MEMORANDUM
September 12, 2025
TO:
FROM:
Chad Reed, Deputy City Manager/Interim Chief Financial Officer Nilesh Charan, Accounting Manager
SUBJECT: TEMPORARY STAFFING COST ESTIMATE - ACCOUNTS PAYABLE
COVERAGE
The Accounts Payable (AP) section currently consists of three full-time employees. Two of these employees are scheduled to begin maternity leave as early as November. This will result in a significant reduction in available staffing during a critical period for invoice processing, year-end close preparations, and ongoing financial reporting deadlines. To ensure uninterrupted processing of vendor payments, compliance with City procurement/payment policies, and timely financial reporting, temporary staffing support is required.
• Temporary Staffing Need
o Number of Temporary Positions Needed: 2
o Estimated Duration: November 2025 - March 2026 (approximately 18 weeks)
o Workload Coverage: Vendor invoice entry, payment processing • Estimated Cost
o Agency Rate (per hour): $59
o Estimated Hours per Week (per temp): 40
o Weekly Cost (per temp): $2,360
o Estimated Duration (weeks): 18
o Total Cost (per temp): $42,480
o Total Cost for Two Temps: $84,960
I recommend securing two temporary staff members through Robert Half at $59/hour to ensure continuity of operations in the AP section during the overlapping maternity leave period, using account number 2040-006-630001-100-000-10-20-000-000-. \JQ
NILESH CHARAN
ACCOUNTING MANAGER
NC:jl
Y MANAGER
Attachment H