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ITEM 5.3 Reorganization of positionsF Otsezo WNNESOTA V DEPARTMENT INFORMATION Request for City Council Action ORIGINATING DEPARTMENT: REQUESTOR: MEETING DATE: Administration Lori Johnson, City Administrator September 28, 2015 PRESENTER(s): REVIEWED BY: ITEM #: Lori Johnson, City Administrator 5.3 AGENDA ITEM DETAILS RECOMMENDATION: Recommend approval of the reorganization of the Finance and Administration departments as outlined on the attachment including approval of items listed below. ARE YOU SEEKING APPROVAL OF A CONTRACT? No IS A PUBLIC HEARING REQUIRED? No BACKGROUND/JUSTIFICATION: When an employee resigns or retires, it creates an opportunity to review the position to determine how well it fits the needs of the department and the City overall. In a growing city, staffing needs often change and evolve with the various stages of growth; thus, it is necessary to realign the organizational structure and adjust position descriptions occasionally to meet the ever -evolving needs of the City. If a position is changed or the organizational structure altered, it is not a reflection on the person who left, but, rather, a proactive approach at matching employees with departmental needs to provide the expertise and skills to handle the workload. Recently, the Finance Assistant II resigned creating a vacancy in the Finance Department. Additionally, a budgeted position to assist the City Clerk, mainly with elections, remained vacant. This combination provided the unique and fortuitous opportunity to review the organizational structure of the Finance and Administration departments at the same time. After careful consideration of several options, one became a clear top choice because of the benefits it provides to both departments. This option includes slightly modifying an existing finance position and transferring it to the administration department, adding an accountant position instead of filling the vacant finance position, eliminating the budgeted administrative/deputy clerk position and consolidating supervision of the Administrative Assistant, Building Permit Technician, and Receptionist Office Assistant. The attached outline explains in detail the organizational changes recommended. The affected staff members have been informed of the recommendation and are supportive. If approved by the Council, the reorganization would not be fully implemented until the Accountant position is filled. However, the change in supervision of the Administrative Assistant, Building Permit Technician, and Receptionist Office Assistant could occur immediately as can the Utility Billing position change to full time. There are several actions the Council must take to implement the recommended reorganization: 1. Approve the position description for the Human Resources Generalist/Deputy Clerk that revises the Finance Assistant III position thereby eliminating the Finance Assistant III position. A position description is attached. Both Tami Loff and Kathy Grover have reviewed the proposed position description and their comments were incorporated. 2. Appoint Kathy Grover as Human Resource Generalist/Deputy Clerk effective on the date the Accountant position is filled. 3. Authorize a full time Accountant position and approve an Accountant position description. A draft description will be distributed on Monday. Final adoption can be delayed until October 12 if the Council wants additional time to review the draft description. 4. Authorize the beginning the recruitment process (position advertisement) to fill the Accountant position. This can occur before final adoption of the position description. 5. Eliminate the Finance Assistant II position. 6. Revise the position descriptions of the Building Permit Technician, Administrative Assistant, and Receptionist Office Assistant to change each position's supervisor to Finance Director. The Building Permit Technician will continue to receive technical direction from the City Planner. 7. Revise the Finance Director position description to add supervision of the Building Permit Technician, Administrative Assistant, Receptionist Office Assistant, and Accountant and to remove supervision of the Finance Assistant III and Finance Assistant II positions. 8. Revise the City Clerk position description to add supervision of the Human Resource Generalist/Deputy Clerk and remove supervision of the Administrative Assistant. 9. Make the Utility Billing position full-time effective immediately. Pay rates for the Human Resources Generalist/Deputy Clerk and Accountant will be included in the pay study and the final pay grade will be set when the Council approves the study results/recommendations. No immediate change will be made to the pay rate of the Human Resources Generalist/Deputy Clerk. The Accountant position will be advertised stating pay is dependent upon qualifications (DOQ). The initial starting pay for the Accountant will be set at an upcoming meeting. The recommended reorganization results in a reduction of .5FTE in budgeted positons. The Accountant position will be paid more than the finance position it is replacing; however, the savings from not creating and filling the budgeted Deputy City Clerk position will exceed the additional cost in the finance department. Overall, this plan provides a cost savings while more effectively meeting the City's