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HomeMy WebLinkAbout5.D.1. Approval of postion Description for Accounting Manager, Engineering Project Manager and Grauate Engineer Consent Business 5. D. 1. SHAKO1 EE TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator DATE: 03/18/2014 SUBJECT: Approval of Position Descriptions for Accounting Manager, Engineering Project Manager and Graduate Engineer (E) Action Sought The Council is asked to approve the attached position descriptions for the positions of Accounting Manager, Graduate Engineer and Engineering Technician. Background The adopted 2014 operating budget provides for the promotion of the City's current Account to the position of Accounting Manager and the hiring of an additional full -time employee in the Engineering Division. Council action is required to approve the position descriptions as these are new positions to the City organization. Accounting Manager The workload demands of the Finance Department, driven in part by bringing in the duties of the City Clerk's office, have created a need to upgrade the position of Accountant to Accounting Manager. With the Finance Director's time split between Finance and City Clerk tasks, the Accountant position has needed to work more independently and take on more of a lead role in several areas. The promotion to Accounting Manager accommodates for this expanded responsibility. Engineering The adopted budget provides funding for one new position in Engineering. The Council is asked to approve position descriptions for two similar, but not identical positions, so that the posting can be broad enough to encompass either position depending on the qualifications of the applicant pool. The two positions are Graduate Engineer, which is an entry -level position requiring a Bachelor's degree in Civil Engineering, and an Engineering Technician, which is also an entry -level position but requires only an Associate's degree. The Department wishes to advertise both, review the applicant pool and then have the flexibility to hire either a Graduate Engineer or an Engineering Technician, depending on which position best fits the top candidate. Only one employee will be hired and the funding included in the adopted budget is sufficient to hire in either position. Budget Impact The estimated cost of the promotion to Accounting Manager is $6,350. The estimated cost of the new Engineering position is $51,500, based on a May 1 start date. Relationship to Vision This items relates to Goal E: Deliver effective and efficient public services by a staff of well - trained, caring and professional employees. Requested Action The Council is asked to approve the attached position descriptions for the positions of Accounting Manager, Graduate Engineer and Engineering Technician. Attachments: Accounting Manager Position Description Graduate Engineer Position Description Engineering Technician Position Description City of Shakopee POSITION DESCRIPTION TITLE: Accounting Manager DEPARTMENT: Finance REPORTS TO: Finance Director / City Clerk STATUS: Full -Time, Exempt PAY GRADE: 8 APPROVED: SUMMARY Experienced accounting position responsible for coordinating and leading a wide range of financial accounting and reporting activities. Manages daily accounting responsibilities and supports annual functions such as budget and audit preparation. ESSENTIAL DUTIES AND RESPONSIBILITIES: Coordinates daily accounting activities and general ledger preparation to ensure timely and accurate financial data. Balances /reconciles various general ledger accounts, bank statements and subsidiary schedules. Prepares monthly journal entries and other regular financial reports. Monitor and maintain bank account cash balance on a daily basis. Oversees the receipting process, City-wide, ensuring consistent procedures and practices that conform to GAAP standards. Integrates receipting with document imagining process for future retrieval and documentation. Coordinates preparation of annual financial audit work papers and the Comprehensive Annual Finance Report (CAFR), in accordance with Governmental Accounting Standards Board (GASB) regulations, for the City of Shakopee, Southwest Metro Drug Task Force and other entities for which the City serves as fiscal agent. Assists in the preparation of the City's annual operating budget and five -year capital improvement plan. Provides working budget documents and financial assistance to departmental budget preparers. Prepare summaries, projections and analysis for the completion of annual budget document and assist with completion and publication of the final budget document. Develops and reviews monthly membership and insurance reimbursement reports for Community Center operations; ensure timely and accurate compliance with state and industry reporting standards. Monitors budget to actual revenue and expenditures throughout the year. Prepares monthly, quarterly and annual financial reports for individual departments and the City Council. Prepares and reconciles monthly reports on escrow and project accounts for departmental review and action. Coordinates monthly investment reconciliation and reports. Maintain the Fixed Asset Records, balance to General Ledger and prepare schedules for audit. Reviews departmental practices and procedures to ensure adequate segregation of duties and compliance with recommended audit practices. Implements audit recommendations as needed. Provides back -up for accounts payable and accounts receivable functions. Calculates and reconciles fuel tax and sales tax and submit by electronic transfer. Coordinates financial record retention activities. Keeps Finance Director informed of important developments within areas of responsibility. Performs other related duties as apparent or assigned. KNOWLEDGE, SKILLS & ABILITIES REQUIRED • Thorough knowledge of and ability to apply current municipal accounting practices and procedures. • Extensive knowledge of Microsoft Office as well as considerable experience and ability to adapt to computerized accounting systems. • Knowledge of methods and