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ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From:
Linn Livingston
Director of Human Resources
Subject:
RECLASSIFICATION AND
REORGANIZATION OF THE
FINANCE DEPARTMENT.
Dept:
Human Resources
Date:
April 19, 2006
MlCC Meeting Date: May 1, 2006
Synopsis of Previous Council Action:
On April 24, 2006 the Personnel Committee recommended this item for approval by Mayor and
Council.
RECOMMENDATION:
1. Add (I) Account Clerk I, Range 1312, $2,104 -$2,558 per month;
2. Increase salary range of Deputy Director of FinancelBudget Manager from Range
4538, ($6,496 -$7,896 per month) to Range 4562, $7,322 - $8,900 per month;
3. Create (I) Financial Analyst Range 3467, $4,559 - $5,541 per month;
4. Authorize the Director of Human Resources to update Resolution 2005-428 and 97-
244.
Signature
Contact Person:
Barbara Pachon
Phone:
( 909)384-5242
Supporting data attached: StaffReoort and Schedules
Ward:
FUNDING REQUIREMENTS: Amount: $31.311 to General Fund: $93.934 to
Refuse and various CIP Funds for FY 2006-07.
Source:
(Acct. No.)
General Fund. Refuse Fund & CIP
Finance:
Council Notes:
Agenda Item No. ,), q
5/1/0&
CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION
STAFF REPORT
SUBJECT:
Reclassification and Reorganization of the Finance Department.
INTRODUCTION:
Current changes taking place in the City as well as the various new and complex programs
implemented over the last several years have impacted the Finance Department to the point where
the department can no longer adequately meet the demands made of it. It has become routine for
employees to work weekends and nights in order to keep up with workload demands. This situation
risks employee burnout and turnover. Also, and most critically, the chance for errors to occur
increases under these circumstances.
The City's budget has steadily increased in size from a General Fund expenditure budget of
approximately $75,419,200 in FY 1995-1996 to approximately $129,441,900 in FY 2005-2006 (an
increase of almost 75%), but conversely, Finance staffing has steadily decreased over the same
years. The Finance Department has not submitted a request to increase staffing in approximately
five years. I believe that you will find that other cities of our City's population and budget have
significantly more Finance Department staff.
It is important to remember also that Finance is process-oriented and has certain deadlines that must
be met, for example, deadlines associated with payroll, accounts payable and budget. Not meeting
some of these deadlines can result in penalties from the IRS and State of CA. These deadlines take
priority and as these areas grow in complexity and volume, the amount of staff time available for
other needed areas (review of agenda items, financial reporting, financial analysis, billing, and
providing customer service to departments with issues involving financialJbudget issues) is
decreasing.
BACKGROUND:
In addition to the approximate increase in the City's General Fund budget of approximately 75%
since FY 1995-1996, there have also been a number of new programs that have been implemented
that have or will directly impact the Finance Department. These areas include: issuance of Pension
Obligation Bonds (POB's); GASB Financial Reporting Requirements; PARS enhanced retirement
programs and SIP program; Development Impact Fees, and an expanded Capital Improvement
Program (CIP) using California Infrastructure bank loans. Each of these items requires additional
Finance time in terms of budgeting, tracking, administering, and financial reporting.
In addition to the new areas ofresponsibility, the existing areas of payroll and benefit processing,
revenue forecasting and management, and budgeting have experienced a significant increase in
workload. The Finance Department processes two (2) payroll cycles (semi-monthly and monthly)
for approximately 1,400 employees. As the number of employees increases, the complexity in
compensation and benefits has also increased. Managing wage garnishments and processing
changes to department reorganizations has impacted payroll processing.
Another area of expanded workload for Finance relates to the tracking and forecasting of new and
increased fees and revenue sources. Property Tax, Sales Tax, and Motor Vehicle In-Lieu revenue
tracking and forecasting has become increasingly complex as the state mandates programs on the
City such as the "VLF in lieu of property tax" and "property tax in lieu of sales tax" (also known as
the "Triple-Flip") revenue swaps.
