HomeMy WebLinkAbout24-Finance Department
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CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
Dept: Finance
Subject: Reorganize the Purchasing
Division of the Finance Department
and reclassify the position of
Accounting Technician II
(confidential) in the Finance
Department to Accountant and adjust
the range for the AcC?o~ntant .JII
position.
OR1GJNAl
From: Barbara Pachon, Finance
Director
Date: 3/2/05
Synopsis of Previous Council Action:
On March 14,2005 the Personnel Committee approved this action.
Recommended motion:
1. Downgrade the Purchasing Manager position (Range 4515, $5792.
$7040/month) in the Finance Department to Administrative Services Manager
(Range 4466, $4536 . $55141month).""
2. Reclassify the Assistant Buyer position (Range 1373, $2853. $3467/month.) jn
the Finance Department to Buyer (Range 2426, $3716. $4516/month). " (..
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3. Reclassify the Accounting Technician II (confidential) position (Range 3412;
$3465. $4212/month) in the Finance Department to Accountant (Range 3454,
$4273. $5193/month). ' .
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4. Adjust the Accountant III position range from Range 2445 ($4085 .
$4965/month) to Range 2465 ($4513. $5486/month)
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5. Direct the Human Resources Department to update Resolution 6413 as needed
to reflect this reclasslflcatlon. fl!lt,k-:tl U
Signat re
Contact person: Barbara Pachon, Director of Finance
Phone: 5242
Supporting data attached: Yes
Ward: All
FUNDING REQUIREMENTS: Amount: Net Annual Budaet Savinas of $12.500
Source: Existin
Council Notes:
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CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT
Reorganize the Purchasing Division of the Finance Department, reclassify the position of
Accounting Technician II (confidential) in the Finance Department to Accountant, and adjust the
Accountant ill position range.
BACKGROUND
Purchasin2 Division
In an effort to improve efficiency in the Finance Department and at the same time reduce some
of the financial burden on the City's General Fund budget, it is proposed to reorganize the
Purchasing Division of the Finance Department. It is proposed to downgrade the Purchasing
Manager position to an Administrative Services Manager and to reclassify the Assistant Buyer
position to a Buyer.
The proposed Administrative Services Manager position will still be responsible for managing
the Purchasing Division in Finance but will also be responsible for assisting with work in other
areas in Finance such as accounting, budget, payroll, etc. As workloads in the different areas of
Finance peak at various times during the year, additional help is required. The more general
Administrative Services Manager position will be able to provide the additional help needed.
Since the Administrative Services Manager is a lower position than the Purchasing Manager,
budget savings will result from this action. Currently the Purchasing Manager position is vacant
so there will be no negative impact to any employee from this change.
With the Purchasing Manager's position being downgraded, some additional responsibility for
purchasing work will be given to the Assistant Buyer position. For this reason it is proposed that
the Assistant Buyer position be reclassified to a Buyer position at the Mid-Management level.
The employee who currently holds the Assistant Buyer position is qualified and capable of doing
work at the Buyer level. This proposed reclassification would only use a small portion of the
savings generated from the Purchasing Manager position being downgraded, so there will still be
net budget savings.
Reclassifv an Accountin2 Technician n
It is proposed to reclassify an Accounting Technician II (confidential) position to an Accountant
(confidential) position. The Accounting Technician II (confidential) position in the Finance
Department has had significantly more responsibilities and duties added over the past several
years. A reclassification is being proposed to more accurately reflect those additional duties.
Specifically this position is responsible for coordinating and administrating the City's 457
Deferred Compensation Plan. This program's assets have grown over the years to approximately
$41 million dollars with about 1,500 active and retired full time employees involved in the
program. The Accounting Technician II (confidential) position is responsible for processing all
changes requested by employees in the program, reconciling and balancing the program funds,
and is the liaison between the Deferred Compensation Board and the City. This position must
stay on top of all federal law and regulation changes as they relate to the City's Deferred
Compensation Plan and make whatever changes are necessary in the City's program to keep it in
full compliance with the current laws.
