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It, <br />AlHILLS <br />PERMANENT PART-TIME <br />ACCOUNTING CLERK/OFFICE SUPPORT POSITION <br />REQUEST <br />Request Summary <br />We have analyzed resource needs in accomplishing the Finance department and Administrative Services <br />workload and goals, evaluated options and developed the recommended resource addition of a Permanent <br />Part-Time Accounting Clerk/Office Support position and eliminating the Intern positions in both Finance and <br />Administrative Services. <br />Key Objectives <br />1. Provide clerical support to Finance staff to input payroll and accounts payable. <br />2. Provide clerical assistance for finance file maintenance and audit work. <br />3. Provide clerical support to Finance staff on routine utility billing duties. <br />4. Provide clerical support to City Clerk on routine maintenance of human resource and benefit records, <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. Free up time for Finance and City Clerk to complete duties that have been delayed or deferred due to <br />human resource constraints including implementing the capital project management, purchase order <br />systems, EFT vendor payments, SharePoint (intranet), policy updates, records management, 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 />With the new upgrade of the accounting system (Springbrook), auditing standards, GASB statements, major <br />capital projects, upgrades to the budgeting process, and other goals and initiatives, the Finance and <br />Administrative Services Department is not able to adequately address its core mission. Stated simply, <br />accomplishing the mission of the Finance and Administrative Services Department with the current staffing <br />level is not sustainable using interns as there is no continuity as the training period as we replace them <br />requires time of current staff and depending on how long we have them it also impacts what projects we can <br />give them and how much expertise they develop. This prevents current staff from being able to work on <br />projects and Council goals. Meeting long-range planning, reporting and monitoring needs in all areas of the <br />division's operations means increasing the clerical support capacity of the Finance and Administrative <br />Services Department. Examples of duties and projects that would be assigned to the Accounting <br />Clerk/Office Support position continue to include those previously done by interns: <br />1. Assisting in improving our customer service levels primarily by decreasing the response time to answer <br />utility billing questions and data requests. This includes reducing our response time on simple inquiries <br />regarding budget preparation to improving our ability to timely employ complex cost analyses required in <br />the development of the utility rates and other charges for services as current staff would have more time <br />to devote to these activities. <br />2. Assist with the preparation and publication of the City Council agenda packets and process to avoid <br />current staff from working long hours or overtime. <br />1