needs. SUPPORTING DOCUMENTS: X ❑ ATTACHED ❑ NONE • Administration and Finance Departments Reorganization Plan • Human Resources Generalist/Deputy Clerk Position Description pnGGIRI P MnTInN Please word motion as you would like it to appear in the minutes. Motion to approve the reorganization of the Administration and Finance Departments as outlined in items 1— 9 in the September 28 staff report. Riinr.FT INFORMATION FUNDING: BUDGETED: X ❑ YES Administration and Finance Department budgets — probable cost savings due to ° No elimination of .5FTE included in 2015 budget ACTION TAKEN ❑ APPROVED AS REQUESTED ❑ DENIED ❑ TABLED ❑ OTHER (List changes) COMMENTS: Administration and Finance Departments Reorganization Plan September 28, 2015 This reorganization plan is intended to meet three main goals and needs: • Provide an employee with time dedicated to assist City Clerk with elections and to assist City Clerk with other duties as needed. • Provide an employee to assist the Finance Director perform higher level accounting functions and enhance the functionality of the Finance Department. • Provide consistent and coordinated supervision for all customer service/front desk staff. Recommended Reorganization Option: • The Finance Assistant III/Deputy Clerk position description is modified and the titled changed to Human Resource Generalist/Deputy Clerk. Current Finance Assistant III/Deputy Clerk Kathy Grover becomes Human Resource Generalist/Deputy Clerk. o Retains payroll and benefits administration duties o Retains HR assistant type duties o Retains/continues to be back-up for all election duties to run elections in the absence of the City Clerk o All finance related duties are eliminated o Development related duties that fall under the City Clerk such as managing the development process assigned to City Clerk's department and recording documents as directed by the City Clerk are added o Records retention and other duties as assigned by the City Clerk are added o Supervision of position is transferred from Finance Director to City Clerk • A full time Accountant position is created to perform higher level accounting functions and the finance duties formerly included in the Finance Assistant III position and Finance Assistant II positions. • The Finance Assistant II position is eliminated. • The budgeted Deputy Clerk position is not created/filled • The Utility Billing position goes from 36 to 40 hours per week and assists with accounts payable as needed. • The Finance Director supervises all customer service/front desk staff Outcome of Implementing this Reorganization Option: • Provides a trained, competent employee dedicated to assist with elections and to serve as back- up to City Clerk • Provides an accountant to assist with high level accounting functions • Provides one supervisor for the Administrative Assistant, Building Permit Technician, and Receptionist Office Assistant. • Eliminates one position because the budgeted/vacant Deputy Clerk position is not filled o Finance department has 3 FTE with this option versus 3.7 FTE now o Administration has 3 FTE with this option versus 2.8 FTE (.8 new) now (budgeted) o Net savings of .5 FTE (and insurance benefit savings) • All three goals/needs identified and stated above are met. w �Y CITY OF se o MINNESOTA Position Description Position: Human Resource Generalist/Deputy Clerk Reports to: City Clerk Supervises: N/A FLSA Status: Non-exempt Pay Grade: Under Review Date Approved: September 28, 2015 DESCRIPTION OF WORK General Statement of Duties: Performs skilled to highly skilled administrative support work including processing payroll through an outside vendor, benefits administration, and general human resources duties; serves as primary backup for managing elections; assists with recording development documents; assists with special assessments; and performs other administrative duties as required. Supervision Received: Works under the direction of the City Clerk. Supervision Exercised: None. MAJOR JOB FUNCTIONS 1. Payroll: a. Set up and maintain employee payroll records including pay rates, leave balances, compensatory balances, voluntary and mandatory deductions, and other employee data required for proper payroll processing b. Review and adjust timesheets for accuracy, confer with employees and supervisors as necessary; coordinate electronic transfer of employee timesheets to payroll service provider c. Transmit funds for HSA and deferred compensation deductions to proper employee bank and 457 accounts d. Distribute paychecks and W2's e. Serve as liaison with payroll service provider f. Resolve payroll issues and answer payroll questions g. Calculate final paychecks for terminating employees h. Submit all State and Federal required monthly, quarterly, and annual reports such as PERA, Federal and State tax withholding, W2's, and FICA i. Provide payroll reports to the finance department with each payroll, quarterly, and at the end of year j. Maintain pay plan and current employee pay rate schedules 2. Employee Benefits: a. Inform employees of all benefits, voluntary and involuntary, at time of hire; answer questions, and provide forms for application/enrollment b. Assist employees with insurance enrollment and open -enrollment for City and voluntary insurance plans c. Ensure correct deductions are made and paid to appropriate vendor for all employee benefits d. Notify employees