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In addition to coordinating and administrating the City's 457 Deferred Compensation Plan, this
position also handles the Deferred Compensation Retirement Program for the City's Part-time,
Temporary, and Seasonal employees. By federal law the City must have a retirement program in
place for these employees. Although it was more work administratively, it was less expensive
for the City to set up a separate Deferred Compensation Retirement Program for these employees
rather than putting them into PERS or Social Security. The Accounting Technician II
(confidential) position took on these additional administrative duties. Currently this program has
about 3,000 participants and assets of just over $1 million.
In addition to the above duties, this position is also responsible for overseeing, coordinating, and
performing all accounting aspects related to benefit administration. This includes such employee
benefits as health, dental, LTD, STD, supplemental insurance, etc. The Accounting Technician
II (confidential) reviews, implements, and reconciles all benefit enrollment changes for City
employees. With the recent and continuing changes in the health and benefit area, this work has
become much more complex and demanding. In addition, last year the City decided to drop out
of the PERS health program. The City, with the help of its broker, set up its own health program
for City employees. As a result of this new City health program, the Accounting Technician II
(confidential) in Finance has had some additional administrative and reconciliation duties.
LaStly, the Accounting Technician II (confidential) performs a wide range of financial analysis
involving existing programs, policies and procedures, imd is assigned responsibilitY for various
special projects as necessary. This position works under general supervision and maintains
" , '.' complex financial records and reports, IUls a lolowledge of goverrimental accounting-systems and
'; procedures, and is expected to oversee and coordinate various assigned accounting ,processes,
procedures, and programs. This position also,assists the Accounting Manager with both month'-
, end and year-end journals and performs reconciliations that are necessary. Additionally, this
position is also the primary back up to the Payroll SuperVisor. In the absence of the Payroll
Supervisor, this position would be responsible for processing and completing the City's payroll
in addition to doing existing duties. The Accounting Technician II also helps supervise and
coordinate the work of account clerks in the Finance Department as needed.
Accountant III Ran2e Adiustment
Due to budget reductions through the years, the Finance Department currently has only one
Accountant position. This position works with the Accounting Manager and is responsible for
performing a wide range of advanced accounting work. Responsibilities include bank
reconciliation, month-end and year-end schedules, capital projects accounting, and fixed assets.
This position also works with Departments and auditors to resolve various complex accounting
and reconciliation issues that arise. It is proposed to move this position from Range 2445 in the
Mid-Management Unit to Range 2465 in the Mid-Management Unit. The reason for this move is
to correct compaction issues within the Finance Department and to bring this position salary
range more in line with the market. The actual cost for this range adjustment is very minimal
since the employee in the position will be placed on the step in the new range that is the nearest
to the step they are on in the current range.
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FINANCIAL IMPACT
Purchasine: Division
The Purchasing Manager is currently at Range 4515 ($5792 - $7040/month). It is proposed that
this position be downgraded to an Administrative Services Manager at Range 4466 ($4536 -
$5514/month). This down grade will generate annual budget savings of approximately $22,400.
The Assistant Buyer is currently at Range 1373 ($2853 - $3467/month). It is proposed that this
position be reclassified to a Buyer at Range 2426 ($3716 - $4516/month). This reclassification
will cost about $5,500 annually which will bring the net annual savings to approximately
$16,900 for the reorganization of the Purchasing Division.
Reclassifv an Accountine: Technician II
The Accounting Technician II (confidential) is currently at Range 3412 ($3465-$4212/month).
It is proposed that this position be reclassified to an Accountant at Range 3454 ($4273-
$5193/month). Since the Accounting Technician II (confidential) position has been budgeted at
the top of the current range in FY 04-05, there is only a small additional annual cost ($4,466) for
reclassifying the position as requested in the staff report. The Finance Department's 'salary
savings.. from downgrading the Purchasing Manager position will cover the additional. cost for
this reclassification so no increase in the budget is requested.
Accountant III Rane:e Adjustment
The Accountant III is currently at Range 2445,($4085 - $4965/month). It is proposed that the
range for this position be moved to Range 2465 ($4513 - $5486/month). The actual cost for this
range adjustment is very minimal since the employee in the position will be placed on the step in
the new range that is the nearest to the step they are on in the current range.
