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Home My WebLink About11-Personnel - - CITY OF SAN BERQRDINO - REQUEST (DR COUNCIL ACTION BARBARA DILLON From: Subject: DOWNGRADE PURCHASING CLERK TO ACCOUNT CLERK I, FINANCE DEPARTMENT PERSONNEL Dept: SEPTEMBER 23, 1992 Date: Synopsis of Previous Council action: This item was approved by the Council Personnel Committee on August 20 and September 17, 1992. Recommended motion: 1. 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. ~j,<<, >/'?N/i A /JLLU;,)) Signature Barbara Dillon Contact person: Phone: 384-5161 Yes Supporting data attached: FUNDING REQUIREMENTS: Amount: Ward: Savings of $7,457/year Source: (Acct. No.) 001-122-52020 (Acct. DescriPtion) Salaries ~ ;Ull-Time Finance-1iM!.-- Council Notes: 75-0262 Agenda Item No. /1 - - CITY OF SAN BERCARDINO - REQUESTc::\,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, journal 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. On September 17, 1992, the President of AFSCME Local #122 presented his comments to the Council Personnel Committee. RECOMMENDATIONS 1. Delete (1) position of Purchasing Clerk, Range 1263, $1,647- 2,001jmonth. 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, $1,489-1,809jmonth. The annual compensation for Account Clerk I, including 21.37% for variable fringe benefits that rise with salary, is as follows: *$21,686 at Step 1 *$26,347 at Step 5 Page 2 of 7 75~0264 - - - - ....- ~ o .- , \ , 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 S7.457. Purchasing Clerk - Step 5 Account Clerk I - Step 1 $29,143 -21,686 $7,457 Attachments: Job Descriptions for Purchasing Clerk and Account Clerk I Page 3 of 7 -- ,'- ..-..., '," I ';UI'ED BY DAT( ,. C.S.,E 7'?'Y-J7 , CITY OF SAN BERNARDINO July, 1987 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 i , , 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 and purchase orders. Typing speed of 50 wpm. GENERAL QUALIFICATIONS Knowledge 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, ("'"'"\ -- ....... Ability to: Read and understand the requirements and procedures used in the purchasing of municipal supplies and equipment; 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 ( Page 5 of " I"'"' ~""" ~ CITY OF SAN BERNARDINO OCTOBER, 1987 ACCOUNT CLERK I APPROVED BY C.s.B. DATE 10-;(.7-g? .JOB DESCRIPTION Under superv~s~on, to perform entry-level accounting work in connection with the preparation, review and maintenance of financial and statistical records; to perform routine and repetitive clerical accountinq 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 reports; reconciles records to established balances, identifyinq 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; 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; answers customer complaints, referring to supervisor as appropriate; 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., .Additiona1 qualifying experience may be substitued for the required education on a year-for-year basis. Typing speed'of 30 wpm is required. :l,~' ~'. Possession of a Wordmate software tionary period. certificate in word may be required by processing utllizinq completion of proba- ;.'" (Continued) ;. .....: ' Page 6 of 7 I'""' \....,...- """' GENERAL QUALIFICATIONS 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 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. Page 7 of 7