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HomeMy WebLinkAbout2018-327Resolution No. 2018-327 RESOLUTION NO. 2018-327 RESOLUTION OF THE MAYOR AND CITY COUNCIL OF THE CITY OF SAN BERNARDINO, CALIFORNIA, RECLASSIFYING POSITIONS WITHIN THE FINANCE DEPARTMENT; AMENDING AND APPROVING CLASSIFICATIONS AND JOB DESCRIPTIONS; AMENDING THE FULL-TIME SALARY SCHEDULE ADOPTED BY RESOLUTION NO. 2018-181; AND AMENDING THE FISCAL YEAR 2018/19 BUDGET WHEREAS, one of the City's top priorities is to improve government operations by enhancing service delivery and increasing organizational efficiency and effectiveness; and WHEREAS, recent vacancies have presented the opportunity to review the existing organizational structure of the Finance Department and their level of operations and services; and WHEREAS, adjustments have been identified that will impact the classifications of Deputy Director of Finance/Budget Manager (U), Payroll Manager, and Accounting Assistant to better fit the current operations within the department. WHEREAS, the City of San Bernardino, International Union of Operating Engineers Local 12 and San Bernardino Confidential Management Association have met and conferred in good faith. 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 are incorporated herein by this reference. SECTION 2: The classification of the Payroll Supervisor position is hereby established and the job description for said position, attached hereto and incorporated herein as Exhibit "C" is hereby approved. SECTION 3: The classification of the Deputy Director of Finance (U) is hereby amended and the job description for said position, attached hereto and incorporated herein as Exhibit `B", is hereby approved. SECTION 4. Reclassify the (1) one Accounting Assistant position, Range 406, $3,363 - $4,088/month, to (1) one Assistant Buyer, Range 426, $3,716 - $4,516/month. SECTION 5. That the City Council finds this Resolution is not subject to the California Environmental Quality Act (CEQA) in that the activity is covered by the general rule that CEQA applies only to projects which have the potential for causing a significant effect on the Resolution No. 2018-327 environment. Where it can be seen with certainty, as in this case, that there is no possibility that the activity in question may have a significant effect on the environment, the activity is not subject to CEQA. SECTION 6. Severability. If any provision of this Resolution or the application thereof to any person or circumstance is held invalid, such invalidity shall not affect other provisions or applications, and to this end the provisions of this Resolution are declared to be severable. SECTION 7. Effective Date. This Resolution shall become effective January 1, 2019. APPROVED and ADOPTED by the City Council and signed by the Mayor and attested by the City Clerk this 190' day of December 2018. John Valdivia, Mayor City of San Bernardino Attest: . GeorgeanK Hama, MMC, C-ity Clerk Approved as to form: Gary D. Saenz, Resolution No. 2018-327 CERTIFICATION STATE OF CALIFORNIA) COUNTY OF SAN BERNARDINO) ss CITY OF SAN BERNARDINO) I, Georgeann Hanna, MMC, City Clerk, hereby certify that the attached is a true copy of Resolution No. 2018-327 adopted at a regular meeting held at the 196` day of December 2018 by the following vote: Council Members: SANCHEZ IBARRA VACANT SHORETT NICKEL RICHARD MULVIHILL AYES NAYS X Y X X y ABSTAIN ABSENT WITNESS my hand and official seal of the City of San Bernardino this 19"' day of December 2018. Georgeann Kanna, MM , ity Clerk 0 � . _ � L m c LM d) ca c m � � 0 � � � E t m � � � � V � m LA. � � � 0 a 0 L � - q o 0 - e ® 8 0 0 �§ S R ■ _ _ _ e c CO © 2 No w 2 E k k . � � 2 & o % 2 � § $ ■ \ � � % $ q O o Cori e % a �§ B q � . @ C 0 V) w 0) _ _ S m © cok k £ � � s Im2 e a e c c $� ■ � B� t E� - tkNAk I,b a r e � x City of San Bernardino EXHIBIT B Class Code: MiCC Date Updated: Signature: Director, Human Resources Bargaining Unit: Management/Confidential Class Specification DEPUTY DIRECTOR OF FINANCE JOB SUMMARY Under general direction, assists the Director of Finance in managing the operations and activities of the Finance department. Plans, organizes and manages the work of accounting division staff in the preparation and maintenance of the City's financial records and reports; prepares financial statements and reports; performs complex and difficult financial and accounting analyses; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS Deputy Director of Finance is responsible for the maintenance of the City's centralized accounting records, including the general ledger, and reviewing decentralized accounting information and preparing periodic and annual financial statements and reports of accounting and financial transactions, activities and funds. The incumbent assists the Director of Finance in managing the operations and functions of the department, provides guidance and direction to department staff and performs a variety of complex research analyses, studies and special projects applicable to City-wide financial management, accounting, treasury, payroll and other areas of functional responsibility. Assignments are broad in scope and allow for a high degree of administrative discretion in their execution. 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. 