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HomeMy WebLinkAbout#16 - Utility Billing and Accountant Positions STAFF REPORT DATE: February 4, 2020 REGULAR TO: Mayor and Council FROM: Kristina Handt, City Administrator AGENDA ITEMS: New Utility Billing Clerk Position and Revised Job Description for Accountant BACKGROUND: The City’s Finance Department consists of a full time Finance Director (exempt) and a full time Accountant (non-exempt). The Finance Department conducts the financial affairs of the City of Lake Elmo and in accordance with the Government Accounting Standards Board (GASB) and Generally Accepted Accounting Principals (GAAP). This includes utility billing (water, sewer and storm water), accounts payable, accounts receivable, payroll, and budgeting. ISSUE BEFORE COUNCIL: Should the city add a part time utility billing clerk? PROPOSAL DETAILS/ANALYSIS: I am proposing, and the Human Resources Committee and Finance Committee are recommending, that the city add a part time (24-28 hr/week) Utility Billing Clerk position to the Finance Department. The city has seen significant growth over the last few years that exceeded the growth expected during the 2016 TKDA study of the utilities. For example, it was expected that the city would have 2,511 sewer connections from 2016-2025. However in just 2016-2018 the city saw 1,157 new sewer connections. Water connections were expected to be 2,487 from 2016-2025. However the actual new water connections from 2016-2018 were 1,083. The third utility, stormwater, has also grown exponential as each newly platted lot (about 1700 since 2015). The growth in the utilities has also made it difficult to find time to correct issues such as meters that have been estimated sometime for a decade or more. The department needs a dedicated utility person to work with public works to get meter change outs completed to help address these issues. In addition to the growth on the utility side, the accountant position has also seen a growth in work load due to the addition of employees (payroll) and city purchases (accounts payable). A finding from the 2018 audit identified that escrows had not been reconciled. More time needs to be allotted to complete this task and others in order to minimize journal entries and audit findings. Staff has prepared a revised job description for the Accountant which essentially removes the utility related functions. We have also created a new job description for the Utility Billing Clerk. Language related to utilities has been moved to this job description. We also reviewed the job descriptions for utility billing clerks in other communities to ensure we didn’t miss anything. This position will also be expected to help with audit prep and assessments (as they relate to utilities). Lastly, it is intended that the positions provide back up to each other. FISCAL IMPACT: Based upon the criteria used on the 2017 Classification and Compensation Study, the Utility Billing Clerk position is proposed at a grade 7. The 2020 pay range for grade 7 is $21.95/hour to $28.54/hour. Annual wages and taxes then would be $34,404 to $44,733. In addition the position would be eligible for PERA, pro-rated PTO and holiday hours similar to our part time firefighter positions. OPTIONS: 1) Approve the new job descriptions and advertising for Utility Billing Clerk position 2) Amend job descriptions and approve and advertising for UB position 3) Make no changes to the Finance Department positions. RECOMMENDATION: “Motion to approve the revised job description for the Accountant, the job description for the Utility Billing Clerk and advertise the position.” ATTACHMENTS: • Revised Accountant Job Description • New Utility Billing Clerk Job Description • Utility Billing Clerk Posting City of Lake Elmo Job Title: Utility Billing Clerk Department: Finance Status: Part-time regular position (24-28 hours per week) Benefits: Does Not Qualify for full-time benefits Reporting Relationship: Reports to Finance Director Supervisory Duties: This position has no supervisory duties. Position Details: The Utility Clerk is responsible for clerical and accounting work performed in the municipal utilities portion of the Finance Departm ent. This position is responsible for assisting with maintenance of the city's utility billing records and accounts, cash receipting and customer service. Provides back up to the Accountant as needed Utility Billing:  Provide customer service on-site, front counter, e-mail inquiries and phone calls  Responsible for utility billing processing: including processing bills, payments and adjustments as needed  Collects and enters data, prepares invoices and billing reports; posts transactions; processes meter deposits and refunds; processes work orders for connections or disconnections; performs related other public works services as requested; mails bills; processes rebates  Pursues collection of delinquent utility accounts; prepares final notices, shut-off and turn-on orders; researches accounts  Assist new customers in account set-up and changeovers, including online billing system  Complete assessment and utility search inquiries  Assist the Finance Director in preparing the annual assessment report for the County  Working with Public Works as new meters are set-up and meters are shut off  Composes correspondence, documents and reports when required or requested. Annual Financial Preparation:  Assist with year-end audit schedules and preparation  Assist with budget preparation While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the City. Position Requirements Knowledge, Skills and Abilities:  Demonstrates ability to prioritize tasks, solve problems and meet deadlines  Works well with internal staff and provides them with accurate and timely financial reports and problem resolution when appropriate  Makes minimal errors completing recurring entries, utility billings, calculations, subsidiary spreadsheets, etc  Ability to perform with minimal supervision  Contributes to the team effort and positive image of the Department by consistently providing a high level of support to internal and external customers  Promptly resolves accounting problems in a constructive and well-documented manner  Maintain internal and external relationships via in-person, phone, or e-mail with residents, vendors, auditors, staff, realty agents and bank professionals Education: High School Diploma or equivalent Requirements:  Two (2) years of bookkeeping, accounting, and/or general office experience.  Considerable experience with providing customer service and interacting with the general public. Process basic computers skills, including a good knowledge of and experience using:  E-mail and Microsoft Outlook  Web Browsing  Basic Computer Mapping (Google Maps, Bing)  Adobe PDF Viewer  Microsoft Office Products Desired Qualifications:  Education and experience in accounting and finance  Ability to exercise independent judgement and discretion in decision-making  Ability to effectively problem solve using analytical and strategic thinking  Previous government experience; Knowledge of principles and practices of local government  Advanced computer software experience and proficiency in Word, Xcel and other financial software packages such as Banyan and Springbrook Physical and Mental Requirements: Positions in this job typically require: sitting, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. This position encounters unexpected and prolonged workdays and stress and pressure from dealing with emotional issues and conflicts. There is also sustained exposure to computer keyboards and video screens. This positon is generally light-duty and may require the exertion up to 20 pounds of force on occasion and the ability to lift, carry, push, pull and move objects. The individual may encounter unexpected and prolonged workdays and stress and pressure from dealing with emotional issues and conflicts. **The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. R easonable accommodations can be made to enable individuals with disabilities to perform the essential functions. Working Conditions: Most work is performed in an office setting Competencies Common to All City Positions:  Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable City policies and procedures  Demonstration by personal example the spirit of 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 Lake Elmo in a professional manner to the public, outside contacts and constituencies **The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to p erform the essential functions. 3880Laverne Avenue North, Lake Elmo, Minnesota, 55042 * 651.747.3900 The City of Lake Elmo offers competitive pay and benefits in addition to professional development opportunities to all employees. The city’s number one value statement is to foster an environment based on trust and ethics. These philosophies and practices help the City in recruiting and retaining exceptional employees. ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ Accepting Applications for the Position of: Utility Billing Clerk (PT 24-28 hours/week) HOURLY PAY RANGE: $21.95-$28.54 ANTICIPATED HIRING RANGE: $21.95-$28.54 OPENING DATE: 2/5/20 CLOSING DATE: 2/19/20 POSITION TITLE: Utility Billing Clerk DEPARTMENT: Finance ACCOUNTABLE TO: Finance Director Primary Objective of Position The Utility Clerk is responsible for clerical and accounting work performed in the municipal utilities portion of the Finance Department. This position is responsible for assisting with maintenance of the city's utility billing records and accounts, cash receipting and customer service. Provides back up to the Accountant as needed. Essential Functions of the Position Utility Billing:  Provide customer service on-site, front counter, e-mail inquiries and phone calls  Responsible for utility billing processing: including processing bills, payments and adjustments as needed  Collects and enters data, prepares invoices and billing reports; posts transactions; processes meter deposits and refunds; processes work orders for connections or disconnections; performs related other public works services as requested; mails bills; processes rebates  Pursues collection of delinquent utility accounts; prepares final notices, shut-off and turn-on orders; researches accounts  Assist new customers in account set-up and changeovers, including online billing system  Complete assessment and utility search inquiries  Assist the Finance Director in preparing the annual assessment report for the County 3880Laverne Avenue North, Lake Elmo, Minnesota, 55042 * 651.747.3900  Working with Public Works as new meters are set-up and meters are shut off  Composes correspondence, documents and reports when required or requested. Annual Financial Preparation:  Assist with year-end audit schedules and preparation  Assist with budget preparation While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the City. Position Requirements Knowledge, Skills and Abilities:  Demonstrates ability to prioritize tasks, solve problems and meet deadlines  Works well with internal staff and provides them with accurate and timely financial reports and problem resolution when appropriate  Makes minimal errors completing recurring entries, utility billings, calculations, subsidiary spreadsheets, etc  Ability to perform with minimal supervision  Contributes to the team effort and positive image of the Department by consistently providing a high level of support to internal and external customers  Promptly resolves accounting problems in a constructive and well-documented manner  Maintain internal and external relationships via in-person, phone, or e-mail with residents, vendors, auditors, staff, realty agents and bank professionals Education: High School Diploma or equivalent Requirements:  Two (2) years of bookkeeping, accounting, and/or general office experience.  