HomeMy WebLinkAbout09.C- City Manager RESOLUTION (ID#2348) DOC ID: 2348 A
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Personnel
From: Allen Parker M/CC Meeting Date: 04/01/2013
Prepared by: Allen Parker, (909) 384-5122
Dept: City Manager Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Establishing Two
Additional Accountant Positions in the Finance Department.
Current Business Registration Certificate: Not Applicable
Financial Impact:
Please see memo from City Manager
Motion: Adopt the Resolution.
Please see memo from City Manager.
City Attorney Review:
Supportinp_Documents:
Memo from CM for 4-1-13 Agenda Items (DOCX)
Accountant_I Job Description(PDF)
Resolution Establishing Contract Administrator and two Accountant Positions 3-27-13 (DOC)
Contracts Administrator Job Description (DOC)
reso 2348 (PDF)
Updated:3/27/2013 by Jolena E.Grider A ',
CITY OF SAN BERNARDINO
r� INTEROFFICE MEMORANDUM
CITY MANAGER'S OFFICE
TO: Mayor and Common Council
FROM: Allen Parker, City Manager
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SUBJECT: Staffing/Finance Department o
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DATE: March 28, 2013
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COPIES: Jim Penman, City Attorney; Gigi Hanna, City Clerk a
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Getting the Finance Department functioning is my number one priority. Simply stated, we cannot
take weeks or months to recruit, interview, do background checks, etc. for the management �-
positions. We have to get the Department up and running not only for day-to-day needs but for 00
the budget,bankruptcy and audit(s). N
From a de facto standpoint, most of the management financial functions are in the hands of E
Urban Futures; and from a hit-the-ground-running standpoint, Urban Futures is best prepared to
manage the Department. Both City Attorney Penman and Bankruptcy Attorney Glassman have
concurred that a sole source proposal from Urban Futures is appropriate in this case. Q
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Accordingly, please find attached a proposal from Urban Futures to manage the Finance r
Department on a contract basis. They do so for the City of Jurupa. The proposed annual fee is a
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$450,000, virtually the same if the positions were filled in-house ($450,430, including benefits). 12
The existing City employees would remain with the City but be supervised by Urban Futures, 2
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subject to a meet and confers with the appropriate labor representation units. E
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On an hourly basis, this proposal has the added benefit of confining Urban Futures to a contract 0
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for providing management financial services at the following reduced costs:
Position Current Billing Contract Cost
Finance Director $150 $96.15
Budget Manager $105 $67.30
Fiscal Officer $ 85 $60.10 a
Urban Futures is also recommending the addition of a Contract Administrator and two
Accountants who would be City employees. Authorizing these three positions adds $240,812 to
the annual budget, including benefits.
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Packet Pg. 223
Lastly, the City has retained Urban Futures to assist with the bankruptcy proceedings. The
current budget allocation of $200,000 has almost been reached, and I would recommend an
additional $100,000 be allocated to cover the remainder of this fiscal year.
RECOMMENDATIONS:
1. That the Mayor & Common Council approve the attached proposal from Urban Futures for
management of the Finance Department through June 30, 2014, $112,500 for the remainder of
this fiscal year and $450,000 for FY 2013-14. O
2. That the proposal be referred to the City Attorney to be embodied in a contract format. o
3. That the Common Council authorize three additional positions of one Contract Administrator C-
and two Accountants. _
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4. That the budget allocation of$200,000 to Urban Futures for bankruptcy assistance be increased E
to$300,000.
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Class Code: 30011
M/CC Date Updated: January 24, 2011
City of San Bernardino Signature: k7,4' -i, �,-
Director, Huma&Aesources
Bargaining Unit: General
EEOC Job Category: Professionals
Class Specification
ACCOUNTANTI
JOB SUMMARY
Under general supervision, performs professional accounting assignments in the preparation o
and maintenance of the City's financial records and reports; and performs related duties as
assigned.
DISTINGUISHING CHARACTERISTICS Q
Accountant I is the first professional level class in the professional Accountant class series. The o
incumbent performs routine to moderately difficult accounting and financial analysis duties to
provide accurate and timely accounting and financial records and reports for City management
and departments. Work is performed independently and requires a sound understanding of
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professional accounting standards and practices and City accounting procedures.
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Accountant I is distinguished from Accountant II in that an incumbent in the latter class performs
more difficult accounting duties in reviewing and reconciling accounting and payroll-related data c
and maintaining the City's general ledger, 2
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Accountant I is further distinguished from accounting technician classes by the need to
understand and apply professional accounting theories, principles and practices in the
preparation and evaluation of financial and accounting records, transactions and reports. o
ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude them from the o
position if the work is similar, related or a logical assignment to this class.
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1. Performs professional accounting duties in the maintenance of records of revenues,
expenditures and special funds. E
2• Reviews accounting documents to ensure accurate information and calculations and
makes correcting entries. Y
3. Examines supporting documentation to establish proper authorization and conformance Q
with agreements, contracts and state and federal requirements.
4. Prepares and maintains control and subsidiary accounting records involving a variety of
transactions and accounts.
5. Prepares journal entries.
6. Performs periodic reconciliation of general ledger, journal and subsidiary ledger
accounts.
7. Analyzes and prepares reports on revenue estimates, expenditures and fund conditions.
8. Compiles and prepares routine accounting schedules and reports.
Accountant I Page 1
Packet Pg. 225
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9. Maintains spreadsheets and reconciles grant revenue and expenditures to the general
ledger.
