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HomeMy WebLinkAbout2018-0981 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. 2018-98 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA AUTHORIZING THE RECLASSICATION OF THE BUSINESS REGISTRATION REPRESENTATIVE AND SENIOR BUSINESS REGISTRATION REPRESENTATIVE JOB CLASSIFICATIONS FROM UNCLASSIFIED TO CLASSIFIED POSITIONS WITHIN THE GENERAL UNIT BARGAINING GROUP AND AMENDING THE SALARY SCHEDULE ADOPTED BY RESOLUTION 2017-112 ON JUNE 21, 2017 WHEREAS, the new City Charter adopted by voters on November 8, 2016, and filed with the California Secretary of State on January 31, 2017 assigns to the City Clerk, in section 505, responsibility for giving notice of council meetings, keeping a journal of proceedings and performing the duties prescribed by State law, the Charter and by ordinance. The scope of responsibility assigned to the City Clerk does not include the functions of the Business Registration Division; and WHEREAS, the new City Charter went into effect upon filing with the Secretary of State on January 31, 2017; and WHEREAS, Section 501 of the City of San Bernardino Charter provides the City Manager with the authority to prescribe the functions of all departments to meet the needs of the community in the most effective and efficient manner; and WHEREAS, the functions of the Business Registration Divisions were transferred to the Finance Department; and WHEREAS, pursuant to the former City Charter, full-time employees reporting to an elected official were placed in unclassified positions as part of the Management/Confidential ("SBCMA") bargaining unit; and WHEREAS, employees in the Business Registration Division transferred to the Finance Department will no longer report to an elected official; and WHEREAS, the adopted budget for the Finance Department in Fiscal Year 2017/18 included the Business Registration Division. NOW, THEREFORE, BE IT RESOLVED BY THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO AS FOLLOWS: SECTION 1: The above recitals are true and correct and incorporated herein by this reference. SECTION 2: The classifications of: 1 a) Business Registration Representative (U), Range 392 $3,136-$3,812 per month; and b) Senior Business Registration Representative (U), Range 402, $3,296 - $4,007 per month are hereby deleted. SECTION 3: The classifications of: a) Business Registration Representative, Range 392 $3,136-$3,812 per month; and b) Senior Business Registration Representative, Range 402, $3,296 - $4,007 per month assigned to the General Unit bargaining group are hereby established and the job descriptions for said positions, attached hereto and incorporated herein as Exhibits "A" and "B", are hereby approved. SECTION 4: The Director of Human Resources is authorized to update the City of San Bernardino Salary Schedule adopted by Resolution No. 2017-112 to reflect these actions. 2 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA AUTHORIZING THE RECLASSICATION OF THE BUSINESS REGISTRATION REPRESENTATIVE AND SENIOR BUSINESS REGISTRATION REPRESENTATIVE JOB CLASSIFICATIONS FROM UNCLASSIFIED TO CLASSIFIED POSITIONS WITHIN THE GENERAL UNIT BARGAINING GROUP AND AMENDING THE SALARY SCHEDULE ADOPTED BY RESOLUTION 2017-112 ON JUNE 21, 2017 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and City Council of the City of San Bernardino at a Joint Regular Meeting thereof, held on the 4th day of April 2018, by the following vote, to wit: Council Members: AYES NAYS MARQUEZ� BARRIOS X VALDIVIA k� SHORETT y NICKEL y RICHARD l MULVIHILL X ABSTAIN ABSENT Georgeann nna, CMC, Vity Clerk The foregoing Resolution is hereby approved this 4th day of Apri12018. R. Carey DaVerardino Mayor City of San Approved as to form: Gary D. Saenz, City Attorney By: "ICLC 0 3 r EXHIBIT A b 1tl Class Code: 19229 M/CC Date Updated: januaFy 24, 294 H ly ti City of San Bernardino Signature: Director, Human Resources Bargaining Unit: MaRagemenVGenfidential General Unit Class Specification BUSINESS REGISTRATION REPRESENTATIVE U) JOB SUMMARY Under general supervision, performs a variety of highly responsible technical and customer Field Code Changed service duties in the administration of City business license and registration, transient occupancy and utility tax and other business license/permit programs, by telephone and in person; calculates fees, penalties and adjustments; receives payments and issues licenses and Permits; may aot as a GeFtified Pa6speFt Agent; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS Business Registration Representative is the journey -level class in the Business Registration Representative class series. Incumbents perform a variety of routine to complex functions involved in administering the City's business registration and license and other business license/permit programs. In person and by telephone, incumbents provide information, research problems, calculate fees and penalties, accept payments of fees, perform billing and collections and assist customers with a variety of problems and situations. Incumbents handle a significant volume of telephone and in-person customer interactions involving a wide range of renewal, billing and other issues, often involving customers who are upset or distressed. Work requires learning and applying information on an extensive variety of business types and revenue levels, ranging from one-time yard sales to large scale contractors and commercial enterprises and the ability to explain and interpret City codes, regulations and rules using non-technical language. Business Registration Representative is distinguished from Senior Business Registration Representative in that incumbents in the latter class provide lead work direction and perform more complex duties including the reconciliation of daily collection transactions, preparation of cash receivable reports and special permit programs. 