HomeMy WebLinkAbout2.a. Additional Staffing needs for 2002MEMORANDUM
DATE: July 27, 2001
TO: Mayor, City Council & City Administrator
FROM: Paula A. Graff, HR Coordinator
SUBJECT: New Finance Position Descriptions
For Council review are job descriptions for two new positions being proposed for the Finance
Department.
Accounting Supervisor:
The position of Accounting Supervisor would provide for a more advanced level position than is
currently provided for under the structure of the Finance Department. It would also provide for
someone other the Finance Director to fill the role of supervisor. The intent is to advance a
current employee to this position and to leave the position of Senior Accounting Clerk unfilled.
The supervisory nature of this position would exempt it from participation in the AFSCME
union. Proposed compensation for the position is $38,334 - $48,132, the average Stanton 6
compensation for comparable positions. The draft job description for this position is attached.
Accounts Payable Clerk:
The position of Accounts Payable Clerk would provide for assistance with the day -to -day
processing of accounts payable and general ledger revenue. The position would be filled on or
around January 1, 2002. Proposed compensation for the position is $28,722 - $38,695 based on
the AFSCME contract, of which it is already a part. The draft job description for this position is
attached.
CITY OF ROSEMOUNT POSITION RkSPONSIBILITY WRITE -UP
JULY 2001
POSITION TITLE: Accounting Supervisor
DEPARTMENT: Finance
ACCOUNTABLE TO: Finance Director
SUMMARY OF POSITION The primary objective of this position is to assist the _
Finance Director in all areas of the finance department operation, including performing
technical accounting and fiscal management tasks, supervising and directing the work of
technical employees who performing accounting, bookkeeping and other duties within
the department. The position also is responsible for accurately performing and
supervising related functions of all aspects of payroll, accounts payable, accounts
receivable, utility billing, licensing, special assessments, fixed assets and insurance.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Assists with all phases of payroll operations, including but not limited to: entering
payroll information from time sheets and information received from the
administration department, printing of payroll checks and related payroll reports
and completing and submitting all mandated federal and state reports.
2. Supervises and directs all phases of accounts payable operations, including
processing of invoices and preparation of checks.
3. Maintains property liability insurance and workers compensation files; processes
all claims and provides information for the annual policy renewal process; confers
regularly with the City's risk management consultant, keeping the Finance
Director informed on all insurance matters.
4. Oversees the maintenance of the City's fixed asset accounting records, including
but not limited to: changes in the fixed assets; year -end reporting information for
the annual audit; and information for insurance reporting requirements.
Assists the Finance Director in the preparation and evaluation of all city policies
and practices related to financial management and strategies.
6. Assists in the preparation of the annual budget to include supporting
documentation; stays current on mandates and changes in practices related to
budgets as initiated by the state or federal government; monitors department and
division budgets for compliance with the adopted budget; implements city council
actions regarding the budget.
7. Assists the coordination of the financial aspects of improvements projects; works
with the engineering department to administer escrow and assessments and assists
in reports of a financial nature as they relate to improvement projects.
Assists in the supervision of finance department staff. Provides supervision and
technical assistance to Accounts Payable Clerk and Utility Billing Clerks.
Monitors their work performance and evaluates on a continuing basis the results
being achieved to assure that meet performance standards for work product.
8. Assists in the maintenance of the city's computer network to include hardware,
software, licenses and networking.
9. Assists with coordination of auditors for completion of the annual municipal
audit; assists in implementation of recommendations as set forth in the audit.
10. Assists in coordination and performance of all other accounting functions of the
department.
11. Performs other duties as needed or assigned.
MINIMUM QUALIFICATIONS
1. Bachelor's degree in accounting, business administration or related field.
2. Two years of progressively responsible financial experience.
DESIRED QUALIFICATIONS
1. Masters degree in public administration, finance or business administration.
2. Three years of progressive responsible experience with a municipal government
or related agency.
3. Two years of supervisory experience.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
1. Knowledge of the principles and practices of governmental accounting, budgeting
and payroll administration.
2. Knowledge of computers, networking systems, financial software applications,
windows, word processing and spreadsheets.
3. Ability to communicate well in both written and oral formats.
4. Ability to interpret fiscal and accounting records, prepare comprehensive financial
statements and calculate complex mathematic equations.
5. Ability to communicate effectively and professionally with co- workers and
members of the public.
