HomeMy WebLinkAbout20070507 - VI-13Memorandum
To: Mayor Hicks and City Councilmembers
From: Melanie Mesko Lee, Assistant City Administrator
Re: Assistant Finance Director Recommendation
Date: May 1, 2007
Council Action Requested
Approve beginning the process of advertising to fill an Assistant Finance Director
position and approving hiring a temporary intern to assist with the staff transition.
Background Information
With the recent notice of resignation from Accountant-Experienced Lynne Benson,
Finance Director Char Stark is recommending that that vacancy be filled by an Assistant
Finance Director position. You may recall that that was the position held by Char prior to
her being appointed Finance Director, upon her reassignment, the position was left
vacant. Staff recommends that this position be filled at the existing position value and
2007 compensation schedule.
Hourly $27.66 $28.81 $29.96 $31.12 $32.31 $33.40 $34.57
Monthty $4,793.48 $4,992.77 $5,192.07 $5,393.10 $5,599.32 $5,788.22 $5,990.98
Annually $57,532.80 $59,924.80 $62,316.80 $64,729.60 $67,204.80 $69,472.00 $71,905.60
This is anon-union, exempt supervisory position.
Additionally, it is recommended that the City hire a temporary intem to assist with the
transition until an Assistant Finance Director is hired. The Finance Department had a
temporary intern earlier this year that Char is recommending the City invite back.
If you have any questions about this memo, please do not hesitate to contact me.
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Position Title:
Department:
Exempt:
Reports To:
Normal Shift:
Approved by CC:
Assistant Finance Director
Finance
Yes
Finance Director
8:00 - 4:30 p.m.
® Full-Time ^ Part-Time
Summary:
This is anon-union, exempt position with responsibility to assist the Finance Director in
all areas of Finance Department operations, including performing technical accounting
and fiscal management tasks and directing the work of non-supervisory employees.
Essential Duties & Responsibilities
1. Monitors data processing and internal control systems for all functions of the
department operations, including but not limited to:
a. Payroll
b. Utility billing
c. General ledger
d. Accounts payable
e. Accounts receivable
2. Provides assistance to the Finance Director and City Administrator during the
budget process
a. Prepares budgeted salary information
b. Assists in compiling revenue and expenditure forecasts as well as
historical data
3. Coordinates and prepares audit work papers, schedules and reports. Reviews
records to make necessary adjustments in preparation of the City's annual
financial statements
a. Prepares work papers for taxes and special assessments
b. Provides external auditors with requested information
c. Assists in preparation of the City's Comprehensive Annual Financial
Report
4. Maintains assessment records including levies, payments, deferred balances, tax
forfeited properties and delinquencies.
5. Supervises technical staff in the Finance Department
a. Provides clear, detailed and precise verbal and written direction
b. Answers questions in a timely manner to resolve problems and conflict
c. Promotes a team attitude
d. Reviews materials, reports, and work for accuracy
6. Coordinates monthly bank statement reconciliations and cash balances
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7. Oversees the utility billing function; responsible for updating procedures and
policies for efficiency and customer service.
8. Ensures payroll is processed in a timely and accurate manner, ensuring accurate
accruals, govemment reports, and necessary deductions.
9. Prepares and coordinates PERA, federal FICA, Medicare, and Minnesota and
Wisconsin state payroll tax deposits and related tax reporting. Prepares annual
payroll summary reports, W-2's and other periodic summary reports as required.
10. Approves changes to payroll system master files and performs year-end
maintenance.
11. Communicates effectively and in a timely manner with the Finance Director on
issues related to effective financial management of City funds.
12. May act as Finance Director in his/her absence.
13. Performs special projects as needed.
14. Regular attendance is required.
15. Performs other duties and assumes other responsibilities as apparent or as
delegated
These examples of areas responsibilities are intended only as an illustration of the various types of work
performed, and are not meant to be inclusive. The position description is subject to change as the needs of
the employer and requirements of the job change.
