HomeMy Public PortalAbout100_060_March 26 2015 Position Change & Budget transfer agenda MAYOR r 'r CITY MANAGER
Jason Buelterman
Diane Schleicher
CITY COUNCIL C.:9\ CLERK OF COUNCIL
Wanda Doyle,Mayor Pro Tern r'`', Janet LeViner
Barry Brown .,'�
Robert Callahan CITY ATTORNEY
Bill Garbett ' Edward M.Hughes
Monty Parks
Paul Wolff 1 .,
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CITY OF TYBEE ISLAND
City Council Agenda Item Request
Council Meeting Date for Request: March 26, 2015
Item: To request the City Councils approval for an $11,211 budget amendment and a grade change that
will result in a salary increase of$1,567 for the rest of the year.
Budget Line Item Number(if applicable): See Attachment
Explanation:
The city is transferring the Facilities Coordinator position from the Public Works Department to the Finance
Department and increasing the duties of the position; therefore, a grade change is necessary to compensate
the employee for the additional duties. A grade change from Grade 8, Step C ($27,009) to a Grade 12, Step
C ($32,830) is requested. The grade change shall increase the position's salary by$1,567 (salary, FICA&
Medicare)through June 30, 2015. The grade change shall become effective, March 29, 2015. The
additional salary&benefits cost will come from within Finance Department's current budget. The
positions' Job Description change is included as Attachment A.
Secondly, we are requesting that the City Council approve an$11,211 budget amendment\transfer from the
Public Works Department-Administration Division to the Finance Department—Accounting Division.
Please refer to Attachment B for the details of the amendment\transfer.
Paper Work: X_Attached*
Audio/Video Presentation**
Submitted by: Angela Hudson
Phone/Email: ahudson @cityoftybee.org
Comments:
Date given to Clerk of Council
P.O.Box 2749—403 Butler Avenue,Tybee Island,Georgia 31328-2749
(866)786-4573—FAX(866)786-5737
***
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JOB TITLE: Facilities Coordinator\Accounting Clerk
DEPARTMENT: Finance
JOB SUMMARY: This position is primarily responsible for processing reservations for all recreational
facilities and permits for beach use,banners,and filming.
MAJOR DUTIES:
FACILIATIES COORDINATOR Formatted:Font:Bold
o Responsible for scheduling designated facilities for voting,confirming polling sites and dates of
primary's and run-off's,with the Board of Elections;scheduling delivery and pick up of voting
machines and delivering the final tally of votes(print out)to the Clerk of Council;
• -- Formatted:Indent:Left: 0.5", No bullets or
o Meet with general public wishing to use city facilities for private use or reserve space on the numbering
beach for a private functions;
• - - Formatted:Indent:Left: 0.5", No bullets or
o Responsible for approving all banner permits numbering
• - - Formatted:Indent:Left: 0.5", No bullets or
o Processes reservations rental of building facilities and accept deposits and refunds for reserving numbering
use of the city facilities;
• - Formatted:List Paragraph,Line spacing:
o Generate deposit refunds requests for all recreational facilities and beach use; single, No bullets or numbering,Tab stops:
Not at 0.38"+ 0.56"+ 1.3"+ 1.5"+ 1.7"
• + 2.1"+ 4.6"
o Maintain a group calendar use of the city hall auditorium and reserve use of the auditorium for Formatted:List Paragraph,Line spacing:
employees; single, No bullets or numbering,Tab stops:
Not at 0.38"+ 0.56"+ 1.3"+ 1.5"+ 1.7"
• 2.1"+ 4.6"
o Ensure that facilities are properly set up for use by working with the Public Works Department; Formatted:List Paragraph,Line spacing:
• single, No bullets or numbering,Tab stops:
o Ensure that all assets are accounted for in each facility before and after use by other parties; Not at 0.38"+ 0.56"+ 1.3"+ 1.5"+ 1.7"
+ 2.1"+ 4.6"
o Checks facilities after each event or use for cleanliness and damage including on weekends;
Formatted:No bullets Paragraph,onumb numbering, spacing:asop
g g single, No bullets or numbering,Tab stops:
• Not at 0.38"+ 0.56"+ 1.3"+ 1.5"+ 1.7"
o Assess charges for any damages prior to processing deposit refund requests to the general public; + 2.1"+ 4.6"
Formatted:List Paragraph,Line spacing:
single, No bullets or numbering,Tab stops:
o Coordinates the maintenance of recreations facilities and equipment to assure they are in Not at 0.38"+ 0.56"+ 1.3"+ 1.5"+ 1.7"
sufficient quality and condition + 2.1"+ 4.6"
• Formatted:List Paragraph,Line spacing:
Maintains accurate records of all facilities rental revenue and expenditures; single, No bullets or numbering,Tab stops:
Not at 0.38"+ 0.56"+ 1.3"+ 1.5"+ 1.7"
+ 2.1"+ 4.6"
o e Answers the telephone,takes messages,greets visitors,answers questions and provides 1.Formatted:Indent:Left: 0.25"
information;receives,routes,or responds to complaints. Formatted:Indent:Left: 0.5", No bullets or
numbering
o Collects,sorts and distributes mail for City Hall. Formatted:Indent:Left: 0.25", No bullets
or numbering
o Processes reservations,payments and deposit refunds for all recreational facilities and permit:, Formatted:Bulleted+Level: 1+Aligned at:
for beach use. 0.25"+Tab after: 0.5"+Indent at: 0.5"
Facilities Coordinator\Accounting Clerk,
Finance
Paget
o Maintains accurate records of all revenue and expenditures.
