HomeMy WebLinkAbout36-Human Resources
ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: LINN LIVINGSTON, DIRECTOR
OF HUMAN RESOURCES
Subject: REORGANIZATION OF THE
CITY CLERKS OFFICE, BUSINESS
REGISTRATION DIVISION
Dept: HUMAN RESOURCES
Date: June 13, 2006
M/CC Meeting Date: JUNE 19,2006
Synopsis of Previous Council Action:
June 12 2006 - Personnel Committee recommended for approval.
. .
Recommended Motion:
1. Reclassify the positions of Account Clerk I (U), Range 3330, $2,302-$2,798 and Account
Clerk II (U), Range 3349, $2,531-$3.076 to Business Registration Customer Service
Representative (U), Range 3363, $2,714-$3,299.
2. Reclassify one position of Account Clerk II (U), Range 3349, $2531-$3,076 to Senior
Business Registration Customer Service Representative (U), Range 3375, $2881-$3502.
3. Reclassify the position of Account Clerk III (Unclassified), Range 3368. $2,782-$3,382 to
Accounting Technician I (Unclassified), Range 3395, $3,183-$3,869.
4. Add one position of Business Registration Customer Service Representative (Unclassified),
Range 3363, $2741-$3,299.
5. Add (1) Business Registration Inspector (Unclassified), Range 3401, $3,280-$3,987.
6. Delete part-time salaries ($57.000).
7. Authorize the Human Resources Department to update Resolution no. 6413.
8. Authorize the Director of Finance to amend the FY 2006-07 budget for the City Clerk
Department by increasing Business Registration Revenue by $57,000 (001-000-4301) and
decreasing part-time salaries by $57,000 (001-033-5014) and increasing full-time salaries
and benefits by $114,000 (001-033-50XX).
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Signature ~)
Phone:
Ward:
Contact person:
Supporting data attached:
FUNDING REQUIREMENTS: Amount:
No net cost to the General Fund
Source: (Acct. No.)
001-033-50XX
(Acct. Description)
Finance:
Salary/Benefits
Council Notes:
Agenda Item No.---3"Tp
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Staff Report
Subiect:
Reorganization of the City Clerks Office, Business Registration Division.
Backl!round:
The Business Registration Division consists of eight (8) full time employees: Business Registration
Supervisor, three (3) full time Business Registration Inspectors, one (1) Account Clerk III, two (2)
Account Clerk II, and one (1) Account Clerk I. Additionally, two (2) part-time Business Registration
Inspectors have been with the department for eight months.
FACTS:
FY 04/05 FY03/04
Business Rel!istration Revenue $5,331,167 $4,808,603
Transient Lodl!inl! Tax 2,978,161 2,797,346
Total Revenue $8,309,328 $7,605,949
Number of Business Rel!istrations 16,250 14,680
New Rel!istrations Issued 3,751
Rel!istrations Closed 3,903
Notices Sent 28,976 26,709
DelinQuents Worked by Insnectors I 1,902 1,920
Ooerator and Live Entertainment Permits I 210
The City Clerk's Office is projecting that the FY 05/06 projections will exceed the FY 04-05 by
approximately $500,000.
The addition of new business registration software in December 03 allowed the division to electronically
compare the city's data base with other data bases, such as AB990 (sales tax), creating literally hundreds
of potential business registration leads. In order to follow up on this previously untapped revenue,
existing inspectors were asked to pursue these leads in addition to their regular workload. To date, over
$ 135,000 in revenue has been collected representing over 500 new businesses. Staff continues to review
approximately 200 leads per month from this program. However, time for this project has taken away
from their regular duties such as following up on delinquents, changes in ownership, field surveys,
issuing citations and Notice of Violations, etc.
