HomeMy WebLinkAbout05.H- Adding 1 Business Reg Acct Technician; Reclassifying 1 Rep; Deleting 1 Classification of Business Rep N
RESOLUTION (ID # 4264) DOC ID: 4264 E
CITY OF SAN BERNARDINO — REQUEST FOR COUNCIL ACTION
Personnel
From: Helen Tran M/CC Meeting Date: 03/07/2016
Prepared by: Pamela Velez, (909) 384-
5161
Dept: Human Resources Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Approving
the Addition of One (1) Position of Business Registration Accounting Technician (U);
Reclassifying One (1) Business Registration Representative (U) to Business
Registration Accounting Technician (U); and Deleting One (1) Classification of Business
Registration Representative (U)from the City's Clerk's Table of Organization. (#4264)
Current Business Registration Certificate: Not Applicable
Financial Impact:
The increase in salary and benefits of$9,000 will be absorbed within the current City
Clerk's overall operating budget for Fiscal Year 2015-16.
Motion: Adopt the Resolution.
Background:
The City Clerk's Office experienced a severe reduction in staff in July 2012, to reduce
department expenditures as the City faced bankruptcy. Several positions were
eliminated and the duties of those positions were absorbed by remaining staff. The
immediate need to bring back the Business Registration Accounting Technician position
is essential so revenue accounting audits associated with business registration can be
sustained. The below list of functions will be satisfied by this position and performed as
a daily priority for the department:
Business Licensing Registration
• Business Licensing Compliance
• Revenue Audits for Business Licensing
• Reconciles daily cash receipts for Business License payment processing
• Regulatory Licensing Determination
• Compiles financial data for a variety of statistical reports
• Provides data on transient occupancy tax collections
• Trains staff on business registration codes, regulations, rules, processes and
procedures
• Serves as liaison and knowledge resource on the business registration software;
troubleshoots and resolves processing problems
The department's current Business Registration Representative has absorbed a
significant amount of the Business Registration Accounting
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Updated: 3/3/2016 by Georgeann Gigi Hanna E
4264
FROM TO
Business Registration Business Registration
Representative Accounting Technician
Salary Range 3384 3414
Bottom Top Bottom Top
Annual Salary $36,156.00 $43,956.00 $42,000.00 $51,048.00
Benefits $21,576.49 $23,577.89 $23,076.00 $25,397.63
Total Salary/Benefits $57,732.49 $67,533.89 $65,076.00 $76,445.63
If approved, the cost differential to fund the reclassification for the remainder of FY
2015-16 is approximately $9,000 and will be absorbed within the City Clerk's overall
operating budget.
RECOMMENDATION
1. Add one (1) position of Business Registration Accounting Technician (U), Range
3414, $3,500 - $4,254/month to the City Clerk's table of organization.
2. Reclassify one (1) Business Registration Representative (U), Range 3384, $3.013 -
$3,663/month, to Business Registration Accounting Technician (U), Range 3414,
$3,500 - $4,254/month.
3. Delete one (1) classification of Business Registration Representative (U) from the
` City's Clerk's table of organization.
4. Authorize the Human Resources Division Manager to update Resolution Nos. 97-
244 and 2011-218 to reflect these changes.
5. Authorize the City Manager's Office to amend the FY 2015-16 budgets to reflect
these changes.
City Attorney Review:
Supporting Documents:
Business Registration Reclass Reso (DOC)
Department Org Chart_CCO (PDF)
Business—Registration—Accounting Technician_(U)-10018 (PDF)
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1 RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN ;.
BERNARDINO APPROVING THE ADDITION OF ONE (1) POSITION OF BUSINESS
3 REGISTRATION ACCOUNTING TECHNICIAN (U); RECLASSIFYING ONE (1
BUSINESS REGISTRATION REPRESENTATIVE (U) TO BUSINESS REGISTRATION
4 ACCOUNTING TECHNICIAN (U); AND DELETING ONE (1) CLASSIFICATION O
BUSINESS REGISTRATION REPRESENTATIVE (U) FROM THE CITY'S CLERK' F
5 TABLE OF ORGANIZATION.
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6 BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
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7 OF SAN BERNARDINO AS FOLLOWS: a
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SECTION 1: The addition of one (1) position of Business RegistrationN_
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10 Accounting Technician (U), Range 3414, $3,500 - $4,254/month to the City Clerk's table
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11 of organization is hereby approved.
