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Home My WebLink About25-Finance CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION Dept: Finance C . Date: 10/3/02 ',L Subject: Reclassify the position of Budget Manager to Deputy Director/Budget Manager in the Finance Department From: Barbara Pachon, Finance Director Synopsis of Previous Council Action: October 14, 2002 Approved by the Personnel Committee. Recommended motion: 1) Reclassify the position of Budget Manager, Range 4498 ($5321-$6468/month), in the Finance Department to Deputy Director/Budget Manager, Range 4505 ($5510-$6697/month). 2) Authorize the Director of Human Resources to amend Resolution 6413 and Resolution 97-244 as needed. ~dti1M cI t7~ Sign~re Contact person: Barbara Pachon, Director of Finance Phone: 5242 Supporting data attached: Ward: All FUNDING REQUIREMENTS: Amount: No additional cost to the Finance Budget Source: Fln,"ce,~L Council Notes: /0 /~I JD~ Agenda Item No. A 5' CITY OF SAN BERNARDINO -REQUEST FOR COUNCIL ACTION STAFF REPORT SUBJECT Reclassify the position of Budget Manager in the Finance Department to Deputy DirectorlBudget Manager. BACKGROUND Historically, the Budget Manager position in the Finance Department has had significantly more responsibilities and duties than a traditional Budget Manager position. A reclassification is being proposed to more accurately reflect those additional duties. Specifically this position is responsible for coordinating and administrating the entire City budget, the day to day operations of Accounts Payable, and administration of the financial software system (setting up security, providing access for Dept. employees as requested, deleting access when needed, coordinating updates, etc.). In addition to the above duties, this position also performs a wide range of fmancial analysis involving existing programs, policies and procedures, special projects, and staff reports review. The position is also the primary liaison between Finance and City Departments whenever issues or questions arise and this position is also responsible for being Acting Finance Director when the Finance Director is away. FINANCIAL IMPACT The Budget Manager position is currently at Range 4498 ($5321-$6468/month) and it is proposed the Deputy DirectorlBudget Manager be put at Range 4505 ($5510-$6697/month). Since the Budget Manager position has already been budgeted at the middle-top of the current range for FY 02-03, there will be no additional financial cost for FY 02-03. Current Position Budgeted Costs Budget Manager Proposed Position Annual Cost Deputv DirectorlBudget Manager $69,100 $12.900 Salary Benefits $67,000 15.000* $82,000 Total $82,000 *Benefits are estimated at the maximum cost here but maybe less depending on health plan costs. RECOMMENDATION 1. Reclassify the Budget Manager position (Range 4498, $5321-$6468/month) in the Finance Department to Deputy DirectorlBudget Manager (Range 4505, $5510 -$6697/month). 2. Direct the Human Resources Department to update Resolution 6413 and Resolution 97-244 as needed to reflect this reclassification. BUDGET MANAGER Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are!!H! 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. ORGANIZATIONAL 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. 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: I. 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. . 5. 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 prelimirnuy and final budget document; assists in the design and implementation 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 apprOilliations and carryovers; prepares various related staff reports, resolutions and ordinances as required. Page-! CITY OIl SAN BERNARDINO Budget Mauager (Coutiuued) 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 l&j>1" opriate 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 in special projects relating to Ongoing city-wide issues and programs. 11. 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. 15. Routinely adheres to and maintains a positive attitude towards City and Department goals. 16. Performs related work as required. GENERAL OUALlFICATIONS 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; Interpret and apply related laws, ordinances, rules, regulations, policies and procedures; Explain technical financial and budgetary issues in simple, non-technica11anguage; 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; . I 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 Oualifications 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, [mancial 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 peiform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to peiform 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. Heario!!: Hear in the nonnai audio range with or without correction. ~ C-', ",-- I) APPROVED: ,;,\ r);'0\~ Director of Human Rc$purces DATE: 9 /:n /0 i / I CSB APPROVED DATE: HR/Job Descriptions 2001:10065.Budget.Manager Page - 3 .' ~ ......,... . ~ t.l ~ z ~ ~ ~ ~ -< ~ ~ ~ '" " ::::'.'!l " >> -I.;:: 0 e" } >>c .. " i:l.1Il ~ ~ "" '-' ~ - '" '-' .~ ~ bO " _ C " ...- >> ....i:! 0 0 " e " '" -a 00 u C 0 8 ~ 6 " " u 00 Cu ~ .s i3 < ~ '" E:~ '-' 0 E 8 ~ t)"'=l " o e ~ :0'" .!:l i:l::i - .. " '" Cl ...'-' ~~ " " " .... i:l...8 >> bO" 0 "tlbO .'!le- I '" '" ,...- 1Il[;j !3~ ::is O~ UN ~ .('-' gf ::!, .Vi ~ f- ~ , , 1"""'.........., '" , , , i:l. , , '" , , . ' " , '0.." , i 0 ;>-. , ~ U Z -< Z ~ ~ I ...s:: 0 L__-Ir;/) -a lc= e 1"t::t.tJ li:l.~ , "" I "-'. L_____J c . .g~ .Vi~ OIIl 0..00 gfE '';:'''t:I !3 1;l 8] .(8 v'U: c .... o.~ * '" Q) Q) ::::'.i!l >> 0 -t;:: 'a 8 Q) ~ >>c .. Q) I>-. 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Ice 1 'C~ 'I I^ ,....., l-M I L ~, ____J c . .g~ ._~ ;gco 0.00 00>> C.rJ .~ il o ~ (,) ::l (,).rJ <.5 Q) e c '" 0._ * Budgeted Finance Positions Employee Name Title Salary Range Barbara Pachon Director of Finance $8253-$10,031 Veronica Martinez Senior Secretary $2687-$3485 Anne Alvarado Payroll Supervisor $4065-$4941 Vacant Budget Manager $5321-$6468 Gary Silvius Accounting Manager $5242-$6372 Dawn Glaze Accountant III $3867-$4700 Vacant Accountant I $3074-$3737 Georgia Chamberlain Accounting Technician II Confidential $3136-$3812 Mary Alvord Accounting Techni (position reimbursed by SBETA) $2925-$3555 Laura King Accounting Technician I $2660-$3233 Sylvia Londean Account Clerk II $2104-$2558 Rina Marron Account Clerk II $2104-$2558 Michelle Parra Account Clerk III $2313-$2812 Linda South Account Clerk III $2313-$2812 Marsha Zeller Carol Doemner Sheila Futch Mike Hudkins Fred Hickey Blanche Chavez Purchasin<;l & Stores Purchasing Manager Assistant Buyer Assistant Buyer Storekeeper Print Shop Supervisor Print Shop Assistant $5242-$6372 $2660-$3233 $2660-$3233 $2212-$2689 $3517-$4275 $2337-$2840