RECOMMENDATION
1. Downgrade the Purchasing Manager position (Range 4515, $5792 - $7040/month) in the
Finance Department to Administrative Services Manager (Range 4466, $4536 -
$5514/month).
2. Reclassify the Assistant Buyer position (Range 1373, $2853 - $3467/month) in the Finance
Department to Buyer (Range 2426, $3716 - $4516/month).
3. Reclassify the Accounting Technician II (confidential) position (Range 3412, $3465-
$4212/month) in the Finance Department to Accountant (Range 3454, $4273 -$5193/month).
4. Adjust the Accountant III position range from Range 2445 ($4085 - $4965/month) to Range
2465 ($4513 - $5486/month).
5. Direct the Human Resources Department to update Resolution 6413 as needed to reflect
these changes.
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PURCHASING MANAGER (U)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision, plans, supervises and coordinates the purchase of materials, supplies,
equipment, and services for City Departments by competitive bidding or open market purchasing;
supervises the operation and maintenance of the City's central stores and print shop; and performs related
work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Purchasing Manager is a management position in the Finance Department. Supervision is
received from the Director of Finance. Supervision is exercised over employees in the Purchasing
Division and print shop ofthe Finance Department.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Plans, supervises and coordinates the procedures used by City Departments for the purchase of
materials, supplies, equipment, and services; reviews requisitions from City Departments; edits and
corrects specifications for completeness and accuracy; confers with City Departments concerning
.. . -purchase specifications; investigates sources of supply; interviews vendors to obtain product
, , 'information.' .
3. Plans, supervises and coordinates the operations arid maintenance of central printing and the mail
room.
4. Obtains bids; compares and analyzes quotations; determines vendors from whom purchases will be
made; issues purchase orders; oversees the City's central store operations.
5. Reviews standing purchasing orders for renewal; maintains a perpetual inventory record of materials,
surplus, obsolete or unused materials, supplies, and equipment; transfers equipment between City
offices for maximum utilization; supervises the inspection of deliveries of materials, supplies, and
equipment and determines their conformance with specifications; establishes and enforces
specifications in regard to all City purchases.
6. Investigates complaints and secures adjustments; prepares and monitors division budget.
7. Supervises utility user exemption and rebate program.
8. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL OUALIFICATlONS
KnowIedl!:e of:
Principles of management, organization, supervision and training;
Advanced principles of purchasing and basic purchasing sources;
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CITY OF SAN BERNARDINO
Purchasing Manager (U) (Continued)
Marketing practices, pricing, methods and differentials;
Formal bidding procedures and regulations;
Warehouse operations and maintenance, to include perpetual inventory systems;
Data processing as it applies to purchasing and store programs;
Basic duplication and printing industry practices;
Basic operations of a mail room.
Ability to:
Ensure appropriate bidding procedures and analyze quotations;
Negotiate prices, specifications and conditions of delivery;
Develop and explain effective purchasing procedures to City departments and the general public;
Supervise the maintenance of accurate records of materials, supplies, and equipment received, stored
and issued;
Estimate material and supply requirements;
Research and analyze laws and codes;
Maintain cost records and distribute cost to accounts;
Plan arrangement of store to physically handle a variety of materials, supplies, and equipment;
Prepare clear, concise and accurate reports;
Plan, direct and supervise the work of subordinates in a wide variety of tasks;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Qualifications - Any combination of education and experience that would likely provide the
required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Bachelor's Degree in business administration, marketing or a closely related field; and two years of
administrative-level experience in the operation of a purchasing program. Up to two additional years
of the specified experience may substitute for two years of the required education on the basis of one
. 'year of experience being equival~nt to 30 semester units.
License or Certificate:
Possession of a valid Class "C" California Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfully perform the
essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job junctions.
Environment: Normal office setting with some travel to attend meetings.
Physical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; transport loads weighing up to 50 pounds; to travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearine:: Hear in the normal audio range with or without correction.
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CITY OF SAN BERNARDINO
Purchasing Manager (U) (Continued)
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HR/Job Descriptions-Class&Comp App:Purchasing.Manager.l 0862
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CITY OF SAN BERNARDINO
ADMINISTRATIVE SERVICES MANAGER
Class specifications are intended to present a descriptive list of the range of duties peiformed by employees in the
class. Specifications are !!!Zl intended to reflect all duties peiformed within the job.
