Loading...
5.8 SR 01-03-2023Request for Action To Item Number Ma Tor and CinT Council 5.8 Agenda Section Meeting Date Prepared by Consent January 3, 2023 Cal PoYtner, Cit�r AdmitustratoY Item Description Reviewed by Position Description Updates Lauren Wi er, Human Resources Mana er Reviewed by Action Requested Approve, byT motion, the updated position descriptions for assistant cityT administrator, finance manager, and recreation manager. Background/Discussion Follo`ving the retirement of the finance director and other department reorganizations, the cit�T administrator proposed a combining of the e�sting Finance Department (finance, IT, liquor operations) and Parks and Recreation Department (programming, FT Center) into one department under an assistant cityT administrator. The Council revie�ved and discussed the concept in earlyT December approving the concept byT consensus and approved the oYganizational chart later in December. The job descriptions were needed to be updated to reflect the delegation of responsibilities and position requirements. Following approval, staff will develop marketing materials and go to market to fill the new assistant cityT administrator position. Financial Impact The organizational change will create a personnel savings depending on accounting needs. Mission/Policy/Goal Elk River i��ission ■ Meet changing needs ■ Ethical, efficient, and responsible Attachments Assistant Cit�r Administrator Finance Manager RecYeation ManageY The Elk River Vision A 2a�elcolning co�nlnunity 2a�ith T evolutiona� y and spizzted T esou� cefulness, exceptional se�vice, and coln�nunity engagelnent that encou�ages and ins�iz•es pTo�pe�zty. rowEREo ar �I'1 ���� Up�iited.• August 2020 �� ver Department: Administration Pay Grade: 3E Positions Supervised: City of Elk River Assista nt City Ad m i n istrator Position Description Immediate Supervisor: FLSA Status: t�T Administrator Last Updated: (date) 12/2022 Finance Manager, Information Technolog�T Manager, Liquor Operations Manager, Recreation 1�lanager_ Multinurnose FacilittT Sunerintendent Position Summary The Assistant CityT Administrator plans and directs all cityT financial functions, oversees operations of liquor, information technology, recreation, and multipurpose facilityT divisions, and assists the CityT Administrator and CityT Council on financial planning and related matters. Serves as Ex- Officio member of the Elk River Fire Relief Association. Essential Functions Performs management and supervisoryT functions. A. Provides solid leadership to divisions within the department to ensure efficient, effective operations and that goals aYe met. B. Ensures enterprise operation profitability and lawfulness with proper internal controls planning and marketing. C. Coordinates Commission agendas, and agenda planning to facilitate Council recommendations regarding park and facilityT operations, policyT, and planning. D. Resolves complex problems and/or complaints from the public and others. E. DeliveYs foYmal and informal pYesentations YegaYding the cit�r as Yequested. F. Recommends, clarifies, and/or advocates for proposed ordinance, policyT, regulation, program adoption to the Council or Commissions. G. Prepares, coordinates, and/or presents special reports for the CityT Council. H. Delegates work assignments, prepares work schedules, and organizes employTee workloads. I. Evaluates employee perfoYmance, cYeates job peYfoYmance improvement plans as appropriate, and administers disciplinary action as appropriate. J. Performs timelyT annual performance revie�vs of all employ ees supervised. 2. Plans and directs all cityT financial functions, delegates as necessaryT. A. Develops financial plans, controls, and syTstems. B. Establishes short-teYm and long-range financial goals and objectives. C. Develops and evaluates accounting and cash management syTstems. D. Develops and provides accounting guidelines and information for budget preparation. E. Conducts internal audits of cityT business records and arranges independent audits. F. Provides financial recording and reporting services. G. Performs investment and cash management activities. Page 1 H. Performs duties of cityT treasurer as specified byT cityT ordinance and/or state la`v. 3. Assists in cit�r administration activities. A. Completes special projects as assigned b�T the cityT administrator. B. Represents cit�r at public events as directed. C. Serves as liaison to other agencies as directed. D. Participates in meetings and negotiations for development projects, contracts, and major purchases. E. Acts as city administrator in his/her absence. 4. PeYfoYms other essential job duties. A. Regular and timely work attendance. B. Follo�vs all safetyT procedures. C. Participates in safety training. Required Knowledge, Skills, and Abilities ❑ Knowledge of general operational laws for cities such as open meeting law, council procedures, data practices, and contracting and bidding. ❑ Kno`vledge of cityT operations, ordinances, and practices related to finance, budgeting, and accountrng. ❑ Knowledge of laws, practices, and regulations applicable to cityT government finances. ❑ Kno`vledge of investment options and banking activities. ❑ Working kno`vledge and understanding of the application of iVlinnesota propertyT tax la`vs and other tax laws regarding municipal finance. ❑ Skilled in providing effective leadership. ❑ AbilityT to prepare and administer an annual budget and capital improvement plan. ❑ Abilityr to manage complex projects and meet deadlines. ❑ AbilityT to plan, coordinate, direct, and revie`v financial and related work activities. ❑ AbilityT to anal�Jze and interpret financial information and accurately prepare financial statements and YepoYts. ❑ AbilityT to effectivelyT interact with other supervisors, employTees, elected and appointed officials, and the public. ❑ AbilityT to communicate effectivelyT, both orally and in writing. Minimum Qualifications ❑ Bachelor's degree in accounting, business administration, public administration, or finance. ❑ Demonstrated experience in government finance. ❑ Five years of supervisor�T experience. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Master's degree in business administration, public administration, finance or related. ❑ Experience in cit�r administration at a supervisoryT level. This Position Description is not intended to be all-inclusive. It is within the CityT of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 2 Assistant Citv Administrator �� �� ver City of Elk River Finance Manager Position Description Department: Immediate Supervisor: Administration Assistant Cit�T Administrator Pay Grade: FLSA Status: Last Updated: (date) 4E Exempt 12/2022 Positions Supervised: Accountant, Accounting Clerk, Payroll Specialist Position Summary The Finance Manager is responsible for the administration, coordination, and control of the cityT's financial operations including performing technical level accounting duties. Essential Functions Performs financial accounting and reporting activities. A. C D E. F. G. H. I. J• K. Assists in the development, implementation, and evaluation of accounting syTstems, policies, and procedures for the financial and accounting functions to ensure accuracyT, completeness, and timeliness of financial data, records, and reports in accordance with Gr1r�P and GASB. Establishes and maintains internal controls over cash receipts and disbursements. Maintains the integrityT of financial data through effective internal controls to ensure transactions are authorized and accuratelyT recorded; reviews and analyTzes records and accounts as necessar�T. Prepares financial statements and periodic financial reports as necessaryT or directed. Coordinates the annual audit and preparation of the cityT's Annual Comprehensive Financial Report (ACFR) including compiling supporting schedules and yTear-end closing jourrial entries. Compiles depaYtment budget infoYmation and assists with the budgeting pYocess. Monitors and controls oveYall budgets and expenses and authorizes expenditures. Oversees and coordinates special assessment pYocedures relating to finance. Assists in development and preparation of capital improvement plan. Assists with investment and cash management activities Oversees all Tax Increment Financing (TIF' reporting for economic development plans. 2. Performs supervisor�T functions. A. Supervises department staff. B. Provides direction to staff in the functions of cash receipts, accounts receivable, capital assets, special assessments, and other accounting functions. C. Participates in the training and cross-training of employTees. D. Performs timelyT annual performance revie`vs of all employees supervised; provides ongoing recognition and feedback. Page 1 3. PeYfoYms otheY essential job duties. A. Assists �uith debt management including timel�r debt seYvice pa�rments and maintaining debt service schedules. B. Provides risk management recommendations serving as liaison �uith cit�T insurance agent. C. Oversees capital asset records and reporting. D. Responds to requests for financial information from other departments and the general public. E. Promptly informs director of all significant matters affecting the division. F. Performs other duties and responsibilities related to the position as apparent or assigned. G. EnsuYes the department performs effectively in the absence of the director. H. Regular and timely work attendance. I. Follo`vs all safetyT procedures and participates in safetyT training. Required Knowledge, Skills, and Abilities ❑ Thorough knowledge of governmental accounting. ❑ Knowledge of laws, practices, and regulations applicable to cit�T government finances. ❑ Kno`vledge and experience in the preparation of the Annual Comprehensive Financial Report ❑ General knowledge of pa�Troll laws and practices. ❑ Extensive kno`vledge of iVlicrosoft Office applications as well as considerable experience and ability to adapt in computerized accounting syTstems. ❑ AbilityT to establish and maintain effective `vorking relationships with others. ❑ AbilityT to work under limited supervision, manage and prioritize multiple tasks and complete work accuratel�T on a timel`T basis. ❑ AbilityT to communicate effectively, both orally and in writing. Minimum Qualifications ❑ Bachelor's degree in accounting, business administration or finance. ❑ Five yTears of government accounting experience at accountant or higher level. ❑ Three yTears supervisoryT experience in an office environment. