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HomeMy WebLinkAboutResolution 2008-026 N.C.S. 02/04/2008 Resolution No. 2008-026 N.C.S. of the City of Petaluma, California RESOLUTION AMENDING THE CLASSIFICATION AND COMPENSATION PLAN BY ESTABLISHING THE NEW CLASSIFICATION, PAY RANGE AND UNIT ASSIGNMENT OF ACCOUNTING TECHNICIAN AND THE REVISED CLASSIFICATION OF ACCOUNTING ASSISTANT I/II WHEREAS, the City wishes to keep current its Classification and Compensation Plan; and amendments and or revisions to the Classification and Compensation Plan are effective upon approval by the City Council; and, WHEREAS, the City Manager/ Personnel Officer has determined that certain duties and responsibilities are appropriately allocated to the classification Accounting Technician and Accounting Assistant I/II (as attached hereto and marked Attachment A and B); and, WHEREAS, the pay range and. unit assignment for the classification as listed below and the revised classification as listed above, are hereby recommended, effective with the adoption of this Resolution; and, Classification Title P;a , :Rari a ~Per_1Vlonitti' Unit. Assi nment Accounting Technician $3,979.73-$4,179.07-$4,388.80-$4,608.93-$4,839.47 Unit 3 -Clerical/Technical NOW, THEREFORE, BE IT RESOLVED that the City Council does hereby approve the amendments to the Classification and Compensation Plan as written in this Resolution including the amendment in the Competitive Service of the Personnel System; and, BE IT FURTHER RESOLVED, that this action is taken pursuant to Personnel Code 3.04.020 and Personnel Rules and Regulations (Rule IV- Classification and Rule V - Compensation) and, that the notice of this action has been properly posted. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Approved as to Council of the City of Petaluma at a Regular meeting on the 4`~' day of February, ~/o t 2008, by thefollowing vote: i 4 L. City Att ey AYES: Barrett, Freitas, Nau, O'Brien, Vice Mayor Rabbitt, Mayor Torliatt NOES: None ABSENT: Harris ~ ,i ABSTAIN: None ~1., f r ~ ~ ) ATTEST: _ City Clerk May r Resolution No. 2008-026 N.C.S. Page 1 ~A L U~ ATTACHMENT A a -s-` City of Petaluma, California j 8 5 $ CLASS SPECIFICATION Date: 02/04/08 Job Class: 03 Accounting Technician Summary Perform a variety of technical accounting tasks that require some knowledge and application of general accounting principles as well as governmental accounting regulations and practices. Class Characteristics General supervision is provided by the Accounting Manager or the Commercial Services Manager. Responsibilities may include the indirect supervision of subordinate clerical accounting staff. Incumbents perform technical accounting tasks that require knowledge of Generally Accepted. Accounting Principles (GAAP) and their application to established systems and procedures. Incumbents may also serve as lead workers in their assigned unit with responsibility for scheduling, assigning, monitoring and reviewing the work of subordinate Accounting Assistants. This class is distinguished from the lower-level class of Accounting Assistant II in that the latter describes duties that are assigned tasks that are performed within well-defined and established parameters. This class is also distinguished from the higher-level class of Accountant in that the latter describes professional accounting duties requiring full knowledge of professional accounting theory and practice, including public sector auditing, reporting and fiscal analysis. Essential Duties, Skills, and Demands of the Position The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands. .Duties: Perform accounting tasks related to the technical maintenance of the City's financial record keeping, reporting, and control systems; provide technical accounting support pertaining to a wide range of financial areas including general accounting, procurement, utility billing, and payroll according to existing policies and regulations governing the City's fiscal record-keeping systems. Perform a wide variety of duties pertaining to the maintenance of subsidiary and General Ledger accounts; balance subsidiary accounts to the General Ledger; code, approve, and reconcile transaction documents and records; investigate account discrepancies and recommend final adjustments; reconcile daily deposits and cash receipts; reconcile journal entries and bank statements. Resolution No. 2008-026 N.C.S. Page 2 Perform primary maintenance on assigned accounts (e.g., assessment districts or external service accounts); maintain and apply account criteria including account history, legal requirements, and contractual obligations; monitor, process and reconcile account transactions and complete all filing requirements according to the unique rules, regulations and/or requirements of the specialized account. Prepare tax returns for assigned accounts by applying basic knowledge of governmental tax accounting procedures. Approve check requests within a limited dollar amount by verifying account number, check amount, proper authorization and proper backup; investigate and resolve payment issues as needed. Provide technical assistance for financial audits; review assigned account records for compliance with government auditing and accounting standards; prepare audit work papers and other support documentation. Resolve escalated customer inquiries and complaints regarding bill amounts, rate changes, usage patterns, leak adjustments and prorating of bills; troubleshoot billing system problems. Gather, prepare and maintain information for payroll files, records and reports as assigned; review payroll forms for