Finance and Utility Billing StaffingTHE CITY OF Dubuque
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DUB E "'~"~
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Masterpiece on the Mississippi
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2007
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Finance and Utility Billing Staffing
DATE: June 24, 2009
Finance Director Ken TeKippe has recommended some staffing changes to replace
Financial Analyst Rick Till, who has been appointed to the Assistant Budget Director
position. Since the recommendation involves the creation and elimination of some civil
service classifications, City Council approval will be required. Rick supervised the Utility
Billing activities with the assistance of Utility Billing Coordinator Rose Hoerner. The
Financial Analyst position will not be filled and the Utility Billing Coordinator will be
reclassified as a Utility Billing Supervisor. I recommend an additional Accountant
position be created to take over the finance and accounting duties that were previously
performed by Rick.
The total number of full time equivalent employees in the Finance Department would not
change as a result of this recommendation. However, if approved, the staffing changes
would result in an annual salary savings of approximately $8,000.
The classifications of Utility Billing Coordinator and Accountant are covered by civil
service. In order to implement the recommendation, (respectfully request that the City
Council create one additional Accountant position in the Finance Department and
eliminate the position of Utility Billing Coordinator.
Mich el C. Van Milligen
MCVMaIb
cc: Barry Lindahl, City Attorney
Cindy Steinhauser, Assistant City Manager
Ken TeKippe, Finance Director
Randy Peck, Personnel Manager
THE CITY OF Dubuque
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Masterpiece on the Mississippi
2007
TO: Mike Van Milligen, City Manager
FROM: Ken TeKippe, Finance Director ~^^- C ~~~'
SUBJECT: Finance & Utility Billing Staffing
DATE: June 19, 2009
Assistant Finance Director Jean Nachtman and I have been reviewing staffing to
replace Rick Till, Financial Analyst, after he moves to the new full-time Assistant Budget
Director position on July 1. After discussion with Rick Till and Rose Hoerner, I am
submitting a suggested arrangement to cover Rick Till, Financial Analyst's duties.
Additional detailed information from Jean Nachtman is enclosed.
I recommend Rose Hoerner, Utility Billing Coordinator be reclassified to Utility Billing
Supervisor @ salary grade GE-33. Currently Rose is at salary grade GE-30. Rick's
current salary grade is GE-35. The proposed classification of a Utility Billing
Supervisor would be exempt from overtime and Civil Service. A suggested job
description is enclosed.
I recommend an Accountant position, salary grade GE-30, be established to absorb the
Finance part of the Financial Analyst position which would be eliminated. A civil service
test would be required. I recommend that the examination be limited to City employees
since there are qualified and interested candidates. This arrangement would be
consistent with the previous examination rules for the Utility Billing Coordinator and
Accountant positions which were filled in 2005. Jean and I will be supervising the work
of the Accountant. Selected job responsibilities of the Accountant are enclosed. A job
description already exists.
The overall impact of implementing these changes would be to reduce our department
payroll dollars. The employee FTE's for Finance/Utility Billing will not change.
Information detailing the positive budget impact is enclosed. A percentage of Jean
and/or my time would be charged to Utility Billing for our supervisory work.
Thank you for your consideration. I am available to discuss at your earliest
convenience if any questions.
KT/jg
Enclosures .
cc: Randy Peck, Personnel Manager
THE CTTY OF
~~T~ ~ ~
Masterpiece on the Mississipp2
TO: Ken TeKippe, Finance Director
FROM: Jean Nachtman, Assistant Finance Director
SUBJECT: Staffing
DATE: June 15; 2009
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Dubuque
All-llmerica City
2007
BACKGROUND
After discussions with Rick, Rose and you, I am suggesting the following p{an for
replacing the Financial Analyst position in the Finance Department.
