Agenda - Council - 08/24/2010 - Laserfiche WebLink

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Evaluation Criteria for Vacant and New Positions 1. Is the position essential? The position is essential. The position preserves the elements of the City's financial activities. Segregation of duties is a big necessity in the accounting world. Prior to the finance department having four full-time positions, the city would receive an internal control finding for lack of segregation of duties. As people are expected to do more with less, fraud has become more prevalent in the workplace. The state auditor's office and auditing board highly recommend that cities segregate financial activities accordingly to reduce the risk of fraud. 2. Is the position critical? Critical positions are positions that are, for example, one -position job classes or positions with duties that cannot be modified, reassigned or eliminated. Detailed responses to the following questions will be required in determining whether or not a position is "critical" to providing high-quality services to residents, business owners and/or employees: Explain how this position is key to achieving the strategic goals identified by the City Council. Budget/Finance is one of the strategic goals. The accountant position is responsible for month-end reports to city council and department heads outlining year-to-date budgeted expenditures. This position assists with the city's annual audit — workpapers and completion of Comprehensive Annual Financial Report (CAFR). By the city achieving the Certificate of Achievement in Financial Reporting each year, we have been able to obtain a higher bond rating which leads to lower interest costs, which can have a direct impact on the city's budget. Can the duties be re -engineered or automated? Please explain. Previously, we had looked at outsourcing payroll duties, but found that only small cities are currently doing this. There is a problem with PERA reporting. Outsources do not compute and PERA laws differ by state. Payroll is about % of this position. Another large section of time spent with this position is utility billing. Having hands on customer data allows the city to answer customer questions and create specialized reports. 9 Can the duties be reassigned temporarily or permanently? Please explain.