per law of their COBRA and other legal rights when the circumstances require notification e. Serves as liaison with employee benefits insurance agent/providers in the renewal process, reviewing rates, and recommending contract approval f. Submit workers compensation and disability claims with input and approval from employee and supervisor Employee Recruitment, Selection, and Orientation: a. Coordinate recruitment process with supervisor; ensure proper Council approval; prepare advertisement and post; b. Accept and score applications as required under the Veterans Preference Act c. Ensure confidentiality of applicants is maintained as required by law d. Conduct criminal background check and assist with reference and other background checks as requested e. May assist in interviewing and recommending applicants for hire f. Conduct new employee orientation i. Review all benefits, forms and deductions ii. Review proper timecard accounting iii. Review safety requirements and coordinate with supervisor iv. Provide a copy of City Personnel Policy to new employee, review, and maintain record of distribution to employee 4. Human Resources: a. Administer City's drug and alcohol testing programs per the Personnel Policy b. Maintain employees files to ensure all legal requirements and separation of files are met and confidentiality of employee files is maintained while providing access to only those individuals who are legally allowed access c. Coordinate performance evaluation system to ensure timely reviews are completed and placed in personnel files d. Complete pay equity reporting per State law e. Develop and administer an employee orientation process/program f. Maintain Section 125 Plan Documents and distribute to employees as required by law S. Safety Program: a. Serve on Safety Committee and make safety recommendations to enhance the safety of City employees b. Maintain Safety Committee records including but not limited to Safety Committee meeting minutes and files c. Complete, file, and post OSHA 300 log d. Maintenance of employee safety records e. Scheduling employee safety training and notifying employees 6. Elections: a. Assist City Clerk in administering and managing all local elections as required by law b. Run elections in absence of City Clerk c. Assist with hiring and training election judges d. Accept affidavits of candidacy and financial reporting forms e. Assist with all publications and reporting requirements per State and Federal law f. Assist with election duties as requested by the City Clerk 7. Serve as Deputy City Clerk: a. Sign City documents in absence of City Clerk b. Notarize documents c. Assist with City Hall receptionist and administrative backup as needed d. Assist with managing and processing development documents, files, and recording 8. Special Projects: a. Assist City Administrator with projects as directed b. Perform administrative duties to support City departments as directed 9. 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 projects as assigned f. Confer with supervisor, peers, and employees to discuss issues and resolve issues KNOWLEDGE, SKILLS AND ABILITIES • Demonstrated knowledge of payroll processes. • Demonstrated knowledge of Federal and State laws, rules, and regulations relating to human resources, employment, and employees rights such as but not limited to COBRA, FMLA, Veteran's Preference, FLSA, HIPPA, ACA, EEOC. • Demonstrated knowledge of employee benefits including but not limited to FICA, PERA, HSA, FSA and other programs. • Demonstrated knowledge of employee recruiting, selection, and orientation processes • Knowledge of election processes, laws, and practices • Ability to read, interpret, explain, and follow City Personnel Policy • Considerable ability to maintain confidentiality • Working knowledge of relevant City operations, ordinances, policies, and procedures. • Ability to operate office equipment including a personal computer • 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. • Ability to organize and prioritize the work and meet deadlines. • Ability to enter information with speed and accuracy and to maintain accurate and complete records and documentation. • 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. Two years of experience processing payroll and maintaining employee benefit systems 2. Two years of human resource experience at a technician/representative level or above 3. One year of experience assisting with election management 4. One year of experience in a government office environment 5. Valid Minnesota Driver's License PREFERRED QUALIFICATIONS 1. Associate degree (AA, AS, AAS) in accounting, human resources, or a related field 2. Certification as a Professional in Human Resources (PHR) or a Senior Professional in Human Resources (SPHR) 3. Completion of the Minnesota Municipal Clerks Institute PHYSICAL DEMANDS Must be able to sit for long periods of time and manipulate objects using fine motor skills for extended periods. Must have ability to see, hear, bend, stoop, push, pull, and reach periodically. Note: This job description does not constitute a contract or employment agreement. Position: Accountant Reports to: Finance Director Supervises: None FLSA Status: Non -Exempt Pay Grade: Under Review Date Approved: September 28, 2015 DESCRIPTION OF WORK General Statement of Duties: Responsible for performing essential accounting