10. Prepares adjusting journal entries.
11.Approves grant claims for processing.
12. Prepares monthly or quarterly billings and invoices for reimbursement from state and
federal grantor agencies, on-line, by telephone or by paper copy.
13. Prepares journal entries to record grant credits and grant match charges.
14. Maintains detailed documentation and records.
15. Monitors the status of grant funds versus budgets.
16. Identifies variances and prepares account transfers to cover account overages where
permitted by grant provisions.
17. Follows up with departments to ensure grant funds are expended in accordance with o
grant agreements.
18. Works with relevant departments to resolve grant budget and accounting problems and a
issues.
19. Provides guidance on procedures for making purchases out of grant funds where
permitted. E
20. Prepares schedules of grant revenues, expenditures and carry-over funds to prepare a
single audit report. o
21. Serves as liaison with federal and state auditors to provide information and
documentation and respond to questions and issues.
22. Prepares monthly journal entries to charge-back to all City departments administrative
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costs, such as fleet, telephone and workers' compensation costs.
23. Maintains spreadsheets, makes calculations and prepares journal entries to allocate co
monthly interest income.
24. Prepares journal entries to reverse returned checks in revenue accounts.
25. Prepares billings to insurance companies for third-party damages to City property. 2
26. Maintains a variety of other spreadsheets to track work orders, payments and other •°-
accounting transactions for entry into general and subsidiary ledgers.
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27. Compiles information and assists in preparing a variety of reports, summaries and o
schedules. o
GENERAL QUALIFICATIONS
Knowledge of,
1. Principles and practices of general, fund and governmental accounting including grants o
accounting. 0
2. Basic principles and practices of cost accounting, internal control and auditing. a
3. Federal, state and local laws, regulations and court decisions applicable to grants
accounting and other assigned areas of responsibility. E
4. Basic principles and practices of public administration, including budgeting, purchasing,
contract administration and maintenance of public records.
5. Research methods and statistical and financial analysis techniques. Q
6. Principles and practices of computer-based financial and accounting systems.
7. Principles and practices of sound business communication.
Ability to:
1. Operate a computer and spreadsheet software and other standard office equipment.
2. Analyze and make sound recommendations on difficult financial data and operations.
Accountant I Page 2
Packet Pg. 226
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3. Understand, interpret, explain and apply City, state and federal law, codes, ordinances
and regulations and professional accounting standards regulating City financial
accounting, reporting and recordkeeping.
4. Perform complicated mathematical calculations and analyses.
5. Prepare clear, concise and comprehensive financial records and reports.
6. Exercise sound independent judgment within established policies and procedures.
7. Establish and maintain effective working relationships with departmental managers,
staff, representatives of grantor agencies, auditors and others encountered in the course
of work.
MINIMUM QUALIFICATIONS
Education, Training and Experience: _
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation
from an accredited four-year college or university with a major in accounting or a closely o
related field; and at least one year of responsible professional accounting experience; or an a
equivalent combination of training and experience. Technical accounting experience may be d
substituted on a year-for-year basis for the required education, up to a maximum of two E
years. Experience in a governmental agency is preferred.
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Accreditation shall be by a national or regional accreditation body that is recognized by the
Secretary of the United States Department of Education.
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Licenses, Certificates, Special Requirements: ``
A valid California driver's license and the ability to maintain insurability under the City's
vehicle insurance policy.
PHYSICAL DEMANDS g
The physical demands described here are representative of those that must be met by an 2-
employee to successfully perform the essential functions of this class. Reasonable y
accommodations may be made to enable individuals with disabilities to perform the essential o
functions.
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While performing the duties of this job, the employee is regularly required to sit; talk or 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 employee is frequently required to 0
stand and walk. U
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Specific vision abilities required by this job include close vision and the ability to adjust focus.
WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations a
may be made to enable individuals with disabilities to perform the essential functions. The
employee works under typical office conditions, and the noise level is usually quiet.
Accountant 1 Page 3
Packet Pg. 227
1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN '
BERNARDINO ESTABLISHING TWO ADDITIONAL ACCOUNTANT POSITIONS IN
3 THE FINANCE DEPARTMENT.
4 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
5 OF SAN BERNARDINO AS FOLLOWS:
6 SECTION 1. Two additional Accountant positions in the Finance Department are
7 hereby established.
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SECTION 2. The Finance Department is directed and authorized to amend the o
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FY2012/13 budget by$35,000 and FY2013/14 budget by$140,000 for these two additional 0..
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positions.
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I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO ESTABLISHING TWO ADDITIONAL ACCOUNTANT POSITIONS IN
2 THE FINANCE DEPARTMENT.
3 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
4 Common Council of the City of San Bernardino at a meeting thereof,
5 held on the day of , 2013, by the following vote,to wit:
6 COUNCILMEMBERS: AYES NAYS ABSTAIN ABSENT
7 MARQUEZ
8 JENKINS y
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9 VALDIVIA
10 SHORETT a.
KELLEY
11 JOHNSON
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14 Georgeann Hanna, City Clerk
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15 The foregoing Resolution is hereby approved this of ,2013.
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17 Patrick J. Morris, Mayor a
City of San Bernardino
18 Approved as to form: d
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19 JAMES F. PENMAN, r
City Atto ey a
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21 By:
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