SUMMARY DESCRIPTION
Under direction, directs, manages, supervises and coordinates assigned program administrative activities
and operations including management of grant funded programs and supervision of major functions
related to the operational activities of the department; serves as staff support to Commissions; coordinates
assigned activities with other divisions, departments and outside agencies; provides highly responsible
and complex administrative support to the Director; and performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Administrative Services Manager is a management level class. Incumbents assist in
managing department-wide activities as well as supervising a functional area of responsibility.
Supervision is received from the Director. Supervision is exercised over the clerical staff of the assigned
area of responsibility.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not peiform all of these
duties and/or may peiform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City ~epartment staffs.
2. Assumes management"responsibility for .assigned s~ces' and' opemtional activities of the
Department including' management of grant futided l?ro~ms and supervision of assigned functional
areas.
3. Manages and participates in the development and implementation of goals, objectives, policies and
priorities for assigned programs; recommends and administers policies and procedures.
4. Monitors and evaluates the efficiency and effectiveness of service delivery methods and procedures;
recommends, within departmental policy, appropriate service and staffing levels.
5. Plans, directs, coordinates and reviews the work plan for assigned staff; assigns work activities,
projects and programs; reviews and evaluates work products, methods and procedures; meets with
staff to identify and resolve problems.
6. Organizes and carries out a variety of administrative support functions; serves as project manager,
scheduling, monitoring, controlling and reporting on assigned projects; supervises technical and
clerical personnel.
7. Assumes management responsibility for assigned contract activities and operation of City facilities
used by the general public.
8. Prepares grant applications; manages and oversees grant funded programs; communicates with
federal, state and county agencies on matters of funding and City compliance with applicable
standards.
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CITY OF SAN BERNARDINO
Administrative Services Manager (Continued)
9. Selects, trains, motivates and evaluates assigned personnel; provides or coordinates staff training;
works with employees to correct deficiencies; implements discipline and termination procedures.
10. Oversees and participates in the development and administration of the annual budget; participates in
the forecast of funds needed for staffmg, equipment, materials and supplies; monitors and approves
expenditures; implements adjustments.
11. Attends and participates in professional group meetings; maintains awareness of new trends and
innovations in the field of parks and recreation administration.
12. Serves as staff on a variety of boards, commissions and committees; prepares and presents staff
reports and other necessary correspondence.
13. Responds to and resolves difficult and sensitive citizen inquiries and complaints.
14. Routinely adheres to and maintains a positive attitude towards City and Department goals.
15. Performs related work as required.
GENERAL OUALIFICA nONS
Knowledl!e of:
Operational characteristics, services and activities of departmental programs;
Principles and practices of program development and administration;
Principles and practices of administration, particularly as related to records management, financial
management, and personnel management;
. Principles and practices of municipal budget preparation and administration;
"principles of ~up~sio"n, training.and performance evaluation;
Pertinent Federal, State and local laws, codes and regulations;
Modern office procedures, methods and equipment including computers and related software;
Preparation of business correspondence and reports.
Ability to:
Oversee and participate in the management of departmental program areas;
Oversee, direct and coordinate the work oflower level staff;
Select, supervise, train and evaluate staff;
Participate in the development and administration of goals, objectives and procedures;
Prepare and administer large program budgets and grants;
Prepare clear and concise administrative and financial reports;
Set up and maintain records and complex filing and record keeping systems;
Deal comprehensively with inquiries or complaints and make clear explanations of procedures and
regulations;
Analyze problems, identify alternative solutions, project consequences of proposed actions and
implement recommendations in support of goals;
Research, analyze and evaluate new service delivery methods and techniques;
Interpret and apply federal, state and local policies, laws and regulations;
Communicate effectively orally and in writing;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
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CITY OF SAN BERNARDINO
Administrative Services Manager (Continued)
Minimum Oualifications
Bachelor's degree from an accredited college or university with major course work in business
administration, social science or a related field and four years of increasingly responsible
administrative management experience including two years of supervisory responsibility.
