Payroll Systems Analyst and Administrator and Fully Remote Part-Time Finance Project Manager-Additional Positions Request Copyrighted
October 16, 2023
City of Dubuque Consent Items # 013.
City Council Meeting
ITEM TITLE: Payroll Systems Analyst and Administrator and Fully Remote Part-Time
Finance Project Manager-Additional Positions Request
SUM MARY: City Manager recommending approval to add a full-time payroll systems
analyst and administrator and a fully remote part-time finance project
manager, as well as eliminate a vacant full-time budget financial analyst
and a vacant limited term full-time accountant.
SUGGESTED Suggested Disposition: Receive and File;Approve
DISPOSITION:
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Dubuque
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TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Finance Department Request for Full-Time Payroll Systems Analyst and
Administrator and Fully Remote Part-Time Finance Project Manager
DATE: October 10, 2023
Chief Financial Officer Jennifer Larson is recommending approval to add a full-time
payroll systems analyst and administrator and a fully remote part-time finance project
manager, as well as eliminate a vacant full-time budget financial analyst and a vacant
limited term full-time accountant. The full-time payroll systems analyst and administrator
will provide additional oversight and support of the new Tyler Munis HRM Module and
electronic Time and Attendance systems. The fully remote part-time finance project
manager will provide assistance in areas such as department budget review, document
preparation during the annual budget process, audit preparation assistance, ERP
implementation assistance, ERP user training, department ERP review and approvals
(requisition, invoice, change order, journal entry, and purchasing card), other projects as
needed, and back-up for positions that are on leave (vacation, sick, parental).These
changes would decrease the Finance Department personnel complement by 0.50 full-
time equivalent.
The estimated cost increase includes a recurring cost of $79,804 for the full-time Payroll
Systems Analyst and Administrator and recurring cost of $70,209 for the fully remote
part-time Finance Project Manager. Non-recurring cost of$27,219 for laptops, work
from home equipment, workstation, desk phone, and other office modifications are also
included. The total cost of$177,232 would be covered by eliminating the vacant full-
time budget financial analyst position ($97,428) and eliminating the vacant limited term
full-time accountant position ($79,804).
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Michael C. Van Milligen
MCVM/jml
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Shelley Stickfort, Human Resources Director
Chris Kohlmann, Chief Information Officer
Brian DeMoss, Finance Manager
Tony Breitbach, Purchasing and Risk Manager
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Dubuque
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TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Chief Financial Officer
SUBJECT: Finance Department Request for Full-Time Payroll Systems Analyst and
Administrator and Fully Remote Part-Time Finance Project Manager
DATE: October 10, 2023
INTRODUCTION
The purpose of this memorandum is to request the approval of a full-time Payroll Systems
Analyst and Administrator and a fully remote part-time Finance Project Manager in the
Finance Department.
BACKGROUND
The City is in the process of implementing Tyler Munis HRM module which includes
electronic Time and Attendance with an expected go live date of January 1, 2024. This will be
a significant change from the current payroll practices of paper time sheets and department
payroll clerks entering employee time in the legacy system. These changes will require
additional oversight and support from the Finance department. Currently Finance has one
Senior Payroll Accountant dedicated to the 1,100 employees on payroll.
In addition, the Finance department has project-based needs and additional assistance is
required. Since January 2023, the Finance department has contracted with GovHR USA for
remote temporary staffing assistance. This assistance has been extremely valuable and has
been provided by a retired Finance Director with over 23 years' experience in government
finance. Finance Management staff have reviewed areas that need additional assistance
which include department budget review, document preparation during the annual budget
process, audit preparation assistance, ERP implementation assistance, ERP user training,
department ERP review and approvals (requisition, invoice, change order, journal entry, and
purchasing card), other projects as needed, and back-up for positions that are on leave
(vacation, sick, parental).
The Finance has two vacant positions in the department which include a full-time budget
financial analyst and a full-time limited term accountant.
DISCUSSION
Human Resources, Finance, and Information Technology staff have discussed the need to
add a Payroll Systems Analyst and Administrator position. The new position would be
responsible for working within the Tyler Munis HRM module and Time and Attendance to
assure the system is compliant with tax and wage laws, implementing changes in the system
based on controlling document provisions (employee handbook, employee bargaining unit
agreements, and federal and state laws), providing functional and educational support
regarding payroll processes and systems/modules, providing information and answering
employee questions and complaints relating to the payroll and time and attendance entry
systems, helping maintain data integrity by running queries and analyzing data, and
performing audits of bi-weekly payrolls to make sure the system is accurately calculating
employee pay. In addition, this position would serve as direct back-up for the Senior Payroll
Accountant position and provide support as needed. The position is recommended at pay
grade GE-30. The cost of the position at 1.00 FTE or 2,080 hours annually is $79,804.
The fully remote part-time Finance Project Manager position would be 0.50 FTE or 1,040
hours. The part-time position would offer flexibility in hours on a weekly basis depending on
the projects assigned. The position is project based and the position recommended is
Finance Project Manager at pay grade GE-40. The cost of the position would vary depending
on the number of hours worked each week. The cost of the position at 0.50 FTE or 1,040
hours annually is $70,209.
BUDGETIMPACT
The estimated cost of$79,804 for the full-time Payroll Systems Analyst and Administrator
position and cost of$70,209 for the fully remote part-time Finance Project Manager position
would be funded by eliminating the vacant Budget/Financial Analyst position which is a full-
time position (1.00 FTE and a budget of $97,428) and eliminating the limited term Utility
Billing Accountant position (1.00 FTE and a budget of $79,804). The remaining $27,219
would be used for laptops, work from home equipment for flexible work schedules,
workstation, desk phone, and other office modifications.
This request reduces the full-time equivalents in the Finance Department by 0.50 FTE.
REQUEST
I respectfully request your approval of a full-time Payroll Systems Analyst and Administrator
and a fully remote part-time Finance Project Manager.
cc: Shelley Stickfort, Director of Human Resources
Chris Kohlmann, Chief Information Officer
Brian DeMoss, Finance Manager
Tony Breitbach, Purchasing and Risk Manager
JML
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