Knowledge, Skills 8~ Abilities
1. Comprehensive knowledge of the principles and practices of Generally Accepted
Accounting Principles (GAAP) and of Government Accounting Standards Board
(GASB) pronouncements as they relate to governmental accounting
2. Ability to stay current on trends and developments in governmental accounting
regulations.
3. Ability to analyze and interpret accounting records.
4. Ability to back-up the department's other operations.
5. Experience working independently, strong self-motivation, and effective time
management skills.
6. Ability to determine work priorities and accomplish goals within limited periods of
time while under pressure.
7. Ability to deal tactfully, professionally, and courteously with residents, other
members of the public, City staff, City Councilmembers and other appointed
officials.
8. Ability to plan, organize and oversee the work of Finance staff.
9. Good verbal and written English communication skills.
Criteria to Qualify for this Position
1. Bachelor's Degree in Accounting or Finance.
2. Minimum of five years professional accounting experience, with at least two
years experience as professional in a municipal finance department.
3. Proficiency in computer programs, including Windows, Microsoft applications as
well as experience with automated and computerized accounting systems.
4. Valid Class D drivers license with Minnesota driving privileges.
5. Experience working independently with strong self motivation and time
management skills.
6. Minimum of one year supervisory experience
7. Successful completion of pre-employment physical and drug screen.
8. Successful completion of pre-employment background investigation.
Assistant Finance Director
Page 3 of 4
Desired Qualifications
1. More than two years supervisory experience.
2. Current Certified Public Accounting license or certificate
Competencies Common to All Citv Positions•
• Develop and maintain a thorough working knowledge of all departmental and
applicable City policies and procedures in order to help facilitate compliance with
such policies and procedures by personnel.
• Demonstration, by personal example, of the service, excellence, and integrity
expected from all staff.
• Develop respectful and cooperative working relationships with co-workers, including
willing assistance to newer staff so job responsibilities can be performed with
confidence as quickly as possible.
• Confer regularly with and keep immediate supervisor informed of all important
matters which pertain to the applicable job functions and responsibilities.
• Represent the City of Hastings in a professional manner to the general public and
outside contacts and constituencies.
Physical Demands
The physical demands described here are representative of those that must be met by an employee to
successtulty perfomr the essential functions of this job. Reasonable accommodations maybe made to
enable individuals with disabilities fo perform the essential functions.
While performing the duties of this job, the employee is frequently required to:
® sit; ®talk ®hear ®stand; ®walk; ®use hands to finger, handle or operate objects,
tools, or controls; ®reach with hands and arms; ®balance. ®stoop, ®kneel, ^
crouch, ^ crawl ^ climb ^ taste ^smell ^ other,
While performing the duties of this job, the employee is occasionally required to:
^ sit; ^talk ^hear ^stand; ^walk; ^use hands to finger, handle or operate objects,
tools, or controls; ^reach with hands and arms; ^ balance. ^ stoop, ®kneel,
crouch, ^ crawl ^ climb ^ taste ^smetl ^ other,
The employee must frequently ®lift ®move up to 10 pounds
The employee must occasionally ®lift ®move up to 20 pounds
Specific vision abilities required by this job include
® close vision, ®distance vision, ®color vision, ®peripheral vision, ®depth
perception, ®the ability to adjust focus.
The person who fills this position must have the physical mobility to operate assigned equipment.
Work Environment
The work enviranment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations maybe made to enable
individuals with disabilities to perform the essentlal functions.
Work is performed primarily in an office settings, generally during day shifts.
The noise level in the work environment is generally quiet, and may occasionally be
moderately noisy
Assistant Finance Director
Page 4 of 4
- Supervision of Others:
This position is responsible for daily oversight of technical finance department staff.
The omission of speck statements of duties does not exclude them from the position if the work
is similar, related, or a logical assignment to the position. The job description does not constitute
an employment agreement between the employer and member and is subject to change by the
employer as the needs of the employer and requirements of the job change.
The 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 change.
Employee Initials: Date:
Supervisor/
Dept. Head Initials:
Date:
CA/ACA initials: Date: