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HomeMy WebLinkAboutCC AG PKT 2003-04-28 #J AGENDA REPORT , c,l DATE: April 28, 2003 � 6' 2 TO: Honorable Mayor and City Council FROM: John B. Bahorski, City Manager SUBJECT: Amendment to Position Classification Plan SUMMARY OF REQUEST: That City Council amend the Position Classification Plan to include the positions of Accounting Manager and Management Analyst(Human Resources) and adopt a salary range for both positions. BACKGROUND: Due to impending staff departures, City Council gave approval to restructuring of the Administrative Services and City Manager's departments for the development of two positions — the Accounting Manager and a Management Analyst with human resources expertise. On April 11, 2003, the Civil Service Board reviewed the job descriptions and recommended to Council that the Position Classification Plan be amended to include both new positions. • FISCAL IMPACT: Restructuring to result in savings of $12,687. RECOMMENDATION: By adoption of the Proposed Resolution No. 5127 (attached), Council will approve the amendment to the Position Classification Plan to include the job descriptions of Accounting Manager and Management Analyst/HR and approve a salary range for both positions. Attachment: Proposed Resolution No.5127 Amending Position Classification Plan and establishing salaries Agenda Item RESOLUTION NUMBER . • A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SEAL BEACH AMENDING THE POSITION CLASSIFICATION PLAN TO INCLUDE THE POSITIONS OF ACCOUNTING MANAGER AND MANAGEMENT ANALYST/HUMAN RESOURCES WHEREAS, on April 11, 2003, the Civil Service Board reviewed the Accounting Manager and Management Analyst/Human Resources job descriptions and recommended the Position Classification Plan be amended to include those positions, attached as Exhibit A and B to this resolution; and • WHEREAS, both positions will be included in the Management/Mid- Management non - represented unit and salary ranges have been established and attached as position is attached as Exhibit B; and NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Seal Beach hereby amends the Position Classification Plan to include the positions of Accounting Manager and Management Analyst/Human Resources and sets the wages and benefits for same. PASSED, APPROVED AND ADOPTED by the City Council of the City of Seal Beach on day of , 2003 by the following vote: AYES: Councilmembers NOES: Councilmembers ABSENT: Councilmembers III Mayor ATTEST: Joanne M. Yeo, City Clerk STATE OF CALIFORNIA) COUNTY OF ORANGE ) SS CITY OF SEAL BEACH ) I, Joanne M. Yeo, City Clerk of Seal Beach, California, 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 day of , 2003. City Clerk III .., EXHIBIT A • CITY OF SEAL BEACH ACCOUNTING MANAGER 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 To provide assistance in managing the activities of the Administrative Services Department including accounts receivable, payroll, accounts payable, utility billing and information technology. Perform professional level work in the areas of accounting, auditing, and budgeting. SUPERVISION RECEIVED AND EXCERCISED Receives administrative direction from the Director of Administrative Services/Treasurer. Exercises direct supervision over technical and clerical staff. ESSENTIAL FUNTION STATEMENTS — essential and other important responsibilities and dunes may include, but are not limited to, the following: Essential Functions: • Participate in the development and implementation of departmental goals, objectives, policies and priorities. • Assist in the supervision and coordination of financial activities of the City and Redevelopment Agency including accounting, budgeting, information technology, • payroll, revenue collection, utility billing, accounts payables, accounts receivable, business licensing, grant accounting and treasury functions. • Develop, implement, and maintain accounting and budgetary systems; recommend changes to keep systems current and in compliance with accounting regulations and procedures; prepare joumal entries and maintain general and subsidiary accounting ledgers; allocate cash investments and interest; review and approve accounting transactions. • Supervise, train, and evaluate clerical accounting staff in the areas of accounts payable, business licensmg, cashiering, payroll and utility billing /customer service; plan, schedule and assign related activities. • Research and prepare correspondence, projects and reports related to departmental and City policies, activities and issues; provide information and present reports to City departments and officials, outside agencies and the general public. • Assist in the preparation of the City's annual financial report, including financial statements and statistical information to identify trends. • Prepare interim and public fmancial statements, related work papers, and various other financial analyses and reports for the City, and for Federal, State or other outside agencies. • Assist in preparation of operating and capital budgets; prepare and monitor department's budget; forecast City revenue, expenditures, and fund balances; research and analyze City budget transactions and complete special projects. • Coordinate and assist auditors during annual audits; conduct internal audits; analyze and audit transactions for City programs and activities and prepare related reports. • Monitor and prepare cost reports for State and Federal grants; review and audit grant contracts and other documents to ensure grant compliance. • Oversee the annual inventory of fixed assets; ensure accurate record keeping. • • Review employee benefits; ensure compliance with Federal, State and local laws, codes and regulations. • Prepare bank reconciliations and maintain appropriate records. CITY OF SEAL BEACH • ACCOUNTING MANAGER • Perform the duties of the Director of Administrative Services/ Treasurer in his/her absence. • Perform various related duties as required. QUALIFICATIONS Knowledge of: Generally accepted accounting principles and auditing standards. Principles and procedure of accounting, auditing, and budgeting. Data processing systems and applications. Applicable laws regulating governmental and or fund accounting and fiscal operations. Principles of organizational and personnel management. Principles and procedures of financial record keeping and reporting. - Methods of research, analysis and report writing techniques. Pertinent Federal, State, and local laws, codes and regulations. Ability to: Manage, direct and coordinate the work of lower level staff and contract consultants. Select, supervise, train and evaluate staff. Oversee and direct the operations, services and activities of the Administrative Services Department. Prepare and administer complex budgets. Analyze and interpret financial data. Prepare clear, concise and comprehensive financial reports. Perform professional accounting functions. Operate various computer systems and related software programs. Analyze problems, identify alternative solutions, and project consequences of proposed • actions and implement recommendations in support of goals. Research, analyze, and evaluate new service delivery methods and techniques. Communicate clearly and concisely, both orally and in writing. Interpret and explain City policies and procedures. Establish and maintain effective working relationships with those contacted in the course of work. 