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Home My WebLink About#04 - Payroll-AP Clerk Job Description DATE: December 6, 2022 CONSENT TO: Mayor and City Council FROM: Kristina Handt, City Administrator AGENDA ITEM: Approve Payroll and Payables Clerk Job Description and Transfer BACKGROUND: Recommendation #6 in the Administration and Finance departments audit completed by Matrix this summer was to establish a new position of Payroll and Payables Clerk. This position, along with the Finance Coordinator position, were proposed to appropriately align duties and provide necessary staffing support for the organization. As noted in the report, these two positions would replace the Accountant position. Per the City of Lake Elmo Personnel Policy, the city administrator or designee will determine if a vacancy will be filled through an open recruitment or by promotion, transfer, or some other method. I am recommending Michael Kuehn be transferred to the new Payroll and payables Clerk position effective 1/1/23. ISSUE BEFORE COUNCIL: Should the Council approve the new job description for the Payroll and Payables Clerk and approve the transfer of Michael Kuehn? PROPOSAL DETAILS/ANALYSIS: A sample job description was provided as part of the department audit. It was reviewed and reformatted by Baker Tilly in order to properly place the position in the new compensation plan. Duties for accounts payable and payroll were further flushed out to properly identify the duties of the position and reflect employee and supervisor feed from the position analysis questionnaire. A copy of the proposed job description is included in your packet. FISCAL IMPACT: The position is proposed to be implemented in January as part of the new compensation plan. 2023 budget for wages, taxes and benefits is $99,241. OPTIONS: 1) Approve the job description and transfer of Michael Kuehn to Payroll and Payables Clerk effective 1/1/23 2) Do not approve the above mentioned changes RECOMMENDATION: If removed from consent agenda: “Motion to approve the job description and transfer of Michael Kuehn to Payroll and Payables Clerk effective 1/1/23.” ATTACHMENTS: • Payroll and Payables Clerk Job Description City of Lake Elmo Job Title: Payroll and Payables Clerk Department: Finance Status: Full-Time Regular Position Benefits: Qualifies for Full Time Benefits Reporting Relationship: Reports to Finance Coordinator Supervisory Duties: This position does not exercise supervisory responsibilities. Position Details: This position performs intermediate work on a variety of accounting functions including accounts payable, payroll, associated reconciliations and reporting, and other duties as assigned. This position provides back up to the Utility Billing Clerk as needed. Work is performed under moderate supervision. Accounts Payable:  Responsible for processing accounts payable and preparing council agenda item  Responsible for Department filing and reporting such as but not limited to Sales and Use Tax Returns, 1099s, Met Council SAC reports, etc.  Update and reconcile developer and builder escrows  Coordinate with Departments to ensure vouchers are properly coded and approved for payment  Perform internal credit card reconciliations  Ensure imaging of checks, invoices and supporting documents is timely and accurately performed.  Assist with audit support as necessary. Payroll:  Responsible for processing payroll, entering employee information and data into the system, and all state and federal related reporting such as but not limited to 941, W-2/W3, and Affordable Care Act, etc.  General knowledge of benefits and new hire requirements  Responsible for calculating payable hours, bonuses, taxes, and deductions.  Maintain and update payroll records.  Responsible for processing new employees, promotions, and terminations.  Responsible for collecting and verifying timesheets and issuance of electronic transfers to employees  Responsible for issuing statements detailing earnings and deductions. 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  Invoicing associated with accounts receivable and payable procedures  Practices, procedures, methods, and equipment used in creating and posting invoices.  Basic mathematics.  Basic principles and practices of financial record keeping  Works well with internal staff and provides them with accurate and timely financial reports and problem resolution when appropriate.  Makes minimal errors completing entries, 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, other city staff, and professionals Education: High School/GED Requirements: Considerable experience in processing payroll and accounts payable functions. Process basic computers skills, including a good knowledge of and experience using:  E-mail and Microsoft Outlook  Web Browsing  Adobe PDF Viewer  Microsoft Office Products Desired Qualifications:  Education and considerable experience in processing payroll and financial transactions.  Additional specialized training and/or college level coursework in accounting or a related field  Ability to exercise independent judgement and discretion in decision-making  Ability to effectively problem solve using analytical and strategic thinking  Advanced computer software experience and proficiency in word, excel and other financial software packages  Knowledge of principles and practices of local government 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 is light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects. **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. Revised - 12/2022