11.2 SR 06-05-2023Request for Action
To
Item Number
Mayor and City Council
11.2
Agenda Section
Meeting Date
Prepared by
Work SessionJune
5, 2023
Joe Stremcha, Assistant City Administrator
Item Description
Reviewed by
Finance Division workload challenges and staffing
Cal Portner, City Administrator
Reviewed by
needs.
Action Requested
Receive information, discuss, and provide direction.
Background/Discussion
The finance manager and I evaluated the accounting needs for the city based on the retirement of the finance
director and the resulting reorganization. The former finance director actively managed a heavy accounting
workload which has been redistributed to the finance manager and accountant. The leadership team is confident in
their abilities to carry out the technical side of the finance division.
However, there are more clerical responsibility challenges resulting in an increasing workload related to entry level
tasks such as sorting, scanning, and importing invoices, check preparation, etc. The liquor operation alone
continues to grow its product offerings by partnering with new vendors and creating new invoices that must be
processed in a time sensitive manner. The Finance Division has been utilizing the part-time recreation assistant to
assist team members as much as she is able. Further, our team is unsure of the amount of clerical work that will be
automated adding new enterprise software over the next six months.
Overall, accounting requirements and accounts payable increased significantly over the past 18 years since our last
personnel addition in the division. The compounding reduction from the director's absence has created a
bottleneck in their ability to timely process items. Staff would like the Council to expand the part-time rec assistant
to full-time by providing 20 hours of accounting clerical support to the finance department. Staff will continue to
re-evaluate our personnel needs for the 2024 budget once after our new software implementation.
Financial Impact
For 2023, it would increase the personnel budget within the Finance Division by roughly $20,000.
Mission/Policy/Goal
To provide exceptional service.
Attachments
■ Finance Clerk Job Description Draft.
The Elk River Vision
A welcoming community with revolutionary and spirited resourcefulness, exceptional
service, and community engagement that encourages and inspires pi ospei ly.
M
TUREJ
Updated: Januag 2023
City of Elk River
Finance Clerk
Position Description
Department: Immediate Supervisor:
Finance Finance Manager
Pay Grade: FLSA Status: Last Updated: (date)
5N or 6N Non-Exemt
Positions Supervised:
N/A
Position Summary
The Finance Clerk performs a variety of clerical tasks within the finance division.
Essential Functions
Performs clerical support duties.
A. Processes checks for mailing.
B. Opens and reviews incoming mail/email and routes to appropriate location.
C. Prepares daily cash receipts deposit.
D. Assists with department filing and records retention requirements.
E. Types memos and correspondence as needed.
2. Performs accounts payable activities.
A. Sorts/distributes invoices to proper divisions/departments.
B. Scans documents into imaging system and verifies all payments have proper
documentation scanned.
C. Reviews vendor statements and tracks down unpaid invoices.
3. Assists with accounts receivable activities.
A. Processes documentation and generates invoices for miscellaneous billings.
B. Maintains accounts receivable customer files.
C. Runs balance reports at month end.
4. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures.
C. Participates in safety training.
Required Knowledge, Skills, and Abilities
❑ Skilled in paying attention to detail and multi -tasking.
❑ Skilled in data entry.
❑ Ability to follow oral and written instructions.
❑ Ability to work as a team player.
Minimum Qualifications
❑ High school diploma or equivalent.
❑ Valid driver's license and good driving record.
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❑ Experience with Microsoft Office, specifically Excel, Word and Outlook.
Preferred Qualifications
❑ Accounts payable experience.
❑ General accounting experience.
This Position Description is not intended to be all-inclusive. It is within the City 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.
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