ITEM 6.2 Hiring Finance Assistant IIT 0
Ot C1Y e 0
MINNESOTAg
DEPARTMENT INFORMATION
Request for
City Council Action
im-
ORIGINATING DEPARTMENT-
Administration
REQUESTOR:
Lori Johnson, City Administrator
MEETING DATE:
September 23, 2013
PRESENTER(s):
REVIEWED BY'
ITEM #:
Dan Jordet., Administrative
Lori Johnson, City Administrator
6.2 Motion Approving Job
Services Director
Description and Authorizing
Recruitment of Firance Assistant
11
AGENDA ITEM DETAILS
RECOMMENDATION:
It is recommended that the City Council consider approving a motion allowing the City Administrator to
proceed with recruitment of a replacement staff member to serve as Finance Assistant II
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUNDIJUSTIFICATION"
The former Finance Assistant 11, Sue Frisch, left the employ of the City of Otsego on September 6, 2013
following her unsolicited voluntary resignation from the position. The Finance Assistant 11 is responsible
for processing payments to vendors, tracking and monitoring escrow accounts, assisting the Utility
Billing I with customer service activities, performs various accounting and reporting tasks under the
supervision of the Administrative Services Director, and acts in a backup role for other functions
performed by the Finance Department or, when needed, for other City functions as appropriate.
The role of the Finance Assistant 11 is very important in keeping financial information updated and
current by processing payments to vendors in a timely and accurate fashion and assisting the
Administrative Services Director in assembling reports for the City Council, City Administrator,, for other
City Departments and for financial reporting requirements of the State of Minnesota.
The job description for this position has been reviewed and several revisions have been suggested. The
primary and critical elements of the job have been emphasized by placing them near the top of the list
of duties. Also, those duties requiring the most time for the employee have been emphasized by listing
them at the top of the duties section. Duties formerly listed for the position and for which the Finance
Assistant 11 is not the primary person responsible have been reworded. Minimum qualifications have
been left as before with the requirement of a 2 -year degree and relevant experience.
Ms. Frisch was working a 25 hour per week schedule at her own request. Staff would like to recruit the
new Finance Assistant Hfor aminimum 32hour per week schedule. This would becomprised Offour
seven -hour workdays from Monday through Thursday and one four-hour workday on Friday.
Training on primary duties and cross training on other duties for the Finance department will be
important toassuring the success ofthe new employee inthis position. Atthe same t|me,|twill be
important to take advantage of any opportunities to enhance training of current staff that may be
available during training ofthe new staff member. These opportunities will most likely involve training
in operation of the Case||esoftwans used for paying bills, receipting. revenues, maintaining financial
reporting and billing and collecting of utility charges.
SUPPORTING DOCUMENTS: x/n7Ao*Eo owowE
m Original Finance Assistant U job description
m Revised Finance Assistant U job description for consideration
POSSIBLE MOTION
Please word motion ooyou would like nmappear mthe minutes.
Move that the revised job description for the Finance Assistant 11 position be approved and that the City
Administrator be authorized to recruit a new employee to fill that position for 32 hours per week
-subject to approval f the appointment by the City Council.
BUDGET INFORMATION
rumo/wG- BUDGETED: XYca
Former: 25hr/wk at$237Z=$3(�1O8
Proposed Hire: 32 hr/wk at $ 20.24 $ 33,679 uN0
ACTION TAKEN
oAPPROVED AoREQUESTED ooEN|Eo oTAoLEo ooTHeR (List changes)
ooMmewra
Finance Assistant 11
City of Otsego
Title of Class: Finance Assistant 11
Revised Date: June 1, 2009
'LSA: Non -Exempt
Pay Grade: 8
DESCRIPTION OF WORK
General Statement of Duties: Performs skilled escrow accounting and accounts payable work for
the City and assists with utility billing, assessments and miscellaneous accounts receivable;
performs related duties as required,
It
Supervision Received: Works under the general supervision of the Finance Director.
Sw)ervision Exercised: None.
TYPICAL DUTIES PER]Fi ORMED
The listed examples may not include all duties performed by all positions in this class. Duties
may vary soniewhat from position to position within a class.
*Establishes general ledger escrow accounts, reconciles escrow activity with the general ledger
accounts and recommends journal entries to con-iplete reconciliation process.
*Identifies the escrow collection status for review by Administration and City Council and
prepares quarterly statements for Cowicil review.
*Responds to developer inquiries on account status and prepares statements for developers
detailing invoices applied to the escrow.