6. Ability to effectively supervise, motivate and discipline technical personnel.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of the position. The employee
is frequently required to walk, sit, talk and hear. The employee is occasionally required
to use hands to finger, hand, feel or operate objects; and reach out with hands and arms.
The employee is occasionally required to climb or balance, stoop, kneel or crouch. The
employee can occasionally be required to stand for extended periods of time.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision
abilities required by this job include vision, distance vision, peripheral vision, depth
perception and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an
employee encounters while performing the essential functions of this job. Noise level in
the work environment is usually fairly quiet while in the office, although the ability to
work with constant noise distractions is required.
The duties listed above are intended only as illustrations of the various types of work that
may be performed. The omission of specific statements of duties does not exclude them
from the position if the work is similar, related or a logical assignment to the position.
This job description does not constitute an employee agreement between the employer
and the employee, and is subject to change by the employer as the needs of the employer
and requirements of the job may change.
STATUS: Exempt
Reviewed by:
Paula A. Graff Thomas D. Burt
Human Resources Coordinator City Administrator
M
CITY OF ROSEMOUNT POSITION RESPONSIBILITY WRITE -UP
POSITION TITLE: Accounts Payable Clerk
DEPARTMENT: Finance Department
ACCOUNTABLE TO: Accounting Supervisor
JULY 2001
SUMMARY OF POSITION: This position is primarily responsible for performing accounts
payable functions, payroll functions and other financial support to the Accounting Supervisor and
the Finance Director.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Performs all phases of the accounts payable operations, including maintenance of files,
matching of purchase orders, invoices, packing slips and statements; posts invoices into City
computer systems; prepares checks and accompanying reports; and mailing of payments;
researches vendor statements and any discrepancies; and files paid and unpaid invoices and
statements.
2. Assists with the receipting of monies, insuring that all receipts are deposited in a timely,
prompt and accurate manner.
Provides backup for the utility billing function.
4. Assists with all phases of the payroll operations, including but not limited to: entering
payroll information from time sheets and information received from the administration
department, printing of payroll checks and related payroll reports and completing and
submitting all mandated federal and state reports.
Assists with day -to -day processing of general ledger revenue and disbursement entries.
6. Works with vendors to maintain the City's fixed asset accounting records, including but not
limited to: additions, deletions and changes in the fixed assets; year -end reporting
information for the annual audit; and information for insurance reporting requirements.
7. Performs other duties as needed or assigned.
MMMUM QUALIFICATIONS
1. Associate's degree in Accounting, Business or Finance related field.
2. One year of relevant experience in accounting or any equivalent combination of education
and experience.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
1. Ability to establish and maintain positive and effective relationships with employees, staff
members and general public.
2. Ability to communicate well in both written and oral formats.
3. Ability to use word processing, spreadsheet data base and financial accounting software.
4. Ability to work under pressure and with frequent interruption.
5. Ability to perform mathematic computations quickly and accurately.
6. equations.
7. Knowledge of computers, networking systems, financial software applications, windows,
word processing and spreadsheets.
8. Ability to communicate effectively and professionally with co- workers and members of the
public.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an employee
to successfully perform the essential functions of the position. The employee is frequently required
to walk, sit, talk and hear. The employee is occasionally required to use hands to finger, hand, feel
or operate objects; and reach out with hands and arms. The employee is occasionally required to
climb or balance, stoop, kneel or crouch. The employee can occasionally be required to stand for
extended periods of time.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities
required by this job include vision, distance vision, peripheral vision, depth perception and the
ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Noise level in the work
environment is usually fairly quiet while in the office, although the ability to work with constant
noise distractions is required.
The duties listed above are intended only as illustrations of the various types of work that may be
performed. The omission of specific statements of duties does not exclude them from the position if
the work is similar, related or a logical assignment to the position. This job description does not
constitute an employee agreement between the employer and the employee, and is subject to change
by the employer as the needs of the employer and requirements of the job may change.
STATUS: Non - exempt
Reviewed by:
Paula A. Graff Thomas D. Burt
Human Resources Coordinator City Administrator
MEMORANDUM
TO: Tom Burt
City Administrator
FROM: Gary D. Kalstabakken
Chief of Police
DATE: June 5, 2001
SUBJECT: 2002 Budget Proposal - Police
Personnel
The proposed police budget reflects the addition of a part-time receptionist. This is
proposed as a half -time position and will perform some data entry duties in addition to
general receptionist functions.