1. Plans, organizes, controls, manages and evaluates the work of Finance Department staff, with subordinate supervisors and staff, participates in establishing operational plans and initiatives to meet department goals and objectives; implements departmental plans, work programs, processes, procedures and policies required to achieve overall department performance results; coordinates and integrates department functions and responsibilities to achieve optimal efficiency and effectiveness; participates in developing and monitoring performance against the annual departmental budget- 2. udget2. Plans and evaluates the performance of assigned staff; establishes performance requirements and personal development targets; monitors performance and provides coaching for performance improvement and development; provides or recommends compensation and other rewards to recognize performance; takes disciplinary action, up to and including termination, to address performance deficiencies, subject to management concurrence, in accordance with the City's human resources policies and procedures, Personnel Rules and labor contract provisions. Deputy Director of Finance Page I EXH1BI T B 3. Provides leadership and works with staff to develop and maintain a high performance, customer service-oriented work environment that supports achieving the City's mission, strategic goals and core values. 4. Coordinates and participates in the work of staff engaged in booking financial transactions and maintenance of the general ledger, subsidiary ledgers and other accounting records; oversees the reconciliation of accounts and records; maintains specialized accounting and financial records for enterprise funds and assessment districts; provides professional recommendations on complex situations involving the booking of expenses; provides direction on difficult and unusual accounting and reporting issues; audits and monitors City accounting activities to ensure compliance with legal and regulatory requirements and mandates; maintains and updates the City's Chart of Accounts in coordination with the Director of Finance. 5. Manages, supervises and participates in preparation of interim and annual financial statements, schedules, working papers and notes; supervises and prepares periodic financial reports to departments, City management, City Council and other organizations; researches and works with department heads and other managers to resolve accounting and reporting problems and discrepancies; performs a variety of complex financial and accounting analyses, including cost accounting analyses for specific programs and operations; coordinates and participates in preparation of the annual CAM and approves the final document for publication. Evaluates financial policies and procedures and makes recommendations as necessary; implements and monitors financial and accounting practices and procedures. 6. Formulates and implements, or recommends, accounting "best practiceA policies, procedures and internal controls to ensure the integrity of the City's financial operations and compliance with all legal requirements in coordination with the Director of Finance. 7. Develops and participates in implementing goals, objectives, policies and standards for the Finance department; provides expert professional assistance and support to staff and City management on finance related matters; researches, analyzes, evaluates and develops findings and makes determinations and recommendations involving complex budget and financial management issues; as directed, participates on various City committees, offering financial expertise and knowledge; coordinates activities among various divisions of the Finance Department. 8. Acts for the Director of Finance in that individual's absence. GENERAL QUALIFICATIONS Knowledge of 1. Principles and practices of general, fund and governmental accounting including financial statement preparation and methods of financial control and reporting. 2. Federal, state and local laws, regulations and court decisions applicable to assigned anus of responsibility. 3. Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards Board (GASB) and Government Finance Officers Association (GFOA) accounting standards and requirements. 4. City operations, functions and challenges and associated financial management issues. 5. Principles and practices of public administration, including budgeting, purchasing, contract administration and maintenance of public records. 6. Research methods and statistical and financial analysis techniques. 7. Principles and practices of computer-based financial and accounting systems. 8. Principles and practices of sound business communication. Deputy Director of Finance Page 2 EXHIBIT B 9. Principles and practices of effective management and supervision. 10. City human resources policies and procedures, Civil Service Rules and labor contract provisions. Ability to -- 1. o_1. Plan, organize, manage and coordinate the work of staff engaged in preparing and maintaining City-wide financial records and reports 2. Analyze and make sound recommendations on complex accounting and financial issues, data and operations. 3. Understand, interpret, explain and apply federal, state and local policy, law, regulations and court decisions regulating the City's financial accounting, reporting and record keeping. 4. Develop and implement sound financial and accounting procedures and controls. 5. Communicate clearly and effectively, orally and in writing. 