techniques of setting up and maintaining a variety of accounts. • Knowledge of principles and procedures of public sector financial record keeping and reporting. • Ability to develop and maintain positive, professional working relationships with co- workers, subordinates and supervisors. • Ability to interact with the public in a friendly, tactful manner. • Ability to interpret and follow an extensive variety of instructions in written, oral, diagram or schedule form. • Ability to define problems, collect data, establish facts, and draw valid conclusions. • Ability to comprehend and communicate policies, practices and services of the Finance Department to fellow City employees and members of the public. • Ability to understand and communicate ideas and explanations clearly in English, both orally and in writing. • Ability to prepare reports and correspondence, that conform to prescribed style and format and to apply proper English, spelling, and punctuation. • Ability to write, administer and interpret policies and procedures for sound fiscal control. • Ability to work independently and exercise discretion with sensitive information. • Ability to read and interpret accounting statements, financial reports and related documents. • Knowledge of and ability to operate common office equipment including personal computers, ten - key, fax machines and copiers. QUALIFICATIONS Minimum Qualifications Bachelor's Degree in Accounting, Finance or closely related field and five years of professional experience in governmental accounting and finance. PHYSICAL DEMANDS AND WORKING CONDITIONS While performing the duties of this job, the employee is regularly required to sit, stand and move about the office; use hands to finger, handle or feel objects, tools or controls; and reach with hands and arms. The employee is required to speak, hear and see in order to share information, receive instructions and complete tasks using a computer screen. The employee must occasionally lift and/or move up to 25 pounds. The normal work environment is a modern, climate - controlled office building, with moderate levels of noise generated by conversations, phones and other office equipment. City of Shakopee POSITION DESCRIPTION TITLE: Graduate Engineer DEPARTMENT: Engineering REPORTS TO: Assistant City Engineer STATUS: Full -Time, Non - Exempt PAY GRADE: 6 APPROVED: SUMMARY Performs entry-level professional engineering work related to the design and installation of a variety of municipal infrastructure projects. ESSENTIAL DUTIES AND RESPONSIBILITIES Assists in the design of municipal improvement projects, including the preparation of cost estimates, engineering plans, specifications, design documents, and surveying. Assists with administration of projects as directed in order to evaluate progress and ensure conformance with engineering plans and specifications and construction and safety standards. Assists in the review of construction plans and specifications for developer - installed public improvements including grading, drainage and erosion control, streets, sidewalks and trails, sanitary sewer, water distribution, and storm sewer for conformance with City standards, specifications and policies. Work closely with developers, engineers, contractors and property owners to address unique or unanticipated field issues as directed. Performs field inspections on public roadway, sanitary sewer, storm sewer and water main construction and reconstruction projects, ensuring that the contractor conforms to specifications and plans. Prepare and present intersection control studies and coordinate traffic improvements with the City's Transportation Plan and perform field investigations to ensure that traffic controls are consistent with City policies and the Minnesota manual on Uniform Traffic Control Devices (MMUTCD). Assist in the review of Certificates of Survey and as -built Certificates of Survey. Assist in the review, approval and inspection of permit applications for work in the City right -of -way. Assist in collecting and organizing data and preparing reports to meet the Municipal State Aid and Minnesota Department of Transportation reporting requirements (i.e. Certification of Mileage, Needs Update, Traffic Volumes, etc.) Review and maintain as -built record plans of public improvements. Responds to requests from the general public for information relating to grading and drainage concerns, existing and proposed public improvements, construction projects and other engineering related issues. Works extended hours as project needs and seasonal weather conditions warrant. Performs other related duties as apparent or assigned. KNOWLEDGE, SKILLS AND ABILITIES REQUIRED • Knowledge of engineering and survey practices; maps and records; equipment and techniques of drafting. • Proficiency in the use of CAD software and ability to utilize pavement management and GIS programs. • Ability to work with mathematical concepts, making calculations rapidly and accurately. • Ability to communicate ideas and explanations clearly in English, both orally and in writing. • Ability to write routine reports and correspondence, that conform to prescribed style and format • Knowledge of and ability to apply proper English, spelling, and punctuation. • Ability to create, read and interpret engineering plans and specifications. • Ability to comprehend and communicate policies, practices and services of the Engineering Division to co- workers and members of the public. • Ability to define problems, collect data, establish facts, and draw valid conclusions. • Ability to use common Microsoft Office programs, such as Word, Excel and PowerPoint, as well as web -based email and timesheet software. • Ability to establish and maintain positive, professional working relationships with co- workers and supervisors. • Ability to work with the public in a friendly, tactful manner. • Ability to effectively work with and provide direction to consultants, developers, and contractors. • Ability to complete plan reviews and written reports that are complete, accurate and timely. QUALIFICATIONS