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HomeMy WebLinkAboutResolution 2015-17 - Approving Reorganization of the Administration DepartmentCity of Corcoran April 9, 2015 County of Hennepin State of Minnesota RESOLUTION NO. 2015 -17 MOTION BY: Keefe SECONDED BY: Thomas RESOLUTION APPROVING THE REORGANIZATION OF THE ADMINISTRATION DEPARTMENT WHEREAS, the City of Corcoran, Minnesota (the "City') has the authority to hire, fire, promote, demote and transfer all employees of the City and to establish the organizational structure of the City; and WHEREAS, the City has reviewed the organizational structure of the Administration Department and recommends changes to improve the overall service and efficiency of the City; and WHEREAS, the proposed reorganization is intended solely to improve the efficiency of the department and services to the public and is not due to any deficient performance by employees holding the current positions; and WHEREAS, the impacted employees have been provided verbal notice of the proposed reorganization and informed that the action is not due to any deficient performance on their part; and WHEREAS, the reorganization was discussed at the February 26, 2015 City Council meeting and staff was directed to proceed as presented and the new position of City Clerk/Administrative Services Coordinator was approved. NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF CORCORAN, MINNESOTA, that it should and hereby does approve the following: 1. The above - referenced recitals are incorporated herein to this Resolution; 2. Effective May 13, 2015 the existing City Clerk position is eliminated; the last working day will be May 12, 2015. 3. Effective May 13, 2015 the existing Administrative Support/Payroll and benefits Coordinator position is eliminated; the last working day will be May 12, 2015. 4. A new position of Deputy Clerk is established as outlined in the attached job description; the City Administrator is authorized to advertise the position internally. 5. The City approves the revised organizational structure as outlined in the attached document. Page 1 of 2 City of Corcoran County of Hennepin State of Minnesota VOTING AYE ® Guenthner, Ken Z Hank, Pat ® Keefe, Mike ® LaFave, Tonya ® Thomas, Ron RESOLUTION NO. 2015 -17 VOTING NAY ❑ Guenthner, Ken ❑ Hank, Pat ❑ Keefe, Mike ❑ LaFave, Tonya ❑ Thomas, Ron April 9, 2015 Whereupon, said Resolution is hereby declared adopted on this 9`h day of April 2015. ATTEST: J' anie Heinecke — City Clerk -� L 1,7� - -- Ken Guenthner - Mayor Page 2 of 2 City Seal Of Job Summary: Department: Administration Reports To: City Clerk /Administrative Services Coordinator Points: 237 Grade: 8 FLSA: Non - Exempt Bargaining Unit: NA Revision Date: February 2015 The Deputy Clerk is responsible for administrative duties of an accounting nature. Duties include claims, accounts receivable, accounts payable, utility billing, payroll, benefits administration, and insurance administration. Additionally the Deputy Clerk assists the City Clerk /Administration Services Coordinator with elections and the annual audit and serves as a backup to the that position. Scope of Impact: The Deputy Clerk is responsible for tasks that have an impact on the revenue received by the city. Work is guided by the City Clerk/Administration Services Coordinator. The Deputy Clerk performs relatively complex clerical duties involving the application of general computational and customer service skills; follows established procedures, yet must exercise judgment in analyzing transactions, determining entries, and conducting customer relations. Work is performed with limited supervision of routine daily activities. Has no supervisory responsibility. Essential Duties and Responsibilities: The Deputy Clerk performs technical accounting activities. • Prepares monthly financial performance report for City Council; keeps the Administrator and City Council informed of all financial activities and concerns; • Prepares accounts payable and receivable transactions and posts information to general ledger journal, verifies account information, and generates checks for bill payments; • Inputs payroll information in to accounting system software, and reconciles related accounts; • Prepares Federal, State accounting and tax reports and prepares payments; • Processes billing and special assessments invoicing for dust control, recycling and property maintenance; certifies unpaid special assessments to Hennepin County; • Maintains property address and resident information in Banyan Utility Billing software; • Processes general insurance claims and employees FSA health claims; • Deposits and transfers money between accounts and reconciles accounts; • Manages escrow accounts; alerts the Administrator of shortfalls in escrow accounts so that exposure to unpaid services can be managed; • Maintains Investment payments; • Tracks balances in the memorial park fund, park fund, utility fund and other dedicated funds. OCity of Corcoran 2015 • Performs permit issuance and other business transactions for the