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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.