accuracy, completeness and conformance to department and City policies; make corrections or adjustments as necessary; compute and post complex time and leave accruals; reconcile payroll certification records. Serve as a lead worker by scheduling, assigning, monitoring and reviewing the work of Accounting Assistants responsible for cashiering, billing customer service and other accounting support functions; train assigned staff in work methods; monitor and review work to ensure that it is performed properly and efficiently and that office policies and procedures are being followed. Prepare a variety of technical financial documents; gather, compile and evaluate financial, statistical and operational data for reports to state and federal agencies; prepare supporting statistics and data tables; examine and verify financial documents for completeness and accuracy. Furnish information by searching for and abstracting specialized or technical data; provide explanation of laws, regulations, policies or procedures; send materials and form letters; compose routine correspondence. Recommend and implement improved work methods and procedures. Perform related duties as assigned. Skills/Abilities: Understand the technical relationships between accounting documents and transactions based on Generally Accepted Accounting Principles (GAAP). Maintain and reconcile financial transactions to records, ledgers, and journals. Understand and apply technical accounting principles pertaining to public sector accounting and auditing. Prepare a wide variety of financial and statistical documents and reports, including tax forms; prepare custom reports utilizing an accounting report writer system. Resolution No. 2008-026 N.C.S. Page 3 Research, identify and resolve accounting record keeping errors rapidly and efficiently. Work independently in an environment with multiple demands and high volume while maintaining accuracy and taking responsibility for work products. Utilize sound judgment to make decisions in the course of work. Operate a personal computer with a working knowledge of analytical spreadsheets, word processing, accounting/finance and related business software and equipment, including Microsoft Excel and a 10-key calculator. Communicate effectively .both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of the work. Physical Demands and Work Environment: While performing the duties of this job, the employee is frequently required to: sit, stand and walk short distances; use a computer keyboard and mouse, use hands to finger, handle, or feel; .reach with hands and arms; and talk or hear in person and on a telephone. The employee will occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision (for reading and working at a computer) and the ability to adjust focus. Employees typically work in an office environment where the noise level is moderate. Qualifications Knowledge of: Generally Accepted Accounting Principles and their application, particularly those pertaining to governmental accounting. Principles and practices of bookkeeping. Technical auditing principles and practices as they apply in a public sector setting. Financial research and reporting methods, including the compilation, computation and presentation of statistical information. Modern office procedures, practices and equipment, including standard automated information hardware and software; spreadsheet and other accounting and business software, including Microsoft Excel. Basic mathematics including addition, addition, subtraction, multiplication, division, percentages and fractions. Principles and practices of record keeping and filing. Principles and techniques of effective oral and written communications and public relations. Appropriate and accurate spelling, punctuation and grammar. Education and Experience Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be: Resolution No. 2008-026 N.C.S. Page 4 Education: Completion of 60 semester (or equivalent quarter) units from an accredited college or university with major work in accounting, finance, economics, business administration or a closely related field. Experience: Three years of accounting experience, including at least two years at a level equivalent to Accounting Assistant II in the City of Petaluma. Governmental or non-profit accounting experience is preferred. Substitution: A bachelor's degree in accounting, finance, economics, business administration or a related field may substitute for the above-required experience. Certificates/Licenses: Possession of a valid California driver's license. Established: 02/04/08 Resolution. 2008-026 N.C.S. Department: Administrative Services FLSA Status: Non-exempt Resolution No. 2008-026 N.C:S. Page 5 ~~LU~ ATTACHMENT B R . City of Petaluma, California z 8 5 8 CLASS SPECIFICATION Date: 02/04/08 Job Class: 03ACAI/II Accounting Assistant I/II Summary Provide a variety of specialized clerical duties that emphasize financial, statistical, and accounting customer service support; may perform general office support duties including typing and record keeping. Class Characteristics Supervision is provided by the Finance and Accounting Manager and/or Commercial Services Manager. Duties may be assigned in accordance with one or more areas of financial responsibility such as accounts payable, accounts receivable, utility services, and/or general accounting. May provide indirect supervision to lower level clerical support staff on a project or assignment basis. AccountinclAssistant I This is the entry-level class of the Accounting Assistant I/II. Initially under close supervision, incumbents learn office and City