Utility Billing will be going through major modifications in the next two years. A system
upgrade to CommunityPlus version 8.3 for the Utility Billing accounts receivable and
customer information system is scheduled for Fiscal Year 2010. With this upgrade
Utility Billing will analyze the existing web based on-line bill payment system and
possibly switch from WebQA as a vendor to GovQA through Sungard Pentamation. At
the same time Utility Billing will begin switching to the automated meter reading (AMR)
system requiring the change out of 22,000 meters and the installation of associated
hardware and software. The AMR will have its own software to communicate and
interface with the Utility Billing system. This is anticipated to be a two-year project.
The implementation of both systems will require an employee who is thoroughly
knowledgeable with current Utility Billing billing and procedures, with a demonstrated
ability to understand the complicated technical aspects of each system, and has a
strong accounting background to insure financial reporting needs are met.
Utility Billing will .need an individual who can manage the work flow in both systems
during the transition, work with parallel systems, balance accounts receivable, perform
system .interfaces, coordinate fieldwork with billing cycles, assist information services,
engineering consultants and vendor technicians, and still be available to assist staff
with customer support, collections and billing adjustments.
Finance is facing similar challenges. Recently, Finance has taken over the
administration of the AmeriCorps Grant. This summer two new related grants may be
added for Youth Build and a second AmeriCorps. The general ledger system upgrade
to FinancePlus version 4.3 is scheduled for this fall. Implementation of the procurement
card system is anticipated to begin simultaneously with the system upgrade. In addition,
Finance will have to begin planning for the internal preparation of the financial
statements for the Comprehensive Annual Financial Report (CAFR). Finance has
always prepared the preliminary work papers for the statements, but in the past, our
external auditors have always prepared the statements. Because of new auditing
regulations, our auditors may not be able to continue auditing and preparing statements.
This will dramatically increase staff work {oad, and require extensive annual training to
stay abreast of all FASB and GASB rules effecting governmental reporting.
RECOMMENDATION
Based on an analysis of the Financial Analyst duties and the knowledge, background
and capabilities of. the current Utility Billing staff, 1 propose the following:
Split the duties currently assigned to the Financial Analyst. Create two new positions;
Utility Billing Supervisor and Accountant that would split his/her time 50%Utility Billing
and 50% Finance. Eliminate the Financial Analyst and the Utility Billing Coordinator
positions. Increase the time spent by the Finance Director and/or the Assistant Finance
Director overseeing the operations of Utility Billing.
Utility Billing Supervisor:
The current Utility Billing Coordinator (Rose Hoerner) has assumed the primary
supervisory role when the Financial Analyst (Rick Till) was devoted full-time to the
budgeting department. Rose is thoroughly aware of all aspects of the Utility Billing and
collection procedures. She is knowledgeable on all the City Utility Billing ordinances,
Utility Billing policies and procedures, and workflow necessary to efficiently run the
customer service area. Rose has taken the lead on problem solving system and
equipment obstacles and handling difi'icult customer and personnel issues. Rose is well
qualified to handle the supervisory portion of the Financial Analyst duties.
Accountant
The analytical portion ofi the Financial Analyst duties requires a degreed accountant
who understands the intricacies of an accounts receivable software sub ledger and the
interfaces with the general ledger. Related duties include demonstrated ability to
implement new systems and system upgrades, ability to create system generated
reports to improve information and work flow, work independently or with Information
Services and outside support staff to solve software problems as they arise. The
Accountant must also be able understand the issues and make continuous
improvements to the City's web based bill payments. The on-line payments requires
coordination between three vendors, City's Information Services, web software provider-
GovQA and the banking and credit card provider-Transaction Central through Dubuque
Bank and Trust. The accountant must identify the problem, isolate the vendor or
vendors involved, and test solutions to be sure the system performs as City and citizens
expect. A thorough working know{edge of the Sungard Pentamation CorrmmunityPlus
and FinancePlus products, Cognos Impromptu Report Writing product, Microsoft Excel
and Laserfiche is essential for this position.