License or Certificate:
Possession of a valid Class "C" California Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfUlly perform the
essential fUnctions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job fUnctions.
Environment: Normal office setting with some travel to attend meetings.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; to travel to various locations.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Hearln2: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HRIJob Descriptions-Class&Comp App:Admin.Svcs.Mgr.l 0078
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CITY OF SAN BERNARDINO
ASSISTANT BUYER
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision, performs journey-level professional work involved in the purchase of
supplies, materials and equipment; and, performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Assistant Buyer is the journey-level position in the purchasing series. Supervision is received
from the Purchasing Manager.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Receives and processes requisitions, reports, vouchers, invoices, purchase orders and warrants for
supplies, materials and equipment; confers with operating officials and teclmical personnel
concerning departmental needs and purchase specifications; locates sources of supplies; establishes
and maintains list of vendors; contacts vendors by mail, phone or in person.
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.
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 OUALIFlCATIONS
Knowledl!:e of:
Standard practices of buying common stores items;
Laws and ordinances affecting municipal purchasing;
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CITY OF SAN BERNARDINO
Assistant Buyer (Continued)
Bidding procedures and regulations;
Best source and appropriate prices for products;
Approved methods and procedures used in grading and analyzing the quality of supplies;
Modern office procedures, methods and equipment including computers and related software;
English usage, spelling, grammar and punctuation;
Business math.
Ability to:
Ensure that appropriate bidding procedures and analyses are carried out;
Perform basic purchasing related research;
Operate a variety of office equipment including a computer and applicable software applications;
Operate a calculator;
Meet and establish a business rapport with vendor representatives;
Keep informed of current market conditions and trends;
Maintain accurate records;
Read, understand and apply moderately difficult materials;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Oualifications:
Graduation from high school or OED equivalent; and two years of intermediate-level experience in
the purchase of supplies, materials and equipment. Typing speed of 30 words per minute.
License or Certificate:
Possession of a valid Class "C" California Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditionS herein are, r,epresentative of those that must be met by an employee to successfUlly perform the
essentialjunctions of Ihisjo17. /J,eason(lble accommodatipns may be made to enable individuals with disabilities to
peiform the essential job functions. .
Environment: Normal office setting with some travel to transport materials and/or attend meetings.
Phvsical: 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.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, computer screens and other printed documents.
Bearine:: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HR/Job Descriptions-Class&Comp App:Assistant.Buyer.30271
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CITY OF SAN BERNARDINO
SUGGESTED DRAFT
BUYER
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision, performs journey-level professional work involved m the purchase of
supplies, materials and equipment; and, performs related work as required.
ORGANIZATIONAL RELATIONSIllPS
The class of Buyer is the journey-level position in the purchasing series. Supervision is received from
the Purchasing Manager.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Receives and processes requisitions, reports, vouchers, invoices, purchase orders and warrants for
supplies, materials and equipment; confers with operating officials and technical personnel
concerning departmental needs and purchase specifications; locates sources of supplies; establishes
and maintains list of vendors; contacts vendors by mail, phone or in person.
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.
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.
10. Supervises and coordinates the work of account clerks, works with employees to correct
deficiencies, and solve problems.
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CITY OF SAN BERNARDINO
! " . Buyer (Continued)
GENERAL OUALIFICATIONS
Knowled!!:e of:
Standard practices of buying common stores items;
Laws and ordinances affecting municipal purchasing;
Bidding procedures and regulations;
Best source and appropriate prices for products;
Approved methods and procedures used in grading and analyzing the quality of supplies;
Modem office procedures, methods and equipment including computers and related software;
English usage, spelling, grammar and punctuation;
Business math.
Ability to:
Ensure that appropriate bidding procedures and analyses are carried out;
Perform basic purchasing related research;
Operate a variety of office equipment including a computer and applicable software applications;
Operate a calculator;
Meet and establish a business rapport with vendor representatives;
Keep informed of current market conditions and trends;
Maintain accurate records;
Read, understand and apply moderately difficult materials;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with tl)ose contacted in the course of work.