o Coordinates the maintenance of recreations facilities and equipment to assure they are in
sufficient quality and condition.
o Checks facilities after each event or use for cleanliness and damage.
o Investigates complaints regarding recreational facilities.
o Notifies the appropriate party if the facility is not cleaned properly or damaged.
o Researches and prepares reports and the status of the recreational facilities to include
include recommendations for changes to policies,fees,scheduling,rules,and
regulations.
o Works closely with Department staff and other departments to foster positive working
rclationships,Relationships provide positive customer assistance to all external customers. • - - (Formatted:Indent:Left: 0"
o Prepare minutes for monthly infrastructure meetings;maintain minute on website infrastructure
committee by uploading Infrastructure agendas,approved minutes and any exhibits associated
with the meeting. Formatted:Indent:Left: 0.5", No bullets or
g numbering
Formatted:Bulleted+Level:1+Aligned at:
o Notarize documents for the public as needed. 0.25"+Indent at: 0.5"
(Formatted:Indent:Left: 0"
o Attends various meetings as required. Formatted:Indent:Left: 0.13",Bulleted+
• Level:1+Aligned at: 0.25"+Tab after: 0.5"
ACCOUNTING FUNCTIONS +Indent at: 0.5",Tab stops: 0.38",List tab
+Not at 0.5"
Accounts Receivable Formatted:Indent:Left: 0.38",Tab stops:
Not at 0.38"
o Daily assist the Accounts Receivable Clerk with cash collections and the general ledger posting of • Formatted:Indent:Left: 0.13",Bulleted+
from water&sewer,sanitation occupation license,alcohol beverage tax,parking tickets,parking Level:1+Aligned at: 0.25"+Tab after: 0.5"
decals,franchise fees,property taxes;building permit,fees,etc. (with the exception of facility +Indent at: 0.5",Tab stops: 0.38",List tab
+Not at 0.5"
rental fees);
Formatted:Indent:Left: 0.38",Tab stops:
• Not at 0.38"
o When performing the Accounts Receivable Clerk's duties while the clerk in on leave for the day, • Formatted:Indent:Left: 0.13 Bulleted+
balance the cash collection report to the cash collected and then prepare cash receipts deposits; Level:1+Aligned at: 0.25"+Tab after: 0.5"
• +Indent at: 0.5",Tab stops: 0.38",List tab
o Review hotel-motel tax forms remitted with payment for accuracy;and calculate any penalties and • +Not at 0.5"
interest owed and prepare invoice and send to business owner; Formatted:Indent:Left: 0.38", No bullets
or numbering
o Review 3%liquor by the drink forms remitted with payment for accuracy;and calculate any
Formatted:Indent:Left: 0.38",Tab stops:
q Y P Ym Y� Y Not at 0.38"
penalties and interest owed and prepare invoice and send to business owner; Formatted:Indent:Left: 0.13",Bulleted+
• Level:1+Aligned at: 0.25"+Tab after: 0.5"
o Answers the telephone,takes messages,greets visitors,answers questions and provides +Indent at: 0.5",Tab stops: 0.38",List tab
+Not at 0.5"
Facilities Coordinator\Accounting Clerk,
Finance
Page3
information;receives,routes,or responds to complaints.