While the addition of two part-time inspectors have increased revenues, it is proposed to transfer the
funds from part-time to full-time and create one full-time position. The addition of a full time Business
Registration Inspector will allow the Division to retain a fully trained employee who will continue to
conduct field surveys, review building permits and pursue contractors, continue to follow-up on AB990
leads, and assist with the residentiaVcommercial rental program increasing potential revenues.
Additional administrative support is needed to assist with the increased phone calls, counter traffic,
heightened correspondence, and the additional business accounts. The department is recommending that
one Business Registration Customer Service Representative position be created. The position will be
funded from projected increased revenues.
In addition, to better accommodate our customers, the clerk positions are now responsible for providing
cashiering services for business registration customers. Each clerk runs a cash drawer taking cash,
checks, and credit card payments over the counter. The division also accepts credit card payments by
phone and by authorization on the business registration renewal applications. All of these new
responsibilities, which ensure quality service to the business community, take additional staff time.
The clerical staff has always been designated in the account clerk series. However, with the Incorporation
of cashiering responsibilities, the scope of their work is better defined under that of Customer Services
Representative. This position is currently established in other City departments. Comparable positions in
other cities with a similar number of business registrations and population were surveyed and all have
similar titles.
Customer Services Representatives will be responsible for counter and telephone inquires, operate a cash
drawer, accept business registration applications and determine correct rates, calculate fees due, prepare
renewal and reminder notices, issue certificates, process mail, provide routine information to the public,
and general clerical duties such as filing and typing.
Over eight million dollars flows through the Division each year with the collection of business
registration and transient lodging tax fees. Currently the position of Account Clerk III is responsible for
monitoring, auditing, daily oversight of the cash drawers, balancing, posting of mail payments, credit card
payments, refund requests, correct billing/posting errors, and daily deposit. It is recommended that the
position of Account Clerk III be reclassified to the position of Accounting Technician to better reflect the
increased duties of the position.
The Accounting Technician will be responsible for providing daily and monthly revenue reports, and
monitors Transient Lodging Tax payments, assistance with budget, business registration audits, cost
analysis, and other financial data and reports as needed.
It is also recommended that one (I) Account Clerk II be reclassified to the position of Sr. Customer
Service Representative. The new position will provide backup to the Accounting Technician in all
financial areas. In addition to customer service duties, this position will have the responsibility of
monitoring all Operator Permit applications and Live Entertainment applications, which requires
coordination with the Police and other departments. This position will also be responsible for the
firework application process. Changes to the fireworks ordinance in 2002 and 2005 require financial
statements and impose an enforcement fee on groups selling fireworks thereby changing this task from a
two-month process to a six-month process.
The re-organization of the Division will allow us to work more efficiently, continue to increase revenues,
and to provide a convenient and friendly means by which the business community can renew their
business registrations.
It is the recommendation of the Human Resources Department to reclassify the positions of Account
Clerk I and Account Clerk II to the position of Business Registration Customer Services Representative,
reclassify one (I) Account Clerk II to a Senior Business Registration Customer Service Representative,
reclassify the position of Account Clerk III to Accounting Technician to better reflect the current
functions of the position, and add one (I) Business Registration Customer Service Representative and one
(I) Business Registration Inspector to assist with the daily operations and enhance the revenues.
Financial Impact:
There is no net cost to the City's General Fund for this reorganization. $57,000 of part-time funds
currently included in the City Clerk budget can be used and, it is anticipated there will be at least $57,000
of new revenue generated as the result of this reorganization. These two items will generate enough
funding to cover the reorganization (documentation attached).
Recommendation:
I. Reclassify the positions of Account Clerk I (U), Range 3330, $2,302-$2,798 and Account Clerk II
(U), Range 3349, $2,531-$3,076 to Business Registration Customer Service Representative (U),
Range 3363, $2,714-$3,299.
2. ReclassifY one position of Account Clerk II (U), Range 3349, $2531-$3,076 to Senior Business
Customer Service Representative (U), Range 3375, $2881-$3502.