This addition to the police staff is based on two factors, which are related. First, the
clerical workload has increased as the number of crimes has increased. Officers are also
performing more thorough and complete investigations, which results in additional
reports to be typed and filed. Another office staff member is needed to assist with the
office duties.
Second, adding a receptionist to the police staff will enhance customer service.
Currently, the secretarial staff performs multiple tasks in addition to serving as reception
for the department. For example, the secretaries transcribe reports while wearing
headsets, while at the same time they are responsible for answering telephone calls and
greeting customers at the front counter. It is not good customer relations to greet the
public while wearing a headset and, since transcription takes concentration, undoubtedly
the acknowledgement of the public is at times delayed because the staff is unaware of a
person at the counter or telephone call. This also is inefficient. Answering phones and
responding to customers at the counter disrupt the secretaries as they transcribe reports.
Typing of reports take longer because transcription is frequently disrupted.
The position is planned for working morning hours. However, before the hours are set,
customer counts will be conducted to accurately determine the department's busiest
times. The schedule may also depend to some degree on the hours desired by interested
applicants. Some applicants may desire hours to accommodate school hours of their
young children while others may have other schedule constraints.
An additional police officer position is also requested with an anticipated start date of
July 1, 2002. This request is based on the growth of the community, both residential and
commercial. City Planner Pearson estimated the city's population at approximately
lip
'Suiumii Suunp slleo isour agl
of pasodxa aq uvo laoWo mau agl os sgiuoux isaisnq agl Aliuotlsivis an jagwaldaS - AInf
'llam st sasocbnd SuiuiLlii 1qj pooS si Aln f ui lao o nnau v $uiwnS uoilenpulS of roiid
sasnduruo agl jo autos uo auop aq pinoo Sullnuoag - aunt all Aq a.insuaoil puL Suiiiq
loj olgiSila aq puL, AVW ui smalSoid sllr�s puL a §alloo magi Sunaldwoo aq lliM salepipuU*o
3o aSins V 'sVoJJa Surl►ruow ur lsissu of uasogo stns osle alp yids I Ajn f aq j
'ast'a.rour SluPPao II!m sluaptooV o Wail put slumIdwoo
oWu.il `qn3 of paltlar paloa.rrp aq lou Am sllLm asagl gSnogjjV `aowas 10j sllvo
ur astaloui un ui llnsai osit, Ipm IOOZ u► lawi Zb Sluno3 uo sassauisnq paluIai puTa spool
qnD jo Suluado aqs 'ZOOZ Ajurugal Aq sluapisal 0001 lnog Aq as1eaaoui II ►M uo►luindod
agl lugl s.rL 31 cuA panssi si!wlod Suisnoq agl uo post,g 'IOOZ A ui OSZ `SI
MEMORANDUM
To: Tom Burt, City Administrator
From: Jim Parsons, Community Development Director
Date: June 8, 2001
The Community Development Department feels that additional building inspection
manpower is required in order to handle the work load foreseen for 2002. The work
load will over the capacity of the current staffing level for 3 reasons:
• The Evermoor development will likely continue into 2002, with 10 -12 permits per
month.
• The Bloomfield development is expected to pull 6 -8 permits per month next year.
Inspectors are now handling water meter inspections in new residential construction,
which is not time - consuming in itself but can cause call -back inspections.
• Continued strong commercial /industrial building activity will place more demand on
the Building Official to be out of the office.
The increased demand for time in the field has caused plan review to fall behind. There
is a concern that time pressure will erode service quality if inspectors shorten the
amount of time spent on each inspection. Also, there is a concern that the department
will have difficulty providing inspections with 24 -hour notice and plan reviews within 2
weeks if staffing is not increased. These are service quality standards that the
department is very reluctant to compromise.
The practical options for adding manpower are:
• Adding a full -time inspector to staff
• Contracting with a private firm in the area for part-time or full -time inspection
services.
The cost of a full -time inspector for 12 months is approx. $61,200 including benefits.
The cost of a contract inspector for 8 months at 40 hours /week at $48.00 /hour
(prevailing rate) is $61,440.
The advantage of spending $61,000 on an employee is getting 4 months more of work.
The disadvantage is the potential for a lay -off if an economic slow -down dampens the
pace of construction in Rosemount. There is also an advantage in continuity and
flexibility in having a full -time employee - the employee could inspect, review plans, etc.
