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HomeMy WebLinkAbout5.E.3. Approval of Accountant Job DescriptionCity of Shakopee MEMORANDUM TO: Mayor and City Council Mark McNeill, City Administrator FROM: Kris Wilson, Assistant City Administrator SUBJECT: Approval of Accountant Job Description DATE: September 1, 2011 ♦ W e Introduction The Council is asked to approve the attached job description for the new position of Accountant and authorize staff to begin the hiring process. Background As will be discussed elsewhere on the agenda, Senior Accounting Clerk Eileen Klimek plans to retire from her position with the City at the end of the year. She has worked for the City for over twenty -six years and is one of only three employees in the Finance Department, the other two being Accounting Clerk Karen Macklin and Finance Director Julie Linnihan. Whenever the City experiences a position opening, and especially when a long -term employee is departing a position, staff reviews the existing job description and the current needs of the Department before proceeding with a hiring process. In this case, that review has led to the staff consensus that rather than hiring another Senior Accounting Clerk, there is the need to have an Accountant, possessing a four -year degree in the field. Therefore, the attached job description has been prepared for the Council's consideration. With such a small department, the addition of an Accountant will provide us with more flexibility and a better ability to ensure continuation of the Department's services and operations in the event of unexpected staff changes or turnover. In order to comply with the state's Pay Equity Law, the City will need to have a formal review and numerical pointing of the job description. The proposed compensation study will accomplish this later this fall or winter; in plenty of time for our next pay equity reporting cycle. However, based on the minimum qualifications and the responsibilities of the position as they relate to accountant positions in other metro -area cities, staff is confident that the formal analysis will support placing this position in Grade 7, which currently has a wage range of $26.03 to $32.54 per hour. By approving the job description and authorizing staff to begin the hiring process now, the goal is to have a candidate identified and ready to begin in the first half of November. This will allow for a short overlap with Ms. Klimek in order to provide for training and a smoother transition. Budget Impact Filling the soon to be open position with a full -time Accountant will cost approximately $8,000 more than current wage and benefit costs. Funding for this has been included in the preliminary 2012 budget and can be found within the adopted 2011 budget for the final months of the year. Relationship to Vision This item relates to Goal E: Deliver effective and efficient public services by a staff of well- trained, caring and professional employees. Requested Action If the Council concurs, it is asked to offer a motion to approve the attached job description for the position of Accountant and to authorize staff to advertise the position and begin the hiring process. NOTE. Formal action to place this position on the Non -Union Pay Plan is part of Agenda Item SE4, which also incorporates the same action for a new position in the Police Department. CITY OF SHAKOPEE Job Description Job Title: Department: Reports To: Status: Approved By: Salary Grade: Accountant Finance Finance Director Full -Time, Non - Exempt City Council, 9/6/2011 7 SUMMARY Professional accounting position responsible for coordinating a wide range of financial accounting and reporting activities; this includes managing daily responsibilities such as balancing and reconciling accounts as well as providing significant support and contributions toward annual functions such as budget and audit preparation. ESSENTIAL DUTIES AND RESPONSIBILITIES: Coordinate daily accounting activities and general ledger preparation to ensure timely and accurate financial data. Balance /reconcile various general ledger accounts, bank statements and subsidiary schedules. Prepare monthly journal entries and other regular financial reports. Monitor and maintain bank account cash balance on a daily basis. Coordinate and assist with the 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. Assist in the preparation of the City's annual operating budget and five -year capital improvement plan. Provide 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. Monitor budget to actual revenue and expenditures throughout the year. Prepare monthly financial reports for individual departments and the City Council. Maintain the Fixed Asset Records, balance to General Ledger and prepare schedules for audit. Provide back -up for accounts payable and accounts receivable functions. Calculate and reconcile fuel tax and sales tax and submit by electronic transfer. Coordinate financial record retention activities. Assist other staff as needed and perform other duties as assigned or apparent. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. [3:1104F. 0 . 1 16 Requires a Bachelor's Degree in Accounting or closely related field, plus 3 to 5 years of professional experience in governmental accounting and finance. KNOWLEDGE, SKILLS & ABILITIES • Thorough knowledge of 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 financial record keeping and reporting. • Ability to work cooperatively and establish productive working relationships with both internal and external customers. • 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 communicate effectively, both verbally and in writing. • Ability to operate modern office equipment including computer, printer, fax and copy machine. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk and hear. The employee frequently is required to stand and walk. The employee must occasionally lift and/or move up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. COMMENTS