05-11-2020 Council Packet - Laserfiche WebLink

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AGENDA ITEM Prepared By: Reviewed By: DJR Approved By: DJR 1. Purpose. The purpose of this memorandum is to gain Council approval to revise the Payroll and Utility Billing Clerk positon to a Public Works Support and Utility Billing Specialist Position and Initiate the recruitment and hiring process for the same. 2. Background. The recent retirement of the Utility Billing and Payroll Clerk provides a unique opportunity to reorganize the position to increase customer service, efficiency and address support gaps in the current administrative support structure of the city staff. In particular it provides an opportunity to address a key gap/ inefficiency in the Public Works Department. In our current structure administrative support for Public Works is accomplished by spreading it out as additional duties to the other departments administrative support positions. This is inefficient and difficult to manage. A lack of a central point of contact of the department also leads to confusion with residents and impacts the department’s ability to provide timely and consistent service. The recent decision to contract for payroll services provides an opportunity to realize improvements in public works administrative support without an increase in the city workforce. The new position was reviewed and endorsed by the Orono Organization Committee on May 7th 2020. 3. Position Description. The complete position description is at Exhibit A. In summary this position will support the administrative functions of the Public Works Department and provide entry-level accounting work for utility billing while providing excellent customer service at the front desk of City Hall. 4. Cost And Funding. The position has be scored at Grade 5. Assuming a Step 3 for budgeting purposes the cost to the city would be $70,133 per year including salary and benefits. The previous Payroll and Utility Position cost $84,700 per year. So this reorganization represents a $14,500 / year cost savings. The position is funded form the General Fund and the Utility Funds. The position replaces and existing postion resulting in no change to staffing numbers for the city. 5. Timeline. The proposed timeline for this proposal is: May 11th, 2020 - City Council review and approval May 18th, 2020 - June 5th, 2020 – Advertise the position June 8-12, 2020 – Resume/ application screening June 22-26, 2020- Interviews July 13th, 2020 – Appointment August 3rd, 2020- Start day / onboarding 6. Staff Recommendation. I recommend approval of the position description and authorization to initiate the recruitment process. COUNCIL ACTION REQUESTED: Move to approve the revised utility Billing Clerk position description and initiate the recruitment process to fill the position. Exhibits A. Public Works Support and Utility Billing Specialist Job Description Item No.: 15 Date: May 11, 2020 Item Description: Public Works Support and Utility Billing Specialist Presenter: Adam T. Edwards Public Works Director/City Engineer Agenda Section: City Engineer/Public Works Director Report