HomeMy WebLinkAboutCC AG PKT 2008-02-11 #M
AGENDA STAFF REPORT
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DATE: February 11 , 2008
TO: Honorable Mayor and City Council
THRU: David N. Carmany, City Manager
BY: Robbeyn Bird, Director of Administrative Services
Andrew J. Tse, Personnel Manager
SUBJECT: SENIOR ACCOUNT-ANT AND SENIOR ACCOUNT
TECHNICIAN AND ADDING THE POSITION
SpECIFICATIONS
SUMMARY OF REQUEST:
Staff requests that Council adopt the proposed resolution approving the positions of
Senior Accountant and Senior Account Technician and adding the position
specifications to the City's classification plan.
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BACKGROUND:
The City Manager recently reorganized the Administrative Services Department.
The objective of this reorganization is to safeguard the City's assets, change the
organizational culture to ensure that the best interests of the residents of Seal
Beach are served, and to operate the department with the highest degree of
accuracy, reliability and dependability with the least amount of resources.
After thoroughly analyzing the department's current responsibilities, reporting
requirements to regulatory agencies, day-to-day financial operations, and current
staffing levels, the positions of Administrative Services Manager and Budget
Analyst were eliminated. It is recommended that the City Council approve the
position specification for the positions of. Senior Accountant and Senior Account
Technician.
ProDosed Position Addition
Senior Accountant
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The Senior Accountant position would absorb portions of the duties of the
elilT!inated Administrative Services Manager and the Budget Analyst positions.
The' Director would absorb any other duties not assigned to the Senior
Accountant. Duties of this position will include, but are not limited to the
following:
Agenda Item M
Page 2
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. Analyzes financial transactions to assure conformity and compliance with
generally accepted governmental accounting procedures and practices as
well as City codes and ordinances
. Collects, analyzes, interprets and documents financial and operating data;
prepares financial statements and other reports
. Audits financial records; assists in budget preparation, manages year-end
closing and internal audits
. Prepares responses to inquiries from regulatory agencies; coordinates
and prepares accounting reports and reconciliations for capital
improvement projects
. Coordinates and updates fixed assets program
. Provides revenue/expenditure statements, investment schedules
. Monitors and prepares monthly reports on investment portfolios for the
City and .the Redevelopment Agency
. Responds to inquiries on revenue bonds or general obligations
. Works with independent auditors on annual review of City/Agency
financial records
. Other duties as assigned
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This position would also be responsible in assisting the director in monitoring and
maintaining the day-to-day financial transactions of the City and the Agency, and
review work products for quality control.
Senior Account Technician
The Senior Account Technician would serve as the lead position of the Account
Technician staff, assisting the Director in overseeing the three Account
Technician positions and one Account Clerk position of the department in the
areas of Accounts Payable, Water Billing, Business License, and customer
service. The Senior Account Technician will also absorb some duties of the
Budget Analyst, specifically assisting the director with monitoring departmental
expenditures. The duties of the position of Senior Account Technician will
include, but are not limited to the following:
.
. Assist the director by overse!3ing the activities and performance of
duties by the Account Technicians
. Perform duties of Account Technician: Accounts Payable, Water
Billing, Business License as required by operational needs
. Assist the Accountant and Senior Accountant with cash management
by verifying ending bank balances
. Assist the Accountant and Senior Accountant with bank reconciliations
by canceling out cleared checks in the finance system
. Monitor departmental expenditures and ensure City departments stay
within budgeted appropriations
. Enter daily cash receipts
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The proposed amendment to the Administrative Services Department is
estimated to be at a cost savings of $37,000 per year.