3. Reclassify the position of Account Clerk III (Unclassified), Range 3368, $2,782-$3,382 to
Accounting Technician I (Unclassified), Range 3395, $3,183-$3,869.
4. Add one position of Business Registration Customer Service Representative (Unclassified), Range
3363, $2741-$3,299.
5. Add (I) Business Registration Inspector (Unclassified), Range 3401, $3,280-$3,987.
6. Delete part-time salaries ($57,000).
7. Authorize the Human Resources Department to update Resolution no. 6413.
8. Authorize the Director of Finance to amend the FY 2006-07 budget for the City Clerk Department by
increasing Business Registration Revenue by $57,000 (001-000-4301) and decreasing part-time
salaries by $57,000 (001-033-5014) and increasing full-time salaries and benefits by $114,000 (001-
033-50XX).
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CITY OF SAN BERNARDINO
BUSINESS REGISTRATION
CUSTOMER SERVICE REPRESENTATIVE (U)
Class specifications are intended to present a descriptive /ist 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 direct supervision, performs specialized public contact and record keeping related to the
administration and collection of business registration fees, transient lodging tax and other business related
activities within the City; and performs related work as required.
ORGANIZA TIONAL RELATIONSHIPS
The class of Customer Service Representative is the journey level in the customer service senes.
Supervision is received from a higher level supervisory or managerial staff member. Lead supervision may
be received from a Senior Customer Service Representative.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perfonn 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. Serve as a counter and telephone representative; reviews business registration applications for
appropriate information and interviews applicants to obtain detailed information regarding business.
Determines the registration fee, such as flat fee versus fee on gross, based on information from the
applicant.
3. Receives payments over the counter via cash, check or charge; operates a cash drawer; balances
payments and cash on a daily basis to verify accuracy of work processed. Accepts and processes
business registration payments received by mail; returns improperly filed returns.
4. Inputs data to establish accounts and for billing purposes; participates in the routine preparation of
monthly renewal, reminder, and delinquent notices; corrects billing errors and closes accounts by
means of computer terminal; reviews bills and accounts for accuracy.
5. Reviews returned mail; researches and verifies new addresses; inputs address changes; re-sends
bil1ing notices.
6. Provides routine information to the public; refers callers to proper person; transfers calls and takes
messages.
7. Composes and types routine correspondence; examines materials for accuracy and completeness
8. Establishes and maintains filing systems; orders forms and supplies.
9. Operates a calculator, computer terminal, word processor, photocopier, typewriter and related
equipment.
10. May accept and process paperwork for the administration of U.S. Passport applications.
II. Responds to public inquiries in a courteous manner; provides information within the area of
assignment; resolves complaints in an efficient and timely manner.
Page -1
CITY OF SAN BERJ'IARDINO
Business Registration Customer Service Represenlative (Continued)
12. Routinely adheres to and maintains a positive attitude towards City and Department goals.
13. Performs related work and assigned tasks as required.
GENERAL OUALlFICATIONS
Knowledl!e of:
Customer service procedures, practices and regulations;
Business math;
Basic record keeping procedures pertinent to the assignment of the position;
Alpha and numeric filing;
Modern office procedures and equipment including computers and applicable software applications;
Basic Work processing techniques;
English usage, spelling, grammar and punctuation;
Basic data processing.
Abilitv to:
Perform responsible, specialized customer service;
Deal effectively with customers both in person and over the phone;
Deal effectively with irate customers and maintain composure while working under stress;
Perform financial clerical work;
Make comparisons quickly and accurately;
Write legibly;
Understand and carry out written and oral instructions;
Maintain accurate and interrelated financial records and identify and reconcile errors;
Accomplish alphabetical and numerical sorting;
Operate a variety of office equipment including a calculator, computer and applicable software
applications.
Communicate clearly and concisely, both orally and in writing;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Oualifications:
Graduation from high school or GED equivalent and two years of customer service work.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully peiform 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.
Phvsical: 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, computer screens and other printed documents.
