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3.4 Finance Clerk Job Description Request for City Council Action DEPARTMENT INFORMATION ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE: Administration City Administrator/Finance Director Flaherty April 25, 2022 PRESENTER(s) REVIEWED BY: ITEM #: Consent HR/Assistant City Administrator Hille 3.4 – Finance Clerk STRATEGIC VISION MEETS: THE CITY OF OTSEGO: Is a strong organization that is committed to leading the community through innovative communication. Has proactively expanded infrastructure to responsibly provide core services. Is committed to delivery of quality emergency service responsive to community needs and expectations in a cost-effective manner. X Is a social community with diverse housing, service options, and employment opportunities. Is a distinctive, connected community known for its beauty and natural surroundings. AGENDA ITEM DETAILS RECOMMENDATION: City staff is recommending that the City Council approve a job description and a staff advancement. ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED? No No BACKGROUND/JUSTIFICATION: In January 2022, the City Council authorized recruitment for the Utility Billing position in the Finance Department. After a successful recruitment, the City Council approved the hiring for this position at the March 14, 2022 meeting. The new Utility Billing employee has now started working with the City and is in the process of being onboarded and trained into their position. The next step in the Finance Department staffing plan was to transition the current Utility Billing employee into the new role of Finance Clerk. City staff has drafted the attached job description, which has been reviewed by the employee and the Administrative Subcommittee at their March 9, 2022 meeting. The job description has been scored in the SAFE System by BakerTilly, with recommendation of Pay Grade 7 of the City’s pay plan. City staff is recommending that the City Council approve the Finance Clerk job description and that Mary Olson be advanced into the Finance Clerk position at Pay Grade 7, Step 8, effective as of April 18, 2022. SUPPORTING DOCUMENTS ATTACHED: • Job Description (DRAFT) POSSIBLE MOTION PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES: Motion to approve the Finance Clerk job description and to approve the advance of Mary Olson to the Finance Clerk position at Pay Grade 7, Step 8, retroactive to April 18, 2022. BUDGET INFORMATION FUNDING: BUDGETED: General Fund – Finance Department 101-41600-101 Yes 1        Position:   Finance Clerk  FLSA Status:    Non‐Exempt  Pay Grade:    7  Approved:    April 25, 2022 (PENDING CITY COUNCIL APPROVAL)        DESCRIPTION OF WORK  General Statement of Duties: Responsible for performing skilled accounting functions, including, but not  limited to: cash receipting, utility billing, development escrow maintenance, special assessments,  accounts payable, and performs other finance and administrative duties as required.  Immediate Supervisor:  Finance Director  Supervises:  None  MAJOR JOB FUNCTIONS  1. Cash Receipts and Accounts Receivable:  a. Accept payments, record within the cash receipting software, provide receipts and  retain supporting documentation.  b. Compilation of daily receipts and preparation of daily deposits.  c. Prepare documentation and send billing invoices.    2. Utility Billing and Administrative Support:  a. Serve as the primary backup to the Utility Billing position for utility billing job functions.  b. Provide customer service via phone, email and at the service counter.  c. Customer account maintenance including establishing new accounts and property sales.  d. Accept payments, record within the utility billing software, provide receipts and prepare  daily deposits.  e. Assist the Utility Billing position with customer service requests, monthly billing, meter  issuance, meter maintenance, and other tasks as needed.  f. Coordinate with the Utility Department as needed.          2    3. Development Escrows:  a. Responsible for maintenance of funds held by the City as escrow or security for  development, planning, and engineering related items.  b. Respond to inquiries on account status and prepare statements of escrow accounts  when requested detailing activity of the account.  c. Timely identification of escrow accounts that are overdrawn and are responsible for  preparation of documentation as well as sending an invoice to the appropriate party.  d. Provide monthly monitoring of escrow accounts with summary reports to the Finance  Director upon request.  e. Prepare refunds for escrow accounts as projects are completed.    4. Special Assessments:  a. Complete special assessment searches as requested.  b. Accept payments of special assessments, record within the cash receipting software,  provide receipts and retain supporting documentation.  c. Assist with the preparation of the assessment roll for certification of outstanding escrow  accounts, delinquent utilities, storm water charges, unpaid code enforcement citations,  City projects and development fees.  d. Assist with year‐end reconciliations of County and City assessment records.    5. Accounts Payable:  a. Serve as the primary backup to the Accountant position for accounts payable job  functions.  b. Assist with receiving incoming invoices and match them against supporting  documentation such as packing slips, purchase orders, etc.  c. Assist with uploading invoices and supporting documentation to the accounts payable  workflow software.  d. Maintenance of vendor files within the accounting software, including obtaining W‐9  documentation.  e. Provide tax‐exempt status documentation to vendors upon request.  f. Assist with the preparation and issuance of year‐end tax documents.    6. Other Duties  a. Assist with other duties as needed or assigned by the Finance Director.  b. Assist with election duties as requested by the City Clerk.  c. Perform clerical duties for various departments as assigned.  d. Serve as backup to Administrative Assistant positions as needed.  e. Assist with the maintenance, storage and retrieval of City documents.    7. General  a. Treat fellow employees with respect and integrity.  b. Promote a positive and motivating environment.  c. Provide exceptional customer service.  d. Confer with supervisor, peers, and employees to discuss and resolve issues.  e. Make decisions that are always in the best interest of the City.  f. Perform other duties and projects as assigned.  g. Follow all safety policies and procedures.  h. Follow all City policies and procedures.  3    KNOWLEDGE, SKILLS AND ABILITIES   Working knowledge of accounting practices and procedures.   Working knowledge of current suite of Microsoft Office.   Ability to handle detail and accurately process transactions and solve problems.   Ability to research and comprehend City policies, City ordinances, and State Statutes.   Ability to communicate clearly, professionally, effectively, and precisely both verbally and in  writing.   Ability to plan, prioritize, and organize your work.   Ability to work both independently and as part of a team.   Strong sense of honesty, integrity, and credibility.    MINIMUM QUALIFICATIONS  1. A valid driver’s license.  2. Completion of a two‐year degree in accounting or finance.  3. Three years of experience in an accounting or finance related position.  4. An equivalent combination of education and experience may be substituted for the educational  and experience requirements above.    PREFERRED QUALIFICATIONS  1. Completion of a four‐year degree in accounting, finance or related field.  2. Previous experience with governmental finance operations, audits or software.    PHYSICAL REQUIREMENTS  The physical requirements checked on the attached sheet are representative of those that must be met  to successfully perform the essential functions of this job.  Reasonable accommodations may be made to  enable individuals with disabilities to perform the essential functions.     NON‐DISCRIMINATION POLICY  To perform this job successfully, an individual must be able to perform each duty satisfactorily. The  requirements listed above are representative of the knowledge, skill and abilities required. Reasonable  accommodations may be made to enable individuals with disabilities to perform the essential functions  of the position. The Essential functions listed above are intended as illustrations of the various types of  work that may be performed.  The omission of specific duties do es not exclude them if the work is similar,  related or a logical assignment to the position.    Note:  This job description does not constitute a contract or employment agreement.