03. Treasurer Job Description Staff Report
Date of Meeting: October 2, 2024
For: Honorable Mayor and Council
From: Kyle Morell, City Administrator
Subject: City Treasurer Job Description
Background:
The City’s part-time Treasurer, Colleen Firkus, has notified the City of her intention to retire on
March 28, 2025. I intend to bring on a new Treasurer in January 2025 who can work with Colleen
for three months, learning on the job and working through the 2024 audit. The 2025 draft budget
has been prepared with a full-time replacement. This was done to ensure the best possible range of
candidates.
Colleen is scheduled 14 hours per week (two seven-hour shifts), but frequently works more to cover
vacations or other staff absences. Over the past five years she has averaged 808 hours per year, or
41% of Full-Time (2080) hours. Benefits of the PT position included PERA, an optional Deferred
Compensation Plan and Life Insurance, but no holiday pay or paid-time-off (PTO).
The new treasurer position is currently in the 2025 budget as full-time (32 hours per week), with
benefits. The total compensation for this position in 2025 is $68,878.70. Posting for a full-time
position would ensure the best candidates available will apply. A full-time treasurer would also
provide the office with more coverage throughout the week to assist residents in person and over
the phone. The Treasurer’s job description is detailed, and the workflow list put together by Colleen
shows just how much work the position requires and the frequency with which the work needs to be
completed. It isn't easy to know what efficiencies Colleen has gained over time that allow her to
complete her tasks within her work hours and if the new treasurer can work as efficiently.
If the position was to remain part-time, it should be moved to 24 hours per week (three eight-hour
shifts). To make the position more attractive to prospective applicants, since no health insurance
will be offered, the position should accrue PTO on a prorated basis and receive paid holidays. The
City currently defines a full-time employee as someone scheduled to work more than 32 hours a
week. The new Treasurer would accrue PTO to 75% of full-time employees. These are benefits not
currently afforded to part-time employees within the City. Changes would need to be made to the
City’s Personnel Policy to offer these benefits, as currently, part-time employees do not receive any
benefits from the City. Total compensation for this position would be $34,781.73
Fiscal Impact:
The position is currently in the 2025 budget with a total compensation of $68,878.70. This includes
full-time wage (32 hours a week), insurance, taxes, and pension. Reducing the position to part-time
(24 hours per week) brings the total compensation down to $34,781.73. This would save the City
$34,096.97 in the 2025 budget. The hiring range for the position is between $20 and $26 per hour,
and the budget is using $24 as an hourly rate. Regardless of whether a full-time or part-time
treasurer position is posted for, I believe the 2025 budget should include the full-time position to
keep the option of hiring a full-time treasurer available to the City.
Discussion:
An updated Treasurer job description is attached for your review. If the Council agrees to post for a
part-time Treasurer with the additional benefits detailed above, staff bring a revised Personnel
Policy, the new job description, and the job posting to the October 15 meeting for approval. The
timeline for hiring would be to post the position the week of October 14. The position will be open
until filled, with interviews scheduled for the week of December 9.
Attachments:
Treasurer Job Description
Treasurer Position Workflow
Adopted 10/15/2024
Page 1 of 2
2024
City of Scandia, Minnesota
POSITION DESCRIPTION
TITLE: TREASURER
STATUS: Part-time regular position, 24 hours per week
Normal working hours per personnel policy, some evenings for meetings
FLSA Non-Exempt
REPORTS TO: City Administrator
City Council
PRIMARY OBJECTIVE: Responsible for accounting functions for City financial systems and
investments and reporting financial status to the Council.
ESSENTIAL FUNCTIONS:
1. Assist in all aspects of accounts payable.
2. Enter receivables into the accounting system, including coding, data entry, editing, and balancing—track
receivables, including grant submissions.
3. Make bank deposits of all receivables.
4. Responsible for payroll and payroll reporting.
5. Reconcile bank accounts and investments monthly.
6. Responsible for advising the City Administrator on best investment vehicles, within statutory and city
guidelines, to ensure the best interest rates for city monies. Track investments and report quarterly to the
City Council.
7. Review revenue, expenditure, and balance sheet reports monthly.
8. Assist with the preparation of and monitoring of the annual budget.
9. Produce financial reports for tracking, analyzing, and reporting city finances, including monthly
Treasurer’s Report for the City Council.
10. Serve as primary contact with auditor and accounting software vendors.
11. Keep accounts updated and perform journal entries for audit preparation.
12. Process utility billing, including customer and account maintenance, logging meter readings, generating
invoices and tracking payments, and collecting past-due accounts. All of the above involve direct and
indirect communication with customers.
13. Perform bookkeeping duties for Forest Lake Cable Commission, including payroll, receipts, paying
claims, and monthly bank reconciliation.
