HomeMy WebLinkAbout09A-Personnel
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: BARBARA DILLON Subject: REORGANIZATION OF FINANCE
DEPARTMENT
Dept: PERSONNEL
Date: JANUARY 27, 1997 ORIGINAL
Synopsis of Previous Council Action:
On August 19, 1996, the Mayor and Common Council approved the final budget for Fiscal Year
1996-97.
On January 27, 1997, the Council Personnel Committee recommended this item for
approval subject to coordination with the General Unit.
Recommended Motion:
AD t4i'~;
1~ ~ i_~ 9;'
1.
2.
3.
Delete position of Senior Accountant (vacant), Range 3421, $3,624-$4,405/month.
Establish one (1) Accountant ill position, Range 2400, $3,264-$3,962/month.
Change bargaining unit of one (1) Finance Department Accounting Technician, Range
1330, $2,302-$2,798/month, General Unit, to Range 3330, $2,302-$2,798/month,
Confidential Unit, and retitle position to Accounting Technician II.
Retitle General Unit Accounting Technician, Range 1330, $2,302-$2,798/month, to
Accounting Technician I, Range 1330, $2,302-$2,798/month.
Retitle Account Clerk ill-Payroll to Payroll Technician, at same salary Range 3348,
$2,518-$3,0611month.
Direct the Personnel Department to update Resolution 6413, Sections Eleven, Twelve and
Fourteen; and, Resolution 96-118.
4.
5.
6.
~A"/-'/>/J-" ) I-'Jov./ ~~9Tll
Signature
Phone:
384-5161
Contact person:
Barbara Dillon
Ward:
Supporting data attached: Yes
Amount: Net Savinl:s $7.400 (Fiscal Year 1996-97)
Source: (Acct. No.) 001-121-5011
~~::~k;:?)!~t. Full-Time
FUNDING REQUIREMENTS:
Council Notes:
~j~/97
Agenda Item NO.9./J
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
BACKGROUND
Barbara Pachon, Director of Finance, has recommended reorganizing the Finance Department.
The changes will result in $7,4CIO in savings in year one. The reasons for the changes are as
follows:
1. IhlMf tile position of Senior Accountant, Range 3421, $3,624-
$4,..,.....
2. 10'...-........ the position of AcenllntJlnt m, Range 2400, $3,264-
$3,M2Imoath
The Senior Accountant position is currently vacant. By establishing an Accountant ill, the
department will have an Accountant series (Accountant I, Accountant II and Accountant III).
The series will provide career development for employees and will better fit the accounting
needs of the department.
The Accountant ill is recommended as a Mid-Management rather than a Management position,
because the Accounting Manager already provides management oversight in the Accounting
Division, supervising professional and clerical staff.
3. CIIauIge bargllining unit of one (1) FillA...... Department Accounting
TN '--=-=-..., Ran&e 1330, $2,302-$2, ?98/month, General Unit, to Range
3331, $2,302-$2, ?98/montb, Confidential Unit, and retitle position to
Acenunting Teclmician ll.
4. Rtti&Ie General Unit AceCMlIIting TN-hnLolan, Range 1330, $2,302-
$2,?llIII~, to Accounting T_hniru.n I, Range 1330, $2,302-
$2, ?lIIImontb.
The City has two (2) Accounting Technicians, one (1) on Finance Department staff and one (1)
on the staff of the San Bernardino Employment and Training Agency (SBETA).
The Accounting Technician on the Finance Department staff is the back-up to Payroll, and works
on employee payroll benefits. This Accounting Technician will also assist in costing for labor
negotiations, instead of all costing being done by one individual (Account Clerk ill-Payroll),
who is responsible for all processing of payroll in Finance.
The Accounting Technician classification is currently in the General Unit. Because the Finance
Department Accounting Technician will be performing labor negotiations costing, it is
recommended that the bargaining unit for one (1) Accounting Technician be changed to the
Confidential Unit and the title changed to Accounting Technician II.
2 of 18
The title of the classification remaining in the General Unit would be retitled Accounting
Technician I. The General Unit received a copy of the staff report on 1/27/97.
