HomeMy WebLinkAbout14- Personnel CITY OF SAN BERN.- RDINO - REQUEST F R COUNCIL ACTION
From: BARBARA DILLON Subject: FINANCE DEPARTMENT
DIRECTOR OF PERSONNEL REORGANIZATION
Dept: PERSONNEL
Date: FEBRUARY 6, 1996
Synopsis of Previous Council action:
On August 7, 1995, the Mayor and Common Council approved the final budget
for FY 1995-96.
Recommended motion:
• Delete one (1) vacant Accountant position, Range 1346, $2,493 - $3,030/month.
• Delete one (1) vacant Accounting Technician position, Range 1326, $2,256 - $2,743/month.
• Establish one (1) Account Clerk II position, Range 1267 , $1,681 - $2,044/month.
• Establish one (1) Administrative Analyst position, Range 4380, $2,954 - $3,591/month.
• Upgrade one (1) Accountant position, Range 1346, $2,493 - $3,030/month to an
Accountant II position, Range 2365, $2,741 - $3,332/month.
• Direct the Personnel Department to update Resolution 95-428 to reflect this
particular action.
Signature
Contact person: Barbara Dillon, Director of Personnel Phone: ext. 5161
Supporting data attached: Yes Ward:
FUNDING REQUIREMENTS: Amount: Net Savings $10,600
Source: (Acct. No.) 001-121-5011
Acct. Description) Salaries - Permanent/Full-Time
Finance:
Council Notes:
/9
75-0262 OnonA. I+.— K1— /�
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
STAFF REPORT
BACKGROUND
In June 1995, a reorganization of the Accounting Section of the
Finance Department was recommended by Barbara Pachon, Director of
Finance. Since some of the reorganization involved deleting and
downgrading currently filled positions, only a partial
reorganization was approved and implemented in the FY 1995-96
budget.
Currently, the Finance Department has a vacant Accountant position
and the Department will soon have a vacant Accounting Technician
position. Based on these vacancies, it is recommended that the
reorganization of the Accounting Section of Finance Department be
fully implemented. When fully implemented, the reorganization will
create a net savings of $10, 600 plus increase subrogation revenues.
STAFFING
The following recommendations are proposed to complete the
reorganization of the Accounting Section of the Finance Department:
* Delete one (1) vacant Accountant position, Range 1346, $2,493 -
$3 , 030/month
* Delete one (1) vacant Accounting Technician position, Range
1326, $2 , 256- $2 , 743/month
* Establish one (1) Account Clerk II position, Range 1267,
$1, 681 - $2, 044/month
* Establish one (1) Administrative Analyst position, Range 4380,
$2 , 954 - $3, 591/month
* Upgrade one (1) Accountant position, Range 1346, $2,493 -
$3 , 030/month to an Accountant II position, Range 2365,
$2 , 741 - $3 , 332/month
The Finance Department currently has a total of 27 authorized
positions. The number of positions will remain the same under this
reorganization. Below is an analysis of the proposed
reorganization:
The proposed Account Clerk II will report to the Accounting
Manager. Responsibilities of the new . position will include
preparation and reconciliation of various reports in the area of
accounts receivables, collections, bank reconciliation, etc. This
position will also provide back-up support for accounts payable.
0
Page 2
Finance Reorganization
This back-up support is critical since Finance is going to begin
making vendor invoice payments for Workers Compensation.
Currently, Workers Compensation staff prepare and process checks
for all vendor payments under the Workers Compensation program. By
having Finance process the vendor payments, Workers Comp. staff
will have more time to spend on handling claims and there will be
a stronger review system in place for processing Workers
Compensation vendor payments.