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Experience writing an Annual Comprehensive Financial Report. ❑ Pa�Troll experience. This Position Description is not intended to be all-inclusive. It is within the CityT of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at any time. This Position Description does not constitute a Contract of Employment. Page 2 Finance Manager ,'-+�� City of Elk River ��1�Recreation Manager �- R�lver Position Description Department: Immediate Supervisor: Administration Assistant City Administrator Pay Grade: FLSA Status: Last Updated: (date) 4E Exem t 12/2022 Positions Supervised: Recreation Coordinator. Senior Administrative Assistant. Recreation Assistant Position Summary The Recreation Manager is responsible for providing effective leadership in planning, development, and implementation of a comprehensive park and recreation program to ensure appropriate and high-qualit�T park facilities and recreation programs. Essential Functions 1. Manages recreation programming. 1. Manages and coordinates the planning of cityT recreational programs, including those at the multipurpose facilityT, Y1�1CA, and libraryT. 2. Oversees the preparation of and evaluates all recreational programming to ensure established goals are met and recommends changes as needed. A. Oversees scheduling and use of park facilities; works `vith the school district for the maximum utilization of facilities and resources. 3. Facilitates the development of sustainable park system amenities and facilities. A. Ensures the development of paYks, facilities, and recYeation programs. B. Formulates short and long-range strategies for and oversees the acquisition and development of land for parks and the preservation of sensitive ecos�Tstems. C. Executes the adopted park plans, selects, and manages consultants and executes construction contracts. D. Coordinates review of land use applications for consistencyT with the Master Park Plan. 4. Identifies grant opportunities for park syTstem and facilities. A. Seeks, develops, and implements grants for facilities and programming as applicable. B. Ensures that all grant requirements are met. 5. Assists with short and long-term planning & budgeting. A. Reviews and updates master plans and coordinates park planning `vith other jurisdictions. B. Oversees the periodic surveyT of park and program constituents for planning purposes. C. Directs the development of long-range plans and budgets for the development of facilities to ma�mize use of land, amenities, and funds identified for recreational use. D. Provides expertise on various land use controls and funding mechanisms that will promote the maintenance and expansion of parks, trails, and recreational programming. RecLeation llanageL Page 1 E. Prepares and submits for approval the annual division budget, including fees and charges. Oversees the implementation of approved budget. 6. PeYforms staffing and peYsonnel activities. A. Assigns `vork, schedules employTees and coordinates volunteers, athletic associations, or civic groups for park syTstem maintenance or programming purposes. B. Assesses and manages employee performance and disciplines employees when necessaryr; performs timelyT arinual performance reviews of all employTees supervised. 7. Performs communication and reporting activities. A. Composes documents, edits written materials and writes routine correspondence and reports, responds to requests for information and complaints. B. Communicates openlyT and effectivelyT with staff, the cityT administrator, commissions, cityT officials, and the public. C. Ensures programs and facilities are properlyT marketed to the communityT. D. Coordinates and collaborates with civic clubs and organizations on communityT projects. 8. Performs otheY essential job duties. A. Regular and timely work attendance. B. Attends safetyT training and follo`vs all safetyT procedures. Required Knowledge, Skills, and Abilities ❑ Krio`vledge of design and landscaping principles for public parks, trails, and facilities. ❑ Conflict resolution skills. ❑ Abilit�r to communicate effectivelyT, both orally and in writing. ❑ Abilit�r to research and conduct studies related to trends and issues and update plans accordinglyT. ❑ Ability to effectively manage multiple projects and ensure personnel are organized and productive. ❑ Abilit�r to develop and maintain collaborative working relationships with a wide variet�T of park- related and communit�r interest groups. ❑ Abilit�T to supervise staff and motivate employTees to `vork to their full potential. ❑ Abilit�T to organize and guide public policyT discussions for parks, trail, and recreation matters. ❑ Abilit�T to engage and gro�v the use and o�vnership of park and recreation programs and facilities. Minimum Qualifications ❑ Bachelor's degree in Parks and Recreation Administration , Business/Public Administration, Natural Resource Management or related field. ❑ Five yTears of experience in developing parks and trails, supervising recreation programs, and developing constituencies for park and recreation facilities. ❑ Three yTears of supervisoryT experience. ❑ Demonstrated experience �vorking with volunteers, �Touth associations, or civic groups. ❑ FamiliarityT `vith natural resource management. ❑ Valid driver's license and good driving record. Preferred Qualifications ❑ Master's Degree in Parks & Rec Administration, Public Administration, or closely related field. ❑ Registered as a Certified Parks and Recreation Professional. ❑ Demonstrated experience and success in grant writing. This Position Description is not intended to be all-inclusive. It is within the CityT of Elk River's discretion to assign additional duties and responsibilities or remove duties and responsibilities at anyT time. This Position Description does not constitute a Contract of Employment. RecLeation llanagei P�lg2 2