Finance Department Request for Full-Time Budget/Financial Accounting Analyst PositionCity of Dubuque
City Council
ITEM TITLE:
SUMMARY:
SUGGUESTED
DISPOSITION:
ATTACHMENTS:
Copyrighted
January 6, 2025
CONSENT ITEMS # 7.
Finance Department Request for Full -Time Budget/Financial
Accounting Analyst Position
City Manager recommending approval to add a full-time
budget/financial accounting analyst position.
Receive and File; Approve
1. MVM Memo Finance Department Budget Financial Accounting Analyst
Recommendation MVM Memo_2024_12_19
2. Finance Budget Financial Accounting Analyst Recommendation —Staff
Memo_2024_12_21
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THE CITY OF
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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 Budget/Financial Accounting
Analyst Position
DATE: December 19, 2024
Chief Financial Officer Jennifer Larson is recommending approval to add a full-time
budget/financial accounting analyst position. The full-time budget/financial accounting
analyst will support the Finance Manager with audit processes, reporting, and alleviate
the growing workload pressures. This change would increase the Finance Department
personnel complement by 1.00 full-time equivalent.
The estimated cost increase includes a recurring cost of $50,055 for Fiscal Year 2025
for six months which would be funded by the Fiscal Year 2025 unbudgeted interest
revenue. In Fiscal Year 2026, the twelve-month cost of $100,109 would be funded two-
thirds from Fiscal Year 2025 unbudgeted interest revenue and one-third from the
general fund. In Fiscal year 2027, one-third would be funded from the Fiscal Year 2025
unbudgeted interest revenue and two-thirds from the general fund. In Fiscal Year 2028,
full funding would be from the general fund.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
Michael C. Van Milligen
MCVM/jml
Attachment
cc: Crenna Brumwell, City Attorney
Cori Burbach, Assistant City Manager
Jenny Larson, Chief Financial Officer
Shelley Stickfort, Human Resources Director
Brian DeMoss, Finance Manager
Page 139 of 366
THE CITY OF
DUB Q TE
Masterpiece on the Mississippi
TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Chief Financial Officer
SUBJECT: Request for Budget/Financial Accounting Analyst Position
DATE: December 21, 2024
INTRODUCTION
Dubuque
All -America City
2007.2012.2013
2017*2019
The purpose of this memorandum is to provide a Finance Department needs assessment
and to propose potential solutions to address critical gaps and increasing demands in the
department.
BACKGROUND
The recent discussion regarding the Banking Services award has underlined significant
capacity issues within the Finance Department, despite the majority of the Enterprise
Resource Planning (ERP) financial system's implementation being complete.
DISCUSSION
Several organizational changes and external factors have contributed to the heightened
workload within the Finance Department:
Payroll and Compensation Responsibilities
In March 2024, the City implemented a new payroll system, which significantly expanded the
Finance Department's role in payroll processing and oversight. This adjustment has resulted
in a heavier workload, particularly for the Finance Manager, who now oversees payroll audits
and resolves departmental payroll issues. Furthermore, the Finance Department now
manages wage plan updates and collective bargaining cost calculations, adding to our
responsibilities.
Audit Management
Transitioning to Mauldin &Jenkins for audit services creates a need for staff to spend more
time on the transition. The Finance Manager's role has expanded to ensure compliance with
new Governmental Accounting Standards each year, creating additional resource demands.
Implementations of standards such as GASB Statement No. 87 (Leases) and GASB
Statement No. 96 (Subscription -Based Technology Arrangements) have required substantial
staff time for research and implementation. The upcoming GASB Statement No. 103
(Financial Reporting Model Improvements) will further impact financial reporting components.
Key Staffing Changes
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Over the last ten years, the Finance Department has faced considerable pressure from the
turnover of key staff in departments. Many new key staff in departments need to be brought
up to speed with existing financial policies. Although Finance/Budget staff provide training for
new personnel in other city departments and conduct annual comprehensive training,
competing priorities often impede detailed engagement with financial matters.
Budget
The turnover among key staff in departments has contributed to inefficiencies in the budget
preparation process. The resulting knowledge gaps prolong completion times and require
Budget Financial Analysts to work additional hours, which can lead to further turnover in that
position.
Safety Program
In 2021, the Finance Department assumed responsibility for the organization -wide safety
program, with the Purchasing and Risk Manager chairing the Safety Committee. The
responsibilities include developing safety manuals, performing safety audits, enforcing safety
regulations, and conducting committee meetings.
Legislation
Ongoing discussions surrounding Iowa property tax reform and TIF reform have necessitated
increased analytical efforts from Finance staff, leading to additional workload pressures.
Request for Proposals
Periodically, Finance staff must issue requests for proposals (RFPs) for services such as
software, banking services, financial advisory services, investment management, custodial
management, and outsourced printing. It is vital that the Finance Department has adequate
staffing to issue and review comprehensive RFPs effectively.
REQUEST
Considering these challenges, I propose the addition of a Budget/Financial Accounting
Analyst Position. This role will support the Finance Manager with audit processes, reporting,
and alleviate the growing workload pressures. This position is classified as GE-34A, with an
annual salary range of $69,778.80 - $91,313.04.
Funding Plan:
• In FY 25: $50,055 from FY25 unbudgeted interest revenue.
• In FY 26: Two-thirds ($67,073) from FY25 unbudgeted interest revenue and one-third
($33,036) from the general fund.
• In FY 27: One-third ($33,036) from FY25 unbudgeted interest revenue and two-thirds
($67,073) from the general fund.
• In FY 28: Full funding from the general fund.
Adding this position will not only distribute the workload more effectively but also enhance the
overall operational efficiency and effectiveness of the Finance Department, enabling the City
to better manage its financial responsibilities.
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