The proposed Administrative Analyst will report to the Director of
Finance. Responsibilities of the new position will include:
*Coordination of basic subrogation work that is currently being
done by an outside contractor. Subrogation is the process of
recovering funds from parties responsible for damage to City
property and recovery of money from insurance or a responsible
party for stolen City property. By incorporating subrogation
activities into Finance, the City will increase savings two
ways. First, there will be approximately $10, 000/year saved
that is now being paid to an outside contractor. Second, it is
estimated that Finance will be able to increase the collection
rate on delinquent subrogation files with a more timely,
streamlined, and aggressive process.
*Detailed revenue analysis and reports on the City's revenue
collections. Such things as monitoring and reporting increases
and decreases in the various types of sales tax collections
(retail, construction, business, etc. ) , monitoring and
reporting the effects of all legislation and Public Utility
Commission actions on City revenues, prepare various graphs
and reports that are easy to understand and follow, etc.
*Budget analysis to enhance the Finance Department's capability
of mid and long range fiscal analysis and in-depth research on
issues of relevance to the City.
*Procedure analysis to improve operational efficiency
The proposed upgrade of an Accountant to an Accountant II position
is being recommended to properly establish an Accountant series in
the Finance Department. Currently, in the Finance Department there
is only Accountant and a Senior Accountant positions. By having an
Accountant I, Accountant II, and Senior Accountant in the Finance
Department, will permit the Accounting Manager to be able to
properly delegate the wide range of professional level general
accounting, fund accounting, auditing, and financial reporting work
to the appropriate staff.
Page 3
Finance Reorganization
The proposed deletion of one Accountant and one Accounting
Technician will not adversely effect the Finance Department as long
as the rest of the proposed reorganization is approved. The work
that is currently assigned to these positions will be delegated
among current positions in the Department and the proposed new
positions.
In July 1995, the Finance Department had an Accountant terminate
employment. Since the Finance Department budget included only six
months of funding for the Accountant position, the position was not
immediately filled. During the past six months it was determined
that between effectively using student Interns in the Finance
Department and hiring the new Accounting Manager, there is
sufficient staff to do the technical accounting work needed in the
Department.
COSTING
Savings:
* Delete one Accountant, Range 1346, $2 , 493 - $3 , 030/month
One Year Savings, including salary and benefits: $43 , 200
* Delete one Acct Technician, Range 1326, $2 , 256-$2 , 743/mo
One Year Savings, including salary and benefits: $37 , 900
* Transfer basic subrogation work to the Finance Dept. $10 , 000
Total Savings: $91, 100
Costs:
* Add one Acct Clerk II, Range 1267 , $1, 681 - $2 , 044/month
One Year Cost, including salary and benefits: $26, 600
* Add one Admin Analyst, Range 4380, $2 , 954 - $3591/month
One Year Cost, including salary and benefits: $49 , 000
* Upgrade one Accountant to an Accountant II, Range 2365,
$2 , 741 - $3 , 332/mo. One Year Added Cost, including salary
and benefits: 4 , 900
Total Costs: $80, 500
NET SAVINGS: $10, 600
V
Page 4
Finance Reorganization
RECOMMENDATIONS
Based on the foregoing, recommendations include:
* Delete one (1) vacant Accountant position, Range 1346, $2 , 493 -
$3 , 030/month
* Delete one (1) vacant Accounting Technician position, Range
1326, $2 , 256 - $2 , 743/month
* Establish one (1) Account Clerk II position, Range 4380,
$2 , 954 - $3 , 591/month
* Establish one (1) Administrative Analyst position, Range 4380,
$2 , 954 - $3 , 591/month
* Upgrade one (1) Accountant position, Range 1346, $2 , 493 -
$3 , 030/month to an Accountant II position, Range 2365,
$2 , 741 - $3 , 332/month
* Direct the Personnel Department to update Resolution 95-428 to
reflect this particular action
Attachments:
A - Current Staffing
B - Proposed Staffing
C - Accountant I Draft Job Description
D - Accounting Technician Job Description
E - Account Clerk II Job Description
F - Administrative Analyst Job Description
G - Accountant II Draft Job Description
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ACCOUNTANT
JOB DESCRIPTION
Under general supervision, performs a variety of professional
municipal accounting work of average difficulty; and performs
related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs .
Performs a wide range of professional level general accounting,
fund accounting, financial analysis, auditing and financial
reporting work; maintains financial records for specially funded
programs, preparing budgets, accounting for and reporting revenues
and expenditures, preparing financial statements and working with
agency auditors; analyzes expenditures to determine eligible
expenditures to charge to grant programs.
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.
Develops accounting forms; develops new accounting and internal
control procedures; maintains control records and monitors
payroll-related tax reports; prepares statistical analysis of
worker injury claims; reconciles statements; initiates journal
entries to record transactions.
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; operates City vehicles .
Routinely adheres to and maintains a positive attitude towards City
and Department goals; and performs related work as required.
MINIMUM QUALIFICATIONS
Bachelor' s degree in accounting or finance, or a closely related
field with a concentration in accounting; or possession of a valid
California certification as a Certified Public Accountant . One (1)
year of experience in municipal or commercial accounting work,
including: maintenance of the general ledger; journal entries;
accounts payable; payroll; and, fixed assets.
Possession of a valid Class "C" California Driver' s License is
required.
GENERAL QUALIFICATIONS
Knowledge of
Accounting principles, practices and methods;
Basic financial analysis and research procedures;
Data processing as it relates to financial and fiscal record
keeping and reporting;
Business math;
Computer terminal operating methods.
Ability to:
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;
Make arithmetic computations quickly and accurately;
Operate a computer terminal;
Establish accounting systems, procedures and controls;
Classify fiscal documents and transactions;
Perform statistical and financial 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
recordkeeping;
Identify problems, define and recommend alternative solutions
and implement appropriate solutions;
Operate a calculator quickly and accurately;
Operate a vehicle observing legal and defensive driving
practices;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those
contacted in the course of work.
Page 2 of 3
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ORGANIZATIONAL RELATIONSHIPS
The class of Accountant is the professional, journey-level class in
the Finance Department . Supervision is received from a higher
level professional accountant or from the Director of Finance.
APPROVED: 0,l2 J,2•�� ) S.� DATE:
Director of Personnel
C.S.B. APPROVED DATE:_ 4/25/95
JD:30011 Accountant 5/3/95 me
Page 3 of 3
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ACCOUNTING TECHNICIAN
Upo�p r.
JOB DESCRIPTION
Under general supervision, performs highly 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 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; reconciles employee insurance plans with payroll,
remits 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 QUALIFICATIONS
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, 2 years as an Account Clerk
III with the City of San Bernardino.
GENERAL QUALIFICATIONS
Knowledge 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, 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.
Ability 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 WO olicies, practices and
Independently implement new p
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 RELATIONSHIP
The class of Accounting Technician is the sub-professional
technical level in the financial record keeping series.
Supervision is received from a Senior Accountant or Department
Head.
APPROVED:_ �� DATE
Director of Personnel
C.S.H. APPROVED DATE:,_ 4/25/95
JD:30017 ACCOUNTING TECHNICIAN 5/3/95 me
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ACCOUNT CLERK II
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JOB DESCRIPTION
Under general supervision, to perform a variety of specialized and
responsible accounting work of average difficulty in connection
with the preparation, review and maintenance of financial and
statistical records; and to perform 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 average difficulty
in an assigned area of responsibility; researches packing slips and
invoices and obtains authorization for payment; checks prices,
extensions, tax and discounts; codes invoices for payment; batches
documents for computer input; enters account and purchase order
numbers, vendor numbers, amounts of payables and related data to
computer terminal.
Assembles accounts payable documents for approval; calculates unit
cost of stock; audits summaries, enters to computer and prepares
worksheets; enters journal entries and edits data processing print-
outs; posts information to a variety of records, and controls and
balances records; prepares financial-related reports; audits
documents for accuracy of computation and completion.