Finally, there is also the growth and complexity of the CIP process and various special projects that
arise each year that also impact Finance. For example, to date in FY 05-06 the Finance Department
has had to assist in developing and then process approximately (27) twenty-seven agenda items to
amend the CIP budget. Another example is the City's Refuse operation, which has increasingly
required the assistance of the Finance Department with the conversion of the Refuse billing system
to a new system. Because of the increased size and complexity of the Refuse operation, Finance has
had to become more consistently involved in the analysis and audit of various Refuse programs and
operational issues.
RECOMMENEDED REORGANIZA nON:
Based on the above it is proposed that the Finance Department create (1) one Financial Analyst
position and (1) one Account Clerk I position. The Financial Analyst will assist in the areas of
budgeting, CIP tracking/administration, financial reporting and special projects. The Account Clerk
I will assist with data entry related to budget, payroll, accounts payable, etc. Additionally the
position will provide assistance with phone and front counter coverage and help with the billing and
collection process.
It is also proposed to upgrade the salary range of the Deputy Director of Finance/Budget Manager
to resolve salary compaction issues and to align the pay with the duties and responsibilities of this
position. The proposed range increase is also within the ranges of other Deputy Director positions
within the City. The Deputy Director of Finance assumes responsibility of coordinating the budget
process and budget issues with all departments, provides financial analysis to the City Manager's
Office and other departments as needed, provides general direction to the rest of the Finance
Department, and acts in place of the Director of Finance in her absence.
It is recommended that the incumbent be place at a step that would equal an Increase of
approximately 15%.
FINANCIAL IMPACT:
Add (1) Account Clerk I Ranee 1312. $2.104 - $2.558 per month
This position will not be filled until FY 2006-2007 and funding for the position will be
incorporated into the FY 2006-2007 Preliminary Budget. This position is currently
established and used by departments in the city so the annual cost for adding one new
position to the Finance Department would be:
IT 2006-2007 Annual Cost
Salary $25,884
Benefits $ 9.412
Total $35,296
Increase salary ranee of Deputy Director of Finance/Budeet Manaeer from Ranee 4538.
$6.496 - $7.896 per month to Ranee 4562. $7.322 - $8.900 per month
This range increase will not take effect until May 16th of 2006. It is recommended that the
incumbent be placed at a step that equates to an approximate 15% increase. For FY 2005-
2006 the Finance Department has sufficient budget savings to cover the estimated cost of
approximately $1,900. The annual cost for FY 2006-2007 is estimated to be
approximately $ 15,000:
Salary
Benefits
Total
Current
$ 85,944
$ 26.095
$112,039
Proposed (Step 13)
$ 98,808
$ 28.185
$126,993
FY 2006-2007
Annual Cost
$12,864
$ 2.090
$14,954
Create (1) Financial Analvst Ranee 3467. $4.559 - $5.541 per month
Several cities were surveyed and it was found that similar positions titled "Financial
Analyst," "Senior Management Analyst," or "Principal Management Analyst" are used
among Finance Departments interchangeably. It is recommended that the salary for this
position match that of the recently created "Human Resources Analyst." The salary range
for the "Human Resources Analyst" is within the range of salaries for the positions
mentioned above. This position will not be filled until FY 2006-2007 and funding for the
position will be incorporated into the FY 2006-2007 Preliminary Budget. The annual cost
for creating this new position is:
FY 2006-2007 Annual Cost
Salary $56,076
Benefits $18.919
Total $74,995
Total Annual Cost for FY 2006-2007: $125~245
Cost to General Fund: $31.311
It is recommended that approximately 75% of this increase cost be charged as appropriate
to other funds including the Refuse and CIP funds.
RECOMMENDA nON
1. Add (1) Account Clerk I, Range 1312, $2,104 - $2,558 per month;
2. Increase salary range of Deputy Director of Finance/Budget Manager from Range
4538, $6,496 - $7,896 per month to Range 4562, $7,322 - $8,900 per month;
3. Create (1) Financial Analyst Range 3467, $4,559 - $5,541 per month;
4. Authorize the Director of Human Resources to update Resolution 2005-428 and 97-
244. .
