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CITY OF SAN BERt()RbINO - REQUEST OR COUNCIL ACTION
BARBARA DILLON
DOWNGRADE PURCHASING CLERK TO
Subject: ACCOUNT CLERK I, FINANCE
DEPARTMENT
From:
PERSONNEL
Dept:
Date:
AUGUST 27, 1992
Synopsis of Previous Council action:
This item was approved by the Counci~, Personnel Committee on
August 20, 1992.
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Recommended motion:
L' -That one 'Purchasing Clerk, Range 1263, $1, 647-2, 001/month, be
downgraded to Account Clerk I, Range 1243, $1,489-
1,809/month.
2. That the Personnel Department update Resolution 6413,
Section 10, and Resolution 6433.
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Signature
Contact person:
Barbara Dillon
Phone:
384-5161
Supporting data attached:
Yes
Ward:
Savings of $7,457/year
Amount:
FUNDING REQUIREMENTS:
Source: (Acct. No.)
001-122-52020
(Acct. Description)
Salaries - Full-Time
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Council Notes:
75.0262
Agenda Item No.
R
CITY OF SAN BER~DINO - REQUEST ~R COUNCIL ACTION
STAFF REPORT
Fred Wilson, Acting Director of Finance, requested that one (1)
Purchasing Clerk be downgraded to Account Clerk I. The
Purchasing Clerk will be retiring in September 1992.
The Management Audit of the Finance Department identified lack of
entry-level and mid-level support personnel as one of the factors
limiting: (1) Long-range planning; and, (2) Appropriate bUdget
analysis and forecasting. This lack of staff forces the senior
accounting staff to perform many of the routine daily accounting
activities (i.e., data input, journa~vouchers, time sheets)
which can be more efficiently performed by entry-level staff.
This problem can be addressed by redistributing the workload and
changing job duties and titles.
The Account Clerk I duties would consist primarily of data input
into the city's mainframe. Payroll detail would be the major
focus of the Account Clerk; however, other input duties would
also be required.
On August 26, 1992, the Director of Personnel contacted the
President of AFSCME Local #122, regarding this proposal. The
AFSCME President understood the item and appreciated the call.
RECOMMENDATIONS
1. Delete (1) position of PurChasing Clerk, Range 1263, $1,647-
2,001/month. The annual compensation for Purchasing Clerk,
including 21.37% for variable fringe benefits that rise with
salary, is as follows:
*$23,988 at step 1
*$29,143 at step 5
2. Establish one (1) position of Account Clerk I, Range 1243,
$1, 489-1, 809/month. The annual compensation for Account
Clerk I, including 21.37% for variable fringe benefits that
rise with ~alary, is as follows:
*$21,686 at step 1
*$26,347 at step 5
COST SAVINGS
The Purchasing Clerk is currently paid at Step 5. The Account
Clerk I would be filled at Step 1, for an annual savings of
$7.457.
$29,143
-21,686
Purchasing Clerk, Step 5
Account Clerk I, Step 1
$7,457
Page 2 of 7
75-0264
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Attachments: Job Descriptions for Purchasing Clerk and
Account Clerk I
Page 3 of 7
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CITY OF SAN BERNARDINO
JUly, 198?
PURCHASING CLERK
.'JOB DESCRIPTION
Under general supervision, to perform responsible clerical
work related to the purchase of equipment and supplies; and
to perform related work as required.
REPRESENTATIVE DUTIES
(
,
,
Receives requisitions, checking for completeness and accuracy
of data; checks budget accounts for availability of funds;
interviews vendors, investigates sources of supply and se-
cures prices for items from catalogs or by quotations; checks
method of procurement for conformance with established
procedures; types, sorts, distributes and files purchase
orders and related documents; establishes and maintains
bidder and vendor lists; assists in preparing and analyzing
bids; types, assembles, receives and distributes bids; posts
bid figures to spread sheets; confers with City personnel
concerning quality of supplies and equipment, modification of
specifications and time and place of delivery; performs
follow-up work on purchase orders, investigates complaints
and secures adjustments; operates computer terminals; meets
with sales persons to discuss products and places approved
orders; orders and maintains catalogs; recommends new and
revised procedures; opens and distributes mail; answers
telephone and greets office callers; schedules appointments
with vendors to see buyers; and performs related work as
required.
