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HomeMy WebLinkAboutCC AG PKT 2011-02-14 #K AGENDA STAFF REPORT - DATE: February 14, 2011 TO: Honorable Mayor and City Council THRU: Patrick P. Importune, City Manager FROM: Jill R. Ingram, Assistant to the City SUBJECT: AUTHORIZE RECRUITMENT OF ACCOUNTING TECHNICIAN SUMMARY OF REQUEST: It is requested that the City Council authorize staff to begin recruitment for the position of Accounting Technician. BACKGROUND: In January 2009, the findings and recommendations of an independent Classification and Compensation Study conducted in late 2008 were presented to the City. One section of the report included Classification Findings by Department and Job. In reviewing the two administrative positions in the Police Department that report directly to the Chief of Police, it was recommended that one of two Executive Secretary positions be reclassified to Accounting Technician to recognize the primary accounting requirements of this position. The Police Department currently has two Executive Assistants that report to the Chief of Police. One Executive Assistant performs a specialized range of administrative assignments on behalf of the Chief of Police. The other Executive Assistant performs primarily technical accounting assignments, and recently announced her pending retirement effective April 5, 2011. FINANCIAL IMPACT: Funds have been budgeted in the 2009/11 Budget for the position of Executive Assistant. The recruitment for the replacement of the position as an Accounting Technician is projected to result in a salary savings of $14,940 from the 2009/11 Budget. Agenda Item K Page 2 ANALYSIS: Currently no other employees have been cross trained in the Executive Assistant position that performs primarily technical accounting assignments, and this employee has announced that she will be retiring from the City effective April 5, 2011. As indicated, the responsibilities of this position are largely centered upon technical accounting duties. This position coordinates, prepares, and audits payroll timesheets as well as grant reports, and tracks and reports upon the status of grant funds and grant reimbursements. This position assists with budget preparation and internal auditing of expenditures for particular accounts on a daily basis, prepares weekly budget variance and analysis reports, monitors accounts receivables and payables relative to the Police Department, and conducts research and purchasing as directed. In addition, the employee creates other types of specialized reports that are often fiscally and technically related, including the maintenance, monitoring, and updating of the identification security system and ID cards. Staff recommends replacement of the current Executive Assistant position to Accounting Technician. The functions and qualifications of this position are most closely associated with the classification of Accounting Technician, as the work assignments are largely centered upon technical accounting duties. The adopted Class Specification for the Accounting Technician is attached to this staff report. Due to the current economy, the City of Seal Beach has implemented a hiring freeze for new employees. The responsibilities of this position are critical to the Police Department due to the range of specialized assignments that require technical accounting knowledge, skills and abilities. RECOMMENDATION: It is recommended the City Council authorize staff to begin recruitment for the position of Accounting Technician. SUBMITTED BY: NOTED AND APPROVED: • At ■ • it lAtt at fink Ingram . Patrick P. Importune Assistant to the City Manager City Manager Prepared by: Nancy Ralsten, Management Analyst Attachments: A. Accounting Technician Class Specification Q % .p. p` 3EAl e - Accounting Technician Department/Division: Financial Services or Police Administration Reports To: Financial Services: Senior Accountant or Director of Financial Services /City Treasurer. Police: Police Chief Provides Direction To: Not applicable FLSA Exemption Status: Non - exempt Date Prepared: December 29, 2008 Date Adopted by City Council: GENERAL PURPOSE Under general supervision, performs difficult and responsible accounting support and administrative work in either the Financial Services Department or Police Department; participates in the preparation, review and adjustment of accounting records related to accounts payable, accounts receivable, purchasing, payroll, utility billing, insurance billing, budgeting, and other functions; and does related work as required. DISTINGUISHING CHARACTERISTICS The Accounting Technician is distinguished from accounting clerical personnel by its specialized knowledge of technical accounting methods and procedures. The Accounting Technician is differentiated from the Senior Accounting Technician, which exercises lead direction over accounting clerical staff and has responsibility for the preparation and reconciliation of a broader range of accounting and financial reports and audit schedules. ESSENTIAL FUNCTIONS The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class. 1. Communicates with vendors, customers, or staff regarding accounting questions. 2. Batches, verifies, and totals accounts receivable, accounts payable, billing or employee expense reimbursements, timekeeping, or personnel records. 3. Organizes and prepares schedules for receivables, payments, and reimbursements; prepares, transmits, and files accounting data. 4. Reviews and adjusts accounting and budgeting entries; assures that proper account numbers, rates and deductions, purchase orders, or payment information has been provided. 5. Completes various special projects related to accounting data research. 6. May open, adjust, and close customer accounts; assign delinquent accounts to collections agencies. 7. May audit fee payments and aging reports for cash and electronic transactions. Accounting Technician Page 1/3 ESSENTIAL FUNCTIONS (continued) 8. May process, post and prepare invoices for payments. 9. May download and upload meter readings for meter reads and billing purposes and schedule meter reads, meter re- reads, and meter repairs. 10. May reconcile daily cash receivables in cash statements and prepare daily bank deposit records. 11. May track and project budget expenditures for specific accounts and may prepare budget variance and analysis reports. 12. May conduct business research to identify entities requiring licenses, including analysis of sales records, tax returns, and other data sources. 13. May update data on accounts, audit returns, calculate fees, prepare renewal notices, and issue new business licenses and renewal business licenses. 14. May prepare, audit, and disseminate grant reports and monitor account balances and disbursements. 15. May review timesheets and payroll records for completeness and accuracy; verify and apply premium payments, rate changes, tax withholdings, and benefit deductions in accordance with statutes and labor agreements; balance accrued time off; prepare manpower reports; prepare and reconcile tax reports. 16. May maintain employee identification and security system records. 17. May train other accounting and office personnel regarding accounting procedures. QUALIFICATIONS GUIDELINES Knowledge of (depending upon position assignment): Accounts receivable, accounts payable, billing, and purchasing methods and procedures; payroll accounting and timekeeping procedures and labor contracts and tax withholding and filing requirements; licensing and special fee requirements; billing practices and procedures; budgeting procedures; data retention requirements; customer service practices. Ability to: Operate computer equipment and use accounting software, and spreadsheet and word processing software applications programs; operate calculator and other standard office equipment; verify, enter, and reconcile financial data and accounting information; ensure proper authorization and documentation for disbursements; prepare basic accounting records and reports; communicate effectively, both orally and in writing; establish and maintain effective working relationships with staff, management, vendors, contractors, customers, and others in the course of work. Education/Training /Experience: High School graduation or G.E.D. equivalent is required. Two years of complex clerical and technical accounting and budgeting work is required. Completion of technical accounting training and coursework is desirable. Accounting Technician Page 2/3 Licenses, Certificates; Special Requirements: None. PHYSICAL AND MENTAL DEMANDS The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this class, the employee is constantly required to sit, and frequently to stand and walk to counter areas. The sensory demands include the ability to talk, and hear, both in person and by telephone; use hands to finger, handle, feel or operate computer hardware and standard office equipment; and reach with hands and arms. The employee occasionally lifts and carries records and documents weighing Tess than 20 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus. Mental Demands While performing the duties of this class, the employee is regularly required to use oral and written communication skills; read and interpret data; use math and mathematical reasoning; establish priorities and work on multiple assignments and projects concurrently; and interact appropriately with staff, management, vendors, and the general public in the course of work. WORK ENVIRONMENT The employee frequently works in office conditions where the noise level is usually moderate, at and below 85 decibels. Accounting Technician Page 3/3