*Works with the City Attorney, Engineer, Planner and staff to ensure deposits and changes are
accounted for as anticipated.
*Sorts and sends invoices to department heads for approval; audits invoices against supporting
documentation, assigns or reviews account coding of claims and prepares claims list for
Council approval.
*Researches billing questions and discusses with vendors to resolve inconsistencies or refers to
department head.
*Enters invoice data, verifies and processes batches, prints checks and reconciles to invoices.
Prepares and issues checks after Council approval and ensures all bills are paid in a timely
manner.
*Assists with the implementation of, and compliance with, the City's purchasing policy.
:*Maintains vendor files, determines W-9 compliance for independent contractors and prepares
and issues 1099s in compliance with State and federal requirements.
*Assists with preparation and processing of month-end journal entries.
*Assists the Finance Direetor with preparation of the annual City budget by entering annual
budget revenue and expenditure requests and generates and proofs appropriate reports.
*Creates draft budget documents and CIP schedules and finalizes after City COUncil approval.
Oriaizial Job Descriptioii
Finance Assistant 11
City of Otsego
*Maintains up-to-date customer utility account information, establishing new accounts and
preparing final accounts.
*Enters utility billing data into utility billing software and reviews for conipletel-less and
accuracy.
*Responds to customer inquiries and complaints regarding utility bills.
May contact and resolve utility billing software issues with provider.
Identifies utility billing and customer service issues and reconimends solutions.
*Assists with daily deposits and monthly utility billing processes.
*Identifies and coordinates meter inspections, repairs and replacements as needed.
*Con-ipletes special assessment searches as requested froin real estate agents, title companies,
homebuyers and the general public.
*Prepares assessment roll for outstanding escrow accounts, past due invoices and storm water
billing for properties not served by city water and sewer.
*Adds new City parcels and prepares and reconciles fire assessments; obtains property
valuations for the city contracted fire service.
*Maintains special assessment records for all projects from Council approval to certification by
the county for collection; reconciles the County's assessment records with those
maintained by the city.
*Prepares memos, correspondence, statements and other information to properly document
billing issues, coinplaints and adjustments using word and spreadsheet applications.
*Researches, analyzes and reports on special projects and creates spreadsheets as requested
including water, sewer and capital improvement plan.
Provides backup for payroll, deposits and accounts receivable as needed in the absence of the
Finance Assistant 111.
*Prepares bills for miscellaneous projects and manages collection.
Assists with development and implementation of citywide accounting policies and procedures.
*Generates financial reports as requested.
*Assists Public Works in creating and maintaining project spreadsheets and updating material
costs.
*Assists audit firm with am-tual audit as requested.
Performs other duties as needed or require
XNOWLE DGE, SKILLS AND ABILITIES
*Considerable knowledge of accounts payable, escrow accounting and utility billing processes.
*Considerable knowledge of Finance Department policies and procedures and City purchasing
and assessment policies and procedures.
*Working knowledge of accounting and bookkeeping practices, procedures and financial
re-D01-tingin municipal govenunent.
Working knowledge of relevant City operations, ordinances, policies and procedures.
*Considerable skill in operating office equipment including a personal computer with specialized
and standard office and specialized software, including accounting, word processing,
spreadsheets and utility billing,
Finance Assistant It
City of Otsego
*Considerable ability to establish effective working relationships and to communicate
effectively, both orally and in writing, with customers, vendors, City staff, auditors and
the general public.
*Considerable ability to perform mathematical calculations, prepare spreadsheets, analyze data
and identify and resolve discrepancies,
*Considerable ability to organize and prioritize the work and meet deadlines.
*Considerable ability to enter information witli speed and accuracy and to inaintain accurate and
complete records and documentation.
*Considerable ability to work independently and as part of a team.
*Considerable ability to handle detail and accurately process transactions and solve problems.
*Working ability to sit for long periods of time and manipulate objects using fine motor skills for
extended periods.
*Working ability to prepare or generate financial reports.
Working ability to bend, stoop, push, pull and reach periodically.
MINIMUM QUALIFICATIONS
Completion of an associate degree in accounting or a related field and two years of experience
working with accounts payable and general ledger accounting using specialized accounting
software or an equivalent combination of education and experience.
A steri sked items are essential to the i ob
OP
r ging-I Job Des—criptim
CITY OF
C)t e 0
MINNESOTA g Position Description
Position: Finance Assistant 11
Reports to: Administrative Services Director
Supervises: N/A
FLSA Status: Non-exempt
Pay Grade: 8
Date Approved: September 23, 2013 (proposed)
DESCRIPTION OF WORK
General Statement of Duties: Performs skilled accounting or including accounts payable,
special assessments, development escrows, accounts receivable and reporting; serves as
backup to Utility Clerk and receptionist; performs other finance and administrative duties
as required.
