HomeMy WebLinkAboutR35-Economic Development
CITY OF SAN BERNARDINO
ECONOMIC DEVELOPMENT AGENCY
FROM: Emil A. Marzullo
Interim Executive Director
SUBJECT:
Penny Hawkins - Temporary Employment
Arrangement for Accounting Services
DATE:
December II, 2009
SvnoDsis of Previous Commission/Council/Committee Action(s):
On December 10, 2009, Rcdevelopment Committee Members Johnson and Brinker unanimously voted to recommend that the
Community Development Commission consider this action for approval.
Recommended Motion(s):
(Communitv DeveloDment Commission)
Resolution of the Community Development Commission of the. City of San Bernardino approving and
authorizing a temporary employment arrangement with Penny Hawkins to provide accounting services to the
Redevelopment Agency of the City of San Bernardino
Contact Person(s):
Project Area(s):
Russ DeJesus
Phone:
(909) 663-1044
All
N/A
Ward(s):
Supporting Data Attached:
Ii'l Staff Report Ii'l Resolution(s) 0 Agreement(s)/Contract(s) 0 Map(s) 0 Letter(s)
Funding Requirements:
Amount: $
52,000
Source:
Agency Administrative Budget
Budget Authority:
2009-2010 Budget
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Signature: ~ .
Emil A. Marzullo, Jntenm xecutive Director
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F' I R' ". =3 3 >-
lsca eVlew: ~.. - -~ /". ..-.
. Russ Jesus I
oterim Administrative ServIces Dlfector
Commission/Council Notes:
P:\Agendas\Comm Dcv Cofllll1i!ision\CDC 2009\11-11-09 Penny Hawkins - Temporary Employment Amngement SR.doc
COMMISSION MEETING AGENDA
Meeting Date: 12/21/2009
Agenda Item Number: 12.:~)
ECONOMIC DEVELOPMENT AGENCY
STAFF REPORT
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PENNY HAWKINS - TEMPORARY EMPLOYMENT ARRANGEMENT
FOR ACCOUNTING SERVICES
BACKGROUND:
In April 2009, a temporary accounting service employee was acquired through Accountemps
Employment Agency ("Accountemps"). The action was necessary because of the pending retirement
of the Director of Administrative Services. In June 2009, after two unsuccessful attempts in landing a
diligent worker from Accountemps, Agency Staff recruited from a list of recent graduates received
from California State University, San Bernardino. Ms. Penny Hawkins was temporarily retained under
the Redevelopment Agency of the City of San Bernardino ("Agency") purchase order authority to
assist with accounting services.
Since June 2009, Ms. Hawkins has assisted Agency Staff in the maintenance and reporting of federally
funded activities (CDBG, ESG and HOME) in U. S. Department of Housing and Urban Development
Program Integrated Disbursement and Information System (IDIS), maintenance and reporting of
reserves held by trustee for defeasance of long-term debts, processed accounts payable in the absence
of the Accounting Technician, and timely delivery and execution of essential Administrative Services
daily functions.
CURRENT ISSUE:
Ms. Hawkins' tenure with the Agency began in June 2009, when a purchase order for her services was
executed on an interim basis, as the result of an immediate need created by the retirement of the
Director of Administrative Services. During her short tenure with the Agency, Ms. Hawkins has
learned the intricacies of the Agency's accounting software and requires minimal supervision to
perform the accounting services functions required of her.
At this time, it has been determined that the Agency should continue to utilize the services of Ms.
Hawkins to fulfill the Administrative Services needs for additional staff to properly support the
Agency's on-going redevelopment, economic development, community development and housing
efforts through the establishment of a temporary staff position of "Accountant". The job description
for the Accountant is attached as Exhibit "A".
The term of this temporary position shall commence on December 22, 2009, with an hourly
compensation rate of $25.00, without benefits.
If approved, the proposed temporary employment arrangement would be subject to termination by
either party with a 30-day notice, and would be subject to funding through the Agency's annual budget
adoption process.
P \.Agelldas\Comm Dev Commi~5ion\CDC 2009\12-21-09 Penny Hawkins - Temporary Employmenl Arrangement SR.doc
COMMISSION MEETING AGENDA
Meeting Date: 1212112009
Agenda Item Number: (2..JF;'
Economic Development Agency Staff Report
Penny Hawkins - Temporary Employment Arrangement
Page 2
ENVIRONMENT AL IMP ACT:
This action is not considered a "project" as defined in Section 15378 of the California Environmental
Quality Act ("CEQA") Guidelines.