6. Define issues, analyze problems, evaluate alternatives and develop sound, independent conclusions and recommendations in accordance with laws, regulations, rules and policies. 7. Prepare clear, concise and comprehensive correspondence, reports, studies and other written materials. 8. Exercise sound, expert independent judgment within general policy guidelines. 9. Exercise tact and diplomacy in dealing with sensitive and complex issues and situations. 10. Establish and maintain effective working relationships with the City Manager, Mayor and Council Members, department heads and managers, staff, representatives of other agencies, the public and others encountered in the course of worts. 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, finance or a closely related field; at least six (6) years of progressively responsible professional finance and/or accounting experience in a municipal agency, at least two (2) years of which were in a supervisory capacity; or an equivalent combination of training and experience. A Master's Degree is highly desirable. Licensed as a Certified Public Accountant is preferred. Accreditation shall be by a national or regional accreditation body that is recognized by the Secretary of the United States Department of Education. 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 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. Deputy Director of Finance Page 3 EXHIBIT B 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 stand and walk. 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. The employee works under typical office conditions, and the noise level is usually quiet. Deputy Director of Finance Page 4 City of San Bernardino JOB SUMMARY WCC Date Adopted: Signature: CLASS SPECIFICATION PAYROLL SUPERVISOR EXHIBIT C Class Code: Director of Human Resources Bargaining Unit: Management Under direction, plans, organizes and supervises the work of staff engaged in the preparation, processing and maintenance of the City's payroll and related records and reports; prepares quarterly and annual payroll tax payments, filings and statements to ensure conformance with IRS regulations; performs complex and difficult financial and payroll analyses; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS Payroll Supervisor is responsible for maintenance of the City's centralized payroll processes, records and reports, including payment and reporting of payroll tax liabilities. The incumbent is accountable for ensuring the payroll function is performed in strict adherence with relevant laws and codes, City policies and procedures, provisions of Memoranda of Understanding (MOU) with recognized bargaining units and in accordance with sound financial management principles and practices. Further, the incumbent performs financial and payroll analyses and participates in the audit of City financial and payroll records. Assignments are broad in scope and allow for a degree of administrative discretion in their execution. 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. 1. Plans, organizes, supervises and evaluates the work of assigned payroll staff, with staff, participates in establishing operational plans and initiatives to meet department goals and objectives; implements departmental plans, work programs, processes, procedures and policies required to achieve overall department performance results; coordinates and integrates department functions and responsibilities to achieve optimal efficiency and effectiveness. 2. Evaluates the performance of assigned staff; establishes performance requirements and personal development targets; monitors performance and provides coaching for performance improvement and development; provides or recommends compensation and other rewards to recognize performance; takes disciplinary action, to address performance deficiencies, subject to management concurrence, in accordance with the C"ity's human resources policies and procedures, and labor contract provisions. 3. Provides leadership and works with staff to develop and maintain a high performance, customer service-oriented work environment that supports achieving the City's mission, strategic goals and core values. Payroll Supervisor Page 1 EXHIBIT C 4. Coordinates and participates in the work of staff engaged in City payroll preparation, distribution and reporting processes, including: the correct set up of employees in the payroll system based on the provisions of their bargaining unit's Memoranda of Understanding (MOU), if applicable; verification, audit, editing and processing of employee payroll data for monthly/ Bi -weekly payrolls; verification of accurate attendance and work hours, pay, payroll status, taxes and other deductions, including calculations for step increases, promotions, demotions, acting pay, retroactive pay and adjustments for separations/terminations, leaves of absence without pay and wage assignments/garnishments; ensures the timely resolution of errors and discrepancies; approves the generation and distribution of paychecks; prepare and distributes electronic wire transfers, tax deposits and payroll summary reports. Ensures strict compliance with City policies and procedures, Memoranda of Understanding (MOU) provisions and all applicable state and federal legal requirements. 