HomeMy WebLinkAbout28-Human Resources
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Human Resources
Subject: Reclassification of
Account Clerk II to Account Clerk III
for the Fire Department.
ORISJNl\kncil Meeting: August 16, 2004
From: Linnea Livingston, Director of
Human Resources
Date: July 29,2004
Synopsis of Previous Council Action:
On August 9, 2004, the Personnel Committee recommended this item for approval.
Recommended Motion:
Reclassify one (1) Account Clerk II, range 1326 ($2256-$2743) to Account Clerk III,
range 1345 ($2481-$3015).
Direct the Human Resources Department to update Resolution 6413, Section Thirteen,
and Resolution 97-244, to reflect this action.
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Signature
Contact person: I inn..", I iving"tnn
Phone: ~R4_"1G1
Supporting data attached:
Yes
Ward:
FUNDING REQUIREMENTS: Amount: None
Source: (Accl. No.)
(Arrt n,:to~rriptinn)
Finance:~
Council Notes:
Agenda Item NO.~
I/Ir,/Ol/
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
Subiect:
Reclassify one (1) Account Clerk II to an Account Clerk III
Backaround:
At the request of the Fire Department a classification study was performed on this position.
After review of the duties and abilities required for this position it was determined that the
position is performing duties of record keeping and analysis at a level more complex than
typically performed by an Account Clerk II. This position is responsible for maintaining payroll
and benefit records, analyzing invoices, purchase orders, and general ledger accounts for
accuracy, and preparing periodic reports and statistical summaries. Also taken into
consideration were like positions in other City departments and the duties and abilities required.
A recommendation is being made to reclassify this position to the appropriate classification of
Account Clerk III.
Based on all information reviewed it is the recommendation of the Human Resources
Department that the position be reclassified to an Account Clerk III.
FinanciallmDact:
The budgeted costs for the Account Clerk II:
FY 2004-05
Salary
Benefits
Total
$32,900
7.400
$40,300
Proposed costs for the Account Clerk III:
FY 2004-05
Salary
Benefits
Total
$34,800
7.500
$42,300
Additional cost for FY 2004-05: $2,000
The additional cost will be absorbed in the existing budget through Personnel savings.
Recommendation:
Reclassify one (1) Account Clerk II, range 1326 ($2256-$2743) to Account Clerk III, range 1345
($2481-$3015).
Direct the Human Resources Department to update Resolution 6413, Section Thirteen, and
Resolution 97-244, to reflect this action.
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CITY OF SAN BERNARDINO
.
ACCOUNT CLERK II
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision, perfonns a variety of specialized and responsible accounting work of average
difficulty in connection with the preparation, review and maintenance of financial and statistical records
and processing of payroll; and perfonns related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Account Clerk II is the journey level in the account clerical series. Supervision is received
from an accountant or supervising personnel of the assigned department.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
I. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Perfonns account record keeping and analysis of average difficulty in an assigned area of
responsibility; researches packing slips and invoices and obtains authorization for payment; checks
prices, extensions, tax and discounts; codes invoices for payment; batches documents for computer
input; enters account and purchase order numbers, vendor numbers, amounts of payables and related
data to computer tenninal.
3. Assembles accounts payable documents for approval; calculates unit cost of stock; audits summaries,
enters to computer and prepares worksheets; enters journal entries and edits data processing print-
outs; posts infonnation to a variety of records, and controls and balances records; prepares financial
related reports; audits documents for accuracy of computation and completion.
4. Collects, sorts and posts bills, invoices, receipts and other data; posts, checks balances and adjusts
accounts; makes arithmetical calculations and checks various statistical and accounting tables and
reports; reconciles records to established balances, identifYing and/or resolving discrepancies; reviews
invoices and receiving reports for adequacy and accuracy and prepares vouchers and checks for
payment of obligations.
5. Generates request for payment letters for NSF checks; records and receipts all payments for NSF
checks; distributes a copy of payment to appropriate department; maintains and files payment
receipts; prepares non payments for sending to collections.
6. Accepts applications for new customer services and prepares appropriate work orders for
departments; provides assistance to low income applicants in processing applications; inputs data to
establish accounts; bills for services; corrects billing errors and closes accounts by means of computer
tenninal; audits bills; stuffs envelopes; prepares listings of past due accounts; answers customer
complaints, referring to supervisor as appropriate; prepares handwritten materials; prepares journal
vouchers.
7. Calculates and verifies all infonnation relating to City tax exemptions; generates reports of City tax
exemption status; processes requests for payments for refunds of City tax; calculates City tax charged
in error on utility bills.
8. Inputs payroll time sheets for employees; types payroll checks; processes payroll wage garnishments;
posts vacation, sick leave, holiday, comp time, military leave and overtime accrued; requests warrants
for payroll deduction payments; generates fonns and reports for various payroll records.
Page -1
CITY OF SAN BERNARDINO
Account Clerk II (Continued)
9. Answers telephone; performs varied general clerical work for assigned work unit; operates a
calculator, computer terminal, word processor, photocopier, typewriter, and related equipment; types
letters, memoranda, schedules, checks, lists, reports and related documents.
10. Accepts and processes paperwork for the administration of US Passport applications.
II. As assigned, collects, balances, prepares report and submits to central cashier daily revenue taken in
by the department.
12. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL QUALIFICATIONS
Knowledl!e of:
Advanced account record keeping methods;
Accounting principles, procedures and terminology;
Data processing as applied to accounting work;
Modem office procedures; methods and equipment including a calculator, computer and related
software.
Operation of general office machines and equipment including a computer terminal and calculator;
Spreadsheet applications;
Business math;
English usage, spelling, grammar and punctuation;
Basic customer service principles.
Ability to:
Perform financial and statistical clerical work;
Maintain accurate and interrelated fmancial records and identify and reconcile errors;
Accomplish alphabetical and numerical sorting;
Write legibly;
Make comparisons quickly and accurately;
Read, understand and apply moderately difficult materials;
Operate a variety of office equipment including a calculator, computer and applicable software
applications.
Prepare clear and accurate financial reports and statements;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Oualifications:
Graduation from high school or GED equivalent and one year of recent intermediate-level clerical
accounting experience; or, six months as Account Clerk I with the City of San Bernardino.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein ore representative of those that must be met by an employee to successfully perform the
essential flmctions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions.
Environment: Normal office setting.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; transport materials and supplies weighing up to 20 pounds.
Page - 2
CITY OF SAN BERNARDINO
Account Clerk II (Continued)
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, numerical figures, computer screens and other printed documents.
Hearln!!: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HR/Job Descriptions-Class&Comp App:Account.Clerk.IIJ0031
Page - 3
CITY OF SAN BERNARDINO
ACCOUNT CLERK m
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under direction, performs a variety of difficult specialized and responsible work in connection with the
preparation, review and maintenance of financial and statistical records; maintains, updates, processes and
completes the distribution of accounts payable checks on a weekly basis; and performs related work as
required.
ORGANIZATIONAL RELATIONSHIPS
The class of Account Clerk III is the advanced journey-level in the account clerical series. Supervision is
received from a professional-level accountant or other supervisory staff.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position moy not perform all of these
duties and/or moy perform similar related duties not listed here:
I. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Performs account record keeping and analysis of above average difficulty on a broad range of
assignments; maintains payrol1 or fringe benefits and voluntary deduction records; inputs personnel
information; maintains records of salaries, labor distribution, retirement, employment tax
withholding, fringe benefits and voluntary deductions; computes time sheets, inputs time, verifies
payrol1 pre-edit for accuracy and corrects discrepancies; authorizes payroll direct deposits; types
checks; verifies accuracy of check registers and makes payrol1 transfers.
3. Requests warrants for voluntary deduction payments; prepares salary, benefit and overtime billing for
reimbursement from other agencies; prepares employer tax reports; prepares retirement fund reports.
4. Provides information to the public regarding services and charges; codes and maintains records of
service; prepares periodic reports and statistical summaries; reconciles bank accounts to statements;
collects, sorts, and posts bills, invoices, receipts and other data; posts, checks, balances and adjusts
accounts.
5. Makes arithmetical calculations and checks various statistical and accounting tables and reports;
reconciles records to established balances, identifying and/or resolving discrepancies; handles
individuals' complaints.
6. Assists in the compilation of the annual budget and budget reports; prepares cost projections for
personnel services and equipment usage.
7. Establishes and maintains all vendor accounts for City-wide usage; updates vendor information.
8. Processes requests for payments for al1 City departments; analyzes request for accuracy including
invoice, purchase, contract order and general ledger account numbers; verifies authorized signatures
for payment; batches requests for payment and inputs into the accounts payable system; reviews,
verifies and approves final accounts payable register.
9. Operates a calculator, computer terminal, word processor, photocopier, typewriter and related
equipment; types letters, memoranda, schedules, checks, lists, reports and related documents; reviews
invoices and receiving reports for adequacy and accuracy and prepares vouchers and checks for
payment of obligations; prepares journal vouchers; answers telephone.
Page-I
CITY OF SAN BERNARDINO
Account Clerk III (Continued)
10. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL OUALIFICATIONS
Knowledl!e of:
Business math;
Accounting principles, procedures and terminology;
Advanced account record keeping procedures pertinent to the assignment of the position;
Modern office procedures, methods and equipment including computers and related software;
Principles and practices of double entry bookkeeping;
Operation of general office machines and equipment;
English usage, spelling, grammar and punctuation;
Data processing as it relates to accounting.
Ability to:
Classify fiscal documents and transactions;
Perform financial and statistical clerical work;
Examine and verify financial documents and reports;
Maintain accurate and interrelated financial records and identify and reconcile errors;
Accomplish difficult financial clerical work involving independent judgment;
Accomplish alphabetical and numerical sorting;
Write legibly;
Make comparisons quickly and accurately;
Read, understand and apply difficult materials;
Operate a variety of office equipment including a calculator, computer and applicable software
applications;
Speak clearly and distinctly;
Prepare clear, concise and easily understood statistical and narrative reports;
Understand pertinent procedures and functions quickly and apply them without immediate
supervision;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Oualifications:
Graduation from high school or GED equivalent and three years of recent advanced clerical
accounting experience; or two years as an Account Clerk II with the City of San Bernardino.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfUlly perform the
essential fUnctions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions.
Environment: Normal office setting.
Physical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, numerical figures, computer screens and other printed documents.
Page - 2
CITY OF SAN BERNARDINO
Account Clerk m (Continued)
Hearinl!: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HRlJob Descriptions-Class&Comp App:Account.Clerk.IIJ.30041
Page - 3