City. • Receives liquor license applications & issues licenses upon determination of qualifications; • Administers crop land rentals; • Issues over - the - counter building permits; • Coordinates utility billing for the City • Coordinates all utility billing and recording functions— including automated and manual meter readings, calculation of both automated and manual bills; • Processes and prepares all utility bills, balances utility entries for billing; • Records all utility payments and posts to customer history accounts; • Discusses billing matters with customers and property answers questions and concerns relating to rates, usage, and billing procedures; o Maintains all utility billing records including setting up new accounts as needed, keeping customers up to date, and arranging for special meter readings and billings when customers move in or out; • Prepares certification of delinquent utility bills; • Monitors data to identify consumption irregularities and reports findings to appropriate staff • Attends meetings and seminars in order to remain current with administrative duties and informs City Administrator /City Council of new developments. • Performs other duties and activities as assigned. Minimum Qualifications: The job requires an associate's degree and three or more years of general accounting and customer service experience, or equivalent. Desired Qualifications: Additional desired qualifications include knowledge of governmental practices and policies, including working with boards and commissions; experience with Banyan software; qualifications as a Certified Municipal Clerk of Minnesota or progress toward certification. Knowledge, Skills and Abilities Required for Successful Job Performance: • Customer service skills including demonstrated ability to build positive relationships with employees and managers; • Knowledge of the functions and responsibilities of City Departments, staff, and key community members; • Knowledge of public information laws, rules, and regulations applicable to City government; • Knowledge of and ability to operate accounting software and standard office software, including strong Excel skills sufficient to manipulate data, draft reports and maintain records; • Ability to analyze and resolve problems; ©City of Corcoran 2015 The ability to work independently and to prioritize work requests; ability to plan coordinate and prioritize workload to meet project deadlines; Verbal and high -level written communication skills sufficient to effectively present information and respond to questions from a wide variety of audiences, and reading comprehension skills sufficient to read, understand and interpret complex and varied work - related materials; Knowledge of data privacy laws and ability to maintain highest confidentiality when dealing with sensitive or private information. Physical and Mental Requirements: Physical effort is light, with lifting or carrying up to 25 pounds intermittently. Report preparation and word processing will at times require extended use of a keyboard. Work interruptions are frequent. The Deputy Clerk must be able to use judgment to respond to situations occurring during the absence of the Administrator. Working Conditions: Work is performed in a normal office environment. Attendance at evening meetings is required intermittently. Work may involve dealing with and calming individuals who are emotionally charged over an issue. Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. All requirements are subject to modification to reasonably accommodate individuals with disabilities. Requirements are representative of minimum levels of knowledge, skills, and experience required. To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently. This document does not create an employment contract, implied or otherwise, other than an "at will' employment relationship. The City Administrator retains the discretion to add duties or change the duties of this position at any time. Employee Signature and Date: Supervisor and /or Department Head Signature and Date: @City of Corcoran 2015 City Clerk /Administrative Services Coordinator TBD T— Code Compliance Official Deputy Clerk Mike Pritchard TBD Enforcement/Complaints Accounting/Financial Reports /Assessments City of Corcoran Proposed Organizational Chart city council I- j i Commissions City Attorney City Administrator Brad Martens Public Works Superintendent! Planning I Engineering Director of Public Safety Pat Meister I Administrative Assistant TBD Streets Primary Customer Service Snow Plowing contact(phones /counter 1 Permit Administration Accounts Payable /Receivable Marketing Parks I (Website /Newsletter /Flyers) ( Planning Assiv ance/Zoning Administration City Hall Maintenance Coordination Community Center/ Payroll/Benefits Park Rental Water /Sewer /Stormwater Administration /OSHA Coordinator — Utility Billing Support to Fleet Maintenance Administrator /Office Supplies I —_. -- —.., Planning Commission Liaison a Services Laserfiche /Filing Coordinator Police Fire Emergency Management Mutual Aid