Hearinl!: Hear in the normal audio range with or without correction.
Page - 2
CITY OF SAN BERNARDINO
Business Registration Customer Service Representative (Continued)
APPROVED:
DATE:
Director of Human Resources
HR/J ob Descriptions-Class&Comp App:Business.Registration. Customer .Svc .Rep
Page - 3
CITY OF SAN BERNARDINO
SENIOR BUSINESS REGISTRATION
CUSTOMER SERVICE REPRESENTATIVE (U)
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, participates fully in the work of the Business Registration Division engaged in
customer service activities such as billing, posting and customer records maintenance; performs the more
difficult work of the clerical unit, provides assistance to the Accounting Technician; and performs related
work as required.
ORGANIZA TIONAL RELATIONSHIPS
The class of Senior Customer Service Representative is the lead supervisory level in the customer service
series. Supervision is received from a higher level supervisory or managerial staff member. Lead
supervision is exercised over customer service trainees and representative.
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. Serve as a counter and telephone representative; reviews business registration applications for
appropriate information and interviews applicants to obtain detailed information regarding business.
Determines the tax rate, such as flat tax versus tax on gross, based on information from the applicant.
3. Receives payments over the counter via cash, check or charge; operates a cash drawer; balances
payments and cash on a daily basis to verifY accuracy of work processed. Accepts and processes
business registration payments received by mail; returns improperly filed returns.
4. Assists with auditing daily cash receipts and daily cash deposits, corrects billing errors. Assists with
the balancing of various accounts daily, monthly, quarterly, and annually; assists with the preparation
of complex monthly renewal notices.
5. Establish and maintain files related to Live Entertainment Permit and Operator Permit investigations;
explain codes, regulations, and fees to applicant, coordinate with appropriate City departments and
applicants to complete the investigation process. Notifies applicants by correspondence and/or phone
ofthe granting or denial of the Permit.
6. Coordinate the receipt of Firework applications and financial statements. Review applications for
eligibility and completeness, establish and maintain all firework related files; explain firework
regulations to applicants, coordinate with firework suppliers, applicants and appropriate City
departments for proper receipt of related fees and documents; issues firework business registration
certificates.
7. Operates a calculator, computer terminal, word processor, photocopier, typewriter and related
equipment.
8. May accept and process paperwork for the administration of U.S. passport applications.
Page - 1
CITY OF SAN BER"ARDINO
Senior Business Registration Cuslomer Service (Continued)
9. Responds to publIc inquires in a courteous manner; provides information within the area of
assignment; resolves complamts in an efficient and timely manner.
10. Routinely adheres to and maintains a positive attitude towards City and Department goals.
II. Performs related work and assigned tasks as required.
GENERAL QUALIFICATIONS
Knowled!!e of:
Advance customer service procedures, practices and regulations;
Business math;
Accounting principles, procedures and terminology;
Advanced account record keeping procedures pertinent to the assignment of the position;
Municipal ordinances, business registration codes, fee schedules and related rules and procedures;
Alpha and numeric filIng;
Modern office procedures and equipment including computers and applicable software applIcations;
Word processing techniques;
EnglIsh usage, spellIng, grammar and punctuation;
Data processing as it relates to accounting.
Ability to:
Perform advanced responsible, specialized customer service;
Deal effectively with customers both in person and over the phone;
Deal effectively with irate customers and maintain composure while working under stress;
Perform financial and statistical clerical work;
Maintain accurate and interrelated financial records and identify and reconcile errors;
Interpret, explain and apply City codes, regulations and rules;
Accomplish alphabetical and numerical sorting;
Operate a variety of office equipment including a calculator, computer terminal and/or word
processor;
Understand and carry out oral and written instructions;
Communicate clearly and concisely, both orally and in writing;
Establish and maintain effective relationships with those contracted in the course of work.