functions, including, but not limited to: accounts payable, accounts receivable, bank reconciliations, general ledger reconciliations, development escrow maintenance, and additional duties as assigned by the Finance Director. Supervision Received: Works under the direction of the Finance Director. Supervision Exercised: None MAJOR JOB FUNCTIONS Accounts Payable a. Receive incoming invoices and match them against supporting documentation such as packing slips, purchase orders, etc. b. Distribute invoices to the appropriate department of the City for expenditure coding and approval of payment. Responsible for ensuring invoices are cycled through the approval process on a timely basis to ensure compliance with statutory payment periods. C. Data entry of invoice information into the accounting software including verification of appropriate expenditure coding. d. Preparation of a listing of claims to be paid for the City Council's approval. e. Upon City Council approval, process checks and/or electronic payments, distribution of checks to the appropriate vendors, and timely filing of paid invoices. f. Prepare the documentation of monthly sales tax liabilities and commence the payment of the respective liability as well as the filing of the appropriate regulatory requirements. g. Maintenance of vendor files within the accounting software, including obtaining W-9 documentation and annual issuance of 1099 tax documents. 1 General Accounting a. Accounts Receivable i. Responsible for maintenance of customer records within the accounting software. ii. Prepare documentation and send invoices for miscellaneous billings of the City. b. Receipting i. Receipt of transactions not included within the Utility Billing and Building Department functions. ii. Compilation of all cash and check receipts and completion of the preparation of the deposit slip. C. Bank Reconciliations i. Identification of electronic receipts and disbursements within the City's bank accounts and preparation of the appropriate recording of such activity within the accounting software. ii. Comparison of routine deposits within the City's bank accounts to the respective receipting batches within the City's accounting software. iii. Reconciliation of the City's checking account on a monthly basis. d. Escrow Accounting i. Responsible for monthly maintenance of funds held by the City as escrow for development and planning related items. This includes keeping a master file for each escrow account. ii. 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. iii. Provide a quarterly report of escrow accounts to the Finance Director, City Administrator and City Consultants. Advanced Accounting a. Ongoing i. Monitoring the checking account balance to ensure proper cash flows in relation to cash disbursements for accounts payable, capital projects, debt service and more. ii. Prepare appropriate journal entries to ensure the financial records of the City are reconciled on a monthly basis to provide the most accurate information as possible. iii. Assist in the preparation and compilation of financial information for monthly financial reports to the City Council. b. Annual i. Prepare appropriate journal entries to ensure the financial records of the City are reconciled and accurate in preparation of the annual financial statement audit. ii. Assist in the preparation of workpapers to support the audit of the City's financial statements. iii. Assist in the preparation of the Comprehensive Annual Financial Report. Other Duties • Serve as the primary backup for the utility billing function. • Serve as the primary backup for the payroll function. • Special assessment searches. • Tracking of financial activity through project accounting codes. • Assist the Finance Director as necessary. • General • Confer with supervisor, peers, and employees to discuss and resolve issues • Provide exceptional customer service to residents, developers, and city officials • Make decisions that are always in the best interest of the City • Follow all safety policies and procedures • Follow all City policies and procedures • Treat fellow employees with respect and integrity • Promote a positive and motivating environment • Perform other duties and projects as assigned 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 communicate clearly, professionally, effectively, and precisely both verbally and in writing. • Ability to organize and prioritize the work and meet deadlines. MINIMUM QUALIFICATIONS • Completion of four year degree in accounting or finance. • Three years of experience in an accounting or finance related position. • An equivalent combination of education and experience may be substituted for the educational and experience requirements above • A valid driver's license. PREFERRED QUALIFICATIONS • Previous experience with governmental finance operations, audits or software. • Previous experience with electronic data storage software products. • Certified Public Accountant licensure or Finance equivalent PHYSICAL DEMANDS Must be able to use fine motor skills necessary to operate a personal computer, sit for extended periods of time, and be able to perform general office duties, including but not limited to lifting, bending, pushing, pulling, reaching for objects that are commonly found in an office setting. Note: This job description does not constitute a contract or employment agreement.