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12 SECTION 2: The reclassification of one (1) Business Registrationc
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13 Representative (U), Range 3384, $3,013 - $3,663/month, to Business Registration
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14 Accounting Technician (U), Range 3414, $3,500 - $4,254/month is hereby approved.
15 SECTION 3: The deleteion one (1) classification of Business Registration
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16 Representative (U) from the City Clerk's table of organization is hereby approved. 0
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17 SECTION 4: The Human Resources Division Manager is hereby authorized t N
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18 update Resolution Nos. 97-244 and 2011-218 to reflect these actions.
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SECTION 5: The City Manager is hereby authorized to amend the FY 2015/1 2
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budget to reflect these actions.
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I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO APPROVING THE ADDITION OF ONE (1) POSITION OF BUSINESS
2 REGISTRATION ACCOUNTING TECHNICIAN (U); RECLASSIFYING ONE (1
BUSINESS REGISTRATION REPRESENTATIVE (U) TO BUSINESS REGISTRATION
3 ACCOUNTING TECHNICIAN (U); AND DELETING ONE (1) CLASSIFICATION O
BUSINESS REGISTRATION REPRESENTATIVE (U) FROM THE CITY'S CLERK'
4 TABLE OF ORGANIZATION.
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I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the =
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Mayor and Common Council of the City of San Bernardino at a meeting thereof, held on 0
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the day of , 2016, by the following vote, to wit: o
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COUNCILMEMBERS: AYES NAYES ABSTAIN ABSENT N_
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Georgeann Hanna, City Clerk a
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The foregoing Resolution is hereby approved this of U)
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R. Carey Davis, Mayor y
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21 Approved as to form: W
Gary D. Saenz, City Attorney
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Class Code: 10018
M/CC Date Updated: January 24, 2011
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City of San Bernardino Signature: ~
Director, Human(Rsources
Bargaining Unit: Management/Confidential
EEOC Job Category: Technicians 0
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Class Specification c
BUSINESS REGISTRATION ACCOUNTING TECHNICIAN (U)
JOB SUMMARY v,
Under general supervision, performs a variety of highly difficult and responsible financial W
accounting, auditing and statistical reporting duties in the administration of City business license N
and registration, transient occupancy and utility tax and other business license/permit programs;
serves as liaison in the maintenance and troubleshooting of business registration software
issues and problems; and performs related duties as assigned. m
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DISTINGUISHING CHARACTERISTICS
Business Registration Accounting Technician is responsible for performing a wide variety of
highly responsible and advanced technical financial accounting, auditing and statistical reporting R
duties for the Business Registration division of the City Clerk's Office. The incumbent audits,
balances and reconciles cash receipts for business registrations, transient occupancy and utility
taxes and other receivables and is responsible for all cash safekeeping controls. The incumbent
regularly compiles a variety of financial and statistical reports. The incumbent is responsible for N
training division staff on registration procedures, cashiering practices and uses and operations
of the division's business registration software. The incumbent serves as liaison on matters 00
regarding maintenance and updating of the business registration software. o
Business Registration Accounting Technician is distinguished from other City accounting
classes by the incumbent's specialization in advanced technical accounting and reporting duties
in support of the Business Registration division.
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ESSENTIAL DUTIES AND RESPONSIBILITIES t
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
position if the work is similar, related or a logical assignment to this class. E
1. Audits business registration applications and renewals received by mail and inputs 0
payments. a
2. Audits, balances and reconciles daily cash receipts; audits and reconciles cash receipt
reports from staff; prepares and delivers daily cash deposits to Central Cashiering; drafts .2
cash receivable reports by type, including business registrations and transient
occupancy taxes; oversees use and daily closeout of the credit card machine; trains and 2
assists staff in resolving credit card problems; opens and closes and locks the vault; 4)
monitors and ensures proper cash handling and accounting controls are followed;
researches and resolves a wide range of problems. d
3. Closes business registration accounts in the system for terminating businesses and y
issues refunds if warranted; reviews and researches problem accounts and forwards m
cases to the Business Registration Inspectors for further investigation; researches and
processes claims for overpayment and issues refunds or credits where justified.
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Business Registration Accounting Technician(U) Page 1 Q
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4. Compiles financial data for a variety of statistical reports; provides data on transient
occupancy tax collections to consultant responsible for audit of tax reporting; researches
bankruptcy filings involving delinquent business registration accounts and provides
information to the City Attorney's Office; generates statistical reports for the State of
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California Division on Labor. _
5. Coordinates Route 66 celebration business registration payments and certificates to 3
vendors; guides and participates in the review and issuance of fireworks, live 0
entertainment and operator applications and permits. a
6. Reviews, prepares and maintains a variety of financial and statistical records; audits and c
reconciles business registration accounts to identify and resolve discrepancies and
determine accurate balances; prepares reports and correspondence applicable to the N
work.