Minimum Qualifications:
Graduation from high school or G.E.D. equivalent and three years of customer service work including
proficiency in billing and posting.
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.
Phvsical: 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, computer screens and other printed documents.
Hearin!!: Hear in the normal audio range with or without correction.
Page - 2
CITY OF SAN BERNARDINO
Senior Business Registration Customer Service (Continued)
APPROVED:
DATE:
Director of Human Resources
HR/J ob Descriptions-Class&Comp App: Senior .Business.Registration.Customer.Svc .Rep
Page - 3
CITY OF SAN BERNARDINO
BUSINESS REGISTRATION ACCOUNTING TECHNICIAN (U)
Class specifications are intended to present a descriptive /ist 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, performs complex and varied assignments in technical para-professional
financial accounting and auditing work; provides training and technical direction to Customer Service
Representatives and Senior Customer Service Representative in support of the Business Registration
Supervisor; and performs related work as required.
ORGANIZA TIONAL RELATIONSHIPS
The class of Accounting Technician is the entry para-professional level in the financial record keeping
series. Supervision is received from the Department Head or hislher designee.
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. Performs a variety of complex general accounting and auditing work requiring a thorough
understanding of the accounting system.
3. Audits daily cash receipts, audits and collects business registration fees, transient lodging tax, and
related fees. Researches and resolves a wide range of problems.
4. Reconciles various business registration and transient lodging accounts daily, monthly, quarterly, and
annually; assist programmers in correcting problems with applications affecting business registration
software; operates a computer terminal and related equipment.
5. Performs a variety of difficult specialized work in the preparation, review and maintenance of
business registration financial and statistical records, including assisting with audits of business
registration accounts; makes arithmetical calculations and checks various statistical and accounting
tables and reports; reconciles records t~ establish balances, identifying and/or resolving discrepancies.
6. Guides, checks, and inspects the work of a support staff engaged in customer service activities;
researches bankruptcy filings and coordinates with the City Attorney's Office regarding filings.
7. Researches problem accounts; reviews and processes claims for overpayment; handles the more
difficult customer questions about accounts and payment procedures; oversees the use and
maintenance of credit card machine for customer transactions.
8. Assists and participates in the development and implementation of office procedures and annual
budget.
9. Guides and participates in the monthly production of various billing notices and registration
certificates.
10. Guides and participates in the administration and issuance of Live Entertainment Permits, Operator
Permits, and Firework registrations.
Page - 1
CITY OF SAN BERNARDINO
Business Registration Accouuting Technician (Continued)
II. Routinely adheres to and maintains a positive attitude towards City and Department goals.
12. Performs related work and assigned tasks as required.
GENERAL QUALIFICATIONS
Knowled!!e of:
Principles and practices of general and enterprise accounting;
Advanced bookkeeping principles for the maintenance of fiscal and accounting records;
Advanced record keeping methods;
Advance customer service procedures, practices and regulations;
Municipal ordinances, business registration codes, fee schedules and related rules and procedures;
Spreadsheet and word processing operations; .
English usage, spelling, grammar and punctuation
Ability to:
Apply accounting, auditing and financial analysis principles to specific work assignments;
Operate a calculator by touch;
Perform responsible technical level accounting;
Make complex and varied mathematical computations and tabulations rapidly and accurately;
Work with a high degree of independence;
Deal effectively with customers both in person and over the phone;
Deal effectively with irate customers and maintain composure while working under stress;
Interpret, explain and apply City codes, regulations and rules;
Answer telephone inquiries;
Communicate clearly and concisely, both orally and in writing;
Establish and maintain effective relationships with those contacted in the course of work.
Minimnm Qualifications:
Bachelor's degree in accounting; or, graduation from high school or GED equivalent plus two college
level accounting courses and two years advanced-level clerical accounting experience; or, two years
as an Account Clerk III with the City of San Bernardino.
PHYSICAL DEMANDS AND WQRKING 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.
Phvsical: 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, computer screens and other printed documents.
