Adopt Resolution #21-215 to Hire an Accounting Clerk and Reclassify the Accountant II

The purpose of this case is for the City Council to consider filling the soon to be vacant full-time Senior Accounting Clerk position with a lower level Accounting Clerk position and to reclassify the current Accountant II to an Accountant III.  

Background
Ms. Jackie Lipski, the current Senior Accounting Clerk will be relocating and has submitted a letter stating her last day with the City will be September 10, 2021. When Ms. Lipski was hired, she started as an Accounting Clerk and was later reclassified to Senior Accounting Clerk.  The Finance Director reviewed the needs of the Finance Department and determined that filling the vacancy back to the level of an Accounting Clerk (not Senior Accounting Clerk) was in order.   

Recruitment Process for the Accounting Clerk
In order to fill the position, a recruitment process was conducted.  Staff interviewed many candidates, including Ms. Tammy Oakes, who was selected to advance in the recruitment process.  Ms. Oakes completed the necessary pre-employment background checks and staff recommends Ms. Oakes for the full-time regular position of Accounting Clerk.  Ms. Oakes will be subject to a 6-month probationary period, the City's Personnel Policy and AFSCME union contract.  

Accounting Clerk Position Responsibilities:
1. Verify, code and enter accounts payable invoices and support documentation
2. Verify, code and enter accounts receivable invoices
3. Review cash receipts and permit software upload preparation
4. Process Comdata transfer account information, prepare statements and process payment
5. Compile financial reporting information
6. Perform general accounting, administrative activities and other duties as assigned
7. Maintain records for A/P, A/R and cash receipts according to the applicable retention schedule
8. Promote good relations amongst staff and public
9. Serve as back-up for processing bi-weekly payroll

Reclassification
Ms. Cindy Nelson, the current Accountant II has been with the City since 2010 and has continued to take on additional responsibilities as the finance department staff was decreased from 4 1/2 to 4 employees in 2011 and Ms. Nelson assumed most of the duties of the part-time position that retired and was not refilled.  Ms. Nelson is in her final year of her 4-year degree which is a benefit to the City.  Ms. Nelson has been performing the duties of an Accountant III and staff is seeking to reclassify her to more appropriately classify and compensate her for her work.   

Accountant III Position Responsibilities:
This position works very closely with all City departments, including Department Heads and Human Resources to accurately process payroll for all employees, maintaining related records, processing and remitting required withholdings and deductions, and preparing and filing related reports.  This position also maintains and updates all Private Development Escrows, provides internal and external customer service, maintains the property data system (PDS) database, handles all special assessments both pending and levied and acts as back-up to both the Accounting Clerk and the Assistant Finance Officer.  Specific tasks include, but are not limited to the following:

A. Process Payroll

• Responsible for processing payroll for all City employees in accordance with approved pay plans and collective bargaining agreements, reviewing all data for content and accuracy 
• Ensure that payroll is processed in a timely manner, assuring accounting distribution, governmental reporting/compliance, and the preparation of necessary deductions
• Maintain accuracy and integrity of data, identify and solve problems or opportunities for improvement, input and retrieve data, and ensure overall efficient operations of the system  
• Update payroll system by adding new employee and terminated employee information, and salary, tax, and voluntary deduction changes  
• Maintain vacation and sick leave records
• Reconcile payroll to general ledger
• Coordinate and process any irregular payments
• Generate, audit and maintain files of all payroll activity, following required retention schedule for all payroll related activities
• Utilize both automated and manual techniques to process payroll
• Prepare, balance, sort, distribute, and file all payroll related reports including W2’s, state and federal tax statements, PERA reports, and other year-end payroll reports

B. General Accounting 

• Maintain financial records and ensure that financial transactions are properly recorded regarding payroll, special assessments and escrows
• Reconcile benefit invoices and code for processing
• Perform accounting work of a complex or sensitive nature
• Perform accounting work including preparing financial reports as needed or requested, and assisting in budget preparations and other analysis
• Enter journal entries
• Prepare annual audit work papers 

C. Miscellaneous (other duties as assigned)

• Generate information for budget preparation
• Assist in preparation and updating of Finance Procedures Manual
• Attend meetings and training sessions as needed or requested
• Provide regular telephone and/or in-person contact with staff and vendors
• Develop spreadsheet and/or database applications as necessary
• Assist in computer system conversion, as needed
• Assist with utility billing—inquiries/billing
• Administer Special Assessments – maintaining PDS system information, fielding phone calls from public, work with Anoka County
• Handle all invoicing to escrows including erosion control deposits
• Perform other duties as assigned (within the ability and resources of the Accountant III at the verbal or written direction of the Finance Director and/or Assistant Finance Director

Note, with this reclassification, the position is now exempt under the Fair Labor Standards Act and therefore, is not eligible for overtime wages.
 

There will be an overall savings of $5,457.  $7,045 decrease in regards to the Sr Accounting Clerk to Accounting Clerk and $1,588 increase due to the reclassification of the Accountant II to Accountant III. 

Staff recommends adopting the attached resolution.  

Motion to adopt resolution #21-215 to hire Ms. Tammy Oakes as a full-time Accounting Clerk, effective on or near August 23, 2021, with a credit of five vacation days, at $22.59 per hour which is step 1 of the 2021 Accounting Clerk wage scale and to reclassify Ms. Cindy Nelson from an Accountant II to an Accountant III, effective September 13, 2021 at $39.591 per hour which is step 5 of the Accountant III wage scale.