Minimum Qualifications Bachelor of Science degree in Civil Engineering from an accredited college, university or technical school and a valid driver's license. Must possess an Engineer -In- Training (EIT) Certificate or the ability to obtain certification within six months of hire. Desirable Qualifications Fluency in a second language, in addition to English, that has a recognized presence in the community (Spanish, Russian, Hmong, etc.). PHYSICAL DEMANDS AND WORKING CONDITIONS While performing the duties of this job, the employee is regularly required to sit, stand and walk, and to bend, twist, lift and reach, as well as climb and balance. The employee must use hands to finger, handle or feel objects, tools or controls. The employee must talk, hear and see to communicate with co- workers, receive information and instructions, and fully inspect the work of others. The employee must lift and/or move up to 50 pounds. Position involves a combination of office and field work. Includes exposure to seasonal weather conditions, uneven terrain, and construction- related dust, noise and machinery. The employee is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration. The noise level is usually moderate in the office environment but can be loud in the field. City of Shakopee POSITION DESCRIPTION TITLE: Engineering Technician DEPARTMENT: Engineering REPORTS TO: Assistant City Engineer STATUS: Full -Time, Non - Exempt PAY GRADE: 5 APPROVED: SUMMARY Entry-level technical position focusing on the inspection of public infrastructure projects. Assists with related design, plan review, research and record - keeping tasks. Position requires a combination of field and office work. ESSENTIAL DUTIES AND RESPONSIBILITIES Performs field inspections of municipal improvement projects and developer - installed public improvement projects for conformance with engineering plans and specifications and construction and safety standards. Includes public roadway, sanitary sewer, storm sewer and water main construction and reconstruction projects. Works closely with developers, engineers, contractors and property owners to address unique or unanticipated field issues as directed. Assists in the design of municipal improvement projects, including the preparation of cost estimates, engineering plans, specifications and design documents, easement acquisition, permitting and surveying. Assists in the review of construction plans and specifications for developer - installed public improvements including grading, drainage and erosion control; streets, sidewalks and trails; sanitary sewer, water distribution, and storm sewer; for conformance with City standards, specifications and policies. Assists in the collection and review of Certificates of Survey and as -built Certificates of Survey. Assists in the collection of traffic volume and speed data. Assists in the preparation of pay estimates, contract change orders and final quantities for public improvement projects. Assists in the review and maintenance of as -built record plans of municipal improvement projects and developer - installed public improvement projects. Responds to requests from the general public for information relating to grading and drainage concerns, existing and proposed public improvements, construction projects and other engineering related issues. Works extended hours as project needs and seasonal weather conditions warrant. Performs other related duties as apparent or assigned. KNOWLEDGE, SKILLS AND ABILITIES REQUIRED • Knowledge of engineering and survey practices; maps and records; equipment and techniques of drafting. • Proficiency in the use of CAD software and ability to utilize pavement management and GIS programs. • Ability to work with mathematical concepts, making calculations rapidly and accurately. • Ability to communicate ideas and explanations clearly in English, both orally and in writing. • Ability to write routine reports and correspondence, that conform to prescribed style and format • Knowledge of and ability to apply proper English, spelling, and punctuation. • Ability to read and interpret engineering plans and specifications. • Ability to comprehend and communicate policies, practices and services of the Engineering Division to co- workers and members of the public. • Ability to define problems, collect data, establish facts, and draw valid conclusions. • Ability to use common Microsoft Office programs, such as Word, Excel and PowerPoint, as well as web -based email and timesheet software. • Ability to establish and maintain positive, professional working relationships with co- workers and supervisors. • Ability to work with the public in a friendly, tactful manner. • Ability to effectively work with and provide direction to consultants, developers, and contractors. QUALIFICATIONS Minimum Qualifications Associate's degree in highway construction, civil engineering or closely related field from an accredited college, university or technical school and a valid driver's license. Desirable Qualifications Fluency in a second language, in addition to English, that has a recognized presence in the community (Spanish, Russian, Hmong, etc.). PHYSICAL DEMANDS AND WORKING CONDITIONS While performing the duties of this job, the employee is regularly required to sit, stand and walk, and to bend, twist, lift and reach, as well as climb and balance. The employee must use hands to finger, handle or feel objects, tools or controls. The employee must talk, hear and see to communicate with co- workers, receive information and instructions, and fully inspect the work of others. The employee must lift and/or move up to 50 pounds. Position involves a combination of office and field work. Includes exposure to seasonal weather conditions, uneven terrain, and construction- related dust, noise and machinery. The employee is occasionally exposed to wet and/or humid conditions, fumes or airborne particles, toxic or caustic chemicals, risk of electrical shock, and vibration. The noise level is usually moderate in the office environment but can be loud in the field.