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PERMANENT PART-TIME <br />ACCOUNTING CLERK/OFFICE SUPPORT POSITION <br />REQUEST <br />Request Summary <br />WehaveanalyzedresourceneedsinaccomplishingtheFinancedepartmentandAdministrativeServices <br />workloadandgoals,evaluatedoptionsanddevelopedtherecommendedresourceadditionofaPermanent <br />Part-TimeAccountingClerk/OfficeSupportpositionandeliminatingtheInternpositionsinbothFinanceand <br />Administrative Services. <br />Key Objectives <br />1.Provideclerical support to Finance staff to input payroll and accounts payable. <br />2.Provide clerical assistance for finance file maintenance and audit work. <br />3.Provideclerical support to Finance staff on routine utility billing duties. <br />4.ProvideclericalsupporttoCityClerkonroutinemaintenanceofhumanresourceandbenefitrecords, <br />records management, minutes, and agenda preparation. <br />5.Assist Finance and Administrative Services with special projects. <br />6.Provide improved internal controls. <br />7.FreeuptimeforFinanceandCityClerktocompletedutiesthathavebeendelayedordeferreddueto <br />humanresourceconstraintsincludingimplementingthecapitalprojectmanagement,purchaseorder <br />systems,EFTvendorpayments,SharePoint(intranet),policyupdates,recordsmanagement,and <br />information technology projects. <br />8.Assist senior management staff in responding to workload backlogs. <br />Additional Staffing Needed to Accomplish Department Mission, Goals and Objectives <br />Withthenewupgradeoftheaccountingsystem(Springbrook),auditingstandards,GASBstatements,major <br />capitalprojects,upgradestothebudgetingprocess,andothergoalsandinitiatives,theFinanceand <br />AdministrativeServicesDepartmentisnotabletoadequatelyaddressitscoremission.Statedsimply, <br />accomplishingthemissionoftheFinanceandAdministrativeServicesDepartmentwiththecurrentstaffing <br />levelisnotsustainableusinginternsasthereisnocontinuityasthetrainingperiodaswereplacethem <br />requirestimeofcurrentstaffanddependingonhowlongwehavethemitalsoimpactswhatprojectswecan <br />givethemandhowmuchexpertisetheydevelop.Thispreventscurrentstafffrombeingabletoworkon <br />projectsandCouncilgoals.Meetinglong-rangeplanning,reportingandmonitoringneedsinallareasofthe <br />divisionsoperationsmeansincreasingtheclericalsupportcapacityoftheFinanceandAdministrative <br />ServicesDepartment.ExamplesofdutiesandprojectsthatwouldbeassignedtotheAccounting <br />Clerk/Office Support position continue to include those previously done by interns: <br />1.Assistinginimprovingourcustomerservicelevelsprimarilybydecreasingtheresponsetimetoanswer <br />utilitybillingquestionsanddatarequests.Thisincludesreducingourresponsetimeonsimpleinquiries <br />regardingbudgetpreparationtoimprovingourabilitytotimelyemploycomplexcostanalysesrequiredin <br />thedevelopmentoftheutilityratesandotherchargesforservicesascurrentstaffwouldhavemoretime <br />to devote to these activities. <br />2.AssistwiththepreparationandpublicationoftheCityCouncilagendapacketsandprocesstoavoid <br />current staff from working long hours or overtime. <br />1 <br />