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HomeMy WebLinkAbout7D, Accounting Analyst PositionPY A�EN HILLS Request for Council Action Prepared By: Patrick Klaers City Administrator 7 EJ Council Meeting Date: November 29, 2010 Accounting Analyst Position Vacancy. Budgeted Amount: N/A Recommendation: Actual Amount: N/A Funding Source: N/A 1. Motion to appoint Ashley Bertrand to the Accounting Analyst position at Pay Grade 7, Step 1. Or Direct staff to follow a formal recruitment process and advertise and interview for the position. Supporting Documents: 1. See the attached memo from Patrick Klaers and Sue Iverson dated November 29, 2010. 2. Ashley Bertrand's resume. 3. Draft Job Description. DATE: November 29, 2010 ARpENHILLs MEMORANDUM TO: Honorable Mayor and City Council Mem FROM: Patrick Klaers, City Administrator Sue Iverson, Finance Director/Treasurer SUBJECT: Accounting Analyst Position Background Current Discussion On November 9, 2010, Joe Rueb submitted his resignation with his last day of employment being November 29, 2010. At the November 15, 2010 City Council meeting, Council directed staff to initiate action to fill the vacated Accounting Analyst position. Staff has found that one of our former interns is very much interested in the position and would like to come back and work for the City of Arden Hills. This intern, Ashley Bertrand, worked for the City from September 2009 until January 2010. Since she is a former intern, we have already invested four months in her training and she is familiar with our systems and the position duties. As our intern she did excellent work and was well respected and liked. She has also worked for an audit firm and is currently a controller for a private sector company and has experience with audits, internal controls, and financial statement preparation. Hiring Ms. Bertrand for this position would allow the finance department to minimize the impacts on the department, especially with year- end approaching. Her resume is attached for your review. Staff would like to request that Council authorize the hiring of Ashley Bertrand for the position of Accounting Analyst, but realizes that the City Council may like staff to do a formal recruitment and advertise and interview for the position. The Personnel Committee is working on the final updated version of the job description. Due to the holiday schedule, staff will bring the final version of the job description forward at the December 6 th Special City Council Meeting. City Council Meeting Metro- inet. us\ ardenhills \Admin \Council\Agendas Packet Information\2010\ 11 -29 -10 Regular\Packet Information\ 11- 29- 10_Memo_Accounting_Analyst.doc Page 1 of 2 Council Action 1. Motion to appoint Ashley Bertrand to the Accounting Analyst position at Pay Grade 7, Step 1. Or Direct staff to follow a formal recruitment process and advertise and interview for the position. City Council Meeting Metro- inet. us\ ardenhills \Admin \Council\Agendas Packet Information\2010\ 11 -29 -10 Regular\Packet Information\ 11- 29- 10_Memo_Accounting_Analyst. doc Page 2 of 2 Professional Summary Education Work Experience Ashley B Bertrand O Hard working accounting professional with experience in public, private, governmental accounting. O Results- driven achiever and effective team leader with exceptional interpersonal skills. O Creative troubleshooter /problem solver that works hard and loves a challenge. O Energetic contributor with demonstrable detail orientation and multi tasking /organizational proficiency. Bachelor of Science in Accounting: June 2009 Minor: Business Mathematics University of Wisconsin -River Falls (UWRF) Grade Point Average: 3.2 Dean's List (2 Semesters) Relevant Coursework: Financial and Managerial Accounting, Intermediate and Cost Accounting, Advanced Accounting, Federal Income Tax, Auditing Controller, Vrooman Carpet, Inc. 2010 Prepared monthly financial reports (Balance Sheet, Statement of Operations, Income Statement). Performed month -end procedures in each department of the company. Completed journal entries as needed throughout the month. Approved customer orders based on credit standings with the company. Verified customer credit through credit references. Created new vendor and customer accounts. Negotiated invoice /accounts receivable discrepancies with suppliers and customers. Staff Accountant, Moquist Thorvilson Kaufmann Kennedy Pieper, LLC Prepared Income Tax Returns for Individuals, Partnerships, S Corporations, C Corporations, and Fiduciaries. Prepared W- 2/1099 documents based on client supplied information. Performed audit work on an audit team that went in the field and completed audits for clients. Finance Intern, City of Arden Hills, Arden Hills, MN Prepared invoices and vendor accounts for the Accounts Payable Department. Completed Cash Receipting for Utility Billing, Business Licenses, Building Permits, and Contractor Licenses, and Planning Cases. Processed and calculated payroll for full -time and temporary employees. 2010 2009 Air Brush Tattoo Artist, Red Bone Products Inc., Pacific, Missouri 2002 Current Applied temporary body art to the public. Worked with customers to ensure that their needs were met and that they were satisfied with their art. Activities Tax Audit Intern, Carver Moquist O'Connor, Bloomington, MN Performed audit work on an audit team that went in the field and completed audits for clients. Completed Individual, Partnership, and Fiduciary Income Tax Returns. Pitching Coach, UWRF Women's Softball Team, River Falls, WI 2008 -2009 Taught pitchers the mechanics and mental mind -set needed to be successful at the college level. Taught the players how to work together towards a common goal Supervisor, Strength and Conditioning Center, River Falls, Wisconsin 2005 -2009 Supervised members of the weight room to ensure that they were using the equipment properly. Organized schedules of employees so that necessary coverage was arranged and therefore customers were served in a timely manner. Waitress and Hostess, JT's Restaurant, Spring Lake Park, Minnesota 2006 -2007 Served food to customers in a timely manner to ensure customer satisfaction and repeat business. Volunteer Experience Softball Coach /Clinician Administered pitching, hitting, and