3.4. SR 03-06-2006
City of Elk River
REQUEST FOR COUNCIL ACTION
Agenda Section Meeting Date
Consent March 6, 2006
Item Description
Authorization to Fill Accountin Clerk Position
Administrator
Introduction
Senior accounting clerk Joan Frick has submitted her resignation effective June 1,2006. Staff requests
authorization to fill this position but as an accounting clerk instead of a senior accounting clerk.
Discussion
Ms. Frick will have over 21 years of service when she retires. She has taken on many duties during that
time and has a very heavy workload that she apdy handles because of her experience and knowledge.
However, a new employee will not be able to handle this heavy workload and probably will not have the
diverse knowledge that Ms. Frick has. Therefore, as part of the fInance department reorganization, some
of Ms. Frick's duties have already been transferred to the accountant with the intent that when she retires
her current position would be changed to accounting clerk to handle mainly accounts payable, which is a
full time job. If possible, the accounting clerk will start in early May to allow an adequate training period.
The Personnel Committee has reviewed the new position and recommends a starting pay range of $14.50
- $17.50 per hour, depending upon experience. This is consistent with the previous accounting clerk
position at pay grade 7.
Financial Impact
Attachments
. Accounting Clerk position description
Action Requested
Authorization to advertise for an accounting clerk.
Council Action
Motion by _
Second by _
Vote
Follow Up
S:\Council\Lori\2006\Accounting Clerk - Auth to Fill.doc
City of Elk River
Accounting Clerk
Position Description
Pay Grade:
To be determined
Positions Supervised:
FLSA Status:
Non-Exem
Immediate Supervisor:
Finance Director
Last Updated: (date)
01/2006
Department:
Finance
N/A
Position Summary
The Accounting Clerk is responsible for providing accounting support primarily in the area of
accounts payable processing so that all claims are paid consistent with City policies and any
applicable federal, state and local laws. May also include other fmance related functions.
Essential Functions
1. Performs accounts payable activities.
A. Examines invoices for accuracy and verifies adequacy of documentation for
processing payment of invoices, including proper coding and department head
approval and purchase orders if necessary.
B. Audits supporting documents such as check requests and invoices and resolves any
discrepancies as required as part of the check generation process.
C. Ensures that payments are made timely and accurately, including reviewing vendor
statements and tracking down unpaid invoices.
D. Generates checks and supporting reports including the list of claims for City Council
approval.
E. Prepares and files monthly sales tax payment and report to the State.
F. Maintains vendor fues and associated information such as affidavits, W-9's and
various reports.
G. Develops and maintains effective working relationships with vendors and City
personnel to resolve a variety of accounts payable and accounting issues and provide
information to affected parties as required.
H. Prepares 1099 information and submits to vendors and Federal/State agencies.
3. Assists with maintaining proper internal control procedures.
A. Prepares daily cash receipts deposit and delivers deposit to the bank.
4. Performs reconciling of fmancial information.
A. Assists in maintaining and reconciling general fmancial and accounts payable
information for the City.
B. Maintains accounts payable records of employee allowances and taxable benefits.
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5. Performs general clerical activities.
A. Performs limited purchasing of routine department supplies as directed.
B. Assists with department filing and records retention requirements.
C. Maintains vehicle titles, registrations and license tabs and plates.
D. Provides backup to the cash receipts and special assessment functions as needed.
E. Performs other related duties as apparent or assigned.
6. Performs other essential job duties.
A. Regular and timely work attendance.
B. Follows all safety procedures and participates in safety training.
Required Knowledge, Skills, and Abilities
D Demonstrated ability to perform accounts payable processing.
D Knowledge of basic accounting principles and terminology.
D Ability to accurately input and maintain proper accounting records.
D Ability to maintain orderly filing records.
D Ability to perform mathematical calculations.
D Ability to keyboard rapidly and accurately.
D Demonstrated proficiency in Microsoft Office products.
D Ability to establish and maintain effective working relationships with others.
D Ability to work independently.
D Ability to follow oral and written instructions.
D Ability to communicate effectively, both orally and in writing.
Minimum Qualifications
D High school education or equivalent.
D Two years of accounting experience.
D Accounts payable experience.
D Two-year accounting degree.
Preferred Qualifications
D Supplementary accounting or business courses.
D Relevant and recent government experience.
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Acct Clerk Position