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Request for Action <br />To <br />Item Number <br />Mayor and City Council <br />11.2 <br />Agenda Section <br />Meeting Date <br />Prepared by <br />Work SessionJune <br />5, 2023 <br />Joe Stremcha, Assistant City Administrator <br />Item Description <br />Reviewed by <br />Finance Division workload challenges and staffing <br />Cal Portner, City Administrator <br />Reviewed by <br />needs. <br />Action Requested <br />Receive information, discuss, and provide direction. <br />Background/Discussion <br />The finance manager and I evaluated the accounting needs for the city based on the retirement of the finance <br />director and the resulting reorganization. The former finance director actively managed a heavy accounting <br />workload which has been redistributed to the finance manager and accountant. The leadership team is confident in <br />their abilities to carry out the technical side of the finance division. <br />However, there are more clerical responsibility challenges resulting in an increasing workload related to entry level <br />tasks such as sorting, scanning, and importing invoices, check preparation, etc. The liquor operation alone <br />continues to grow its product offerings by partnering with new vendors and creating new invoices that must be <br />processed in a time sensitive manner. The Finance Division has been utilizing the part-time recreation assistant to <br />assist team members as much as she is able. Further, our team is unsure of the amount of clerical work that will be <br />automated adding new enterprise software over the next six months. <br />Overall, accounting requirements and accounts payable increased significantly over the past 18 years since our last <br />personnel addition in the division. The compounding reduction from the director's absence has created a <br />bottleneck in their ability to timely process items. Staff would like the Council to expand the part-time rec assistant <br />to full-time by providing 20 hours of accounting clerical support to the finance department. Staff will continue to <br />re-evaluate our personnel needs for the 2024 budget once after our new software implementation. <br />Financial Impact <br />For 2023, it would increase the personnel budget within the Finance Division by roughly $20,000. <br />Mission/Policy/Goal <br />To provide exceptional service. <br />Attachments <br />■ Finance Clerk Job Description Draft. <br />The Elk River Vision <br />A welcoming community with revolutionary and spirited resourcefulness, exceptional <br />service, and community engagement that encourages and inspires pi ospei ly. <br />M <br />TUREJ <br />Updated: Januag 2023 <br />