RECOMMENDATION:
That the City Council approve Resolution Number
NOTED AND APPROVED:
(5-.-::, -
David carmany,tity Manager
Attachments:
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Resolution
Position Specification - Senior Accountant
Position Specification - Senior Account Technician
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RESOLUTION NUMBER
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL
BEACH APPROVING THE POSmONS OF SENIOR
ACCOUNTANT AND SENIOR ACCOUNT TECHNICIAN AND
ADDING THE POSITION SPECIFICATIONS TO THE CITY'S
CLASSIFICATION PLAN
WHEREAS, the Administrative Services Department was evaluated for staffing
needs and staff were directed to make recommendations as deemed necessary
to run the department In the most efficient and effective manner; and
WHEREAS, the objective of the organization Is to safeguard the City's assets,
change the organizational culture and to ensure that the best Interests of the
residents of Seal Beach are served, and to operate the department with the
highest degree of accuracy, reliability and dependability with the least amount of
resources; and -
WHEREAS, the positions of Administrative Services Manager and Budget
Analyst were eliminated; and
WHEREAS, the Implementation of the positions of Senior Accountant and Senior
Account Technician would better serve the department and at a cost savings.
NOW, THEREFORE, the City Council of the City of Seal Beach hereby resolves:
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Section 1. The positions of Senior Accountant and Senior Account Technician
are hereby approved and authorized to be added to the City's classification plan.
Section 2. The salary ranges lor the positions of Senior Accountant and
Senior Account Technician are hereby established as follows:
Tille RCll1qc.' Slop A Slep B StOll C SteD 0 S\f'!1 E
Senior Accountant
Senior Account Technician
580.()1 5,800.00 8,090.00 8,394.50 8,714.23 7,049.94
~2 3,800.60 3,780.63 3,989.88 4,188.14 4,378.65
Section 3. The positions of Administrative Services Manager and Budget
Analyst are hereby removed from the CIty's classification plan.
Section 4. Except as provided lor In Sections 1, 2, and 3, there are no other
corrections, changes or amendments.
PASSED, APPROVED, AND ADOPTED by the City Council of the City of Seal
Beach on the 1 t th day of Februarv . 2008 by the following vote:
AYES: Council Members
NOES: Council Members
ABSENT: Council Members
ABSTAIN: Council Members
Mayor
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ATTEST:
City Clerk
Resolution Number xxxx
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STATE OF CALIFORNIA }
COUNTY OF ORANGE } SS
CITY OF SEAL BEACH }
I, Unda Devine, City Clerk of Seal Beach, Callfomla, do hereby certify that the
foregoing resolution is the original copy of Resolution Number on file In
the office of the City Clerk, passed, approved, and adopted by the City Council of
the City of Seal Beach, at a regular meeting thereof held on the 11 th day of
Februarv . 2008.
City Clerk
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CITY OF SEAL BEACH
SENIOR ACCOUNTANT
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.
DEFINITION
The Senior Accountant is the lead position of the Accountant series. The position, under
general direction, performs professional accounting for the City; assists the Director of
Administrative Services with overseeing the City's financial activities, including
financial activities relating to the Redevelopment Agency (RDA), accounting functions,
and budget development. This position also assists the Department Director with
supervision. Assist the Department Director in the planning, organizing, directing, and
implementing processes and procedures pertaining to the City's finance and technology
systems, City bond sales; cash management and investment programs; develops reporting
systems; and conducts research.
SuPERVISION RECEIVED AND EXERCISED
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Receives administrative direction from the Director of Administrative Services. Assists
the Department Director by providing guidance to the Accountant classification. Assists
with supervision of Department staff as directed.