The Financial Analyst position was 65% Utility Billing and 35% Finance, with a portion of
the Finance time devoted to budget. When Rick was working on budget, Utility Billing
relied heavily on Rose and the Account Clerk (Lisa Demmer) to fill the void. Although
Rick was primarily Utility Billing he was given special Finance projects. Recently Rick
took over th'e administration and reporting for the AmeriCorps grant. Finance was
relying on Rick's accounting experience to assist in preparation of CAFR statements.
Both these duties require a background in accounting and/or finance.
As Finance will rely more on the accountant position to cover special projects,. it is
expected that others in Finance will have to assist Utility Billing. Finance and Utility
Billing have distinct duties but the staff of both can be used interchangeably to smooth
the peak times in both areas. This coordination will require more time of the Finance
Director and thus a portion of the Finance Directors' time should be allocated to Utility
Billing to make up the difference,.
We suggest that this accountant position be the same job class as GE-30 Accountant.
The job description is broad enough to cover the duties that the position will be
performing in Utility Billing as well as Finance.
I suggest that the prior GE-33 Utility Billing Customer Service Supervisor job description
be modified to accommodate the duties expected of the supervisor.
Implementation of these personnel changes will save the City approximately
$7,964 annually. The savings calculation is for comparative purposes only and
assumes pay for all positions at the top step. Rick was scheduled and Rose is to be at
Step F in FY'10, but it is highly unlikely the new positions would be filled at that level.
Therefore, for several years the payroll savings would be greater.
JN/
Utility Billing Supervisor
GENERAL STATEMENT OF DUTIES: Supervision and performs work in processing utility bills
and parking violations; assists with the collection of delinquent accounts and fields customer
comments, questions and complaints. Performs related work as required.
DISTINGUISHING FEATURES OF THE CLASS: The employee in this class is responsible for the
day to day supervision and coordination of the Utility Billing staff and Water Meter Service
Workers, is responsible for technical work involving utility biifing operations and collecting parking
tickets. The work requires the exercise of independent judgment and is performed with relative
independence. The employee reports to the Finance Director. Work is reviewed by the Finance
Director through oral and written reports, conferences and results achieved.
EXAMPLES OF WORK (ILLUSTRATIVE ONLY):
ESSENTIAL: Supervises the daily work of the Utility Billing staff. Coordinates and assigns work to
staff. Updates accounts receivable and customer information tables in the data base. Works with
Information Services and Finance staff to implement changes to the Utility Billing data base and
utility policy procedures. Coordinates work with Water Department, Engineering, Public Works
and Water Pollution Control personnel. Insures that legal, administrative and procedural policies
are followed. Assists staff when needed with the daily work in utility and parking violation by taking
requests, receiving and recording payments, handling complaints, cashiering and researching
information, maintaining vehicle information for parking tickets, preparing collection, property liens
and utility shut-off lists, sending out delinquent bills, receiving customers at the counter or over the
telephone, authorizing utility turn-ons and shut-offs, processing and records data into an on-line
computer system, assisting with bill correcting and seting up new accounts, entering data into
computer, issuing final bills, reconciling the daily receipt batches and preparing daily deposits,
assisting with audit work papers at fiscal year end and maintaining Utility Billing web pages.
KNOWLEDGE. SKILLS AND ABILITIES:
ESSENTIAL:
Knowledge of the City's utility rate schedules, billing calculations, billing cycles, and collection,
shut-off and tax lien procedures; knowledge of utility billing software database, including cycle and
final billing, billing adjustments, payment processing, and system interfaces; knowledge of
accounting principles and the ability to apply such knowledge to utility customer accounting
transactions; knowledge of bookkeeping principles and procedures; ability to plan, assign,
coordinate and supervise the activities of employees within utility billing; ability to establish and
maintain effective working relationships with employees and the general public; ability to apply
accounting principles to the maintenance of fiscal and accounting records; ability to understand
and carry out complex oral and written instructions; ability to make decisions, to recognize
established practices and to use resourcefulness and tact in solving problems; ability to
communicate effectively, both orally and in writing; ability to perform a variety of tasks without
close supervision; demonstrated ability to follow a management philosophy that is input oriented
and values problem solving and the development of partnerships; ability to perform detailed work
involving written and numeric data and to make arithmetic calculations rapidly and accurately;
considerable knowledge of the occupational hazards and safety precautions related to the duties
and responsibilities of this position; a desire to be part of an organization that values service,
people, integrity, responsibility, innovation and teamwork.