Collects, sorts and posts bills, invoices, receipts and other data;
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; operates a calculator,
computer terminal, word processor, photocopier, typewriter, and
related equipment; keyboards 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.
Accepts applications for new customer services and prepares
appropriate work orders for departments; inputs data to establish
accounts; bills for services; corrects billing errors and closes
accounts by means of computer terminal; audits bills; stuffs
envelopes; prepares listings of past due accounts; answers customer
complaints, referring to supervisor as appropriate; prepares
handwritten materials; prepares journal vouchers; answers
telephone; performs varied general clerical work for assigned work
unit; operates City vehicles; and, routinely adheres to and
maintains a positive attitude towards City and Department goals.
MINIMUM QUALIFICATIONS
Graduation from high school or G.E.D. equivalent and 1 year of
Page 1 of 2
recent interm( '.ate-level clerical accou ing experience; or, 6
months as Account Clerk I with the City of San Bernardino. Typing
speed of 30 wpm is required.
Possession of a certificate in word processing may be required by
completion of probationary period.
GENERAL QUALIFICATIONS
Knowledge of:
Modern office procedures;
Operation of general office machines and equipment;
Computer terminal operating methods;
Calculator operating methods;
Business math;
Advanced account record keeping methods;
Accounting principles, procedures and terminology;
Data processing as applied to accounting work;
Basic customer service principles.
Ability to:
Perform financial and statistical clerical work;
Maintain accurate and interrelated financial records and
identify and reconcile errors;
Accomplish alphabetical and numerical sorting;
Write legibly;
Make comparisons quickly and accurately;
Read, understand and apply moderately difficult materials;
Operate a calculator by touch;
Operate a typewriter keyboard with accuracy;
Operate a computer terminal and/or word processor;
Prepare clear and accurate financial reports and statements;
Operate a vehicle, observing legal and defensive driving
practices;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those
contacted in the course of work.
See in the normal visual range with or without correction;
Hear in the normal audio range with or without correction;
Transport supplies and records.
ORGANIZATIONAL RELATIONSHIPS
The class of Account Clerk II is the journey level in the account
clerical series. Supervision is received from an accountant or
supervising personnel of the assigned department.
APPROVED:• "c w c <ec->Z_ DATE:
Director of Personnel
CSB APPROVED DATE: 10/26f93
JD: 30031 ACCOUNT CLERK II dlg October 19, 1993
Page 2 of 2
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'�DED lN� ADMINISTRATIVE ANALYST
JOB DESCRIPTION•
Under direction, performs a variety of analytical functions,
including research and report writing on a variety of municipal
issues. Collects, analyzes and presents information, statistical
data, and financial information concerning City and departmental
operations, policies, procedures, and programs. May assist in
monitoring City compliance with AQMD Regulation IX, including the
employee rideshare program; and performs other related duties as
required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Conducts special studies and prepares reports including recommend-
ations for corrective action and methods for implementation.
Conducts feasibility and cost benefit analysis and audits;
researches, analyzes, and provides recommendations based upon
findings. Writes and reviews staff reports.
Conducts surveys and performs administrative research and
statistical or financial analysis. Gathers and analyzes data and
makes recommendations on the formation of policy and procedures.
Represents the City in community and professional meetings.
Coordinates departmental activities with other City departments and
divisions or other agencies.
Makes presentations before City committees, commissions, and
Council.
Routinely adheres to and maintains a positive attitude towards City
and Department goals.
Incumbents assigned to the City Administrator's Office and Finance
perform analysis and financial costing for labor negotiations and
employee salary and benefits issues. They may assist in
development and implementation of the City Employee Rideshare
Program, as required by the Air Quality Management District (AQMD) ,
and interface with AQMD for the Plan's approval and modifications.
Page 1 of 2
MINIMUM QUALIFICATIONS
Bachelor's degree, preferably in public administration, political
science, finance or related field and six months or more experience
performing analysis, research and report writing. Two years of
related experience may be substituted for one year of education up
to one year.