procedures, including accounts receivable and payable, utility billing and customer accounting, payroll, business license and. cashiering functions. As experience is gained, they work with greater independence of action within established guidelines. This class is alternately staffed with Accounting Assistant II and incumbents may advance to the higher level after gaining experience and demonstrating proficiency that meets the qualifications for the higher-level class. Accounting Assistant II This is the journey level class of the Accounting Assistant I/II. Incumbents work under general supervision and are fully competent to perform a variety of clerical financial and accounting office support duties with some independence. Both of these classes may be distinguished from the higher-level class of Accounting Technician because Accounting Assistants perform work that is within well-defined and established parameters whereas Accounting Technicians perform more complex technical accounting tasks that require some knowledge and application of general accounting principles as well as governmental accounting regulations and practices. Essential Duties, Skills, and Demands of the Position The duties, skills, and demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with a disability to perform the essential duties, skills, and demands. Resolution No. 2008-026 N.C.S. Page 6 Duties: Collect fees and other monies for various City services; issue receipts and balance account records on a regular basis. Explain utility billing procedures to the public; contact the public by telephone to affect collections on returned check or delinquent accounts; receive customer information to establish or discontinue utility service. Receive checks by mail; process and balance accounts accordingly; monitor and post payments; reconcile with various accounts receivable records. Respond to customer inquiries, maintain customer accounts and process applications for service; prepare adjustments to accounts as authorized. Maintain records and prepare billings for City utility, licensing and other services. Review and post deposits and journal entries; reconcile deposits or statements on assigned accounts. Generate purchase orders and provide information to vendors regarding invoices and purchase orders. Match invoices and other requests for payment with purchase order or contract documents; receive and review payment reports to ensure accuracy, proper authorization and compliance with City policies and procedures. Input information to a computer system or manually prepare forms to produce warrants; reconcile and prepare payment requests for non-purchase order expenditures such as utility and telephone payments. Reconcile and compute payments due for various benefit program providers. Compose simple memoranda, letters or schedules to send to customers, vendors and others. Perform a variety of general office support duties such as typing, proofreading, filing, answering the telephone and preparing periodic and special reports. Enter and retrieve data from an on-line or personal computer system; use such technology to . produce standard reports. Answer factual questions regarding City financial policies and ordinances. Assist with training less experienced staff as assigned; direct the work of subordinate staff on a project basis. Perform related duties as assigned. Skills/Abilities: Prepare, maintain and reconcile various financial, accounting, billing, statistical, and numerical records. Make accurate arithmetic calculations. Resolution No. 2008-026 N.C.S. Page 7 Operate standard office equipment including a calculator and a computer; use standard word processing and spreadsheet software; operate amulti-line phone system. Perform detailed clerical accounting duties. Organize and maintain office files. Use initiative and sound independent judgment within established procedural guidelines. Communicate effectively both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of the work. Physical Demands and Work Environment: While performing the duties of this job, the employee is regularly required to sit; use. the computer keyboard and mouse, use hands to finger, handle, or feel; reach with hands and arms; talk or hear; and taste or smell; and stand, walk, and stoop, or crouch. The employee will occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. Duties require the ability to work in an office environment where the noise level is usually moderate. Qualifications Knowledge of: Basic financial record keeping and bookkeeping practices and procedures. Standard clerical principles and practices. Business arithmetic as applied to accounting and auditing office support functions. Office practices and procedures including filing and the operation of standard office equipment. Correct business English usage and the standard format for typed materials. Education and Experience: Any combination equivalent to the education and experience likely to provide the required knowledge and abilities would be qualifying. A typical way to gain such knowledge and abilities would be: AccounfinclAssistant I/II Education: Equivalent to graduation from high school supplemented by some coursework in bookkeeping or basic accounting. Resolution No. 2008-026 N.C.S. Page 8 AccountinclAssistant II Experience: Two years of bookkeeping, financial clerical, or office assistant experience. Certificates/Licenses: Possession of a valid California Class C driver's license. Established: 03/90 Amended: 02/04/08 Resolution 2008-028 N.C.S. Department: Administrative Services FLSA Status: Non-exempt Resolution No. 2008-026 N.C.S: Page 9