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10.d City Treasurer Job Posting and Personnel Policy Amendment Staff Report Date of Meeting: October 15, 2024 For: Honorable Mayor and Council From: Kyle Morell, City Administrator Subject: City Treasurer Job Posting and Personnel Policy Amendment 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. The position will be posted as part-time, 24 hours per week (three eight-hour shifts). Since no health insurance will be offered, the position will accrue paid time off and receive holiday pay on a prorated basis to make the position more attractive to prospective applicants. 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. Resolution 10-15-24-05, attached, makes these amendments to the City’s Personnel Policy. Fiscal Impact: The position will be posted with a pay range of $20.00 to $26.00 per hour, which is within the budgeted amount for 2025. Discussion: The position will be posted after the Job Posting is approved. It is open until filled, with an expected start date of early January 2025. Attachments: Treasurer Job Posting Treasurer Job Description Resolution 10-15-24-05 14727 209 th St. N., Scandia, Minnesota 55073 Phone (651) 433-2274 Fax (651) 433-5112 http://www.ci.scandia.mn.us TREASURER The City of Scandia is accepting applications for a part-time Treasurer. The position will be under the direction of the City Administrator. The treasurer will be responsible for accounting functions for City financial systems and investments and reporting financial status to the Council. Minimum qualifications include a high school diploma or equivalent education and two years of accounting or bookkeeping experience. Preferred qualifications include a two—or four-year degree in accounting or a related field, government accounting experience, and/or experience with Banyon accounting software. The pay range is $20.00 - $26.00 per hour plus benefits. A city application is required. For a copy of the application materials, contact the city at 651 433-2274 or visit the city website at www.cityofscandia.com/jobs. Submit the completed application packet to the City of Scandia, 14727 209th St. N., Scandia, MN, 55073, or mail@ci.scandia.mn.us. The position is open until filled. The expected start date is early January 2025. EQUAL OPPORTUNITY EMPLOYER 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 CITY OF SCANDIA RESOLUTION 10-15-24-05 STATE OF MINNESOTA COUNTY OF WASHINGTON CITY OF SCANDIA RESOLUTION AMENDING THE PERSONNEL POLICY OF THE CITY OF SCANDIA WHEREAS, the City Council has adopted Resolution 03-16-10-10 establishing a personnel policy for the City of Scandia; and WHEREAS, the personnel policy was amended by Resolution 10-19-10-03, Resolution 2- 21-12-05, Resolution 08-19-14-04, and Resolution 06-07-18-01, and 06-07-23-02, and 12-19-23- 11: WHEREAS, amendments to the policy have been recommended; NOW, THEREFORE, BE IT HEREBY RESOLVED BY THE CITY COUNCIL OF THE CITY OF SCANDIA, WASHINGTON COUNTY, MINNESOTA, that it should and hereby does make the following additions as noted in Attachment A to the Personnel Policy. Adopted this 15th day of October 2024. CITY OF SCANDIA, MINNESOTA ______________________________ Christine Maefsky, Mayor _____________________________ Kyle Morell, City Administrator ATTACHMENT A: Effective January 1, 2025 FULL-TIME EMPLOYEE LEAVE POLICY CITY OF SCANDIA a) Employee Leave 1) Paid Time Off (PTO) Full-Time employees are entitled to PTO. (a) Paid Time Off shall accrue according to the following schedule for regular full- time employees: Completed Years of Employment PTO hours accrued per year PTO days (8 hr.) accrued per year 0 – 1 132 16.5 2 – 4 168 21 5 – 9 192 24 10 – 14 216 27 15+ 240 30 (b) The City Council may establish higher levels of annual leave accrual for an employee at the time of hiring if such authorization serves a public purpose. Such accruals shall never exceed the maximum allowed. (c) Regular part-time employees who are scheduled to work 2430 or more hours per week shall accrue PTO on a pro-rata basis. (d) Accrual is based on a calendar year. 2) Administration of Paid Time Off (PTO) (a) Employees may use PTO for vacations, physical illness or injury, doctor appointments, care of an ill family member, absence due to domestic abuse, sexual assault or stalking of an employee or their family member, and closure of a family member’s school or care facility due to weather or public emergency. (b) An employee shall not have more than 480 hours of PTO accrued at any time unless a written request has been submitted to and approved by the City Administrator and the City Council. (c) Employees may not use PTO until it has been credited to the employee’s bank in the payroll system. (d) Probationary employees will accrue PTO and may use PTO as provided by this policy, but shall not receive payment for unused PTO if the employee is terminated during the probationary period. (e) Accumulated PTO cannot be transferred from one employee to another. (f) PTO shall not be earned by an employee during leaves of absence without pay when such leaves are in excess of ten (10) consecutive working days. An employee receiving either short-term or long-term disability insurance is considered to be on leave without pay for the purposes of this section. (g) PTO will take two forms:  planned time off, which will be scheduled at least seven days’ in advance;  unplanned time off, which will require notification of the supervisor as soon as practicable. (h) PTO may be used in increments of the smallest increment of time tracked by the employer’s payroll system. (i) When an employee uses unplanned PTO for more than three consecutive days, an employer may require reasonable documentation. (j) The unused balance of PTO shall be paid to an employee leaving the city in good standing as provided by Section 3 of this policy, at the pay rate the employee is earning at that time of separation from employment. Retaliation against employees who request or PTO is prohibited. Each employee has the right to file a complaint or bring a civil action if PTO is denied by the employer or the employee is retaliated against for requesting or using PTO. Effective January 1, 2024 3) Holidays (a) The City observes the following official holidays for all regular full-time and part-time employees:  New Year's Day (January 1)  Martin Luther King, Jr. Day (Third Monday in January)  President’s Day (Third Monday in February)  Memorial Day (Last Monday in May)  Juneteenth (June 19)  Independence Day (July 4)  Labor Day (First Monday in September)  Veteran’s Day (November 11)  Thanksgiving Day (Fourth Thursday in November)  Friday after Thanksgiving Day  Christmas Eve (December 24)  Christmas Day (December 25) (b) Official holidays commence at the beginning of the first shift of the day on which the holiday is observed and continue for twenty-four (24) hours thereafter. (c) When a holiday falls on a Sunday, the following Monday will be the “observed” holiday and when a holiday falls on a Saturday, the preceding Friday will be the “observed” holiday for City operations/facilities that are closed on holidays. (d) Full-time employees will receive pay for official holidays at their normal straight time rates, provided they are on paid status on the last scheduled day prior to the holiday and first scheduled day immediately after the holiday. (e) Part-time employees will not receive holiday pay unless they are normally scheduled to work at least 2430 hours per week. Eligible part-time employees will receive pro-rated holiday pay based on the scheduled hours. (f) Any employee on a leave of absence without pay from the City is not eligible for holiday pay. (g) Employees wanting to observe holidays other than those officially observed by the City may request either PTO or unpaid leave for such time off.