Minimum Oualifications:
Graduation from high school or GED equivalent; and three years of advanced level experience
in the purchase of supplies, materials and equipment.
License or Certificate:
Possession of a valid Class "C" California Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfUlly perform the
essential jUnctions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job fUnctions.
Environment: Normal office setting with some travel to transport materials and/or attend meetings.
Physical: 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.
Bearin!!:: Hear in the normal audio range with or without correction.
APPROVED:
Director of Human Resources
DATE:
CSB APPROVED DATE:
HRlJob Descriptions-Class&Comp App:Assistant.Buyer .30271
Page - 2
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CITY OF SAN BERNARDINO
ACCOUNTING TECHNICIAN n
Class specifications are intended to present a descriptive list of the range of duties peiformed by employees in the
class. Specifications are l!!lt intended to reflect all duties peiformed within the job.
SUMMARY DESCRIPTION
Under general supervision, performs highly complex and varied assignments supporting technical
accounting, maintenance of financial records, maintaining a general ledger and auditing work; and
performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Accounting Technician II is the journey para-professional technical level in the financial
record keeping series. Supervision is received from the Department Head or his/her designee.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not peiform all of these
duties and/or may peiform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Performs a variety of highly complex general accounting and auditing work requiring a thorough
understanding of the accounting system; types cash receipts; verifies accuracy of account numbers;
prepares journal vouchers; analyzes accounts; prepares monthly reports; invoices billable work
orders.
3. Reconciles and compiles data for grant programs; balances various accounts and expenditures to
general ledger; develops spreadsheets for each grant and codes all related expenditures.
4. Prepares monthly or quarterly billing advice and invoices for grant accounts; requests reimbursement
from State or Federal agencies for grant expenditures; prepares journal vouchers related to grant
programs.
5. Sends accounts deemed as uncollectable to collection agency; provides all necessary information to
agency; recommends accounts as write off's; collects past due invoices; reviews outstanding invoices
for collection proceedings.
6. Issues, logs and inputs City work order numbers into general ledger system; maintains listing of all
work orders on a spreadsheet.
7. Conducts cost analyses of grant monies; determines shortages or overages of funding allocations;
prepares schedule of grant income, expenditures and carry over monies.
8. Serves as liaison to state and federal auditors in relation to financial issues or questions; provides
customer service to city personnel, vendors, government agencies and the public regarding financial
issues.
9. Routinely adheres to and maintains a positive attitude towards City and Department goals
10. Performs related work as required.
GENERAL OUALIFICATIONS
Knowled2e of:
Principles and practices of general and enterprise accounting;
Advanced office procedures; modern office procedures, methods and equipment including computers
and related software;
Advanced bookkeeping principles for the maintenance of fiscal and accounting records;
Page - 1
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CITY OF SAN BERNARDINO
Accounting Technician n (Continued)
Full range of policies, procedures, practices, rules, regulations and laws applicable to the area of
responsibility;
Advanced fmancial record keeping methods;
Spreadsheet and word processing operations.
Ability to:
Apply accounting, auditing and fmancial analysis principles to specific work assignments;
Operate a variety of office equipment including a computer and applicable software applications;
Operate a calculator by touch;
Perform responsible technical level accounting;
Make complex and varied mathematical computations and tabulations rapidly and accurately;
Maintain accurate financial records and identify and reconcile errors;
Classify fiscal documents and transactions;
Work with a high degree of independence;
Answer telephone inquiries;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Oualifications:
Bachelor's degree in accounting; or, graduation from high school or GED equivalent plus two college
level accounting courses and three years advanced-level clerical accounting experience; or, one year
as an Accounting Technician I with the City of San Bernardino.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfUlly perform the
essential fUnctions of thiS job. Reasonable accommodations may be made to enable individuals with diSabilities to
perform the essential job fUnctions.
Environment: Normal office setting.
Physical: Incumbents require sufficient mobility to work in an office setting and operate' office
equipment; transport materials and supplies weighing up to 10 pounds.
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, numerical figures; computer screens and other printed documents.