MINIMUM QUALIFICATIONS
Graduation from high school or G.E.D. equivalent and 2 years
clerical experience in the processing of requisitions,
vouchers ang purchase orders. Typing speed of 50 wpm.
GENERAL QUALIFICATIONS
Knowledqe of:
Basic purchasing procedures;
Basic financial record keeping procedures;
Modern office equipment and procedures;
Computer terminal operating methods;
English usage, spelling, grammar and punctuation;
Business math.
(Continued)
Page 4 of 7,
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Ability to:
(
Read and understand the requirements and procedures used
in the purchasing of municipal supplies and equipment1
Perform responsible clerical work:
Compose routine correspondence:
Operate standard office equipment and appliances:
Operate a computer terminal:
Make arithmetical calculations with speed and accuracy:
Meet and establish a business rapport with vendor
representatives:
Detect discrepancies and make proper corrections:
Operate a vehicle observing legal and defensive driving
practices:
Understand and carry out oral and written instructions:
Establish and maintain effective relationships with
those contacted in the course of work.
ORGANIZATIONAL RELATIONSHIPS
The Purchasing Clerk is a specialist level
series. Supervision is received from the
or a Buyer.
in the clerical
Purchasing Agent
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Page 5 of t
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CITY OF SAN BERNARDINO
OCTOBER, 1987
ACCOUNT CLERK I
APPROVED BY CU.
DATE /O-~?-g?
!!OB DI!:SCRIPTION
Under supervision, to perform entry-level accounting work in
connec~ion with the preparation, review and maintenance of
financial and statistical records; to perform routine and
repetitive clerical accounting work; and to perform related
work as required.
REPRESENTATIVE DUTIES
Performs routine account record keeping in the maintenance of
financial records; performs entry-level recording and check-
ing transactions; prepares financial and statistical state-
ments and reports; collects, sorts and posts bills, invoices,
warrants, receipts and other data; posts, checks, balances
and adjusts accounts; makes arithmetical calculations and
checks various statistical and accounting tables and reports1
reconciles records to established balances, identifying and
lor resolving discrepancies; operates and calculator, compute
terminal, word processor, photocopier, typewriter and related
equipment; types letters, memoranda, schedules, checks,
lists, reports and related documents; reviews invoice and
receiving reports for adequacy and accuracy and prepares
vouchers and checks for payment of obligations 1 accepts
applications for new customer services and prepares
appropriate work orders; inputs data to establish accounts;
bills for services; corrects billing errors and closes
accounts by means of computer terminal; audits bills; stuffs
envelopes; prepares listings of past-due accounts 1 answers
customer complaints, referring to supervisor as appropriate1
prepares handwritten materials; prepares journal vouchers;
answers telephone; and performs related work as required.
MINIMUM QUALIFICATIONS
Graduation from high school or G.E.D. equivalent and 6 months
of entry-level clerical accounting experience.,~dditiona1
qualifying experience may be substitued for'the :required
education on a year-for-year basis. Typing speeciof 30 wpm is
required. ,',
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Possession of a
Wordmate software
tionary period.
certificate in word
may be required by
processing utilizing
completion of proba-
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(Continued)
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Page 6 of 7
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GENERAL QUALIFICATIONS
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Knowledge of:
Modern office procedures:
operations of general office machines and equipment:
Business math:
simple records keeping methods:
Alpha and numeric filing:
Computer terminal operation.
Ability to:
Perform financial and statistical clerical work:
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 computer terminal and/or word processor:
Operate a calculator quickly and accurately:
Maintain accurate records:
Operate a typewriter keyboard with accuracy:
Understand and carry out oral and written instructions:
Establish and maintain effective relationships with
those contacted in the course of work.
ORGANIZATIONAL RELATIONSHIPS
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The class of 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 of the assigned department.
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