ESSENTIAL FUNCTION STATEMENTS . Essential and other important
responsibilities and duties may include, but are not limited to, the following:
Essential Functions:
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. Oversee and provide direction to the Accountant classification in performing
professional and technical accounting and auditing activities;
. Oversee and provide direction in the preparation and maintenance of accounting
records and reports, analysis of accounting systems, internal auditing, and
preparation of special reports;
. Oversee and provide direction in general ledger posting and reconciliation,
accounts payable and payroll processing;
. Reviews requisitions, trial balances and journal entries and authorizes payments,
fund transfers;
. Reviews automated financial system reports for accuracy and identifies data entry
errors;
. Audits records and files associated with various business transactions;
. Verifies and reconciles accounts payable and/or receivable transactions;
. Allocates interest to various funds or special accounts;
. Performs fixed assets or grants accounting;
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. Oversee and assist the Department Director in the preparation of information for
auditors;
. Tabulates and audits data and prepares periodic financial, statutory, activity or
statistical reports including federal grants, tax assessments, pass through
statements and the annual financial report;
. Manages year-end closing and internal audits, and performs other related tasks as
required;
. Arranges supplementation and indexing of the Municipal Code;
. Supervises payroll personnel;
. Assists in budget preparation;
. Coordinates and prepares accounting reports and reconciliation for capital
improvement projects (CIP);
. Coordinates and updates financial transactions of grant programs;
. Coordina~s and updates fixed assets program;
. Provides revenue/expenditure statements;
. Monitors and prepares monthly reports on investment portfolio for the City;
. Responds to inquiries on revenue bonds, or general obligations;
. Works with independent auditors on annual review of City financial records;
. Other duties as assigned.
QUALIFICATIONS
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Knowledl!e of:
. Organization and functions of local government and municipalities.
. Principles, practices and operation of modem office management.
. Records management.
. Filing systems and equipment.
. Principles of office organization, administration, supervision and training.
. English usage, grammar, spelling and punctuation, computer hardware and software.
· Knowledge of municipal finance administration, accounting and auditing principles,
and practices and investment theory as promulgated by the American Institute of
Certified Public Accountants (AICPA), the Financial Accounting Standards Board
(FASB), and Governmental Accounting Standards Board (GASB).
. Knowledge of investment fund/management and bond sales.
· Principles and practices of administration. and organizational theory.
· Working knowledge of laws relating to public finance.
· Knowledge of principles and practices of local government budgeting and investment
planning.
· Knowledge of generally accepted accounting and internal audit principles, methods,
and techniques.
· Experience in developing organizational and departmental budgets.
· Experience in managing Capital Improvement Project (CIP) funds.
· Knowledge of computer operations and financial software applications.
· Knowledge of the principles of supervision.
City of Seal Beach - Scoior Al:colllltaDt
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Abilitv to:
. Ability to meet the public with courtesy and to communicate clearly and concisely
and promote quality customer service.
. Work a flexible schedule including evenings, as needed, to accommodate City needs.
. Communicate clearly and concisely, both orally and in writing.
. Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
. Establish and maintain cooperative working relationships with those contacted in the
course of work including City and other government officials, regulatory agencies,
external auditors, and the general public.
EXPEmENCEANDTRAUUNGGUIDELmES
Any combination of experience and training that would likely provide the required
knowledge and abilities is qualifying. A typical way to obtain the knowledge, and abilities
would be: '
EXDerience: Four years of experience in government accounting and any relevant
experience.
Education:
Equivalent to a Bachelor's Degree from an accredited college or
university with major coursework in accounting, business administration,
public administration, or related field; CPA highly desirable.
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License or
Certificate:
Possession of a valid driver's license with no violation that would affect
the performance of job requirements.
WORKING CONDITIONS
Environmental Conditions:
Office environment; exposure to computer screens.
Phvsical Conditions:
Essential and marginal functions require maintaining physical condition necessary for
sitting, walking or standing for prolonged periods of time; extensive public contact.
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City of Soal Beach - Sellior AceDllDlIDt
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CITY OF SEAL BEACH
SENIOR ACCOUNT TECHNICIAN
CIa.. sp.cifications ere int.nded to pr....nt a d.scriptiv. list of the rang. of duti... p.rform.d by employ....
in the dOorS. Sp.cifications are not int.nd.d to refl.ct aU duti.s p.rform.d within the job.
DEFINITION
The Senior Account Technician is the lead journey position of the Account Technician
series. The position assists the Department Director in overseeing the Account
Technician classification in performing difficult and technical accounting work involved
in the preparation of payroll; assembling and auditing utility bills and purchase orders;
processing business licenses; providing customer services for the public; and performing
a variety of tech!lical and supervisory tasks relative to assigned area as directed by the
Department Director.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Director of Administrative Services and or hislher
designee. Exercises technical supervision over Account Technician classification and
other positions as directed by the Department Director.