5. Ensures appropriate financial control procedures and methods are in place and operational as they apply to payroll processes; designs, documents and implements improvements in payroll procedures to optimize operational effectiveness, reduce errors and meet new requirements as they occur, trains staff and departmental payroll representatives on required procedures and processes; works with departments to research and develop solutions for problems; provides information and clarifies payroll requirements, application of law and regulations and other matters. 6. Ensures appropriate system processes and procedures are in place to ensure compliance with all state and federal payroll tax requirements; prepares, reconciles and transmits timely payments of quarterly and annual payroll taxes; prepares tax statements including 941, DE6 and DE7 statements, W -2s and other tax -related documents; ensures timely reporting and payment of miscellaneous withholdings to appropriate agencies; reviews tax publications and obtains information from tax agencies regarding changes in reporting requirements and tax treatments for various types of compensation and benefit plans. 7. Works with Information Technology staff to install, test and implement systems changes to resolve problems, improve processes and/or meet new requirements; participates in implementing and testing new tax schedules in the system; reviews, interprets and manages implementation of payroll- related portions of negotiated labor contracts in a timely manner. 8. Provides technical advice to City department heads and staff concerning payroll administration and the implications of changes in retirement, benefits plans and collective bargaining agreements. 9. Coordinates the resolution of banking problems and issues as they apply to payroll processes. 10. Performs a variety of complex analyses and special projects as assigned. GENERAL QUALIFICATIONS Knowledge of - 1. f1. City policies, practices and procedures governing payroll and related transactions. 2. Methods, practices, documents and terminology used in processing payroll transactions and in financial recordkeeping. 3. Operations and requirements of the City's computerized payroll system. 4. Principles and practices of governmental accounting, including internal control and audit- ing, as they apply to payroll functions. Payroll Supervisor Page 2 EXHIBIT C 5. Federal, state and local laws, regulations and court decisions governing the City's payroll processes. 6. Principles and practices of public administration, including budgeting, purchasing, contract administration and maintenance of public records. 7. Research methods and statistical and financial analysis techniques. 8. Principles and practices of computer-based financial and accounting systems. 9. Principles and practices of sound business communication. 10. Principles and practices of effective management and supervision. 11. City human resources policies and procedures, Civil Service Rules and detailed provisions of negotiated Memoranda of Understanding. Ability to: 1. Plan, supervise, coordinate and integrate the work of staff engaged in preparing, processing and maintaining City-wide payrolls and related records and reports. 2. Analyze and make sound recommendations on complex payroll issues, data and operations. 3. Understand, interpret, explain and apply federal, state and local policy, Naw, regulations and court decisions regulating the City's payroll accounting, reporting and record keeping. 4. Develop and implement sound financial and accounting procedures and controls. 5. Communicate dearly and effectively, orally and in writing. 6. Prepare dear, concise and comprehensive reports, correspondence and other written materials. 7. Exercise sound, expert independent judgment within general policy guidelines. 8. Exercise tact and diplomacy in dealing with sensitive and complex issues and situations. 9. Establish and maintain effective wonting relationships with the City Manager, department directors and managers, auditors, employees, the public and others encountered in the course of work. MINIMUM QUALIFICATIONS Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. Education, Training and Experience: A typical way of obtaining the knowledge, skills and abilities outlined above is an Associate's degree in accounting or a closely related field; and at least three (3) years of progressively responsible experience in performing payroll duties and functions, at least one (1) year of which were in a lead capacity; or an equivalent combination of training and experience. Experience in a public agency is especially desirable. 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 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. (Payroll Supervisor Page 3 EXHIBIT C 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 stand and walk. Specific vision abilities required by this job include dose 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. The employee works under typical office conditions, and the noise level is usually quiet. Payroll Supervisor Page 4 Ct1+Rk n _G x Q6 tiDEn In � � City of San Bernardino EXHIBIT D Class Code: M/CC Date Adopted: _ Signature: CLASS SPECIFICATION ASSISTANT BUYER Director of Human Resources Bargaining Unit: General JOB SUMMARY Under general supervision, performs a variety of technical purchasing and administrative support duties involved in the City's centralized purchasing functions; and performs related duties as assigned. DISTINGUISHING CHARACTERISTICS The class of Assistant Buyer is the joumey-level position in the purchasing series. Supervision is received from the Procurement/Contract Support Services Division Manager. 