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DRAIT 4/1106
CITY OF SAN BERNARDINO
FINANCIAL ANALYST
Class specifications are intended to present a descriptive list of the range of duties performed by employee.s in the
class. Specifications are not intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under direction, develops, interprets, and implements complex financial concepts, Performs a variety of
professional and technical analytical functions of a confidential and complex nature, including
budget/financial analysis, program/organizational analysis; project analysis; research and report writing on a
variety of municipal issues; collects, analyzes and presents information concerning City and departmental
operations, policies, procedures and programs; assists with staff reports and Council correspondence; and,
performs other related duties as required.
ORGANlZA TlONAL RELA TlONSIDPS
The class of Financial Analyst is a Management/Confidential position in the Finance Department.
Supervision is received from the Director of Finance or designee. Supervision may be exercised over
subordinate personnel.
REPRESENT A TlVE 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
I. Provides courteous and expeditious customer service to the general public and City department
staffs.
2. Assists in the coordination and preparation of the City's annual Operating Budget and Capital
Improvement Program Budget.
3. Conducts special studies to analyze complex financial actions and prepare recommendations for
policy, procedure, control, or action.
4. Provides interpretation of financial policies, governmental legislation, accounting theory and
purchasing policies.
5. Coordinates with al1levels of management to gather, analyze, summarize, and prepare
recommendations regarding budget and financial issues.
6. Prepares comprehensive technical reports representing revenue and expenditure analysis of the City
departments' and divisions' current financial position.
7. Advises City departments and divisions on financial issues including budget, purchasing, and
payrol1 problems, policies, and procedures.
8. Assists in the coordination of fiscal activities with other City departments and outside agencies.
9. Routinely adheres to and maintains a positive attitude towards City and Department goals; and,
performs related work as required.
CITY OF SAN BERNARDINO
Financial Analyst - (Continued)
GENERAL QUALIFICATIONS
Knowledl!:e of:
Principles, methods and practices of public administration, municipal finance and budgeting;
Applicable laws, ordinances, regulations and policies governing the finances and budgetary
management of the City;
Modem office procedures, methods and equipment including computers and related software;
Data processing applications and systems related to municipal budgeting and finance operations,
procedures and practices;
Principles and practices of program development and administration;
Principles of municipal accounting;
Business math;
English usage, spelling, grammar, punctuation and report writing;
Modem management theory and practices;
Principles of supervision, training and performance evaluation.
Abilitv to:
Perform a wide variety of professional budgeting, financial, and management analysis work;
Analyze data and draw logical conclusions;
Explain technical financial and budgetary issues in simple, non-technical language;
Prepare and maintain accurate reports and records;
Read, understand, interpret and apply specific accounting and fiscal requirements, procedures and
policies;
Make arithmetic computations quickly and accurately;
Operate a variety of office equipment including computers and applicable software applications;
Analyze accounting and auditing problems, developing effective controls and arriving at sound
conclusions;
Research, analyze and evaluate new service delivery methods and techniques;
Understand and carry out oral and written instructions;
Communicate clearly and concisely, both orally and in writing;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Qualifications
Bachelor's degree in public administration, accounting, business administration, finance or a closely
related field; and three years of increasingly responsible experience in a public agency setting
performing budgeting, financial analysis and report writing.
License or Certificate:
Possession of a valid Class 'C' California Driver's License is required. For out-of-state applicants, a
valid driver's license is required. A valid Class 'C' California Driver's License must be obtained within
ten (10) days of appointment (CA Vehicle Code 12405c).
PHYSICAL DEMANDS At"'ID WORKING ENVIRONMENT
Twhe conditions herein are representative of those that must be met by an employee to successfully perform the
essentialfimctions of this job, Reasonable accommodations may be made to enable individuals with disabilities to
perform the essential job functions,
CITY OF SAN BERNARDINO
Financial Analyst - (Continued)
Environment: Normal office setting.
Phvsical: Incumbents require sufficient mobility to work in an office setting and operate office
equipment. Transport materials weighing up to 20 pounds.