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ESSENTIAL AND MARGINAL F1JNCTION STATEMENTS -- Essential and other
important responsibilities and duties may include, but are not limited to, thefollowing:
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Essential Functions:
. Oversee and provide guidance to Account Technicians;
. Assist the Senior Accountant and Accountant in overseeing and providing
guidance to Account Technicians in performing difficult and complex technical
accounting work in the preparation of payroll checks; compute gross salary,
overtime earnings, deductions and special payrolls;
. Assist the Senior Accountant and Accountant in overseeing and providing
guidance in the processing of employee payroll changes including raises,
promotions and department changes; set up new pay. deduction and benefit codes;
. Respond to questions or complaints from employees requiring explanation of
laws, rules, regulations, contracts and payrolJ issues; explain payroll procedures;
. Oversee and provide guidance to Account Technicians in reconciling employee
insurance statements and process payments; ensure accuracy of billing
information; .
· Oversee and provide guidance to Account Technicians in issuing business
licenses based on established procedures; conduct annual renewal process;
. Reconcile and deposit daily cash revenues;
· Assemble, audit and verify purchase orders for correct coding and totals; sort and
distribute invoices to appropriate departments; track, order and replace general
stock and supplies;
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. Ensure the proper and timely preparation and delivery of a variety of monthly,
quarterly and annual financial reports as required by State or other agencies and
organizations;
. Ensure the proper and timely preparation and delivery of water/sewer/refuse
billings, including generating, reviewing and issuing invoices and receiving and
posting payments; resolve any discrepancies; prepare delinquent notices
according to established procedures;
. Respond to public and employee inquiries in a courteous manner; provide
information within the area of assignment; resolve complaints in an efficient and
timely manner;
. Ensure excellent customer service at the public counter;
. Provide timely and courteous response to internal and external customer service
needs;
. Duties as assigned by the Director of Administrative Services and or hislher
designee.
Mareinal Functions:
. Provide assistance to clerical accounting staff as needed.
. Provide public counter relief when needed.
. Perform related duties and responsibilities as required.
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OUALIFICA TIONS
Knowledl!e of:
. Principles, procedures and methods of accounting including payroll processing.
. Principles and practices of purchasing.
. Principles and practices of effective supervision.
. Modem office procedures, methods and equipment including computers.
. Principles and procedures of financial recordkeeping and reporting.
. Methods and techniques of data processing and computer input.
. Pertinent Federal, State and local laws, codes and regulations.
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Abilitv to:
. Perform complex technical accounting duties.
. Analyze a variety of financial data and p~pare complex reports.
· Apply bookkeeping and financial recordkeeping principles in the maintenance of
complex accounting records.
· Prepare and analyze data for computer input.
· Type at a speed necessary for successful job performance.
· Understand and follow oral and written instructions.
· Communicate clearly and concisely, both orally and in writing.
· Establish and maintain effective working relationships with those contacted in the
course of work including a variety of City and other government officials and the
general public.
City of Saal Baac:h- Sillier Accounllml Taclmiciall
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. Maintain physical condition appropriate to the performance of assigned duties and
responsibilities.
EXPERIENCE AND TRAINING GUIDELINES
Any combination of experience and training that would likely provide the required
knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities
would be:
Experience: Four years of increasingly responsible technical accounting experience
preferably within the area of accounts payable/receivable, payroll, or utility billing.
Traininl!: Equivalent to completion of the twelfth grade supplemented by college level
course work in bookkeeping, accounting or a related field.
WORKING CONDmONS
Environmental Conditions:
Office environment, exposure to computer screens.
Physical Conditions:
Essential and marginal functions require maintaining physical condition necessary for
sitting for prolonged periods of time, extensive use of computer keyboard.
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City of Seal Beach- SoDior AccouDIIDI Teclmiciao