Supervision Received: W01-kS Under the direction of the Administrative Services Director.
Supervision Exercised: None.
MAJOR JOB FUNCTIONS
1. Accounts Payable:
a. Receive and distribute invoices to department heads for approval; check
returned invoices against supporting documentation, assign or review
account coding of claims and prepare claims list for City Council approval
b. Enter invoice payment data in software system, verify and process payment
data in software system, verify and process payment patches, print checks,
reconcile to invoices
c. Prepare and issue checks after Council approval and ensure all bills are paid
in a timely manner
d. Assist in assuring compliance with the City's purchasing policy
e. Maintain vendor files, determine W-9 compliance for applicable vendors,
prepare and issue 1099's in compliance with State and Federal requirements
2. General Accounting:
a. Escrow accounts
i. Maintain escrow accounts, reconcile escrow activity with the general
ledger accounts and prepare journal entries to complete
reconciliation process
ii. Identi fy the escrow collection s tatu s for re'ie r by Administration and
City Council; prepare quarterly statements for Council review
iii. Respond to developer inquires on account status and prepare
statements for developers detailing invoices applied to the escrow
b. Special Assessments (excluding Utility Assessments)
i. Complete special assessment searches as requested
Prepare assessment roll for outstanding escrow accounts and past
due invoices
iii. Bill properties not served by City water and sewer for storm water
fee, maintain list of property for billing
iv. Maintain special assessment records for all projects from Council
approval to certification by the county for collection; reconcile the
County's assessment records with those maintained by the City
c. Other
i. Prepare bills for projects and manage collection
ii. Assist with annual audit as requested
iii. Assist with preparation and processing of month-end journal entries
3. Reporting and Special Projects:
a. Prepare memos, correspondence, statements and other information using
word processing and spreadsheet applications
b. Research, analyze and report on special projects and create spreadsheets as
requested
c. Create financial reports as requested
d. Assist other departments. in creating project/program spreadsheets and
tracking and reporting project/program costs
4. Staff Backup:
a. Assist in entry and processing of utility billing data as needed
b. Respond to customer inquiries and complaints regarding utility bills as
needed
c. Identify and coordinate meter, inspections, repairs, and replacements as
needed
d. Assist with daily deposits and monthly utility billing processes as needed
e. Provide backup for payroll, deposits, and accounts receivable as needed
f. Assist with City Hall receptionist and administrative backup as needed
S. Other:
a. Promote a positive and motivating environment
b. Follow all safety procedures
c. Provide exceptional customer service to residents, developers, elected and
appointed officials
d. Make decisions that are always in the best interest of the City, its residents
and businesses
e. Perform other duties and projectsas assigned
f. Confer with supervisor, peers, and employees to discuss issues and resolve
issues
KNOWLEDGE, SKILLS AND ABILITIES
• Knowledge of accounts payable, escrow accounting, and utility billing processes.
Knowledge of Finance Department policies and procedures, City purchasing
policies and procedures and assessment policies and procedures.
•Working knowledge of accounting and bookkeeping practices, procedures and
financial reporting in municipal government.
Working knowledge of relevant City operations, ordinances, policies and
procedures.
0 Ability to operate office equipment including a personal computer with
specialized and standard office and specialized software, including accounting,
word processing, spreadsheets and utility billing.
0 Ability to establish effective working relationships and to communicate
effectively, both orally and in writing, with customers, vendors, City staff,
auditors and the general public.
Ability to perform mathematical calculations, prepare spreadsheets, analyze
data and identify and resolve discrepancies.
0 Ability to organize and prioritize the work and meet deadlines.
a Ability to enter information with speed and accuracy and to maintain accurate
and complete records and documentation.
0 Ability to work both independently and as part of a team.
* Ability to handle detail and accurately process transactions and solve problems.
MINIMUM QUALIFICATIONS
1. Associate degree (AA, AS, AAS) in accounting or a related field
2. Two years of experience with accounts payable and general ledger accounting using
specialized accounting software
3. An equivalent combination of education and experience may be substituted for the
educational and experience requirements above
PHYSICAL DEMANDS
Must be able to sit for long periods of time and manipulate objects using fine motor skills
T
for extended periods. Must have ab il I ty to bend, stoop, push, pull, and reach
periodically.
Note: This job description does not constitute a contract or employment agreement.