize materials. Required Skills / Abilities • Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. • Reading Comprehension — Understanding written sentences and paragraphs in work-related documents. • Speaking — Talking to others to convey information effectively. 2022-06-09 Special Meeting SMBA Board Packet | Page 4 of 9 Southwest Michigan Building Authority Position Description 02a DRAFT Clerical Assistant Position Description Page 2 of 2 • Writing — Communicating effectively in writing as appropriate for the needs of the audience. • Coordination — Adjusting actions in relation to others’ actions. • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems. • Service Orientation — Actively looking for ways to help people. • Social Perceptiveness — Being aware of others’ reactions and understanding why they react as they do. • Time Management — Managing one’s own time and the time of others. Education and Experience High school diploma or equivalent is required. Physical Requirements • Must be able to withstand prolonged periods sitting at a desk and working on a computer. • Must be able to lift up to 50 pounds at times. 2022-06-09 Special Meeting SMBA Board Packet | Page 5 of 9 Local Wages 43-9061.00 – Office Clerks, General Bright Outlook Annual Wages Hourly Wages In Kalamazoo-Portage, MI: Workers on average earn $17.48 per hour. 10% of workers earn $11.60 or less per hour. 10% of workers earn $27.01 or more per hour. In Michigan: Workers on average earn $18.00 per hour. 10% of workers earn $11.80 or less per hour. electrician Wages for state: Michigan Wages near ZIP Code: 49009 $17.81 $11.30 $18.00 $11.80 $17.48 $11.60 $10 $15 $20 United States Michigan Kalamazoo-Portage Go Go Go 2022-06-09 Special Meeting SMBA Board Packet | Page 6 of 9 10% of workers earn $28.19 or more per hour. In the United States: Workers on average earn $17.81 per hour. 10% of workers earn $11.30 or less per hour. 10% of workers earn $28.31 or more per hour. Source: Bureau of Labor Statistics 2021 wage data . Full Details Save Table: XLSX CSV United States $11.30 $14.14 $17.81 $22.55 $28.31 Michigan $11.80 $14.34 $18.00 $22.58 $28.19 Kalamazoo-Portage, MI $11.60 $14.09 $17.48 $21.91 $27.01 Ann Arbor, MI $11.27 $13.90 $17.64 $22.60 $28.15 Balance of Lower Peninsula of Michigan nonmetropolitan area $11.23 $13.94 $17.48 $21.77 $23.18 Battle Creek, MI $13.62 $14.36 $18.12 $22.44 $28.14 Bay City, MI $11.60 $14.02 $17.65 $21.63 $23.22 Detroit-Warren- Dearborn, MI $13.94 $14.57 $18.29 $22.94 $28.77 Flint, MI $11.40 $14.32 $17.91 $22.45 $23.91 Grand Rapids-Wyoming, MI $13.48 $14.32 $17.85 $22.34 $27.76 Jackson, MI $11.60 $14.22 $17.74 $22.23 $27.08 Lansing-East Lansing, MI $14.13 $14.52 $18.13 $22.96 $28.54 Midland, MI $13.63 $14.27 $17.77 $22.62 $28.42 Monroe, MI $11.47 $14.34 $17.91 $22.58 $28.37 Muskegon, MI $11.41 $13.79 $17.35 $21.59 $23.91 Niles-Benton Harbor, MI $11.33 $13.86 $17.43 $21.61 $23.91 Location Hourly Low (10%) Hourly Q (25%) L Hourly Median (50%) Hourly Q (75%) U Hourly High (90%) 2022-06-09 Special Meeting SMBA Board Packet | Page 7 of 9 Northeast Lower Peninsula of Michigan nonmetropolitan area $11.25 $13.88 $17.47 $21.76 $23.03 Northwest Lower Peninsula of Michigan nonmetropolitan area $13.00 $14.02 $17.54 $21.65 $23.18 Saginaw, MI $11.30 $14.02 $17.48 $21.91 $26.54 South Bend-Mishawaka, IN-MI $11.27 $14.00 $17.52 $22.04 $27.74 Upper Peninsula of Michigan nonmetropolitan area $11.22 $13.88 $17.27 $21.73 $23.03 Was this page helpful? Job Seeker Help • Contact Us Share: Link to Us • Cite this Page License Follow us: About this Site • Privacy • Disclaimer Site updated May 24, 2022 Location Hourly Low (10%) Hourly Q (25%) L Hourly Median (50%) Hourly Q (75%) U Hourly High (90%) electrician Go 2022-06-09 Special Meeting SMBA Board Packet | Page 8 of 9 Employee Type Non-Exempt Pay Type Hourly Pay Frequency Bi-Weekly Reccomended Pay Rate $15.00 Hours / Pay Period 60 Eligible for Benefits? No Base Pay / Period $900.00 Employer Social Security Tax (6.2%) $55.80 Employer Medicare Tax (1.45%) $13.05 Total Employer Cost / Period $968.85 Proposed Start Date 6/24/2022 Proposed End Date 8/19/2022 # of Pay Periods in Date Range 6 Total Projected Employer Cost $5,813.10 Projected Cost of Employment Temporary Part-Time Clerical Assistant 2022-06-09 Special Meeting SMBA Board Packet | Page 9 of 9