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 experience in accounting or auditing, including two years of administrative and supervisory responsibility. Training: Equivalent to a Bachelors Degree from an accredited college or university with major course work in accounting, business administration or a related field. CPA is highly desirable. WORKING CONDITIONS Environmental/Physical Conditions: Office environment; exposure to computer screens. Physical condition necessary for walking standing or sitting for prolonged periods of time; operating office equipment. III EXHIBIT B - • CITY OF SEAL BEACH MANAGEMENT ANALYST (HUMAN RESOURCES) Class specifications are intended w 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 Under direction, assists departmental management with a wide variety of duties in support of the City's human resource functions including classification, recruitment and - selection, workers compensation, employee relations. Prepares, process and maintains confidential employee records and data; interfaces with payroll services, coordinates assigned activities with other departments and performs a variety of responsible, professional -level research, administrative and analytical support duties in assigned area of responsibility. SUPERVISION RECEIVED AND EXERCISED Receives direction from the City Manager and Assistant City Manager. May exercise functional and technical supervision over lower level clerical staff. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS - Essential and other important responsibi /zties and duties may include, but are not limited to, the following: Essential Functions: III Perform a variety of duties in support of the City's human resource functions including workers' compensation, recruitment, classification, compensation and the like. • Prepare personnel action forms for salary and other benefit changes; interface with City's payroll services; maintain employee data base, entering new employees, processing status changes and deleting terminated employees. • Interpret City policies, procedures. • Exercise tact and diplomacy in dealing with sensitive and complex personnel issues. • Maintain confidential personnel files and records including documentation of transfers, salary and other related information. • Independently develop and implement analytical studies and develop, compile and interpret statistical data • Conduct salary surveys, compile other statistical data related to compensation; may provide staff assistance for the meet and confer process; update City's salary data for the California Public Agencies Benchmark organization and respond to related requests for information from other agencies. • Act as liaison to the Civil Service Board, prepare agendas and attend meetings. • Assist in updating job descriptions; maintain position classification manual and policy and procedures manual. • May provide staff assistance, compile survey results and other statistical data for meet and confer process. • May conduct classification surveys; compile survey data and results; recommend modifications to policies and procedures as appropriate. • May assist in contract /franchise agreement administration. • Provide responsible, complex and confidential administrative support to the City Manager; type and proofread a wide variety of complex and confidential reports, II I letters, memoranda and statistical charts; independently prepare correspondence. CITY OF SEAL BEACH MANAGEMENT ANALYST III Marginal Functions: May assist with the preparation of the annual budget; compile and input budget data; submit budget recommendations for office supplies and equipment. _ Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Principles and practices of human resources management including recruitment, classification and labor negotiations. • Principles and procedures of employee benefit administration. Methods and procedures of statistical analysis and compensation quantitative methods. Techniques of job analysis. Modern office procedures, methods and equipment including a computer. Business letter writing and report preparation. Principles and procedures of filing and record keeping. English usage, spelling, grammar and punctuation. Pertinent Federal, State and local laws, codes and ordinances. Ability to: Provide human resources management services including recruitment, classification, and , compensation. Identify and respond to employee inquiries, complaints, concems and needs. Maintain accurate and confidential employee files. Communicate clearly and concisely, both orally and in writing; gather, display and analyze statistical data. Interpret and apply City policies, procedures, laws and regulations relating to assigned activities. Understand the organization and operation of the City and of outside agencies • as necessary to assume assigned responsibilities. Perform responsible and complex work involving the use of independent judgment and personal initiative. Interpret and apply Federal, State and local laws, codes and regulations pertaining to personnel administration. Establish and maintain effective working relationships with those contacted in the course of work. 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: Equivalent to three years of responsible municipal technical and administrative experience in the field of human resources. Training: Bachelor's degree from an accredited college or university with major course work in business administration, public administration, psychology or a related field. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens; contact with City employees. Physical Conditions: Essential and marginal functions require maintaining physical condition necessary for walking, standing or sitting for prolonged periods of time; operating office equipment • including a computer. -- EXHIBIT C • Management/Mid- Management Non - Represented Unit: Salary Range A 13 C D E Accounting Manager 56E 5426 5697 5982 ,6281 6595 Management Analyst/HR 48C 4410 4630 4861 5104 5359 II/ ., 11111 . . .