Hearin!!: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
HR/ Job Descriptions-Class&Comp App:Business.Registration.Accounting. Technician
Page - 2
CITY OF SAN BER'IARDI'IO
Business Registration Accounting Technician (Continued)
HR/Job Descriptions-Class&Comp App:B usiness.Registration.Accounting. T ecbnician
Page - 3
CITY OF SA:" BER:"ARDlNO
UNCLASSIFIED
BUSINESS REGISTRATION INSPECTOR
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, examines documents and obtains information that leads to the payment of
business registration fees by businesses operated within the City; communicates with business owners to
ensure payment of business registration fees; and, performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Unclassified Business Registration Inspector is the journey-level class In the Business
Registration Division. Supervision is received from the Business Registration Supervisor.
REPRESENTATIVE DUTIES
Thefallowing duties are t}'Picalfor positions in this classification. Any single position may not perform all afthese
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. Investigates information to determine the registration status of companies and individuals doing
business within the City; obtains lists of subcontractors from contractors; analyzes current business
registration lists; examines newspaper for new business locations; reviews grant deeds and tract maps
to ascertain property ownership; verifies that contractors and subcontractors are conducting business
within the limitations of the respective license.
3. Approves issuance of business registrations; orders payment for registration fees; calculates
registration rates; investigates and collects for returned checks; calculates penalties for late payment;
locates new owners of businesses; explains obligations of business owners relative to City registration
fees.
4. Assists citizens concerning their complaints filed with the Contractor's State License Board;
maintains files of registrations; maintains files of current and expired registrations; performs routine
clerical and office work.
5. As required, issues citations and directives to offending parties outlining or describing steps for
compliance; requests assistance from other departments and outside agencies as necessary; seeks
prosecution through the Municipal Court system as required; coordinates with the City Attorney;
assists with complaint preparation, appears at arraignments and provides court testimony as needed.
6. Accepts applications for United States passports under the US Department of Regulations.
7. Routinely adheres to and maintains a positive attitude towards City and Department goals; and,
performs related work as required.
GENERAL OUALIFICATIONS
Knowledl!e of:
City ordinances concerning business registration fees;
Principles of effective public relations;
Practice and procedures of business registration fee collection;
Fundamentals of business organization;
Modem office procedures, methods and equipment including computers and related software;
Accurate record keeping;
Basic mathematical principles;
Page - I
CITY OF SA~ BERNARDI~O
Unclassified Business Registration Inspector (Part-Time) - (Continued)
English usage, spelling, grammar and punctuation;
Legal documentation and research procedures;
Procedures and requirements for issuing passports.
Ability to:
Read and interpret maps;
Learn legal descriptions of real property;
Analyze and compile technical information related to City business ordinances and State and Federal
laws;
Investigate nonpayment of business registration fees;
Communicate effectively with business owners and citizens;
Maintain office records;
Operate a variety of office equipment including a computer and applicable software applications;
Understand and follow governmental procedures for issuing passports;
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 experience in regulation compliance,
collection or inspection work involving extensive public contact.
License or Certificate:
Possession of a valid Class "C" California Driver's License is required.
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 with some travel to attend meetings, meet with business owners
or conduct investigations of nonpayment.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; transport materials and supplies weighing up to 40 pounds; to travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearine:: Hear in the normal audio range with ot without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HRlJob Descriptions-Class&Comp App:U.Bus.Reg.Insp.l 0264
Page - 2
CITY OF SAN BERNARDINO
UNCLASSIFIED ACCOUNT CLERK I
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 lvUhin the job.
SUMMARY DESCRIPTION
Under direct supervision, to perform entry-level accounting work in connection with the preparation,
review, input and maintenance of financial and statistical records; to perform routine and repetitive
clerical accounting work; and to perform related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Unclassified Account Clerk I is the entry level in the account clerical series. Supervision is
received from an Accountant, higher level clerical employee or supervisory personnel in 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. Performs routine account record-keeping in the maintenance of financial records; performs entry-
level recording and checking transactions; prepares financial and statistical statements and reports;
collects, sorts and posts bills, invoices, warrants, receipts and other data.
