HomeMy WebLinkAbout6.g. Authorize Creation and Hiring of Accountant Position and Revised Pay Structure for Accounting Supervisor
EXECUTIVE SUMMARY
City Council Regular Meeting: February 20, 2018
AGENDA ITEM: Authorize Creation and Hiring of
Accountant Position and Revised Pay
Structure for Accounting Supervisor
AGENDA SECTION:
Consent
PREPARED BY: Jeff May, Finance Director,
Emmy Foster, Assistant City
Administrator
AGENDA NO. 6.g.
ATTACHMENTS: Accountant and Accounting Supervisor
Job Descriptions APPROVED BY: LJM
RECOMMENDED ACTION: Motion to Authorize the Creation and Hiring of an Accountant
Position;
And
Motion to Authorize Revised Pay Structure for the Accounting Supervisor Position.
ISSUE The City of Rosemount is proposing the creation of a new full-time position within the Finance
Department, created by restructuring within the Department. The Finance Department has a current
vacancy due to a lateral position change from an accounting clerk to the Parks & Recreation Secretary.
In lieu of replacing this position with another clerk type position in the Finance Department, the City is
looking to hire an Accountant position with an expanded skill set. The City’s finance/accounting needs
continue to increase, as does the demand for additional specialized staff in this area.
BACKGROUND
Currently, the Finance Department consists of the following positions:
Finance Director
Accounting Supervisor
IT Coordinator
IT Specialist (part-time)
Payroll Clerk
Accounts Payable Clerk
Utility Billing Clerk (3 FTE, one of whom had been doing “Accounting Clerk” type work and is the
person who recently transferred departments.)
During the 2018 budget discussions, a new Finance position was initially requested and ultimately
removed from the 2018 budget with the intent to again request in 2019. This position was very similar
to the position being proposed now, and as such this restructuring will fulfill that need and will avoid
the hiring of a new FTE. The Finance Department has had a history of staff consistency and very little
turn over, in fact the last person leaving the department occurred over 20 years ago. Because of the
vacancy created, staff is recommending that rather than requesting an additional Finance person again
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in the 2019 budget, now is the time to fill the current opening with a skilled accountant to better assist
the current personnel and meet the increasing demands on the current staff and City as a whole. The
City is in need of a person who can provide accounting knowledge, technical assistance, and assist in
other finance roles as needed. This staff person would make recommendations and assist the
Accounting Supervisor and Finance Director. Ultimately, this vacancy presents a good opportunity to
reassess the structure of the department and hire the type of skill set needed within the department.
Staff is confident that this reallocation responds to the needs of the department into the future.
In the past, the City has utilized the services of Ann Antonsen of Springsted to evaluate new job
descriptions and assign comparable worth points to the position. Points are established by determining
the job value assigned based on the requirements and responsibilities of the position. Ms. Antonsen
has reviewed this position description and assigned 252 points to the new position. Based on her
feedback and taking our last Pay Equity Report into consideration, staff recommends that the position
pay range be: $27.79 – 35.41/hour. The difference in pay between the existing clerk position and the
new accountant position is approximately $14,000 per year.
As a part of this current evaluation, Ms. Antonsen also evaluated the Accounting Supervisor position to
ensure that the position was properly pointed out to remain in compliance with our Pay Equity
structure. The Accounting Supervisor job description was last updated in 2004 and the responsibilities
of this position have continued to expand. After evaluating this position, Ms. Antonsen recommended
an increase in points from 332 to 417 and based on this, staff is recommending that the position pay
range be revised to: $73,768 – $91,895/year. This would result in a $4,750/year increase to the top
step of the range this year.
With the departure of the accounting clerk and the corresponding gap until the replacement is hired,
there are adequate funds in this year’s budget to cover both of these suggested changes.
SUMMARY
Staff requests authorization of the creation and hiring of an Accountant position and a revised pay
structure for the Accounting Supervisor position.