Hearinl!: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HR/Job Descriptions-Class&Comp App:Accounting.Tech.ll.30018
Page - 2
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CITY OF SAN BERNARDINO
DRAFT
ACCOUNTANT
Class specifications are intended to present a descriptive list of the range of duties peiformed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under general supervision. performs a variety of professional municipal accounting work and maintains
financial records and reports, has knowledge of governmental accounting systems and procedures, and is
expected to oversee and coordinate various assigned accounting processes, procedures, and programs; and
performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Accountant is the journey-level class in the Finance Department Accountant Series.
Supervision is received from the Accounting Manager or from the Director of Finance.
REPRESENTATIVE DUTIES _ ..,~
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may peiform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Performs a wide range of professional level general accounting, ftmd accounting, financial analysis;
maintains financial records for specially ftmded programs, preparing budgets, accountin~ for and
reporting revenues and expenditures, preparing financial statements and working witl)agency
auditors; analyzes expenditures to determine eligible expenditures to charge to grant programs.
3. Performs a wide variety of cost accounting related to supply, material, equipment and labor costs;
monitors health insurance and retirement system records; maintains accounting records; audits
accounts payable documents; analyzes accounting and reporting requirements of reports and
establishes appropriate accounting procedures; prepares accounting-related reports, claims and
statements.
4. Develops accounting forms; helps in the development of new accounting and internal control
procedures; maintains control records; reconciles statements; initiates journal entries to record
transactions.
5. Oversees, coordinates and administers all City Deferred Compensation programs. Is the liaison
between the Deferred Compensation Board and the City.
6. Oversees, coordinates, and reconciles all accounting benefit administration. Processes all benefit
additions, deletions, and changes in the payroll system and reconciles payroll benefit reports.
Prepares all payments to the benefit providers, and provides support to payroll as needed.
7. Collects and compiles information for assigned studies and prepares summaries, reports and
recommendations, as appropriate; assists in the development of accounting systems, procedures,
policies and manuals; operates computer terminal equipment, calculators and other specialized office
equipment; checks work of account clerical personnel.
Page - 1
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CITY OF SAN BERNARDINO
Accountant (Continued)
8. Supervises and cooridinates the work of account clerks, works with employees to correct deficiencies
and solve problems.
9. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL OUALIFICATIONS
Knowledl!e of:
Accounting principles, practices and methods;
Financial analysis and research procedures;
Modern office procedures, methods and equipment including computers and related software;
Data processing as it relates to financial and fiscal record keeping and reporting;
Pertinent Federal, State, and local laws, codes, and regulations;
Business Math.
Abilitv to:
Make arithmetic computations quickly and accurately;
Operate a variety of office equipment including a computer and applicable software applications;
Operate a calculator quickly and accurately;
Establish accounting systems, procedures and controls;
Classify,fiscal documents and transactions;
Perform statistical and fmancial analysis;
Gather, organize and analyze information and arrive at sound conclusions;
Prepare clear and concise reports and other materials; .
Read, understand, interpret and apply laws, policies, rules, contracts, guidelines and professional
practices related to accounting, financial and fiscal practices and record keeping;
Identify problems, define and recommend alternative solutions and implement appropriate solutions;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the comse of work.
Minimum Oualifications:
Bachelor's degree preferably in accounting or finance, or a closely related field with a concentration
in accounting; and three years accounting experience or payrolllbenefits accounting. Additional
qualifying experience can be substituted for up to two years of the preferred education on the basis of
30 college semester units being equivalent to two year of experience.
License or Certificate:
Possession of a valid Class "c" California Driver's License is required.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successjUlly perform the
essential jUnctions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job jUnctions.
Environment: Normal office setting.
Physical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; some travel to various locations to attend meetings..
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, numerical figures, computer screens and other printed documents.
Page - 2
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CITY OF SAN BERNARDINO
Accountant (Continued)
Hearioe: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
Page - 3
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CITY OF SAN BERNARDINO
ACCOUNT ANT III
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under direction, performs a variety of professional municipal accounting work and financial analysis of
above average difficulty in supervision and maintenance of financial records; assists the Accounting
Manager in accurately reconciling the general ledger; performs special internal audits and special
accounting studies; has responsible charge of assigned functional areas of the accounting system; and
performs related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Accountant ill is the working-supervisory class in the Finance Department professional
accounting series. Supervision is received from the Accounting Manager or the Director of Finance.
