Adopt Resolution #15-09-234 to Hire an Assistant Finance Director to Fill the Current Vacancy

The purpose of this case is to request authorization to hire an Assistant Finance Director.  The position is currently vacant as a result of Ms. Denelle McAlpine’s recent departure. 

In summary, the primary objectives of this non-union position are to assist the Finance Director in the administration, coordination and control of all financial and accounting activities for the City.   Specific responsibilities are listed below within the notifications section.  
 
Finance Department Structure
Prior to 2012, the Finance Department was staffed at a level of 4.62 full-time equivalencies, including a part-time clerk typist.   Currently, (with filling this position) the Department has four full-time employees, as follows:   Finance Director, Assistant Finance Director, Accountant 1, and Accounting Clerk.   Staff conducted a work-processes assessment and is confident that the role of the Assistant Finance Director is essential to the successful functioning of the Department.   

Strategic Plan
The 2015-2018 Strategic Plan identifies Strategic Imperative #1 as "Financial Stability".   This position is necessary as part of the first initiative: "Improve Budget Preparation to Identify Operational Efficiencies and Cost  Savings" which would relate to achieving the Distinguished Budget Award.   The Assistant Finance Director would prepare the budget document in the form that is required to be considered for the "Distinguished Budget" award. (Note, as a result of this vacancy, the City's pursuit of the Distinguished Budget Award has been delayed by 1-year.)  In addition, the balanced scorecard identifies retaining the City’s AA+ bond rating and low tax rate.  The achievement of the Certificate of Achievement in Financial Reporting helps the City to retain the AA+ bond rating.   This award is derived from the CAFR (Comprehensive Annual Financial Report) which in turn is prepared by the Assistant Finance Director at the direction of the Finance Director. 

Recruitment Process and Selection
Staff conducted a recruitment process to fill the vacancy.    First and second round interviews were held and staff is recommending Ms. Angela McIntire as the candidate to fill the vacancy. as she is the top candidate with more than vast municipal experience.   Ms. McIntire has successfully passed the City's pre-employment checks, including:  reference checks, background and driving record checks, degree verification, pre-employment drug screen and detailed work-style assessment.  Ms. McIntire will be subject to a six-month probationary period, be governed by the City's personnel policy and will receive the same benefits as all other equivalent non-union employees.

Specific Responsibilities of the Assistant Finance Director:

General Accounting

• Prepares and updates documentation of established accounting processes within the Finance Department
• Reviews and approves journal entries
• Supervises all accounting operations, including workflow planning and review of work prepared by staff

 
Budget

• Prepares annual budget document at the direction of the Finance Director

Administration/Supervision

• Manages, directs and evaluates daily operations of the department
• Reviews and evaluates the performance of subordinates
• Prepares and monitors department records to assure compliance with records retention laws
• Monitors the Finance Department computer system to ensure the accuracy of the City’s financial records as well as maintaining system security
• Monitors computer system performance and coordinates system changes with the City’s contracted programmer
• Researches and responds to inquiries from the City Council, City Administrator, department heads, citizens and other governmental entities

 
Financial Management

• Collects, analyzes, interprets and communicates results of financial operations and transactions for the City
• Coordinates audit preparation and annual audit with the City’s independent auditors
• Prepares financial reports as directed or required
• Maintains accounting and financial records
• Reconciles quarterly utility billing and related entries
• Maintains fixed asset records for assets of the City and generates reports as directed

 
Audit

• Responsible for preparing and issuing the Comprehensive Annual Financial Report

 
Capital Improvement Program

• Responsible for preparing the Capital Improvement Program at the direction of the Finance Director

 
Other

• Manages annual certification process
• Generates Annual Unclaimed property list and submits to state agency
• Manages credit card acceptance and reconciliation process
• Uploads ACH files to bank (payroll and related payroll liabilities)
• Performs other duties as assigned (within the ability and resources of the Assistant Finance
• Director) at the verbal or written direction of the Finance Director and/or the City Administrator

Option #1: Filling this position:  Staff recommends hiring the Assistant Finance Director to help maintain the public service needs of the City and to meet the goals of the strategic plan as they relate to this position.

Option #2: Not filling this position:  Staff does not recommend this option due to significant repercussions that would occur by not meeting the responsibilities of the position as listed above; as well as the related goals of the Strategic Plan.

The 2015 funding required for filling this position is a savings of $7,070 ($4,242 General Fund & $2,828 Enterprise Fund) over the amount budgeted for the former Assistant Finance Director.   The remaining funding from the former Assistant Finance Director is $31,146 ($18,688 General Funded & $12,458 Enterprise  Fund; whereas the updated funding required will be a total of $24,076 ($14,446 General Funded & $9,630 Enterprise funded).

The 2016 funding required for filling this position will be $107,860 ($64,716 General Fund & $43,144 Enterprise Fund).  

Authorize staff to move ahead with option #1 above, hiring Ms. Angela McIntire as the City's new Assistant Finance Director, effective October 12, 2015, at $37.36 per hour which is step 3 of the 2015 wage scale.

Motion to adopt resolution #15-09-234 to hire Ms. Angela McIntire as the City's new Assistant Finance Director, effective October 12, 2015, at $37.36 per hour which is step 3 of the 2015 wage scale.