While the salary ran~e will remain unchanged for the Accounting Technician II, the benefits
level in the Confidential Unit will provide a higher total compensation than the same salary
range in the General Unit. Costing is shown below.
S. Retitle Account Clerk ill-Payroll to Payroll Technician, at same salary
Range 334S, $2,SlS-$3,06l1month.
A survey of other Cities was done to compare titles of employees with responsibilities similar
to the City of San Bernardino's Account Clerk ill. Responsibilities surveyed included:
preparing Quarterly and W-2 reports; negotiations costing; preparing payroll; and, preparing
retirement reports.
Payroll Technician was a title used by other Cities for non-supervisory employees performing
these responsibilities. The title change will cost :Q:, and will eliminate confusion between the
Account Clerk ill job title used in other departments and the payroll responsibilities in the
Finance Department.
COSTING
Delete one (1) Senior Accountant,
Range 3421, $3,624-$4,405/month
Compensation for one year,
including all benefits
$64,500
Establish one (1) Accountant ill
Range 2400, $3,264-$3,962/month
Compensation for one year,
including all benefits
$51,800
SAVINGS OF $12,700/YEAR
Current Salary Range 1330
Accounting Technician
$2,302-$2,798/month
3 of 18
Compensation for one year,
including all benefits
$41,400
Pro.1)Osed Salary Range 3330
Accounting Technician II
Compensation for one year,
including all benefits
$46,700
COST OF $5,300/YEAR
11;tl;~_!!:'::':ililb".t:~tllj.._f1D..ljjl1[l.l_l_t.g~
NO COST
NET SAVINGS 1-5, $7,400/YEAR
RECOMMENDATIONS
The new job descriptions for Accountant III and Accounting Technician II, and the revised job
descriptions for the Accounting Technician I and Payroll Technician will be submitted to the
Civil Service Board for approval.
1. Delete position of Senior Accountant (vacant), Range 3421, $3,624-$4,405/month.
2. Establish one (1) Accountant III position, Range 2400, $3,264-$3,962/month.
3. Change bargaining unit of one (1) Finance Department Accounting Technician, Range
1330, $2,302-$2,798/month, General Unit, to Range 3330, $2,302-$2,798/month,
Confidential Unit, and retitle position to Accounting Technician II.
4. Retitle General Unit Accounting Technician, Range 1330, $2,302-$2,798/month, to
Accounting Technician I, Range 1330, $2,302-$2,798/month.
5. Retitle Account Clerk III-Payroll to Payroll Technician, at same salary Range 3348,
$2,518-$3,061/month.
6. Direct the Personnel Department to update Resolution 6413, Sections Eleven, Twelve and
Fourteen; and, Resolution 96-118.
Attachments:
A - Current and Proposed Organization Charts
B - Job Descriptions
C - Survey for Payroll Title/Responsibility
4 of 18
....
.... ~
z
w z
Z U
.... wl!!
.. ~
~ c u....
ill zu
w CW
Q Z ..
....
w ~ ~Q
U
Z
C Z
Z ~
~ l!!
I-
z
~
co:
=
u
~!s EXHIBIT A
>........
..C"'
w..-
..w",
~ iil~~
z
"' -~!~
.... z....
z "':5"'
:;; ....-....
.. z-'z
-..-
.."'..
......
'" '" ~~~
z z
-.. ---
"' ",w ~~~
c ~!i;:--
-z
u uz_
~ ~~
'"
....
ww
.. ~
iilu..
'" ~~r
~ :!-w
>- ",w
.. "' -=~~
c c
.... z -U!
w u
.. ~ =i~
u c "'
w~
"'- ~~~
- ---
! -~~
z
w
"'
~
:;
..
w
..
iil
..
w
..
~
w
..
....
..
....~
---
u_
..
....
~
W
Q
....
"'
..
L
-
z~
z
!il
=
..~
-~~
z
"'
:5
~
z
!il
z
C
g-
z_
z_
u
...'"
.... ..
~ ...
... co ~
z zu
... -
-~-n
.. uu
.. cc
~ --
co
z
....
z
-g
!;l
..
....