3. 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.
4. Reviews invoices and receiving reports for adequacy and accuracy and vouchers and checks for
payment of obligations; accepts applications for new customer services and prepares appropriate
work orders; inputs data, including new accounts, payroll, journal vouchers, receivables and so forth;
bills for services; corrects billing errors and closes accounts by means of computer terminal; audits
bills; stuffs envelopes; prepares listing of past-due accounts; answers customer complaints, referring
to supervisor as appropriate; prepares handwritten materials; prepares journal vouchers.
5. Operates calculator, computer terminal, word processor, photocopier, typewriter and related
equipment; types letters, memoranda, schedules, checks, lists, reports and related documents; answers
telephone.
6. Accepts and processes paperwork for the administration of US Passport applications.
7. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL QUALIFICATIONS
Knowled!!e of:
Modern office procedures; methods and equipment including computers and related software.
Business math;
Simple record-keeping methods;
Alpha and numeric filing;
Basic customer service principles.
Ability to:
Perform financial and statistical clerical work;
Page - I
CITY OF SA/> BER"ARDINO
Unclassified Account Clerk I (Continued)
Read and write at the level required for successful job performance;
Accomplish alphabetical and numerical sorting;
Write legibly;
Make comparisons quickly and accurately;
Operate a variety of office equipment including a calculator, computer and applicable software
applications;
Maintain accurate records;
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 six months of entry-level clerical accounting
experience. Additional qualifYing experience may be substituted for the required education on a year-
for-year basis.
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 essentialjvb/unctions.
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.
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.
Hearin!!: 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:U.Account.C1erk.I.I 0020
Page - 2
CITY Of SAN BERNARDINO
UNCLASSIFIED ACCOUNT CLERK II
Class specifications are intended [0 present a descriptive list of the range qf duties performed hJ' emplo.vees in the
class. Specifications are not intended to reflect all duties performed within thejoh.
SUMMARY DESCRIPTION
Under general supervision, performs 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.
ORGANIZA TIONAL RELATIONSHIPS
The class of Unclassified 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. An.v 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. Performs 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 information 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.
Page - I
CITY OF SAl' BERl'ARDI"O
Unclassified Account Cterk " (Continued)
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 forms and reports for various payroll records.
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 OUALIFICATIONS
Knowledl!e of:
Advanced account record keeping methods;
Accounting principles, procedures and terminology;
Data processing as applied to accounting work;
Modern 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 financial 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.
Page - 2
CITY OF SA:'O BER:>;ARDI:>;O
Unclassified Account Clerk" (Continued)
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 jub. 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.
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.
Hearin!!: 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:U.Account.Clerk.II.l 0031
Page - 3
CITY OF SAN BERNARDINO
UNCLASSIFIED ADMINISTRATIVE CLERK III
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are!y!!' intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision, performs varied. responsible clerical work supporting an assigned department
or unit; has functional responsibility for a significant aspect of the clerical work of the unit, which may
involve supervision of a small clerical staff; provides information and assistance to the general public;
and performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Unclassified Administrative Clerk III is the advanced and lead-supervisory level in the clerical
series. Incumbents perform specialized clerical work requiring advanced skills and the use of independent
judgment in non-routine problem solving. Supervision is received from professional or supervisory
personnel. Lead supervision may be received from a higher level clerical employee.
REPRESENTATIVE DUTIES
The fol/owing duties are typical for positions in this classification. Any single position mav not perform aI/ of these
duties and/or may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Acts as a receptionist to the public, taking and responding to calls, screening inquiries, taking
messages, scheduling appointments, distributing information and brochures and answering questions
that require searching for, and abstracting technical data; maintains calendars and schedules of
appointments, meetings, room use, equipment use and events; makes travel arrangements; receives,
opens, date stamps and distributes incoming mail; processes outgoing mail, arranges mail in priority
order, assembles background information and distributes to appropriate personnel.