Vision: See in the normal visual range with or without correction; vision sufficient to read small print,
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:
DEPUTY DlRECTORIBUDGET MANAGER
Class specifications are intended to present a descripiive list of the range of duties performed by employees in the
class. Specifications are !!Q1 intended to reflect all duties performed within the job.
SUMMARY DESCRIPTION
Under administrative direction, develops, coordinates, maintains, and monitors the City's budget;
performs specialized professional work in budget and management analysis; assists the Finance Director
in coordinating and managing special projects as assigned; performs a variety of complex studies,
research and reporting; supervises a staff of accounting employees; assumes responsibility for the
department in the absence of the Director; and performs related work as required.
ORGANIZA TlONAL RELATIONSHIPS
The class of Budget Manager is a management level in the Finance Department. This class has full
responsibility for budget activities and has primary responsibility for the department in the absence of the
Finance Director. Supervision is received from the Director of Finance. Supervision may be exercised
over professional and clerical accounting staff.
REPRESENT A TlVE 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. Assumes management responsibility for assigned services and activities of the budget management
program within the Finance Department.
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.
S. Plans, directs, coordinates and reviews the work plan for accounting staff; assigns work activities,
projects and programs; reviews and evaluates work products, methods and procedures; meets with
staff to identify and resolve problems.
6. Coordinates and develops the activities related to preparation of the City's annual budget; reviews
departmental budget submittals and makes recommendations; participates in budget hearings;
maintains computerized budget system; assists in revenue projection and analysis; prepares City
Administrator's transmittal letter; assembles preliminary and final budget document; assists in the
design and imRlementation of systems and forms for use in budgeting operations.
7. Assists in developing and maintaining expenditure and revenue forecasts; monitors expenditure and
revenue activity; prepares various reports related to budgetary issues; reviews, authorizes and
processes requests for amendments to the budget; reviews requests for continuing appropriations and
carryovers; prepares various related staff reports, resolutions and ordinances as required.
Page . 1
CITY OF SAN BERNARDINO
Budget Manager (Continued)
8. Evaluates fiscal policies and procedures and makes recommendations as necessary; implements and
monitors fiscal practices and procedures.
9. Supervises the activities of the accounts payable section and ensures that expenditures are appropriate
and in compliance with budgetary and legal requirements.
10. Serves as project coordinator for various complex studies as assigned; supervises and reviews the
work of fiscal and clerical personnel; coordinates activities among various divisions of the Finance
Department; administers and participates i.n special projects relating to ongoing city-wide issues and
programs.
II. Serves as liaison to other divisions, department and outside agencies.
12. Attends meetings and represents the department; provides information to and consults with the public.
13. Selects, trains, motivates and evaluates accounting personnel; provides or coordinates staff training;
works with employees to correct deficiencies; implements discipline and termination procedures.
14. Assumes the responsibilities of the Finance Department in the Finance Director's absence.
IS. Routinely adheres to and maintains a positive attitude towards City and Department goals.
16. Performs related work as required.
GENERAL QUALIFICATIONS
Knowled2e of:
Principles, methods and practices of public administration, municipal finance and budgeting;
Applicable laws, ordinances, regulations and policies governing the finances and budgetary
management of the City;
Modem office procedures, methods and equipment including computers and related software;
Data processing applications and systems related to municipal budgeting and finance operations,
procedures and practices;
Principles and practices of program development and administration;
Principles of municipal accounting;
Business math;
English usage, spelling, grammar, punctuation and report writing;
Modem management theory and practices;
Principles of supervision, training and performance evaluation.
Ability to:
Perform a wide variety of professional budgeting, financial, and management analysis work;
Analyze data and draw logical conclusions;
Interpret and apply related laws, ordinances, rules, regulations, policies and procedures;
Explain technical financial and budgetary issues in simple, non-technical language;
Prepare and maintain accurate reports and records;
Represent the Finance Department at various departmental, Council, management, and community
meetings;
Read, understand, interpret and apply specific accounting and fiscal requirements, procedures and
policies;
Page - 2
CITY OF SAN BERNARDINO
Budget Manager (Continued)
Participate in the development and administration of division goals, objectives and procedures;
Make arithmetic computations quickly and accurately;
Operate a variety of office equipment including computers and applicable software applications;
Analyze accounting and auditing problems, developing effective controls and arriving at sound
conclusions;
Plan and direct the work of, and supervise, assign and train professional accounting and clerical
personnel;
Research, analyze and evaluate new service delivery methods and techniques;
Understand and carry out oral and written instructions;
Communicate clearly and concisely, both orally and in writing;
Establish and maintain effective relationships with those contacted in the course of work.