--
co
z
w
.... ~ '"
~~. ! ~
u ~~..... If U
-c-e~::-"'-""
~!;l~ ~ g
~ B ~
w u
co c
=
~
N
-
z___
.... u _
CI z_ ,,",W)I!l:
:z c--~QC.ClI::..t
~ wwo:
~ !!!i~~Ui-'...W
~ 811~uud
_!;l_ ~~nn~
~ =~~~~~::
..
ILl ___.........__
:z _____........
w ............................
'"
5 of 18
,-
,
,
.
.
,
,
,
,
'" '" ,
z z ,
-.. ,
.. ..w ,
c eCJ..... I
-'" :cc:--.
u uz..... .
.. ~~ .
'" ,
A- ,
,
,
,
,
,
,
,
,
,
,
>- ,
.. ,
c
....
w
..
u
w~
..~
~
l!!
z
w
..
....
.... ..
z C
w '"
:0: U
.... wI!!
.. -'
c c u....
A- Z ZU
w 8 cw
C z..
....
w ~ ~c
u
z
C z
z ~
~ I!!
....
..
>-
-'
c
z
c;:
z~
:0:
~
'"
Z
....
z
-13
u
u
c
!l;
'"
..
....
z
..
A-
l!! ....
~l!~
>........
..c..
w..-
A-W"
~@i~
-!l;I!!!l;
"'....'"
..~..
....-....
Z-'Z
_A-_
.."'..
A-CA-
EXHIBIT A-I
~~~
~~~
~~~
<0
Z
l:1
'"
u
..
~
"
....
ww
>--'
iilu..
<ow
....ZA-
z_w
c..w
....c"
-cn:cw
Cii~l!i
~it~
~~~
~~~
~~~
I!!
..
;;
..
W
A-
iil
..
w
..
'"
..
c
w
..
....
>-
....~
--~
u~
>-
....
~
w
C
>-
.. ..
~-~~-
c -~
w ....
i!! :li
w
A-
o
Z
;:
~
::
..~
-w~
-~
'"
..
c
u
~
z
c~
uz
-c
z_
"'u
u_
wz
....'"
~ u
w <ow
z z....
w -
-to-t-.....
-.. Z-'
::j e2
o u>-
.. uc
>- CA-
C
A-
..
....
~~
~~
~~
............
Q
I.IJ
Vl
o
Cl.
o
co::
Cl.
<0
Z
W
.... -'"
Z CI aI IX
e ~a: := ~
u I-W oil( U
U :Zc.:J" 0.
-oC-a~~-cn-~
...J ~~ ~ a
:li C 13 u
w u
z u C
w U
<0 C
::
~
N
~
-
:c............
U _
__ W:W:lMf
___t-a:a:::.t
ww..
............<<.::I...J...Jw
z:z:zzuu.....
C:CcC_ u
................1-1-
zzzzzz....
~ i3i3i3i3i3i3~
- -uuuuuuo..
...J uuuuuu>-
c c:c:c:c:c:c:....
..
w
z
W
<0
~
<0
Z
....
z
13
u
...................................
................................
...................................
......
6 of 18
EXIllBIT B
ACCOUNTANf m
ACCOUNTING TECHNICIAN I
ACCOUNTING TECHNICIAN n
PAYROLL TECHNICIAN
7 of 18
ACCOmlTMIT III
JOB DESCRIPTION
Under general supervision, performs a variety of professional
municipal accounting work of greater difficulty in the supervision
and maintenance of financial records 1 is in cha e of assi ed
functional areas of the accounting system;
; and per orms re a e
REPRESENTATIVE DUTIES
Organizes and supervises assi ned de artmental accountin
such as general account in
accounts receivables; ma n a ns u ge a an
develops ~ accounting systems
research ~data for expenditures
and long-term indebtedness.
Participates in preparation of annual budget and revenue
projections; conducts assigned internal audits and special
accounting studies Ii assigned,iIIIIIIII designing the projects,
conducting necessary~nvestigati~rch and preparing reports
of findings and recommendations.
Prepares reports and maintains records on the status of operations;
works with consultant auditors, providing requested data, records
and explanation of procedures; reconciles cash receipts to reports
of the City Treasurer; prepares financial statements and reports.