7. Trains staff on business registration codes, regulations, rules, processes and W
procedures, including cashiering procedures and uses and operations of the business
registration software.
8. Reviews invoices for division purchases and processes accounts payable requests. V)
9. Serves as liaison and knowledge resource regarding the business registration software; m
troubleshoots and resolves processing problems; using systems administrator access, o
corrects input, coding and processing errors; works with Information Technology and
vendors to resolve serious problems and coordinates maintenance, upgrades and
enhancements to application software and functionalities. in
10. Provides back up for other business registration staff in serving customers by telephone
and at the front counter; handles the more difficult customers or escalated cases as W
needed; serves as a technical information resource to other division staff.
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GENERAL QUALIFICATIONS
Knowledge of-
1. Standard principles, practices and terminology of general and enterprise accounting, o
including accounts receivable accounting and internal control practices and procedures. :.
2. Basic audit principles and practices.
3. City codes, rules, procedures and practices governing accounts receivable, cash
receipting, accounts payable processing and related financial transactions. '2
4. City codes, regulations and rules applicable to determining business registration
requirements and fee amounts for a wide variety of business classes and levels. a
5. Uses and advanced operations of the City's business registration software.
6. Provisions applicable to the issuance of fireworks and live entertainment operator =
permits.
7. Customer service practices and customer-oriented telephone etiquette. 0
8. Standard office administration practices and procedures, including filing and a
recordkeeping systems.
9. Sound business communication practices; correct English usage, including spelling, .0
grammar and punctuation. y
10. Uses and operations of computers and standard business software including word a,
processing and spreadsheet applications.
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Ability to: c
1. Operate a computer and make advanced uses of spreadsheet and business registration
software. m
2. Interpret and apply standard accounting and auditing principles and practices to areas of
assigned responsibility.
Business Registration Accounting Technician(U) Page 2 Q
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3. Analyze, balance and reconcile complicated financial and statistical data.
4. Maintain and enforce sound internal controls on cash receipting and reporting.
5. Make difficult calculations and tabulations and review financial and related information
accurately and rapidly. ~
6. Understand, interpret, explain and apply complex City codes, regulations and rules E
regarding business registration and other business licenses/permits.
7. Reach accurate decisions in accordance with Municipal Code and other rules and 0
policies. q
8. Understand and carry out written and oral instructions. c
9. Communicate clearly and effectively orally and in writing.
10. Prepare clear, accurate and concise computer entries, reports and correspondence. N
11. Handle tactfully and effectively sensitive customer relations situations and defuse
situations that are highly emotional and volatile.
12. Maintain sensitive and confidential information. N
13. Establish and maintain effective working relationships with managers, co-workers, _
customers, and others encountered in the course of work.
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MINIMUM QUALIFICATIONS c
Education, Training and Experience:
A typical way of obtaining the knowledges, skills and abilities outlined above is graduation
from high school or G.E.D. equivalent; two years of college-level coursework in bookkeeping y
and/or accounting from an accredited college or university; and two years of progressively
responsible experience in performing difficult technical accounting duties; or an equivalent
combination of training and experience. Experience in a government setting is highly
desirable. A Bachelor's degree in accounting from an accredited college or university may N
be substituted for the required experience. v
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Accreditation shall be by a national or regional accreditation body that is recognized by the o
Secretary of the United States Department of Education. i
Licenses, Certificates; Special Requirements:
None.
PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an
employee to successfully perform the essential functions of this class. Reasonable
accommodations may be made to enable individuals with disabilities to perform the essential
functions.
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While performing the duties of this class, employees are regularly required to sit; talk or hear, Q
both in person and by telephone; and use hands repetitively to operate, finger, handle or feel cl
computers and other standard office equipment; and reach with hands and arms. Employees
are frequently required to stand and walk and lift up to 25 pounds. N
Specific vision abilities required by this job include close vision and the ability to adjust focus.
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WORK ENVIRONMENT N
The work environment characteristics described here are representative of those an employee
encounters while performing the essential functions of this class. Reasonable accommodations m
may be made to enable individuals with disabilities to perform the essential functions.
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Employees work under typical office conditions and the noise level is usually quiet. E
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