Minimum Qualifications
Bachelor's degree in public administration, accounting, business administration, finance or a closely
related field; and three years of increasingly responsible experience in a public agency setting
performing budgeting, financial analysis and report writing with at least two years of experience in
management capacity. A Masters Degree in Public Administration or related field is 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.
Vision: Vision sufficient to read small print, numerical figures, computer screens and other printed
documents.
Hearine:: 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:Deputy.Dir.Budget.Manager.1 0065
Page - 3
CITY OF SAN BERNARDINO
ACCOUNT CLERK I
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 direct supervision, to perform entry-level accounting work in connection with the preparation,
review, input and maintenance of financial and statistical records; to perform routine and repetitive
clerical accounting work; and to perform related work as required.
ORGANIZATIONAL RELATIONSHIPS
The class of Account Clerk I is the entry level in the account clerical series. Supervision is received from
an Accountant, higher level clerical employee or supervisory personnel in the assigned department.
REPRESENTATIVE DUTIES
Thefollowing dUlies are typical far positions in this classification. Any single position may not perform all of these
duties and/or may perform similar related duties not listed here:
I. Provides courteous and expeditious customer service to the general public and City department staffs.
2. Performs routine account record-keeping in the maintenance of financial records; performs entry-
level recording and checking transactions; prepares financial and statistical statements and reports;
collects, sorts and posts bills, invoices, warrants, receipts and other data.
3. Posts, checks, balances and adjusts accounts; makes arithmetical calculations and checks various
statistical and accounting tables and reports; reconciles records to established balances, identifying
and/or resolving discrepancies.
4. Reviews invoices and receiving reports for adequacy and accuracy and vouchers and checks for
payment of obligations; accepts applications for new customer services and prepares appropriate
work orders; inputs data, including new accounts, payroll, journal vouchers, receivables and so forth;
bills for services; corrects billing errors and closes accounts by means of computer terminal; audits
bills; stuffs envelopes; prepares listing of past-due accounts; answers customer complaints, referring
to supervisor as appropriate; prepares handwritten materials; prepares journal vouchers.
5. Operates calculator, computer terminal, word processor, photocopier, typewriter and related
equipment; types letters, memoranda, schedules, checks, lists, reports and related documents; answers
telephone.
6. Accepts and processes paperwork for the administration of US Passport applications.
7. Routinely adheres to and maintains a positive attitude towards City and Department goals; and
performs related work as required.
GENERAL OUALlFICA TIONS
Knowledl!e of:
Modem office procedures; methods and equipment including computers and related software.
Business math;
Simple record-keeping methods;
Alpha and numeric filing;
Basic customer service principles.
Ability to:
Perform financial and statistical clerical work;
Read and write at the level required for successful job performance;
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CITY OF SAN BERNARDINO
Account Clerk I (Continued)
Accomplish alphabetical and numerical sorting;
Write legibly;
Make comparisons quickly and accurately;
Operate a variety of office equipment including a calculator, computer and applicable software
applications;
Maintain accurate records;
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 GED equivalent and six months of entry-level clerical accounting
experience. Additional qualifying experience may be substituted for the required education on a year-
for-year basis.
PHYSICAL DEMANDS AND WORKING ENVmONMENT
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: Nonnal 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.
Ylliill!: See in the normal visual range with or without correction; vision sufficient to read small
print, numerical figures, computer screens and other printed documents.
Hearin!!:: Hear in the nonnal audio range with or without correction.
APPROVED:
DATE:
Director of Human Resources
CS8 APPROVED DATE:
HR/Job Descriptions-Class&Comp App:Account.Clerk.I.30020
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