CITY OF ROSEMOUNT JOB DESCRIPTION
FEBRUARY 2018
POSITION TITLE: Accountant
DEPARTMENT: Finance
ACCOUNTABLE TO: Accounting Supervisor
______________________________________________________________________
SUMMARY OF POSITION
This position is primarily responsible for performing fixed assets functions, special
assessment functions, property and general liability insurance activities, and providing
other departmental backup and support to the Finance Director and the Accounting
Supervisor.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Maintains the City’s fixed asset accounting records, including but not limited to:
tracks changes in the fixed assets; calculation of capital project asset valuations;
year-end reporting information for the annual audit; schedules and information for
insurance reporting requirements; reports for the annual State building report and
annual fee study update; works on periodic appraisal projects; and the
completion of physical re-inventory of all fixed assets performed annually on a 3-
cycle rotational basis.
2. Performs all phases of the special assessments functions, including but not
limited to: responds to inquiries regarding pending and levied assessment
balances; assessment additions, corrections and deletions; special assessment
balance reconciliation and preparation of year-end reporting information for the
annual audit.
3. Backup for all payroll functions, including employee file maintenance, processing
payments to employees and vendors, and mandated reporting.
4. Assists in the maintenance of all property and general liability insurance files;
processes claims and provides information for the annual policy renewal process;
confers as needed with the City’s insurance agent and risk management
consultant while keeping the Accounting Supervisor informed on insurance
matters as required. Participates on the City’s Safety Committee, providing loss
information and discussing ways to reduce risk.
5. Performs monthly internal audit review to ensure compliance with risk
assessment procedures; includes review of Utility Billing adjustments and
general journal entries for appropriateness. Backup for Accounts Payable
internal audit review procedures.
6. Assists Finance Director and Accounting Supervisor in preparation of financial
reports and the annual audit.
7. Responsible for daily and monthly credit card transaction reconciliation. Provides
backup for the receipting of monies, insuring that all receipts are deposited in a
timely, prompt and accurate manner.
8. Provides backup for Accounts Receivable functions for monies owed to the City,
including preparing invoices, tracking payments received, and collecting
outstanding invoices.
9. Performs records management functions for assigned job tasks and other
department projects as assigned, including document scanning, stored data
organization and records retention management.
10. Backup for overseeing the office supply inventory and assisting other
departments in meeting their office supply needs.
11. Performs other duties as needed or assigned.
MINIMUM QUALIFICATIONS
1. Four year degree in Accounting, Business or Finance related field.
2. Three to five years responsible accounting experience.
3. Experience with Microsoft Office programs, including Word, Excel and Outlook.
PREFERRED QUALIFICATIONS
1. Governmental accounting, auditing or other related experience.
2. Advanced knowledge of spreadsheet applications.
3. Previous experience with a financial accounting software application.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
1. Knowledge of the principles and practices of governmental accounting
administration.
2. Ability to establish and maintain positive and effective relationships with
employees, staff members and general public.
3. Ability to communicate effectively and professionally with co-workers and
members of the public in both written and oral formats.
4. Ability to use word processing, spreadsheet, data base, electronic records
management and financial accounting software.
5. Ability to work under pressure and with frequent interruption.
6. Ability to perform mathematic computations quickly and accurately.
7. Ability to gather information, maintain records and classify/organize multiple
pieces of information.
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 employment 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:
__________________________________ _______________________________
Emmy Foster, Assistant City Administrator Logan Martin, City Administrator
CITY OF ROSEMOUNT JOB DESCRIPTION
FEBRUARY 2018
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 operation
of the Finance Department, including performing technical accounting and fiscal management
tasks and supervising and directing the work of technical employees who perform accounting
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, special assessments, fixed assets, insurance and internal
auditing.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Provides supervision and technical assistance to the Accountant, Payroll Clerk,
Accounts Payable Clerk and Utility Billing Clerks. Monitors their work performance
and evaluates on a continuing basis results being achieved in order to assure that they
meet performance standards for work product. Assists in the supervision of finance
department IT staff in the absence of the Finance Director.