o Process daily cash receipt reports from the police department,municipal court and campground • - - [Formatted:Tab stops:Not at 0.5"
and deposit money;
• - - - Formatted:List Paragraph,Line spacing:
o Accounts Payable • single, No bullets or numbering,Tab stops:
Not at 0.5"+ 0.56"+ 1.3"+ 1.5"+ 1.7"+
• 2.1"+ 4.6"
o Assist with back up of accounts payable functions in the absences of the Accounts Payable Clerk;• Formatted:Tab stops:Not at 0.5"
Formatted:Indent:Left: 0.38",Tab stops:
o Must insure that all vendors have a W-9 on file and contractors who work for the City have Not at 0.38"
workers compensation and/or liability documentation on file. Formatted:Indent:Left: 0.13",Bulleted+
Level:1+Aligned at: 0.25"+Tab after: 0.5"
+Indent at: 0.5",Tab stops: 0.38",List tab
o Verifies that expenditures follow the policies of the City for purchasing and travel and +Not at 0.5"
ensures that expenditures are recorded against the appropriate accounts and follow GAAP Formatted:Indent:Left: 0.5", No bullets or
guidelines. numbering
o Manages the city's property liability insurance claims
o Performs weekly cash analysis of checking account balance.
o Works closely with the City Departments/employees to ensure items are received as ordered,
invoices match purchase orders and packing slips prior to issuance of payments.
o Manages the city's property liability insurance claims.
o Reviews and audits telephone, electric and gas billing for errors and allocates charges
among the benefiting departments.
o Processes payables from original source documents, provides backup detail for all
monies disbursed. Inputs all required data from completed documentation to produce
accurate check for payment of services and supplies.
o Maintains source document files, data records and reports for the year end audit; to
include invoices paid, requisitions, purchase orders, and packing slips received
from department heads.
o • Formatted:Indent:Left: 0.13",Bulleted+
• Level:1+Aligned at: 0.25"+Tab after: 0.5"
+Indent at: 0.5",Tab stops: 0.38",List tab
o Performs duties in support of the Finance Department +Not at 0.5"
Formatted:Indent:Left: 0.38",Tab stops:
o e Performs other related duties as assigned. Not at 0.38"
Formatted:Bulleted+Level:1+Aligned at:
0.25"+Tab after: 0.5"+Indent at: 0.5"
Facilities Coordinator\Accounting Clerk,
Finance
Page4
KNOWLEDGE REQUIRED BY THE POSITION:
0
o Comprehensive knowledge of the terminology used within the department.
o Ability to communicate effectively with supervisors and other staff members.
o Ability to use independent judgment in routine and non-routine situations.
o Ability to do mathematical calculations as required by the position and to utilize and understand
computer applications and techniques as necessary in the completion of daily assignments.
o Ability to plan,organize and/or prioritize daily assignments and work activities.Is able to
comprehend and apply regulations and procedures of the department.
o Knowledge of reports such as daily account balance reports,balance sheets,and procedures and
methods as required in the performance of duties.
o Knowledge of GAAP,government computerized financial management system,and relevant
federal,state and local laws,ordinances.
o Skill in the using software packages;and requires skills in using computers,fax machines,
typewriters,and other office equipment.
o—Knowledge of modern office practices and procedures. - - Formatted:Bulleted+Level:1+Aligned at:
0.25"+Indent at: 0.5"
o e Knowledge of the operations and functions of city government,and department:,. - - Formatted:Bulleted+Level:1+Aligned at:
0.25"+Indent at: 0.5"
o Knowledge of city and department policies and procedures. • - - Formatted:Bulleted+Level:1+Aligned at:
0.25"+Indent at: 0.5"
e-Knowledge of basic accounting and mathematics.
e-Knowledge of correct grammar and usage.
o e-Skill in compiling data and preparing reports. • - - -•Formatted:Bulleted+Level: 1+Aligned at:
0"+Indent at: 0.25"
.. D .., Formatted:Underline
Formatted:Underline
e-Skill in planning and organizing work independently.
Facilities Coordinator\Accounting Clerk,
Finance
Page5
o Skill in establishing and maintaining files and records.
o Must adhere to the hours of City Hall operations except when needed to check a facility or event
during weekend or with other approval.
o Skill in operating a computer,typewriter,calculator,copier,and facsimile machine.
o Skill in customer interaction and relationaand relations.
o Skill in oral and written communication.
SUPERVISORY CONTROLS: The Finance Director assigns work in terms of general instructions.
The completed work is monitored for compliance with procedures and accuracy by the Finance Director.
GUIDELINES: Guidelines include city and department policies and procedures. These guidelines are
generally clear and specific but may require some interpretation in application.
COMPLEXITY: The work consists of related administrative and clerical duties. The variety of duties
performed contributes to the complexity of the work.
SCOPE AND EFFECT: The purpose of this position is to process reservations for all recreational
facilities and permits for beach use,banners and filming. Successful performance in this position
facilitates department operations and affects the image of the city.
PERSONAL CONTACTS: Contacts are typically with other city employees,vendors,co-workers,and
the general public.
PURPOSE OF CONTACTS: Contacts are typically to give and exchange information,resolve
problems,and provide services.
PHYSICAL DEMANDS: The work is typically performed while sitting at a desk or table,standing,or
stooping. The employee occasionally lifts light objects.
