Finance Confidential Account Clerk Position Copyrighted
December 16, 2019
City of Dubuque Consent Items # 25.
ITEM TITLE: Finance Confidential Account Clerk Position
SUMMARY: City Manager recommending approval to change the
shared, part-time Confidential Account Clerk position to a
full-time position.
SUGGESTED DISPOSITION: Suggested Disposition: Receiveand File;Approve
ATTACHMENTS:
Description Type
MVM Memo City Manager Memo
Staff Memo Staff Memo
Dubuque
THE CITY OF �
All-America City
DuB E ;���� �,
Maste iece on the MissTssT i zao�.zo12•zo13
YP PP �oi�*zoi9
TO: The Honorable Mayor and City Council Members
FROM: Michael C. Van Milligen, City Manager
SUBJECT: Finance Confidential Account Clerk Position
DATE: December 11, 2019
Director of Finance and Budget Jennifer Larson is recommending approval to change
the shared part-time Confidential Account Clerk position to a full-time position. This is
an increase of 0.24 FTE and additional cost of $15,185 in Fiscal Year 2020. The
additional cost in Fiscal Year 2020 will be funded by vacancy savings in the Finance
Department. The additional cost in Fiscal Year 2021 of$27,213 will be funded through
the budget process.
The consolidation of the Finance and Budget departments has increased the number of
employees in the department as well as the workload. The Confidential Account Clerk
position duties will be expanded to also include assistance to budget staff, additional
assistance to Utility Billing staff, and additional duties related to the Certified Annual
Financial Report.
I concur with the recommendation and respectFully request Mayor and City Council
approval.
��� ��"`'//��O" �'" �
Michael C. Van Milligen
MCVM/jml
Attachment
cc: Crenna Brumwell, City Attorney
Teri Goodmann, Assistant City Manager
Cori Burbach, Assistant City Manager
Jennifer Raber, Finance Manager
Dubuque
THE CITY OF �
All-America City
DuB E ;���� �,
Maste iece on the MissTssT i zoo�.zo12•zo13
rP PP �oi�*zoi9
TO: Michael C. Van Milligen, City Manager
FROM: Jennifer Larson, Director of Finance and Budget
SUBJECT: Finance Confidential Account Clerk Position
DATE: December 11, 2019
INTRODUCTION
The purpose of this memorandum is to request approval to change the shared part-time
Confidential Account Clerk position to a full-time position.
BACKGROUND
The Finance Department has had a shared part-time Confidential Account Clerk Position
(0.75 FTE or 1,560 hours annually). This position is filled by Ella Lahey and Connie Mueller.
The position works with Ella Lahey working from Thursday through Wednesday and then
Connie Mueller working from Thursday through Wednesday, which results in each having
one week off work.
DISCUSSION
Connie Mueller, part-time Confidential Account Clerk has been hired for the full-time
Confidential Account Clerk position in the Health Services Department.
The consolidation of the Finance and Budget departments has increased the number of
employees in the department as well as the workload. It would be beneficial to have one full-
time Confidential Account Clerk that consistently works all five days of the week every week.
The Confidential Account Clerk position is an essential position in the Finance Department.
Job duties include but are not limited to processing all outgoing mail, including utility bills, for
City Hall and City Hall Annex, payroll for Finance and AmeriCorps, setting up new City of
Dubuque employees and updating direct deposit information, bidding certificate of deposits,
preparing monthly expense and revenue summary for publication in the Telegraph Herald,
reconciling purchasing cards for AmeriCorps, generation of sales tax exemption certificates,
scanning of accounts payable journal entries, electronic transactions and manual checks into
Laserfiche, maintain employee vehicle insurance spreadsheet for City travel, assistance to
Accounts Payable with weekly check run, maintenance of Finance department website,
council agenda items, back-up for employee purchase card changes, assistance to City
departments with purchase order questions, prepare materials for Investment Oversight
Advisory Commission, preparation of checks for Dubuque Initiatives, data entry, department
mail, assistance to Utility billing, monthly ACH withdrawal for retiree Cobra insurance,
quarterly audit of City Treasurer petty cash, assistance with annual audit preparation,
Certified Annual Financial Report statistical tables, and processing property tax bills for City
owned property.
I would like to expand these duties to also include assistance to budget staff, additional
assistance to Utility Billing staff, and additional duties related to the Certified Annual Financial
Report.
The impact of changing the Confidential Account Clerk from part-time to full-time is outline
below:
- � - � i i � - � - �
Eliminate Part-Time Confidential Account Clerk 12/1/19 -$ 28,869 -0.76
Add Full-Time Confidential Account Clerk 12/1/19 +$ 44,054 +1 .00
Re uested Fiscal Year 2020 Net Chan e $15,185" +0.24
"Fiscal Year 2021 increase in cost for the full-time position is $27,213.
REQUEST
I respectfully recommend approval to upgrade the shared part-time Confidential Account
Clerk position to a full-time position. The additional cost is covered by Fiscal Year 2020
vacancy savings in the Finance Department. Fiscal Year 2021 has additional cost of$27,213
to be funded through the budget process.
JML
2