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Home My WebLink About11 FINANCE DEPARTMENT REORGANIZATIONAGENDA REPORT MEETING DATE: JULY 5, 2011 TO: WILLIAM A. HUSTON, INTERIM CITY MANAGER FROM: PAMELA ARENDS-KING, FINANCE DIRECTOR SUBJECT: FINANCE DEPARTMENT REORGANIZATION Agenda Item 11 Reviewed: City Manager Finance Director SUMMARY: To meet the financial accountability needs of the City a plan has been developed to reorganize the staffing levels of the Finance Department. RECOMMENDATION: It is recommended City Council approve the Finance Department staffing level reorganization which includes the following: A. The creation of an Accountant position and a Customer Service Supervisor position. B. The reclassification of the Senior Finance Analyst to an Administrative Services Manager. C. The elimination of funding the Accounting Supervisor position, one Senior Account Specialist, and one Information Technology Intern. D. The elimination of the part-time Business License Technician position. FISCAL IMPACT: The reorganization of the Finance Department results in a net savings of $14,073 in salary and benefits for fiscal year 2011/2012 for the General Fund and $15,998 for the Water Enterprise Fund. The salary range for the Accountant position and the Customer Service Supervisor is $4,676 - $5,710. The primary reason for the net savings in fiscal year 2011/2012 is due to the elimination of funding for the Accounting Supervisor, the part-time Business License Technician and the Information Technology Intern. BACKGROUND: The City Manager tasked the Finance Director with observing the function of the Finance Department and making a determination of the staffing levels needed to ensure the Department is efficient and meeting the City's financial accountability needs. Based on observing the Department over the past two years the conclusion was made that there is a need for formally trained professional accounting staff and staff dedicated to the supervision of customer service. There is also a need for redistribution of work FINANCE DEPARTMENT REORGANIZATION JULY 5, 2011 PAGE 2 and cross training amongst the Accounting Specialists and the Senior Accounting Specialists. The reorganization plan to address the areas of concern for the Department consists of the following job position changes: • Accountant: The new Accountant position will complete the day to day accounting functions including the processing of accounts receivable and help the part-time Accounting Supervisor with the more complicated accounting functions. This new position will handle some of the accounting duties of the current Senior Accounting Specialists, thereby freeing up the Senior Accounting Specialists time to handle payroll, business licenses and other customer service needs. • Finance Manager: The Finance Manager will handle the same duties of the unfunded Accounting Supervisor role, except for the day to day accounting functions which will now be completed by the Accountant. The position will directly supervise the part-time Accounting Supervisor, the Accountant, and the Senior Accounting Specialists that are responsible for payroll. The Finance Manager also will be in charge of the Department in the absence of the Finance Director. • Administrative Services Manager: The Senior Finance Analyst position will be reclassified to an Administrative Services Manager. The Administrative Services Manager is an approved position with a salary range of $6,921 - $8,451 per month. The job description for this position has been revised to include finance duties. This position is an upgrade from the Senior Finance Analyst position because it will not only include the preparation of the budget but also the supervision of the Accounting Specialists responsible for accounts payable; monitoring purchasing; monitoring and financial recording of capital projects and work orders; and coordinating accounting software training. • Customer Service Supervisor: The Customer Service Supervisor will be responsible for water billing, water meter reading, business licenses, and cashiering. This position will make the final decision in regards to customer complaints and or concerns and will supervise the Accounting Specialists handling the front counter, cashiering, and water billing. This person will also supervise the Senior Accounting Specialists that will be handling business licenses and other customer service duties. Accounting Specialists will be cross trained to handle their primary functions of accounts payable, water billing, and cashiering. The Senior Accounting Specialists have been cross trained in the payroll functions and will be crossed trained in the business license functions. FINANCE DEPARTMENT REORGANIZATION JULY 5, 2011 PAGE 3 Due to limited financial resources, this reorganizational plan helps ensure the Finance Department is efficient and meeting the City's financial accountability needs without increasing costs. It also ensures work is distributed evenly through cross training and the addition of the Accountant position. The plan also provides a means of retaining highly skilled employees by providing opportunities for advancement through the reclassification of the Senior Finance Analyst position to the Administrative Services Manager position and the creation of a Customer Services Supervisor. ~~y~~~ Cl~~~ Pamela Arends-King Finance Director Attachments: Current Finance Department Organizational Chart Proposed Finance Department Organizational Chart r ~, ~_ LL ~""' 11~ ~~ ~~ L ~y T '";~•~~` ~~~ ~'` sir „ I ~,1' ~~ ° ~~~ w ~, da _~ ~~ ~. ~/~ W Lf. V n >~' ~ r 4./ ~ ~ If ~ ~ F `~ a ~ ~ ~` ~ z ~ ~ is ~~ ~ w ~ ~`" a r v>"c ,., ~~ ~~ ~ F ~. w,: - w a U -~ ~- w ~ w ... ~ ~"' a. W z - ,,, r ~ • ~~= (>"~r mod,... ~~t~ ~z a~ ~ W Z ~~ Qom... '~` F- ~ ~ ' ~ U.. GJ z4 !-^~ tf! Z }` .... 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