WORK ENVIRONMENT: The work is typically performed in an office.
SUPERVISORY AND MANAGEMENT RESPONSIBILITY: None.
Facilities Coordinator,Finance Director
Page 3
Facilities Coordinator\Accounting Clerk,
Finance
Page6
MINIMUM QUALIFICATIONS
o Must have high school diploma or GED along with five years' experience in accounts payable,
accounts receivable or other accounting or related experience required;or any equivalent
combination of education,training,and experience which provides the requisite knowledge,
skills,and abilities for this position.
o Must be proficient in using Microsoft Word,Microsoft Excel,Microsoft Outlook and other office
equipment. Capable of using financial management software.Ability to read,write and perform
mathematical calculations.
o Must possess a valid driver's license;and
REMOVE THIS ITEMS BELOW
p Ability to read,write and perform mathematical calculations at a level commonly associated Formatted:Highlight J
with the completion of high school or equivalent.
o Sufficient experience to understand the basic principles relevant to the major duties of the
position,usually associated with the completion of an apprenticeship/internship or having had a
similar position for one to two years.
CITY COUNCIL AGENDA ATTACHMENT B
03/26/15
GENERAL FUND BUDGET AMENDMENT FOR POSITION TRANSFER AND GRADE CHANGE
LINE ITEM INCREASES EXPENDITURES
Budget Budget
Department Account Description Account Number Current Budget (Expenditures) Balance Increase Decrease Balance
Finance-Accounting Salaries&Wages 100.1512.51.1100 62,402.00 (29,049.36) 33,352.64 7,523 0.00 40,876
Finance-Accounting Overtime 100.1512.51.1300 1,000.00 (657.45) 342.55 1,000 0.00 1,343
Finance-Accounting Employee Benefits 100.1512.51.1400 0.00 0.00 300 0.00 300
Finance-Accounting Health Insurance Benefits 100.1512.51.2100 15,542.00 (8,402.54) 7,139.46 194 0.00 7,333
Finance-Accounting Social security 100.1512.51.2200 3,789.00 (1,723.24) 2,065.76 485 0.00 2,551
Finance-Accounting Medicare Contribution 100.1512.51.2300 887.00 (403.00) 484.00 80 0.00 564
Finance-Accounting Retirement Contribution 100.1512.51.2400 8,342.00 (5,902.74) 2,439.26 1,129 0.00 3,568
Finance-Accounting Workers Compensation 100.1512.51.2700 233.00 (170.04) 62.96 500 0.00 563
Finance-Accounting 0.00 0.00 0.00 0
Finance-Accounting 0.00 0.00 0.00 0
0.00 0.00 0.00 0
0.00 0.00 0.00 0.00
TOTAL GENERAL FUND EXPENDITURE BUDGET INCREASES: 11,211 0.00
LINE ITEM DECREASES EXPENDITURES
Budget Budget
Department Account Description Account Number Current Budget (Expenditures) Balance Increase Decrease Balance
Public Works Adminstration Salaries&Wages 100.4210.51.1100 679,592.00 (460,777.15) 218,814.85 (7,523) 211,291.85
Public Works Adminstration Overtime 100.4210.51.1300 25,000.00 (15,501.16) 9,498.84 (1,000) 8,498.84
Public Works Adminstration Employee Benefits 100.4210.51.1400 10,050.00 (9,600.00) 450.00 (300) 150.00
Public Works Adminstration Health Insurance Benefits 100.4210.51.2100 147,839.00 (113,115.32) 34,723.68 (194) 34,529.68
Public Works Adminstration Social security 100.4210.51.2200 43,274.00 (28,319.60) 14,954.40 (485) 14,469.40
Public Works Adminstration Medicare Contribution 100.4210.51.2300 10,121.00 (6,623.24) 3,497.76 (80) 3,418.02
Public Works Adminstration Retirement Contribution 100.4210.51.2400 87,830.00 (57,006.64) 30,823.36 (1,129) 29,694.36
Public Works Adminstration Workers Compensation 100.4210.51.2700 60,830.00 (35,055.36) 25,774.64 (500.00) 25,274.64
0.00 0.00
0.00 0.00
0.00 J 0.00
0.00 0.00
0.00 0.00
TOTAL GENERAL FUND EXPENDITURE BUDGET DECREASES: 0.00 (11,211)
GRAND TOTAL NET GENERAL FUND EXPENDITURE BUDGET AMENDMENT 0
CURRENT GENERAL FUND BUDGET: 10,922,308
GRAND TOTAL GENERAL FUND AMENDED BUDGET BALANCE: 10,922,308
=Lines highlighted in blue are capital project line items