14. Administer City credit card activities.
15. Assist in maintaining digital records and storage of financial documents.
16. Prepare and submit required quarterly and annual reports to government bodies.
17. Attend City Council meetings, budget workshops, committee meetings, and other meetings as requested.
18. Perform various office support functions in the absence of the Clerk or other staff, including receiving
visitors, taking phone calls, answering questions, or directing them to needed information.
19. Miscellaneous duties to include notary services, issuing building permits, issuing burning permits, hall
rental, and opening/closing city hall.
20. Attends workshops, trainings, and meetings for professional development and to keep appraised of
Adopted 10/15/2024
Page 2 of 2
changing requirements.
21. Perform other duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
1. Knowledge of accounting and bookkeeping practices.
2. Knowledge of municipal finance and investment principles and practices.
3. Good skill level with standard office equipment, personal computers, and job-related software
applications, specifically Microsoft Word and Excel
4. Ability to develop and maintain a general working knowledge of all city services and functions.
5. Ability to develop and maintain effective working relationships with a wide variety of City personnel and
the general public.
6. Ability to deal discreetly with confidential information.
7. Ability to prioritize work responsibilities and effectively utilize time.
8. Ability to communicate effectively in English both orally and in writing.
9. Ability to analyze financial data, reconcile accounts, and prepare clear and concise reports.
10. Ability to compose correspondence, minutes, reports, and other written materials.
11. Be able to perform multiple tasks simultaneously, including handling interruptions, and return to and
complete tasks in a timely manner.
12. Ability to represent the City in a professional, courteous, and efficient manner.
EXAMPLES OF PERFORMANCE CRITERIA:
1. Financial records are accurate and current.
2. Information provided to the Administrator and City Council is accurate and timely.
3. Investments are appropriate and at favorable rates.
4. Requirements of state laws and local ordinances and policies are met.
5. Has the capacity to provide services and information to the public and to perform assigned tasks with
minimum direct supervision.
6. Keep the Administrator informed of all significant matters he/she must know to perform his/her
responsibilities effectively.
MINIMUM QUALIFICATIONS:
1. High school diploma or equivalent education.
2. Two years of accounting or bookkeeping experience
PREFEFRRED QUALIFICATIONS:
1. Two or four year degree in accounting or related field.
2. Government accounting experience.
3. Experience with Banyon accounting software.
SUPERVISION OF OTHERS: NONE
1
General Tasks
Process Permits: Building, Electrical, Grading, Driveway
Process reservaƟon requests
Process Burning Permits
Answer phone
Assist walk-ins
Prepare vendor tax exempt ST3 forms as requested
Confirm financial security for ROW requests in LF Forms
Track grants and submit reimbursements requests for grants with proof of payments
(invoices, cancelled checks)
Learn new systems and processes.
Check with bank for new rates on maturing CDs
Keep up with Council decisions by aƩending or watching meeƟngs or reading minutes
Daily Tasks
Process Internet Bill Pay Transfers in UƟlity Billing System (UBS) to Receive Payments and
Send Data to Nuvei aŌer posƟng receipts.
Check mailbox for Burning Permit requests if working alone
Weekly Tasks
Process checks/receipts, make bank deposits, enter in Fund AccounƟng. Give to City
Admin to review and then scan into LF. Receipt batches range from 2 to 50 pages and
can take up to two hours to process.
Bi-weekly Tasks
Review coding on payment batches.
Record acƟvity in Accounts 101-20202 for driveway & grading permits engineering
charges and refunds. Make sure balance is same in Fund AccounƟng as worksheet for
20202.
Process Payroll; bring CD to bank for EFT processing. Submit payroll taxes and create E-
checks sheets for Fund AccounƟng payment batch.
Import Payroll to Fund AccounƟng.
Check bank balance to cover payment batches including Payroll; running total of bank
balance in Treasurer’s Monthly Report; due online banking transfers as needed
Monthly Tasks
Bank Pledging: Compare to total funds at bank and save in Finance/Bank Pledging folder
Scan Scandia Midco statements into current year Audit folder
2
Review Balance sheet, Expenditure & Revenue reports for accuracy. May have to prepare
journal entries to correct any coding errors.
Bank ReconciliaƟon for all accounts – currently 2 bank accounts and 4 CD’s
Treasurer’s Report for Council; give to City Admin for review
Budget YTD Rev-Exp report; review for anomalies; enter Comments for clarificaƟon
Create and send expenditure reports to Fire Dept and Public Works
Read Council meeƟng minutes and follow up on Finance related items
Enter Fire Hall electric meter reads into Benchmarking program. Can’t be automated as
Net Amount Used is reduced by solar array credits.