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 position if the work is similar, related or a logical assignment to this class. In person and by telephone, assists customers with a wide variety of business registration and other permit questions and issues; reads business registration applications and interviews customers to determine the type of business license required and the relevant fee structure; explains City prerequisites for the type of business involved; directs customers to other agencies whose approvals are required for business startup; enters data to set up new accounts; calculates fees, penalties and prior year adjustments if involved; accepts and issues receipts for payments received in cash or by check or credit card; balances assigned cash drawer at the end of the day. Business Registration Representative Page 1 Field Code Changed EXHIBIT A 2. Reviews accounts and registration renewal dates; conducts research and initiates account corrections if warranted; generates and prints renewal notices; pulls notices requiring special attachments; stuffs envelopes; calculates correct amounts and generates quarterly billing notices; generates follow up notices for delinquent accounts. 3. Processes business registration renewal payments received by mail; reviews accounts for accuracy; corrects billing errors and closes accounts in the system; returns improperly filed returns; processes payments for transient occupancy and utility taxes. 4. Files applications and associated documents by class, account number and business name. 5. Coordinates the bingo license renewal process; if necessary, interviews organization representatives and notifies them of background check requirements; receives, processes and issues permits to a variety of non-profit organizations. Prepares forms for seizure hearings regarding _stFeet oods merchandize or equipment seizeo pursuant to the San Bernardino Municipal Code. des 8-6. Prepares a variety of records, reports and routine correspondence; orders forms and supplies. GENERAL QUALIFICATIONS Knowledge of: 1. City codes, regulations and rules applicable to determining business registration requirements and fee amounts. 2. Customer service practices and customer -oriented telephone etiquette. Field code changed 3. Standard office administration practices and procedures, including filing systems. 4. Sound business communication practices; correct English usage, including spelling, grammar and punctuation. 5. Characteristics of the City's business base, including typical types of businesses and registration/fee issues. 6. Uses and operations of computers and standard business software. 7. Business math. Ability to: 1. Operate a computer and other standard office equipment. Field code changed _ 2. Handle tactfully and effectively sensitive customer relations situations and defuse situations that are highly emotional and volatile. 3. Quickly, efficiently and calmly handle a significant volume of customer interactions by telephone and in person. 4. Understand, interpret, explain and apply complex City codes, regulations and rules regarding business registration and other business licenses/permits. 5. Reach accurate decisions in accordance with rules and policies. 6. Understand and carry out written and oral instructions. 7. Communicate clearly and effectively orally and in writing. 8. Prepare clear, accurate and concise computer entries and basic correspondence. 9. Maintain sensitive and confidential information. 10. Establish and maintain effective working relationships with managers, co-workers, customers, passport applicants and others encountered in the course of work. Business Registration Representative Page 2 EXHIBIT A MINIMUM QUALIFICATIONS Education, Training and Experience: typical way of obtaining the knowledges, skills and abilities outlined above is graduation Field Code Changed from high school or G.E.D. equivalent; and two years of progressively responsible office administrative or customer service experience, or an equivalent combination of training and experience. Experience in customer service functions in a government setting is highly desirable. 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. While performing the duties of this class, employees are regularly required to sit; talk or hear, Field Code Changed both in person and by telephone; and use hands repetitively to operate, finger, handle or feel 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. 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 may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions and the noise level is usually quiet. Business Registration Representative Page 3 EXHIBIT B Class Code: 1921 M/CC Date Adopted: City of San Bernardino Signature: Director, Human Resources Bargaining Unit: General Unit Class Specification SENIOR BUSINESS REGISTRATION REPRESENTATIVE JOB SUMMARY Under general supervision, ,performs a variety of highly responsible technical and customer Feld Code Changed service duties in the administration of City business license and registration, transient occupancy and utility tax and other business license/permit programs, by telephone and in person; coordinates the issuance of fireworks and live entertainment operator permits; balances and reconciles cash and transaction reports; performs lead work direction and guidance to other Business Registration Representatives; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS Senior Business Registration Representative is the lead/journey-level class in the Business Registration class series. The incumbent provides lead work direction and guidance and performs more difficult business registration and permit duties, including coordinating issuance of fireworks and live entertainment operator permits, in addition to participating in the work of other Business Registration Representatives. The incumbent also balances and reconciles a variety of accounts on a regular basis. Work requires the application of in-depth information on an extensive variety of business types and revenue levels, ranging from one-time yard sales to large scale contractors and commercial enterprises, and the ability to explain and interpret City codes, regulations and rules using non-technical language. Senior Business Registration Representative is distinguished from Business Registration Inspector in that incumbents in the latter class focus on processes to bring delinquent businesses into compliance with City business registration requirements. 