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 it from the position if the work is similar, related or a logical assignment to this class. 1. Provides courteous and expeditious customer service to the general public and City department staffs. 2. Receives, reviews and processes purchase and procurement card orders and requisitions; reviews and ensures accuracy, proper authorization and required supporting documentation in accordance with City policies and procedures; enters purchase order and requisition data in the City's automated purchase order system; verifies proper coding of purchase requisitions and makes adjustments as necessary; prepares, sorts, distributes and maintains files of purchase orders and related documents. 3. Reviews specifications, prepares and types bids, quotations, contracts and other documents associated with supplies, materials and equipment; types, sorts, distributes and files purchase orders and related documents; determines the vendors from whom purchases shall be made considering such factors as conformance with specifications, prices, terms, delivery time and reputation of vendors; compares costs and evaluates qualities and suitability of supplies. 4. Obtains bids by letter, personal contact or formal bid procedures; examines the bids making comparative analyses; assists in the award of bids based on the most favorable service and price, consistency with specifications, quantity and delivery; examines awards and invoices to determine their accuracy and to ascertain compliance with terms of the contract; posts bid figures to spreadsheets. 5. Investigates inadequate invoices, requisitions, delinquent orders and errors in supplies received; participates in an organized program for the salvage of supplies; keeps informed of new products, market conditions, trends and current prices. Assistant Buyer Page I EXHIBIT D 6. Interviews and corresponds with vendors and other representatives; writes letters independently, following established departmental policies, inviting quotations for supplies; assists in the preparation of reports on supplies, services, comparative prices and price trends; maintains files and purchasing records; operates specialized office equipment, such as a personal computer and calculator and other standard office equipment; operates City vehicles. 7. Conducts job walks, bid openings and purchase of services as necessary. 8. Routinely adheres to and maintains a positive attitude towards City and Department goals. 9. Performs related work as required. GENERAL QUALIFICATIONS Knowledge of. 1. Basic practices and terminology used in public agency purchasing and purchase order processing. 2. Applicable Laws and ordinances affecting municipal purchasing. 3. Bidding procedures and regulations. 4. Best source and appropriate prices for products. 5. Approved methods and procedures used in grading and analyzing the quality of supplies. 6. Modem office procedures, methods and equipment including computers and related software. 7. English usage, spelling, grammar and punctuation. 8. Business math. Ability to: 1. Ensure that appropriate bidding procedures and analyses are carried out. 2. Organize, set priorities and exercise sound judgment within established guidelines. 3. Perform basic purchasing related research. 4. Operate a variety of office equipment including a computer and applicable software applications. 5. Meet and establish a business rapport with vendor representatives. 6. Keep informed of current market conditions and trends. 7. Maintain accurate records. 8. Read, understand and apply moderately difficult materials. 9. Understand and carry out oral and written instructions. 10. Establish and maintain effective relationships with those contacted in the course of work. MINIMUM QUALIFICATIONS Any combination of education and experience that provides the required knowledge, skills, and abilities to perform the essential job duties of the position is qualifying. Education, Training, and Experience: A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from an accredited four (4) year college or university in public administration, business administration, finance or a closely related field; and one (1) year of professional purchasing experience; or an equivalent combination of training and experience. Assistant Buyer Page 2 EXHIBIT D Accreditation shall be by a national or regional accreditation body that is recognized by the Secretary of the United States Department of Education. 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 The physical and mental 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. Incumbents require sufficient mobility to work in an office setting and operate office equipment; transport materials and supplies weighing up to 50 pounds; travel to various locations; see in the normal visual range with or without correction; vision sufficient to read small print, computer screens and other printed documents; hear in the normal audio range with or without correction. 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. The employee works under typical office conditions, and the noise level is usually quiet. Some travel to transport materials and/or attend meetings. Assistant Buyer Page 3