3. Types forms, schedules, reports, lists, manuscripts, charts, graphs, contracts, statistics and general
correspondence; types, files, records, computes and maintains sensitive and privileged information;
composes correspondence, requiring use of judgment based upon a thorough understanding of the
functions and procedures of the unit, for review by a supervisor; proofreads materials for clerical
accuracy and spelling; copies, collates, staples and otherwise binds and distributes a variety of
materials; compiles and types agendas and minutes.
4. Operates a variety of office equipment, such as a typewriter, calculator, computer terminal,
transcription equipment and any specialized office equipment of the assigned unit; files materials into
filing systems, develops filing systems for record storage and retrieval, codes documents, purges files
and shreds documents; designs office forms.
5. Compiles information for a variety of regularly scheduled and special narrative and statistical reports,
locating sources of information, coding and classifying data, devising forms to serve data and
determining proper format for finished reports.
6. Sets up and maintains records of the unit concerning purchases, budget accounts and inventory; sets
up, maintains and posts data to logs, lists, ledgers, follow-up files and other records of the unit and
checks and compares records and documents for accuracy; maintains an inventory of office supplies
and initiates purchase requests; performs routine mathematical computations.
7. Maintains personnel and payroll records of the department and submits reports as appropriate.
Page -]
CITY OF SAN BERNARDINO
Administrative Clerk III (Continued)
8. Makes work assignments, sets priorities for, trains and reviews the work of. and may conduct the
performance evaluation of, assigned clerical personnel and notifies supervisor of employee
performance problems.
9. Contacts other City staff and persons with whom the City conducts business to request or transmit
information, to advise of requirements and to resolve problems; gathers information for supervisor's
use in making decisions regarding policy, procedures, budget, purchases and personnel matters.
10. Performs financial record keeping duties, such as maintaining petty cash fund. calculating fees and
charges, preparing bills, making deposits, collecting monies and issuing receipts.
II. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL QUALIFICATIONS
Knowledl!e of:
Basic mathematics;
Advanced record keeping methods;
Advanced word processing methods. spreadsheets and basic database applications;
Modem office procedures, methods and equipment including computers and related software;
Basic principles of supervision and training;
Basic public relations techniques and telephone etiquette;
Correct English usage including spelling, grammar and punctuation;
Methods of handling, receipting for, and maintaining records of money received;
Preparation of business correspondenee and reports;
Principles and practices of filing and standard office equipment operation;
Standard clerical techniques involving classifying, indexing, processing, retrieving and controlling a
large volume of records.
Ability to:
Write legibly;
Perform basic arithmetic calculations;
'Establish and maintain filing systems;
Maintain accurate records;
Operate a variety of office equipment including a computer and applicable software applications;
Compose correspondence requiring a good knowledge of the assigned office;
Proofread and detect errors in typing, spelling, grammar and punctuation;
Read, understand and apply moderately difficult materials;
Receive and give information over the telephone in a courteous manner;
Assign, check, correct and participate fully in the work of subordinates;
Work with considerable independence, develop solutions to problems which do not require deviation
from policy and develop office procedures;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Qualifications:
Graduation from high school or G.E.D. equivalent and two years of intermediate-level clerical
experience; or one year as a Administrative Clerk 11 with the City of San Bernardino. Typing speed of
50 wpm is required.
Page - 2
CITY OF SAN BER:-iARDI:\O
Administrative Clerk III (Continued)
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successful(v perform the
essential junctions of this job. Reasonable accommodations may be made to enable individuals H'ith disabilities 10
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.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearin!!: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HRlJob Descriptions-Class&Comp App: V.Admin.Clerk.III.1 0328
Page - 3