Considerable experience with providing customer service and interacting with the general public. Process basic computers skills, including a good knowledge of and experience using: • E-mail and Microsoft Outlook • Web Browsing • Basic Computer Mapping (Google Maps, Bing) • Adobe PDF Viewer • Microsoft Office Products Desired Qualifications:  Education and experience in accounting and finance  Ability to exercise independent judgement and discretion in decision-making  Ability to effectively problem solve using analytical and strategic thinking 3880Laverne Avenue North, Lake Elmo, Minnesota, 55042 * 651.747.3900  Previous government experience; Knowledge of principles and practices of local government  Advanced computer software experience and proficiency in Word, Xcel and other financial software packages such as Banyan and Springbrook Physical and Mental Requirements: Positions in this job typically require: sitting, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. This position encounters unexpected and prolonged workdays and stress and pressure from dealing with emotional issues and conflicts. There is also sustained exposure to computer keyboards and video screens. This positon is generally light-duty and may require the exertion up to 20 pounds of force on occasion and the ability to lift, carry, push, pull and move objects. The individual may encounter unexpected and prolonged workdays and stress and pressure from dealing with emotional issues and conflicts. **The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions. Working Conditions: Most work is performed in an office setting Competencies Common to All City Positions: • Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable City policies and procedures • Demonstration by personal example the spirit of 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 Lake Elmo in a professional manner to the public, outside contacts and constituencies **The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions. THIS POSITION IS OPEN UNTIL FILLED, WITH THE FIRST ROUND OF REVIEWS TAKING PLACE 2/19/20 SEND COVER LETTER, RESUME, LAKE ELMO APPLICATION AND REFERENCES TO: CITY OF LAKE ELMO ATTN: Jake Dickson, ASSISTANT CITY ADMINISTRATOR 3880 LAVERNE AVENUE NORTH, Suite 100, LAKE ELMO, MN 55042 PLEASE VISIT OUR WEBSITE AT WWW.LAKEELMO.ORG FOR ADDITIONAL INFORMATION/APPLICATION OR CONTACT US AT 651.747.3900 CITY OF LAKE ELMO IS AN EQUAL OPPORTUNITY EMPLOYER City of Lake Elmo Job Title: Accountant Department: Finance Status: Full-time regular position Benefits: Qualifies for full-time benefits Reporting Relationship: Reports to Finance Director Supervisory Duties: This position has no supervisory duties. Position Details: To perform a variety of accounting functions including accounts payable, payroll, utility billing, account reconciliations, annual budget preparation, year-end audit preparation, and other duties as assigned. This position provides back up to the Utility Billing Clerk as needed. Accounts Payable:  Responsible for processing accounts payable  Responsible for Department filing and reporting  Coordinate with Departments to ensure vouchers are properly coded and approved for payment Payroll:  Responsible for processing payroll and all state and federal related reporting  General knowledge of benefits and new hire requirements  Responsible for gathering of timesheets, data entry of time, and issuance of electronic transfers to employees Utility Billing:  Provide customer service on-site, front counter, e-mail inquiries and phone calls  Responsible for utility billing processing: including processing bills, payments and adjustments as needed  Complete assessment and utility search inquiries  Assist the Finance Director in preparing the annual assessment report for the County  Working with Public Works as new meters are set-up and meters are shut off Annual Financial Preparation:  Assist with year-end audit schedules and preparation  Assist with budget preparation  Complete monthly reconciliation of Developer Escrow While these are the primary focus of the position, we believe strongly in teamwork and employees will be called upon to perform a variety of duties as part of their role with the City. Position Requirements Knowledge, Skills and Abilities:  Demonstrates ability to prioritize tasks, solve problems and meet deadlines  Works well with internal staff and provides them with accurate and timely financial reports and problem resolution when appropriate  Makes minimal errors completing recurring entries, bank reconciliations, monthly billings, calculations, subsidiary spreadsheets, accounts payable and payroll processing  Ability to perform with minimal supervision  Contributes to the team effort and positive image of the Department by consistently providing a high level of support to internal and external customers  Promptly resolves accounting problems in a constructive and well-documented manner  Maintain internal and external relationships via in-person, phone, or e-mail with residents, vendors, auditors, staff, realty agents and bank professionals Education: four-year degree in business, liberal arts, or accounting Requirements: Minimum of two years’ experience in payroll, accounts payable and general ledger experience Process basic computers skills, including a good knowledge of and experience using:  E-mail and Microsoft Outlook  Web Browsing  Basic Computer Mapping (Google Maps, Bing)  Adobe PDF Viewer  Microsoft Office Products Desired Qualifications:  Education and experience in accounting and finance  Ability to exercise independent judgement and discretion in decision-making  Ability to effectively problem solve using analytical and strategic thinking  Knowledge of principles and practices of local government  Advanced computer software experience and proficiency in Word, Xcel and other financial software packages Physical and Mental Requirements: Positions in this job typically require: sitting, feeling, manual dexterity, grasping, talking, hearing, typing, and seeing. This position encounters unexpected and prolonged workdays and stress and pressure from dealing with emotional issues and conflicts. There is also sustained exposure to computer keyboards and video screens. This positon is generally light-duty and may require the exertion up to 20 pounds of force on occasion and the ability to lift, carry, push, pull and move objects. The individual may encounter unexpected and prolonged workdays and stress and pressure from dealing with emotional issues and conflicts. **The physical demands described here are representative to those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions. Working Conditions: Most work is performed in an office setting Competencies Common to All City Positions:  Develop, maintain a thorough working knowledge of, and comply with all departmental and applicable City policies and procedures  Demonstration by personal example the spirit of 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 Lake Elmo in a professional manner to the public, outside contacts and constituencies **The work environment characteristics described here are representative to those an employee encounters while performing essential functions of this job. Reasonable accommodations can be made to enable individuals with disabilities to perform the essential functions.