Recommendation: Department staff recommend that the City hire a full -time building
inspector for 2002.
MEMO
DATE: May 24,2001
TO: Jim Parsons
Community Development Director
FROM: Mick Kaehler
Building Official
REGARDING: Request for an additional building inspector /plans examiner
Jim,
This is a break down of the building departments inspection work load based on the number of
building permits issued from April 1, 2000 through March 31,2001. The State Building Codes and
Standards Division provided this form, the permit software generates the number of permits and
inspections and the other numbers are an average for each category. These amounts are based on the
duties performed by the three inspectors, clerical functions are not part of this analysis.
INSPECTIONS should have
As indicated by the attached work sheet, the'City,Provided 6519- recorded inspections. Of these
approximately 20% of the time the inspector will need to stop back again later in the day, be asked
to look at another issue or check on some other city problem. None of this shows up as an
inspection in our database. That numbers becomes 7822 inspections.
PLAN REVIEWS
Last year the city issued 883 permits which required a plan review. 285 new homes, 28 additions,
555 smaller projects (decks, accessory buildings, porches, remodeling etc.) and 15 commercial
projects. The total time spent reviewing plans was 1555 hours.
ADMINISTRATIVE
These numbers indicate the amount of time spent by the inspectors on the phone, at the counter, in
staff meeting, training etc. This equals approximately 2808 hours. That is an average of 3.6 hours
per day per inspector.
SUMMARY
Based on the numbers provided and using the formula at the bottom of the worksheet the building
department should be at 6944 hours a year. However, using 1703 hr /person/year, we are available
for 5109 hours. This obviously means some duties are being short changed or worse not being
performed at all.
With all the construction going on and more on the way, I am requesting permission to hire an
additional fulltime inspector immediately.
(MUNICIPALI'T'Y t4 Of
WORK LOAD WORKSHEB'1'
CLASSIFICATION
(A) INSPECTIONS (Year)
(11) PLAN REVIEW (Year)
RL SIDI:N
Avg /1 I►ispec
X
/I Permits =
it Inspec.
Avg II hours
X
II Perniits =
II flours
1 & 2 Fans /Townhouse
/
X
Zb !Permit
3�zvinspec.
X
Permits
/..) Hrs.
Condo /Ants /Manuf /lI
`
X
' I31dbs.
Inspec.
X
Bldg.
Hrs.
Additions
X
2 Permits
��3�'' InsPec.
X
7, Permits
(� Hrs.
Remodel
X
J I'crriiits
ZZZOInspec.
X
Permits
Hrs.
COMMERCIAL
Avg fl Inspec
X
II Permits =
I/ Inspec.
Avg I/ Hours
X
II Permits =
It Hours
New
z
X
(p Permit
/ 3Zlnsl
T
X
( Bldg.
011-a Hrs.
Remodel
�2
X
�� Pennit
5q lnspec.
3D
X
GJ' Bldg.
076 Hrs.
Subtotal Plan Review'.
rs.
MECHANICAL
Avg I/ Inspec
X
# Permits =
It Inspec.
(C) ADMINISTRATIVE (Year) Non- Clerical
(Commercial only)
X
/ D
/ Q D
Phone Hrs. 2 D /Week x 52
/J�0 Hrs.
PLUMBING
Avg /I Inspec
X
It Permits =
it Inspec.
Meetings Hrs. /Week x 52
Hrs.
(Commercial only)
X
/
r�.`'"'t�
Counter Hrs. /Week x 52
Hrs.
MISCELLANEOUS
Avg II Inspec
X
II Permits =
It Inspec.
Personnel I - Irs. /Week x 52
ze <p, Hrs.
(Resid. & Conimer.)
X
%'/ ���
7 �/g
Other Duties I - Irs. /Week x 52
3 / Z Hrs.
Subtotal Inspec.
Ins pee
Fsumotal Admin.
Hrs.
INSI'Ec (A)
'I'O'I'AI,
+ Zo ) %, Reinspection /I:xlras J 0;° Inspec
PLAN REVIEW (B) AND
(C) TOTAL
Total firs-
,
1 otal Ir►spcc7gZZ
T otal
- 74� 1 ZZ (A)Inspec (►) , 3a I lr /Inspec = Zr .. / firs (13 +C)llrs Review/ Admin= 'Total flours of Work
1,703 (l►r/ person/ r) x // of staff from questionnaire = .F /0 -,, -)Hours available