Record ConstrucƟon in Progress expenses in Accounts for current year
Quarterly Tasks
Payroll Reports: MN Withholding Return (MW-1); IRS Form 941 + Schedule B, MN
Unemployment Ins.
Send out Sewer bills for Bliss and A-E (Big Marine Sewer), and Uptown Sewer.
Annual Reports
MN Sales & Use Tax (from picnic shelter & rink rentals)
Scandia Report of Outstanding Indebtedness to County (form online)
Scandia MN Summary Budget (form online Office of State Auditors OSA)
Publish Summary Budget in newspaper – Country Messenger/Osceola Sun
Delinquent Sewer CerƟficaƟon leƩers October 31 (must be 10 days prior to Nov. Council
meeƟng)
Prepare Sewer CerƟficaƟon ResoluƟon for Nov. Council meeƟng – Brenda can help
Submit to County - Sewer Special Assessments by 12/31, but must zero out balances in
UBS prior to running the last quarter bills
Final Levy CerƟficaƟon to County aŌer December Council meeƟng – email & mail
MN Property Tax Levy Report
MN CerƟficaƟon of Truth & TaxaƟon
Annual Tasks
12/31 Backup UBS, Fund AccounƟng and again aŌer Audit for EOY.
Journal entry Fire State Aid. Go to website for dollar amount:
Revenue.state.mn.us/fire-state-aid
Send out Elim church & Gammelgarden water usage bills in January. Record in AP
Run Undistributed Receipts in UBS on 12/31/XX or 01/01/XX to get EOY balances
3
AŌer December reconciliaƟon, do Interest AllocaƟon between funds and JE the amounts
to other Funds Interest Revenue accounts.
Enter next year’s budget numbers in Fund AccounƟng aŌer final Council approval
Scan budget documents into LF
Save Special Assessment Parcel Lists sent from the County in the Finance/Assessment file.
You will need them for the audit too. www.co.washington.mn.us/1323/Reports-and-Misc
Choose Year End Reports, Most Recent. Find Scandia page, save for Auditors
www.co.washington.mn.us/686/Property-Tax-Administrators for all forms and reports
Process Worker’s Comp and Property/Casualty Insurance Renewals
Bring Fixed Asset Inventory up to date prior to audit
Audit Prep
Order Audit Report from County Forms | Washington County, MN - Official Website
Find & save Special Assessments by Tax Authority/Project reports from county website:
www.co.washington.mn.us/1323/Reports-and-Misc
Choose Year End Reports, Most Recent. Find Scandia page, save for Auditors
Update accounts with Journal Entries: AR 10425, AP 20200, Deposits 20202, Inventory (salt)
14100, Prepaid Expenses 15601, Due to Other Funds 20710, Deferred Revenue 22202, Interest
AllocaƟon 36210, Payroll Accruals 21600-21709, ConstrucƟon in Progress worksheet, Capital
Assets worksheet. Look in Prior Year Audit folder to see what to do.
Run journal entries by ABDO consultant for help on quesƟons.
Prepare Employee Leave Report found in prior year Audit file and in Finance/Accounts
Prepare PERA ContribuƟons report for date ranges requested. Run from Reports, YEAR END
AUDIT in Fund AccounƟng. Change Period you are working in first to the year you want reflected
in the Reports. Export to Excel and combine. Look in prior year Audit folder for example.
Check PY final audit journal entries to see if any need reversing or Accounts set up
Record construcƟon in progress retainage 408-20300
Post Audit
Put copies of financial reports in Laserfiche
JE deferred revenue into current year revenue
JE reversals of AP
FOREST LAKE CABLE COMMISSION/LATV10 – FLCC
Process payroll every two weeks & tax reporƟng. PRINT CHECKS ON SINGLE SIDE
PRINTING. Print check stub only for records as full check stub goes to employee.
Process receipts, make deposits last day of month monthly
Save and send copy of Midco statements to LATV
Periodically ask ciƟes of Columbus & Forest Lake for copies of their Midco statements
that they should be sending with the checks to FLCC
4
Do bank reconciliaƟon and Financial Reports for Commission monthly
FLCC Payroll Reports: MN Withholding Return (MW-1); IRS Form 941 + Schedule B, MN
Unemployment Ins. quarterly
CTAS year end processing, start new fiscal year. You can change the year you are working
in under Admin/Edit System InformaƟon/Current Fiscal Year
MN Sales & Use Tax from DVD sales annually
Submit PERA Exclusion Report by 2/28 annually
FLCC W-2’s to IRS with W-3; MW-3 to State. annually Change Current Fiscal Year to run
these.
Provide data to Berkley Risk for annual Worker’s CompensaƟon Audit