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10-13-14-WS
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10-13-14-WS
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10/13/2014 4:34:36 PM
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EN HILLS <br />MEMORANDUM <br />DATE: August 26, 2013 <br />TO: Patrick Klaers, City Administrator <br />FROM: Sue Iverson, Director of Finance and Administrative Services <br />SUBJECT: 2014 Proposed Preliminary Budget Personnel Headcount Changes <br />BACKGROUND <br />Since 2009, the Finance department has had an intern as part of its budget and increased its <br />headcount by one in 2010, with the hiring of the Finance Analyst. We have also used interns in <br />Administration, Planning and Zoning and Engineering for the past three years as well as student <br />workers. When Finance and Administrative Services was reorganized in 2010, Finance had been <br />using 2 interns or 1.5 FTEs which we reduced to 0.5 FTEs when the Finance Analyst was added <br />as a full-time position. With the addition of the Administrative Services staff, this increased the <br />FTEs in the new combined budget to 0.85 FTEs which accounted for interns and student workers <br />in Administration who helped at the front desk and with scanning and clerical tasks. See the <br />Finance and Administration's Mission Statement and Organizational Chart attached. <br />CURRENT SITUATION <br />Using interns has become unproductive in the Finance and Administrative Services department <br />except for "special projects" like last year's rate study. We have found that for those types of <br />projects, we can direct them to work on a certain project and they can do the research and data <br />compilation that takes workload off our regular staff; it does however, pose a problem with <br />everyday processes and tasks as staff has to take considerable time to train them on our processes <br />and monitor their work until they understand what they are doing. This is unproductive to our <br />department as we can only keep them for a certain amount of time due to PERA laws, school <br />schedules limit hours, and many times they are not available when we actually need them to do <br />the work, it also puts us in a constant training loop. This leaves the permanent staff no time to <br />work on other projects or to have the backup front desk coverage needed for meeting, training, <br />special projects, and PTO schedules. <br />Adding a part-time position of 20 hours a week would give us the capability to hire someone <br />who wants a part-time schedule, would always be available on a regular basis. Once trained this <br />person could do the repetitious tasks of inputting payroll, accounts payable, cash receipts, utility <br />billing, scanning, front desk support, agenda packets, and general clerical support.
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