FISCAL IMPACT:
The approximate annual salary cost of $52.000 would be paid through the Agency's administrative
budget.
RECOMMENDATION:
That the Community Development Commission adopt the attached Resolution.
~.@-
Emil A. Marzullo, Interim Executive Director
P'Agendas',Comm De\- CornmissionlCDC 2009'1~-21-0'l Penny Hawkins - Temporarv Employment Arran!!ement SR doc
COMMISSION MEETING AGENDA
Meeting Date: 12/21/2009
Agenda Item Number: iL3S-
I
2
3
4
5
6
7
RESOLUTION NO.
RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION
OF THE CITY OF SAN BERNARDINO APPROVING AND
AUTHORIZING A TEMPORARY EMPLOYMENT ARRANGEMENT
WITH PENNY HAWKINS TO PROVIDE ACCOUNTING SERVICES TO
THE REDEVELOPMENT AGENCY OF THE CITY OF SAN
BERNARDINO
WHEREAS, a need has arisen for the addition of an accountant to assist with accounting and
8 administrative tasks for the Redevelopment Agency of the City of San Bernardino ("Agency"): and
9 WHEREAS, the skills, education, and previous work experience of Penny Hawkins qualifies
to her to provide such services; and
II WHEREAS, the Community Development Commission of the City of San Bernardino
12 ('"Commission") desires to authorize the establishment of a temporary full time position, without
13 benefits, entitled "Accountant" to provide accounting services to the Agency in the furtherance of
14 the Agency's economic development initiatives, goals and objectives.
15 NOW, THEREFORE, THE COMMUNITY DEVELOPMENT COMMISSION OF THE
16 CITY OF SAN BERNARDINO DOES HEREBY RESOLVE. DETERMINE AND ORDER, AS
17 FOLLOWS:
18
Section l.
The Commission hereby approves and authorizes the establishment of the
19 temporary full time staff position of an "Accountant" from the date of this Resolution through and
20 including June 30, 20 I 0, in accordance with the Job Description attached to this Resolution as
21 Exhibit "A" to be added to the Personnel Policies and Administrative Procedures of the Agency as
22 Exhibit "C 19". Agency Staff is further authorized and direcfed to add the position of an
23 "Accountant" to the current Agency Organizational Chart as included within the Agency Personnel
24 Policies and Administrative Procedures within the division noted therein as the "Administrative
25 Services Division"
26
Section 2.
This Resolution shall take effect from and after its date of adoption by this
27 Commission.
28
I
P \Agendas\Resolulions\Resolutions\2009\12-2I-09 Penny Hawkins - Telnporarv Employee Arrangement CDC Reso duc
I
RESOLUTION OF THE COMMUNITY DEVELOPMENT COMMISSION
OF THE CITY OF SAN BERNARDINO APPROVING AND
AUTHORIZING A TEMPORARY EMPLOYMENT ARRANGEMENT
WITH PENNY HAWKINS TO PROVIDE ACCOUNTING SERVICES TO
THE REDEVELOPMENT AGENCY OF THE CITY OF SAN
BERNARDINO
2
3
4
5
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Community
6
Development Commission of the City of San Bernardino at a
meeting
7
thereof, held on the day of
8
Commission Members: Aves Navs
9
ESTRADA
10
BAXTER
II BRINKER
12 SHORETT
13 KELLEY
14 JOHNSON
15 MC CAMMACK
16
17
18
.2009. by the following vote to wit:
Abstain
Absent
Secretary
19
The foregoing Resolution is hereby approved this
day of
.2009.
20
21
22
23
24
Patrick J. Morris. Chairperson
Community Development Commission
of the City of San Bernardino
25 Approved as to Form:
26 I /
27 By: V~I'} /.vt-
Agency C/t";se!
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P',.-\gendas\ResoJutiom;'ResoIUlions\;'.OO9\1~-21-0'l Penny Ha"kins - Temporary Emplovee Arrangement (DC Reso doc
Exhibit "A"
Accountant
SUMMARY JOB DESCRIPTION:
Under general supervision, performs a variety of difficult and highly complex assignments in technical
accounting duties, auditing work and general administration involving the preparation, review and
maintenance of financial and statistical records including purchasing, financial contracts and
agreements, accounts payable and accounts receivable; and performs related work as required.