_supervising, training and evaluating personnel; assists
~nistration of service contracts associated with assigned
areas of responsibility; assists in the preparation of the City
budget, analyzing budget requests and developing projections and
other budgetary data.
Monitors assigned budget accountsl attends meetings and represents
the department 1 provides information to and consults with the
public 1 operates specialized office equipment, such as a
calculator and computer terminall operates City vehicles.
8 of 18
MINIMUM OUALIFICATIONS
Bachelor's degree in account in business administration or finance
and I years of experience .. . .
11II or California certifica 10n as a
Possession of a valid Class "C" California Driver's License is
required.
GENERAL OUALIFICATIONS
Knowledae of:
Principles of municipal accounting;
Business math;
Financial analysis and research procedures;
Modern office equipment and procedures;
General principles of supervision and training;
English usage, spelling, grammar, punctuation and report
writing;
Abilitv to:
pera eave 1C e 0 serv1ng
practices;
Establish and maintain effective relationships with those
contacted in the course of work;
Classify fiscal documents and transactions;
Make arithmetic computations quickly and accurately;
Operate a calculator quickly and accurately;
Operate a computer terminal;
Understand and carry out oral and written instructions;
Perform prOfessional-level accounting of illllllJlaverage
difficulty;
Read, understand, interpret and apply specific accounting and
fiscal requirements, procedures and policies.
Analyze accounting and auditing problems and develop effective
controls;
Gather, organize and analyze information and arrive at sound
conclusions;
Supervise, assign, train, and plan and direct the work of,
professional accounting and clerical staff.
9 of 18
ORGANIZATIONAL RELATIONSHIPS
The class of ~ is the working-supervisory class in the
Finance Depa~onal accounting series. Supervision is
received from or the Director of Finance.
supervises comp e var ous pro ects
APPROVBDI
Director of Personnel
DATBI
C.8.B.UPROVBDI
JD:I0063 Accountant III 12/19/96 mw
10 of 18
ACCOURTIHG TBCIDJICIABM
JOB DESCRIPTION
Under general supervision, performs complex and varied assignments
in technical sub-professional financial accounting and auditing
work: and performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Performs a variety of complex general accounting and auditing work
requiring a thorough understanding of the accounting system:
prepares journal vouchers, analyzes accounts, reconciles City
checking accounts: invoices billable work orders.
Audits daily cash receipts: audits and collects accounts
receivable: remits insurance forms to carriers, corrects billing
errors.
Reconciles and compiles data for grant programs: balances various
accounts daily, monthly, quarterly and annually: assists
programmers in correcting problems with applications affecting
general ledger: operates computer terminal and related equipment.
Routinely adheres to and maintains a positive attitude towards City
and Department goals: and performs related work as required.
MINIMUM OUALIFlCATIONS
Bachelor's degree in accounting: or, graduation from high school or
G.E.D. plus two (2) college level accounting courses and two (2)
years advanced-level clerical accounting experience including
general and enterprise accounting: or, 2 years as an Account Clerk
III with the City of San Bernardino.
GENERAL OUALIFICATIONS
Knowledae of:
Principles and practices of general and enterprise accounting:
Advanced office procedures:
Advanced bookkeeping principles for the maintenance of
fiscal and accounting records:
Full range of policies, procedures,
regulations and laws applicable
responsibility:
practices, rules,
to the area of
11 of 18
Computer terminal and typewriter operating methods:
Advanced record keeping methods:
Spreadsheet and word processing operations.
Abilitv to:
Apply accounting, auditing and financial analysis principles
to specific work assignments:
Operate a typewriter and computer terminal accurately and
efficiently:
Perform responsible technical level accounting:
Make complex and varied mathematical computations and
tabulations rapidly and accurately:
Work with a high degree of independence;
Operate a calculator by touch:
Establish and maintain effective relationships with those
contacted in the course of work:
Independently implement new policies, practices and
procedures:
See in the normal visual range with or without correction:
Hear in the normal audio range with or without correction:
Transport materials and supplies weighing up to 10 pounds:
Answer telephone inquires.
ORGANIZATIONAL RELATIONSHIPS
The class of Accounting Technicia. is the ~ professional
technical level in the financtn record ~ping series.