Supervises completion of various projects assigned to staff.
REPRESENTATIVE DUTIES
The following duties are typical for positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
1. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Performs a wide range of advanced accounting, fund accounting, fmancial analysis, auditing and
financial reporting work; maintains financial records; collects source documents from several areas;
records information on various spreadsheets; prepares journal vouchers from various sources.
3. Authorizes petty cash vouchers for all departments before reimbursement is made; verifies general
ledger account numbers; verifies that receipts match requests reimbursement amount; verifies
signature of department head.
4. Prepares year-end work papers for auditors; provides copies of bank statements, reconciliations and
Proof of Cash; compiles schedules of year-end cash, internal service revenues compared to expenses,
accrued liabilities, deposits, accounts payable, returned checks, prepaid and other assets.
5. Performs bank and fiscal agent reconciliations; produces proof of cash statement containing
reconciliations and summaries of cash; prepares memos as required for clarification; reconciles
accounts receivable and deposits for assigned City departments; verifies refunds through accounts
payable.
6. Prepares quarterly tax returns for Sales and Use Tax and annual returns for User Use Fuel Tax;
collects back-up data, creates summaries, completes tax forms and submits request for payment to
accounts payable.
7. Prepares fixed assets for balancing to the general ledger; evaluates items as to their eligibility as fixed
assets; enters fixed assets into computer system; reconciles computer reports.
8. Conducts assigned internal audits and special accounting studies assigned by the Accounting
Manager, analyzes various general ledger and subsidiary activities to understand account activity or
prepare spreadsheets; prepares reports of findings and recommendations.
9. Performs a wide variety of cost accounting related to capital projects; confers with appropriate City
departments regarding projects; records construction and labor costs in detail and summary forms;
prepares and submits bills to outside agencies; maintains accounting records.
Page - 1
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CITY OF SAN BERNARDINO
Accountant III (Continued)
10, Develops accounting forms; develops new accounting and internal control procedures; maintains
control records,
11. Collects and compiles information for assigned studies and prepares summaries, reports and
recommendations, as appropriate; assists in the development of accounting systems, procedures,
policies and manuals; operates computer terminal equipment, calculators and other specialized office
equipment.
12. Routinely adheres to and maintains a positive attitude towards City and Department goals.
13. Performs related work as required.
GENERAL OUALIFICATIONS
Knowled2e of:
Advanced accounting principles, practices and methods;
Methods and techniques of financial analysis and research procedures;
Methods and techniques of auditing;
Data processing as it relates to financial and fiscal record keeping and reporting;
Business math;
Modern office procedures, methods and equipment including computers and related software;
Pertinent Federal, State and local laws, codes and regulations.
Ability to:
Make arithmetic computations quickly and accurately;
Operate a variety of office equipment including computers and applicable software applications;
Establish accounting systems, procedures and controls;
Classify fiscal documents and transactions;
Perfonn statisti~al and financial analysis;
Gather; organize 'and analyze.financial information and arrive at sound conclusions;
Prepare clear and concise reports and other materials; ,
Read, understand;interi>ret and apply laws, policies, rules, ,contracts, guidelines and professional
practices related to accounting, financial and fiscal practices and record keeping;
Identify problems, derme and recommend alternative solutions and implement appropriate solutions;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Oualifications:
Bachelor's degree in accounting, business administration or finance and four years of experience in
municipal or commercial accounting work. California certification as a Certified Public Accountant
is highly desirable.
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those that must be met by an employee to successfUlly perform the
essential fUnctions of this job. Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job fUnctions.
Environment: Normal office setting.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment; transport materials and supplies weighing up to 20 pounds.
Page - 2
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CITY OF SAN BERNARDINO
Accountant III (Continued)
Vision: See in the normal visual range with or without correction; vision sufficient to read small
print, numerical figures, computer screens and other printed documents.
Hearin2: Hear in the normal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CSB APPROVED DATE:
HR/Job Descriptions-Class&Comp App:Accountant.I1I.200 13
Page - 3
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