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 position if the work is similar, related or a logical assignment to this class. Provides lead work direction and guidance to other Business Registration Representatives; provides staff training on business registration codes, regulations, rules, processes and procedures; serves as a technical resource and assists staff in resolving difficult cases; monitors and reviews work results and processes. Coordinates the processing of live entertainment permit and operator permit investigations; explains codes, regulations and fees to applicants; coordinates with the Police and other departments to complete the investigation process; notifies applicants of action taken regarding the permit. Coordinates the processing of fireworks permit applications; explains fireworks regulations to applicants; reviews applications and financial statements for completeness and eligibility; Senior Business Registration Representative Page 1 EXHIBIT B coordinates application processing with fireworks suppliers, applicants and applicable City departments to ensure receipt of required fees and other documents; issues fireworks registration certificates and maintains all related files. 4. Assists with daily auditing of cash receipts and deposits; corrects billing errors; participates in the balancing of various cash and transaction accounts of a daily, monthly, quarterly and annual basis; assists with the preparation of complex renewal notices. 5. In person and by telephone, assists customers with a wide variety of business registration and other permit questions and issues; reads business registration applications and interviews customers to determine the type of business license required and the relevant fee structure; explains City prerequisites for the type of business involved; directs customers to other agencies whose approvals are required for business startup; enters data to set up new accounts; calculates fees, penalties and prior year adjustments if involved; accepts and issues receipts for payments received in cash or by check or credit card; balances assigned cash drawer at the end of the day. 6. Generates, prints and stuffs reminder and delinquent notices for business registration accounts. 7. Files applications and associated documents by class, account number and business name. 8—• 9.8. Prepares a variety of records, reports and routine correspondence; orders forms and supplies. 40-.9. Provides back up for other business registration staff. GENERAL QUALIFICATIONS Knowledge of. 1. City codes, regulations and rules applicable to determining business registration requirements and fee amounts. 2. Provisions applicable to the issuance of fireworks and live entertainment operator permits. 3. Customer service practices and customer -oriented telephone etiquette. Field code changed 4. Standard office administration practices and procedures, including filing systems. 5. Sound business communication practices; correct English usage, including spelling, grammar and punctuation. 6. Characteristics of the City's business base, including typical types of businesses and registration/fee issues. 7. Uses and operations of computers and standard business software. 8. Basic accounting procedures and terminology applicable to assigned areas of responsibility. 9. Business math. Ability to: 1. Operate a computer and other standard office equipment. Field Code Changed 2. Handle tactfully and effectively sensitive customer relations situations and defuse situations that are highly emotional and volatile. 3. Quickly, efficiently and calmly handle a significant volume of customer interactions by telephone and in person. 4. Understand, interpret, explain and apply complex City codes, regulations and rules regarding business registration and other business licenses/permits. 5. Reach accurate decisions in accordance with rules and policies. Senior Business Registration Representative4k) Page 2 EXHIBIT B 6. Perform account balancing and reconciliation duties quickly and accurately. 7. Understand and carry out written and oral instructions. 8. Communicate clearly and effectively orally and in writing. 9. Prepare clear, accurate and concise computer entries and basic correspondence. 10. Maintain sensitive and confidential information. 11. Establish and maintain effective working relationships with managers, co-workers, customers, nd others encountered in the course of work. MIMIMUM QUALIFICATIONS Education, Training and Experience: ,1 typical way of obtaining the knowledges, skills and abilities_ outlined above is graduation Field Code Changed from high school or G.E.D. equivalent; and three years of progressively responsible customer service experience, or an equivalent combination of training and experience. Experience in customer service functions in a government setting is highly desirable. 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. ,While performing the duties of this class, employees are regularly required to sit; talk or hear, Field Code Changed both in person and by telephone; and use hands repetitively to operate, finger, handle or feel — -- 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. 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 may be made to enable individuals with disabilities to perform the essential functions. Employees work under typical office conditions and the noise level is usually quiet. Senior Business Registration Representative Page 3