04-09-2025 Council Packet - Laserfiche WebLink

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STAFF REPORT TO: Mayor Fischer and Members of the City Council FROM: Sam Magureanu, Finance Director Heidi Heller, City Clerk/HR Manager DATE: April 9, 2025 RE: Utility Billing /Administrative Support Specialist Full-Time Position ACTION TO BE CONSIDERED: Staff is requesting City Council Consideration to approve the new Utility Billing/Administrative Support Specialist job description and authorize posting of the new full-time position. BACKGROUND: On March 31, the Utility Billing Clerk submitted her letter of resignation with an effective date of April 28, 2025. The Utility Billing Clerk plays an essential role in the day-to-day operation of the city as it administers the utility billing system that includes water, sewer, storm water, and refuse collection. The Utility Billing Clerk position has historically operated as a part-time non-exempt position (20 hours a week) within the finance department, with the position reporting to the Finance Director. The position has historically served as a secondary backup, picking up phones and assisting at the front counter when needed. However, the primary focus of the position has been the utility billing function within the 20 hours a week. Currently, three staff members assist in covering the front desk. The primary front desk position (Customer Service Specialist) works 40 hours per week. The Accountant (34 hours per week) and Utility Billing Clerk (20 hours per week) serve as first and second backup to the Customer Service Specialist Position. When the Customer Service Specialist is on vacation, City Hall staff members assist part-time employees in covering front office related tasks. In 2023, the city conducted an Organizational Study and Gap Analysis that recommended a 20 or 40-hour-a-week administrative support staff position to provide additional front counter coverage and perform clerical assistance to all departments. At the time of the study, the recommendation was echoed by all leadership team members who recognized a need for additional help at the front counter. Based on the study recommendations, staff included funds in the 2024 and 2025 budgets for a 20-hour part-time administrative support position. No position has been filled; however, in 2024, staff did utilize a staffing agency temporarily for administrative support. At the end of February 2025, the city participated in a facilitated strategic planning retreat. While the new strategic plan has not yet been formalized, as part of the discussion, the number one priority of the strategic plan is to redefine the front office duties.