07-07-1997 WS - Laserfiche WebLink

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�►aff R crf Ale. Staffing Needs In Administration and Finance Ilea) 3 . Summary Report Prepared for the City of Mounds View Prepared By: Sandra Morgan Crawford, C.P.A. Introduction As part of an ongoing effort by the City of Mounds View to increase efficiencies in the administration of the city I was engaged to review administrative functions and search for suitable replacement accounting software. Findings In addition to providing temporary support necessitated by the retirement of the Utility Billing Clerk,I have been reviewing the roles and responsibilities of the staff. This review has determined that with the full cooperation of all departments in streamlining procedures and redistributing tasks,the business of the City of Mounds View can be accomplished with little additional staff and minimal overtime. During my observations and interviews with staff,two common themes kept recurring; the need for consistent front counter and telephone backup, and the need for more cross training of functions. Presently the Accountant and the Payroll Clerk provide backup for each other in their areas. With the Payroll Clerk now covering the Utility Billing area as well,there is need for additional backup as well as additional support. • Recommendation My recommendation is twofold. First, the Finance Department should hire a temporary, part-time clerk to provide backup for the front counter and telephones and to provide data entry support to Accounts Payable,Payroll and Utility Billing. This addition should not add significantly to the payroll as the goal is to reduce overtime presently being worked. This position is meant to be temporary in nature and last for approximately 7 months. This will allow the department to adjust to the installation of a new accounting system which should improve efficiencies with subsequent realignment of duties. Second,the Public Works Department Secretary should be trained to provide support for the Utiltity Billing and Accounting systems. Tracy Juell, the Public Works Department Secretary, is the most qualified candidate considering her knowledge and background in the Public Works Department. By eliminating some duplication of effort and redistributing some of Tracy's present duties,time should be available for her to provide assistance. Once the new accounting software system is in place and the time savings afforded by the new telephone system can be determined, then administrative staff responsibilities need to be reevaluated and adjusted accordingly. The projected implementation date of the new accounting software is January 1, 1998. Due to the impending second quarter utility billing, I recommend that the temporary help be hired and the training in Utility Billing be 'started as soon as possible.