Supervision is received from the Accounting Manager or Department
Head.
UPROVBDs
DATBs
Director of Personnel
C.B.B. APPROVBD DATB:
JD:30017 ACCOUNTING TECHNICIAN I
1/6/97 ds
12 of 18
ACCOUNTING TECHNICIAN II
JOB DESCRIPTION
Under general supervision, performs highly complex and varied
assignments in technical and professional financial and payroll
accounting and auditing work; and performs related work as
required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Performs a variety of highly complex general accounting and
auditing work requiring a thorough understanding of the accounting
system; prepares journal vouchers, analyzes accounts, reconciles
city checking accounts; invoices billable work orders.
Audits daily cash receipts; audits and collects accounts
receivable; remits insurance forms to carriers; corrects billing
errors; inputs personnel information; computes time sheets.
Assists Payroll Technician with a variety of difficult specialized
work in the preparation, review and maintenance of payroll and
other financial and statistical records; reconciles employee
insurance plans with payroll; assists with analysis and financial
costing for labor negotiations and employee salary and benefit
issues.
Reconciles and compiles data for grant programs; balances various
accounts daily, monthly, quarterly and annually; assists
programmers in correcting problems with applications affecting
general ledger; operates computer terminal and related equipment.
Routinely adheres to and maintains a positive attitude towards City
and Department goals; and performs related work as required.
MINIMUM OUALIFICATIONS
Bachelor's degree in accounting; or, graduation from high school or
G.E.D. plus two (2) college level accounting courses and three (3)
years advanced-level clerical accounting experience including
general and enterprise accounting; or, one (1) year as an
Accounting Technician I with the City of San Bernardino.
GENERAL OUALIFICATIONS
Knowledae of:
Principles and practices of general and enterprise accounting;
Advanced office procedures;
Advanced bookkeeping principles for the maintenance of
fiscal and accounting records;
13 of 18
Full range of policies, procedures, practices, rules,
regulations and laws applicable to the area of
responsibility;
Computer terminal and typewriter operating methods;
Advanced record keeping methods;
Spreadsheet and word processing operations.
Abilitv to:
Apply accounting, aUditing and financial analysis principles
to specific work assignments;
Operate a typewriter and computer terminal accurately and
efficiently;
Perform resonsible technical level accounting;
Make complex and varied mathematical computations and
tabulations rapidly and accurately;
Work with a high degree of independence;
operate a calculator by touch;
Establish and maintain effective relationships with those
contacted in the course of work;
Independently implement new policies, practices and
procedures;
See in the normal visual range with or without correction;
Hear in the normal audio range with or without correction;
Transport materials and supplies weighing up to 10 pounds;
Answer telephone inquiries.
ORGANIZATIONAL RELATIONSHIPS
The class of Accounting Technician II is the journey professional
technical level in the financial record keeping series.
Supervision is received from the Accounting Manager or Department
Head.
APPROVED:
DATE:
C.S.B. APPROVED DATE:
ACCTG. TECH. II 1/6/97 ds
14 of 18
.......
JOB DESCRIPTION
Under direction, performs a variety of difficult specialized and
responsible work in connection with the preparation, review and
maintenance of payroll and other financial and statistical records:
and performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Performs account record keeping and analysis of above average
difficulty on a broad range of assignments: maintains payroll or
fringe benefits and voluntary deduction records, performing
responsible tasks, such as, imputing personnel information,
maintaining records of salaries, labor distribution, retirement,
employment tax withholding, fringe benefits and voluntary
deductions: computing time sheets: imputing time: verifying payroll
pre-edit for accuracy and correcting discrepancies: authorizing
payroll direct deposits: typing checks: verifying accuracy of check
registers and making payroll transfers.
Requests warrants for voluntary deduction payments: prepares
employer tax reports: prepares retirement fund reports: provides
information to the public regarding services and charges: codes and
maintains records of service: prepares periodic reports and
statistical summaries.
Makes arithmetical calculations and checks various statistical and
accounting tables and reports: reconciles records to established
balances, identifying and/or resolving discrepancies: performs
analysis and financial costing for labor negotiations and employee
salary and benefit issues.