fielding lessons to athletes of all levels. Focus: Fastpitch Pitching 2002 Current Girl -Scout Lock In 2004 -2007 Taught young girls life lessons while playing games and composing arts and crafts. UWRF Fastpitch Softball Team Member Co- Inspirational Award Record Holder (Most Innings Pitched and Most Strikeouts in a single season) Pitcher of the Week (4 Weeks) Wisconsin Intercollegiate Athletic Conference (WIAC) Scholastic Honor Roll National Fastpitch Coaches Association Academic All- American Computer Skills 2004 -2008 2009 Smiles for Kids Organization 2004 Fundraised to collect money for kids with disabilities Accounting Society Member 2006 -2009 Volunteered at a local Credit Union by helping low- income families complete their tax returns. Fundraised for accounting professionals to present to the society and students at UWRF. Software: Microsoft Word, Excel, PowerPoint, Outlook, Prosystem FX Tax Software, BNA Fixed Asset, Quick Books Hardware: Macintosh, IBM -PC, Scanners, Copy Machines Position Title: Department: Accountable to: Positions Supervised: Status: CITY OF ARDEN HILLS POSITION DESCRIPTION Accounting Analyst Finance Department Director of Finance and Administrative Services None Full -Time, Exempt SUMMARY Under the general direction of the Director of Finance and Administrative Services, the Accounting Analyst is a professional position responsible for maintaining the financial system, including the reconciliation of general ledger accounts and monthly reporting, and administering payroll and associated benefit functions. This position has access to private employee data and is classified confidential. ESSENTIAL FUNCTIONS OF THE POSITION Administers the integrated Finance /Payroll computer system and is the main contact with Springbrook software support staff on maintenance and issues. Provides internal support for the financial /payroll software. Processes monthly journal entries. Prepares and distributes monthly financial reports to department directors /managers. Prepares reports for auditors at year -end (audit work papers). Examples include: tax revenue receivable, special assessments, accounts payable /accounts receivable summary and detail, etc. Assists in the preparation of the Comprehensive Annual Financial Report (CAFR). Reviews check payments and related accounting codes prior to funds being disbursed. Implementing and maintaining a purchase order system. Implementing and maintaining an EFT vendor payment system. Provides backup support to the Utility Billing function, Accounts Receivable and the Finance Analyst. Assists in the preparation of the annual budget and Capital Improvement Plan (CIP). Performs internal auditing procedures as assigned by the Director of Finance and Administrative Services. A.IRENHILL November 2010 Administers the City payroll system. Includes the establishment of direct deposits, accruals for vacation and sick leave, and recurring entries for deductions and benefits. (Reviews employer benefits and employee deductions.) Processes Public Employee Retirement Association (PERA) deductions and files deduction /benefit reports as well as the demographic changes. Produces and files the annual PERA exceptions report. Provides customer service to employees with questions related to pay, deductions, benefits, and leave accruals. Updates the HR /PR system with new pay and benefit rate changes and coordinates with Human Resources, the disbursement and updateing of information related to the Benefit Enrollment Form, which is processed annually with benefit, insurance, HSA, and flexible spending amount changes. Processes W -2's and 1099's. Completes financial information on employment verifications and verifies unemployment notices. Produce payroll reports. Creates and updates forms, as necessary, to aid in the collection of financial related data. Maintains the confidential nature related to payroll and employee benefits. Performs all other related duties and responsibilities as may be required. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and /or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EDUCATION and /or EXPERIENCE Minimum Requirements: Four -year degree in Accounting, Finance, or a related field; or two -year accounting degree plus three years experience in accounting /payroll. Experience constructing complex spreadsheets (MS Excel preferred). Desired Qualifications Four -year degree in Accounting. Once year or more experience with integrated payroll system. One year or more experience analyzing general ledger accounts and preparing journal entries. One year or more preparing audit work papers. Advanced knowledge of spreadsheet and database applications (tables, complex formulas, database creation). Governmental accounting experience. Knowledge of Springbrook Software. LANGUAGE SKILLS Ability to read and interpret documents such as financial reports, operating and maintenance instructions, laws, policies, and regulations, contracts, and procedure manuals. Ability to prepare reports and correspondence. Ability to communicate effectively both orally and in writing with supervisors, City staff, auditors, elected officials and the general public. MATHEMATICAL SKILLS Ability to make arithmetic computations using whole numbers, fractions and decimals. Ability to compute rates, ratios, and percentages. OTHER KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of advanced accounting practices and procedures. Knowledge of payroll practices and procedures including Federal and State laws in relation to payroll. Advanced knowledge of computers and software applications, including word and excel. Ability to operate various types of office equipment. Proven excellent customer service skills via phone and in person. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls; sit; and talk or hear. The employee frequently is required to sit. The employee is occasionally required to stand; walk; reach with hands and arms; stoop; kneel; crouch; or crawl. The employee must occasionally lift and /or move up to 10 pounds and occasionally lift and /or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. CERTIFICATES, LICENSES, REGISTRATIONS Minnesota Class D Drivers License. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.