2. Supervises and directs all phases of payroll operations.
3. Supervises and directs all phases of accounts payable operations; advises Accounts
Payable Clerk on matters of sales and use tax, and coordinates with the State for
periodic sales and use tax audits.
4. Maintains the City’s property, general liability, and workers compensation insurance
coverages; oversees claims for property and general liability; oversees the completion
of and provides information for the annual policy renewal processes; confers regularly
with the City’s insurance agent and risk management consultant, keeping the Finance
Director and the Assistant City Administrator informed on insurance matters.
5. Supervises and directs all phases of the City’s fixed asset operations.
6. Supervises and directs all phases of Utility Billing including technical assistance
related to general ledger posting of journal entries and adjustments.
7. Provides supervision and technical assistance to the Accountant and the Utility Billing
Clerk in all aspects of special assessments.
8. Supervises the internal audit review of utility billing, payroll, accounts payable and
general ledger transactions to ensure internal control procedures are met.
9. Supervises and performs as necessary the collection of information and coordinates
with consultant for the completion of the annual State building report and the annual
City fee schedule update.
10. Works closely with Human Resources/Administration regarding payroll matters and
employee benefit administration as needed.
11. Directs staff and coordinates with auditors for completion of the Comprehensive
Annual Financial Report (CAFR) and annual municipal audit; assists in implementation
of recommendations as set forth in the audit.
12. Supervises the receipting of monies, insuring that all receipts are deposited in a timely,
prompt and accurate manner. Oversees all credit card transaction reconciliations.
13. Assists the Finance Director in the preparation and evaluation of city policies and
practices related to financial management and strategies; assists in developing and
implementing programs and procedures to ensure an efficient office environment,
determine priorities and collaborate with other staff as needed.
14. 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.
15. Assists in the coordination of the financial aspects of improvement 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.
16. Assists in the maintenance of the City’s computer network to include hardware,
software, licenses and networking; assists and trains users in financial software.
17. Responds to problems or complaints that require research, calculations, or resolution
of discrepancies.
18. Coordinates and monitors installation and upgrades of the financial records
management system; recommends enhancements to the system.
19. Assists with the day-to-day processing of general ledger revenue and disbursement
entries.
20. Performs other duties as needed or assigned. Delegates tasks as appropriate and
necessary.
MINIMUM QUALIFICATIONS
1. Bachelor’s degree in accounting, business administration or related field.
2. Five years of progressively responsible financial or accounting experience.
3. Two years of supervisory experience.
4. Experience with Microsoft Office programs, including Word, Excel and Outlook.
DESIRED QUALIFICATIONS
1. Five years of progressively responsible experience with a municipal government or
related agency.
2. Four years of supervisory experience.
3. Advanced knowledge of spreadsheet applications.
NECESSARY KNOWLEDGE, SKILLS AND ABILITIES
1. Knowledge of the principles and practices of governmental accounting, budgeting and
payroll administration.
2. Ability to use word processing, spreadsheet, database, electronic records
management and financial accounting software.
3. Ability to effectively supervise, motivate and discipline technical personnel.
4. Ability to establish and maintain positive and effective relationships with employees,
staff members and general public.
5. Ability to communicate effectively and professionally with co-workers and members of
the public in both written and oral formats.
6. Ability to work under pressure and with frequent interruption.
7. Ability to perform mathematic computations quickly and accurately.
8. Ability to interpret fiscal and accounting records, prepare comprehensive financial
statements and calculate complex mathematic equations.
9. Ability to gather information, maintain records and classify/organize multiple pieces of
information.
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 employment 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:
___________________________________ ________________________________
Emmy Foster, Assistant City Administrator Logan Martin, City Administrator