REPRESENTATIVE DUTIES:
Duties may include. but are not limited to, the following:
1. Provide courteous and expeditious customer service to the general public and Agency staff.
2. Perform a variety of general accounting and auditing work requiring a thorough understanding
of the financial system.
3. Prepare. process and review complex financial or fiscal records. statements, and transactions
involving a variety of items in different forms and requiring the examination of essentially
dissimilar accounting details and substantially different types of support documentation; review
complex contracts and agreements for payment validity and compliance prior to check
preparation; assist with providing fiscal information and answering questions.
4. Review, research and process payments of more technical difficulty dealing with
redevelopment, low-and moderate housing income, and federal funds; maintain records of
payments and balances dealing with individual funding sources; from source agreements and
contracts set up and maintain contract balances in data entry for invoice processing; establish
and maintain fiscal account and budget account numbers; establish and maintain necessary
files.
5. Prepare, process and audit claims, warrants, computer source documents and products;
research, verify validity and prepare invoices for payment, obtain payment approvals and
complete check payment process; validate and release checks; research payment history;
correct and balance accounts payable system; monitor purchase orders and contract balances
prior to payment approval; maintain master list of payment vendors and receivable vendors,
update and prepare reports as necessary; research and reconcile accounts payable and accounts
receivable; prepare purchase orders, requisitions and other documentation related to the
purchase of supplies, materials and services in accordance with Agency policies and
procedures.
6. Audit daily cash receipts; prepare schedules of cash receipts and disbursements, and cash fund
balances; audit and monitor reception area cash receipts.
Exhibit "A"
Accountant
7. Prepare journal vouchers; analyze accounts; assist in year-end closing; prepare financial
schedules; make corrections to accounts payable, accounts receivable or general ledger as
necessary.
8. Research, review and purchase a variety of Agency equipment and equipment maintenance
agreements; thorough knowledge and implementation of the Agency's purchasing policies and
procedures; coordinate with various vendors.
9. Assist in the preparation of Agency budgets and budget planning activities, including providing
technical financial and general administration assistance to Agency personnel.
10. Routinely adhere to and maintain a positive attitude towards City and Agency goals; and,
perform related duties or work as required.
MINIMUM EXPERIENCE AND OUALIFICATIONS:
A Bachelor's degree or equivalent from an accredited college or university with major course work in
accounting, finance, business administration, or a closely related field. With extensive professional
accounting experience, two (2) years of direct professional accounting experience may be substituted
for two (2) years of the required education on a year for year basis.
A valid Class "C" California driver's license and the ability to maintain insurability.
GENERAL OUALIFICATIONS:
Knowledge of:
I. Generally accepted accounting principles, and accounting theory.
2. Basic mathematical and statistical principles.
3. Advanced office procedures.
4. Application and resolution to a wide variety of accounting transactions and problems.
5. Full range of policies, procedures, practices, rules, regulations and laws applicable to the
area of responsibility.
6. Complex computer terminal operating methods and software applications.
7. Spreadsheet and work processing operations;
Ability to:
I. Apply accounting, auditing and financial analysis principles to specific work assignments;
perform professional-level accounting of above-average difficulty.
2. Make complex and varied mathematical computations and tabulation rapidly and
accurately.
3. Accurately and quickly handle cash.
4. Work with a high degree of independence.
5. Establish and maintain effective working relationships with those contacted in the course of
work.
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Exhibit "A"
Accountant
6. Respond to questions from the public and Agency personnel and quickly research and
answer questions.
7. Plan and organize work to meet schedules and timelines.
8. Understand and follow oral and written instructions.
9. Exercise sound judgment in evaluating accounting and control systems.
10. Communicate clearly and concisely both orally and written.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The conditions herein are representative of those that must be met to successfully perform the essential
functions of this job. While performing the duties of this job, the contractor is regularly required to:
sit. talk and hear. both in person and by telephone; use hands to finger. handle and feel computers and
standard business equipment; and reach with hands and arms. The contractor is frequently required to
stand and walk.
Specific vision abilities required by this job include close vision and the ability to adjust focus.
The work environment characteristics described here are representative of those an contractor
encounters while performing the essential functions of this job. The contractor works under typical
office conditions, and the noise level is usually quiet.
Reasonable accommodations may be made to enable individuals with disabilities to perform the
essential job functions.
ORGANIZATIONAL RELATIONSHIPS:
The Accountant is a contracted position in the Economic Development Agency. Supervision IS
received from professional or supervisory personnel.
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