Operates a calculator, computer terminal, word processor,
photocopier, typewriter and related equipment: types letters,
memoranda, schedules, checks, lists, reports and related documents:
reviews invoices and receiving reports for adequacy and accuracy,
and prepares vouchers and checks for payment of obligations:
answers telephones.
Routinely adheres to and maintains a positive attitude towards City
and Department goals: and performs related work as required.
15 of 18
MINIMUM OUALIFICATIONS
raduat;J~ll.. fr~m ~igh si~
. . .... and ~F~fti
years ci recen a vance - eve c er ca'acdou'ri'F ng e~ebence;'
incl~~~i~~~yroll processing; or one year as an ~~l1i
IUliiBmlfJi?l with the City of San Bernardino. 2M<<WhY4',,1;1j
GENERAL OUALIFICATIONS
Knowledae of:
principles and practices of double entry bookkeeping;
Operation of general office machines and equipment;
Computer terminal operating methods;
Word processing techniques;
English usage, spelling, grammar and punctuation;
Business math;
Accounting principles, procedures and terminology;
Advanced account record keeping procedures pertinent to the
assignment of the position;
Data processing as it relates to accounting;
Basic public relations.
Abilitv to:
See in the normal visual range with or without correction;
Hear in the normal audio range with or without correction;
Classify fiscal documents and transactions;
Perform financial and statistical clerical work;
Examine and verify financial documents and reports;
Maintain accurate and interrelated financial records and
identify and reconcile errors;
Accomplish difficult financial clerical work involving
independent judgement;
Accomplish alphabetical and numerical sorting;
Write legibly;
Make comparisons quickly and accurately;
Read, understand and apply difficult materials;
Operate a calculator by touch;
Operate a computer terminal and/or word processor;
speak clearly and distinctly;
Prepare clear, concise and easily understood statistical and
narrative reports;
Understand pertinent procedures and functions quickly and
apply them without immediate supervision;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those
contacted in the course of work.
16 of 18
ORGANIZATIONAL RELATIONSHIPS
The class of !~1 is a specialized, advanced journey-
level position~~ing clerical series. Supervision is
received from the Director of Finance or other management staff.
APPROVED:
Director of Personnel
DATE:
C.S.B.APPROVEDDATE:
JD: 10064 PAYROLL TECHNICIAN 1\13\97 ds
formerly: Account Clerk III (Payroll)
17 of 18
I; EXHIBIT C
!II !II !II
CIl 0 CIl CIl
>< :z; >< ><
1'&0 0 0
OPo 0 In 0 0
....~ 0 .... N In
., M .... ....
8 !II !II
rol CIl 0 0 CIl
:z; >< :z; :z; ><
......
><
~N !II !II !II !II
~H CIl CIl CIl CIl
>< >< >< ><
~
E-o s::
rol III
8 -"
!II U
~ 0 0 0 CIl-"
t: :z; :z; :z; ><s::
~ 13
CIl
... E-o
IIIl
... o-io-i
II o-io-i
00
~~ "''''
>->-
III III
1= Po Po
s:: s:: .jJ I
i III III s:: H
-" -" III H"
U U .jJ HCIl
-" -" s:: o-i
III'" s:: s:: ::s .!o:.jJ
.. .s:: .s:: 0 "'-"
U U U CIlE-o
:! CIl CIl U o-i
E-o E-o 0< U'Cl
~ CIl
o-i o-i o-i .jJ!II
o-i o-i o-i s::o
~ 0 0 0 ::SPo
'" '" '" 00
E-o >- >- >- U'"
H III III III UPO
E-o Po Po Po o<~
\D 0'1 co ....
M In \D \D
\D M '<I' 0
N M M M
<J> <J> <J> <J>
~ I I I I
co M .... co
\D \D ., ....
.... t"- co In
0< N N N N
1Il <J> <J> <J> <J>
0
s::
-"
'Cl
'"
III
s::
>< III 0 '"
E-o 0 s:: -" CIl
H .jJ III '" III
U o-i .jJ III
III s:: .jJ s::
-" 0 s:: III
~ 1'&0 0 1Il 18 0 18