ACCEPTABLE EXPERIENCE AND TRAINING: Experience in municipal accounting and utility
billing operations; graduation from an accredited college or university with major course work in
accounting, business administration or related field; or any equivalent combination of experience
and training which provides the essential knowledge, skills and abilities.
s-~ s-os
1
City of Dubuque
Finance/Utility Billing
Based on Compensation Rates Effective July 1, 2009 -June 30, 2010
Current Staffing
Financial Analyst
Utility Billing Coordinator
Maximum
Salary Grade Step Yearly Salary
GE-35 F $ 69,097.60
GE-30 F 52,873.60
$12,971.20
Proposed Staffing
Financial Analyst
Utility Billing Coordinator
Utility Billing Supervisor
Accountant
Maximum
Salary Grade Step Yearly Salary
GE-33 F $ 62,129.60
GE-30 F 52,873.60
$115,003.20
Proposed staffing budget savings-compensation
FICA savings (7.65%) 1PERS savings (6.65%)
Total
$ 6,968.00
996.42
$ 7,964.42
Tf~e above assumes all employees are at step F. In reality, employees would start at a lower step, so savings
would be greater for several years.
June 16, 2009
City ofi Dutauque
Finance/Utility Bi[[ing
Based on Compensation Rates Effective July 1, 2009 -June 30, 2010
Current Staffing Finance Utility Billing
Financial Analyst (35%) $24,184.16 (65%) $ 44,913.44
Utility Bii[ing Coordinator. - 52,873.60
$ 24,184.16 $ 97, 787.04
Proaosed Staffina
Financial Analyst
Utility Billing Supervisor
Utility Billing Coordinator
Accountant
Finance Director*
Finance Utility Billing
$ - $ -
- 62,129.60
(50%) 26,436.80 (50%) 26,436.80
(-10%) (10,054.72) (10%) 10,054.72
$16,382.08 $ 98,621.12
Total
$ 69,097.60
52,873.60
$121,971.20
Total
$ -
62,129.60
52,873.60
$115,003.20
The above assumes all employees are at step F. [n reality, employees would start at a lower
step, so savings would be greater for several years.
"With the proposed staffing, Finance Director time will be spent and allocated to Utility Billing.
June 16, 2009
`• ~ ~ City of Dubuque
Selected Accountant/ Utifit~ 8iifing Responsibilities
' (would use current Accountant job description}
Prepares and reviews bank reconciliations
• Prepares. bi-monthly sales tax returns for utilities
• Prepares and reviews work papers and data for annual external audit
a Assist with preparing daily cash receipts and posting of daily payments
• Oversee Utility Billing tax [lens filing and turning over accounts to collection
agency
o Assist and backup Utility Billing Customer Service Supervisor
• Prepare monthly Library Trust reports
® AmeriCorps Grant
o Monthly and semi-annual reports
o Monthly drawdowns
o ~ Prepares invoices for payment
• Youthbuild Grant
o Anticipate receiving; would include reports and drawdowns
;-
• Testing for implementation, training and maintenance of Utility Billing
CommunityPlus version 8.3 system upgrade
• Assist with testing for implementation, training and maintenance of FinancePlus
version 4.3 system upgrade
• Key employee with Utility Billing Supervisor to implement Water Meter Change
Out Program software
• Prepare Utility Billing refunds account -month end reconciliation journal entry
• Monthly reconciliation of payments received by collection agency and process
payment to agency
• Prepare monthly analysis of accounts receivable/billings/collections
• Assist with City preparing annual financial statements
s Familiar with other Accountant/Finance Department
• Finalize reports for Dubuque initiatives and related entities
• Special projects
June 16, 2009