GENERAL QUALIFICATIONS
Knowledge of:
Principles of data gathering and presentation techniques;
Procedures relating to the preparation and submission of
proposals, grants, and contracts;
Standard recordkeeping methods;
Marketing strategies;
Principles of program budget development and administration;
Data gathering and presentation techniques;
Computer terminal and word processing operations.
Ability to:
See in the normal visual range with or without correction;
Hear in the normal audio range with or without correction;
Prepare and present written and oral reports with
recommendations;
Collect, compile, and analyze data relating to major municipal
issues;
Establish effective working relations with City officials, and
other governmental and private sector officials contacted
in the course of work;
Communicate effectively, orally and in writing.
ORGANIZATIONAL RELATIONSHIPS
The Administrative Analyst is a professional level staff position
in the City Administrator's office or other City departments.
Supervision is received from the City Administrator, Department
Head(s) or his/her designee.
Approved: Date:
Director of Personnel
CSB Approved Date: 6/13/95
JD: 10510 ADMINISTRATIVE ANALYST 6/22/95 me
Page 2 of 2
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ACCOUNTANT II
JOB DESCRIPTION
Under general supervision, performs a variety of professional
municipal accounting work of above average difficulty in
supervision and maintenance of financial records; has responsible
charge of assigned functional areas of the accounting system; and
performs related work as required.
REPRESENTATIVE DUTIES
Provides courteous and expeditious customer service to the general
public and City department staffs.
Performs a wide range of moderate level general accounting, fund
accounting, financial analysis, auditing and financial reporting
work; maintains financial records for specially funded programs,
preparing budgets, accounting for and reporting revenues and
expenditures, preparing financial statements and working with
agency auditors; analyzes expenditures to determine eligible
expenditures to charge to programs.
Conducts assigned internal audits and special accounting studies
assigned by the Accounting Manager, conducting necessary
investigations/research and preparing reports of findings and
recommendations.
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.
Develops accounting forms; develops new accounting and internal
control procedures; maintains control records and monitors payroll-
related tax reports; prepares statistical analysis of worker injury
claims; reconciles statements; initiates journal entries to record
transactions.
Collects and compiles information for assigned studies and prepares
summaries, reports and recommendations, as appropriate; assists in
the development of accounting system, procedures, policies and
manuals; operates computer terminal equipment, calculators and
other specialized office equipment; checks work of account clerical
personnel; operates City vehicles.
Routinely adheres to and maintains a positive attitude towards City
and Department goals; and performs related work as required.
MINIMUM QUALIFICATIONS
Bachelor's degree in accounting or finance, or a closely related
field with a concentration in accounting; or possession of a valid
California certification as a Certified Public Accountant. Two (2)
years of experience in municipal or commercial accounting work,
including; maintenance of the general ledger; journal entries;
accounts payable; payroll; and, fixed assets.
Possession of a valid Class "C" California Driver's License is
required.
GENERAL QUALIFICATIONS
Knowledge of:
Accounting principles, practices and methods;
Basic financial analysis and research procedures;
Data processing as it relates to financial and fiscal record
keeping and reporting;
Business math;
Computer terminal operating methods.
Ability to:
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;
Make arithmetic computations quickly and accurately;
Operate a computer terminal;
Establish accounting systems, procedures and controls;
Classify fiscal documents and transactions;
Perform statistical and financial 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
recordkeeping;
Identify problems, define and recommend alternative solutions
and implement appropriate solutions;
Operate a calculator quickly and accurately;
Operate a vehicle observing legal and defensive driving
practices;
Understand and carry out oral and written instructions;
Establish and maintain effective relationships with those
contacted in the course of work.
Page 2 of 3
ORGANIZATIONAL RELATIONSHIPS
The class of Accountant is the professional, journey-level class in
the Finance Department. Supervision is received from the
Accounting Manager or from the Director of Finance.
APPROVED: DATE:
C.S.B. APPROVED DATE:
Page 3 of 3