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CC 2014-07-08_08.n. Resolution Acctg Clerk Classification pRROyO INCORPORATED Z MEMORANDUM * JULY 10. 1911 1h C, 4t/FOR TO: CITY COUNCIL FROM: DEBBIE MALICOAT, DIRECTOR OF ADMINISTRATIVE SERVICES SUBJECT: CONSIDERATION OF ACCOUNTING CLERK CLASSIFICATION DATE: JULY 8, 2014 RECOMMENDATION: It is recommended the City Council adopt a resolution establishing the Accounting Clerk classification and approve the attached job description. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: There is no impact on financial or personnel resources. The position is currently vacant and no net financial resources are required to modify the job description. BACKGROUND: The Administrative Services Department currently has a vacancy due to an employee recently accepting a position with the Five Cities Fire Authority. The Department currently has three Senior Accounting Clerk positions that perform the duties of payroll, utility billing, business licensing, accounts payable, cashiering, customer service, and a variety of clerical duties. The Senior Accounting Clerk job classification reflects employees that perform the most complex and difficult accounting functions and have extensive knowledge and experience; it is typically filled by promotion from the Accounting Clerk II classification. ANALYSIS OF ISSUES: After reviewing the current job duties, requirements and departmental needs, it is apparent that the job description for Accounting Clerk 1/II is out of date and in need of modification. Staff believes that it is most prudent to combine the Accounting Clerk I and Accounting Clerk II classifications into one Accounting Clerk classification, as this is most reflective of the City's needs and hiring practices. The Director of Administrative Services, Accounting Supervisor and Human Resources manager have collaborated to revise the job description to be reflective of the job duties and departmental needs. Staff proposes to recruit the current vacancy at the Accounting Clerk level, with possible promotion to Senior Accounting Clerk in the future. Compensation for the Accounting Clerk classification is proposed to be commensurate with the former Accounting Clerk II classification. Item 8.n. - Page 1 CITY COUNCIL CONSIDERATION OF ACCOUNTING CLERK POSITION JULY 8, 2014 PAGE 2 The attached job description combines many of the duties identified in the previous Accounting Clerk 1/II job description and articulates additional clerical and operational duties needed by the department. The job description has been reviewed and approved by the Service Employees International Union Local 620, which represents employees in this job classification. ALTERNATIVES: The following alternatives are presented for the City Council's consideration: - Approve staff recommendations; - Do not approve staff recommendations; - Modify staff recommendations and approve; - Provide direction to staff. ADVANTAGES: Establishing the Accounting Clerk classification and related job description will provide for a job classification consistent with the needs of the Administrative Services Department. This change will also help the Administrative Services Department hire someone that can perform both Finance and Human Resource (HR) support functions. One of the primary goals when HR was combined with the Finance Department was to provide staff support for HR. DISADVANTAGES: The recommendation will eliminate the Accounting Clerk I classification, an entry level position with minimal educational and experience requirements. Due to the small size of the Department, it is unlikely that staff would recruit at the Accounting Clerk I level; rather, staff would be looking to hire employees with a greater level of education and/or experience. Therefore, there is little disadvantage to elimination of this job classification. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, July 3, 2014. The Agenda and report were posted on the City's website on Thursday, July 3, 2014. No public comments were received. Item 8.n. - Page 2 RESOLUTION NO. A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARROYO GRANDE ESTABLISHING A JOB DESCRIPTION AND SALARY RANGE FOR THE CLASSIFICATION OF ACCOUNTING CLERK WHEREAS, The City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to establish an Accounting Clerk classification to replace the previous classification of Accounting Clerk 1/11; and WHEREAS, The City Council of the City of Arroyo Grande ("City") deems it in the best interest of the City to establish a salary range for the classification of Accounting Clerk, which will be placed on the Schedule of Salary Ranges SEIU. NOW, THEREFORE BE IT RESOLVED by the City Council of the City of Arroyo Grande that: The position of Accounting Clerk is hereby established as designated in Exhibit "A" attached hereto and incorporated herein by this reference. The permanent full-time position shall receive the monthly rates of pay as follows: SEIU Range 21 $3,228 to $3,926 On motion of Council Member , seconded by Council Member , and on the following roll call vote, to wit: AYES: NOES: ABSENT: the foregoing Resolution was passed and adopted this 8th day of July, 2014. Item 8.n. - Page 3 RESOLUTION NO. PAGE 2 TONY FERRARA, MAYOR ATTEST: KELLY WETMORE, CITY CLERK APPROVED AS TO CONTENT: STEVEN ADAMS, CITY MANAGER APPROVED AS TO FORM: TIMOTHY J. CARMEL, CITY ATTORNEY Item 8.n. - Page 4 CITY OF ARROYO GRANDE EXHIBIT A Accounting Clerk 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 perform a variety of clerical accounting duties in support of an assigned area including accounts payable, accounts receivable, billing, business licensing, benefit administration and specialized accounting functions; to provide information and assistance to the general public; and to perform a variety of clerical tasks relative to assigned area of responsibility. DISTINGUISHING CHARACTERISTICS Accounting Clerk -- This is the full journey level class within the Accounting Clerk series. Employees within this class are distinguished from the Senior Accounting Clerk by the level of responsibility assumed and the complexity of duties assigned. Employees perform less difficult and complex duties than the Senior Accounting Clerk. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by those having prior directly related work experience. SUPERVISION RECEIVED AND EXERCISED Receives general supervision from the Accounting Supervisor. ESSENTIAL AND MARGINAL FUNCTION STATEMENTS -- Essential and other important responsibilities and duties may include,but are not limited to,the following. Essential Functions: 1. Perform utility billing activities; prepare and set up all billing accounts; collect payments for accounts; charge late penalties according to established guidelines. 2. Prepare lists of delinquent accounts; prepare and mail delinquent notices for collection; monitor and record payments. 3. Prepare all utility service orders for new, closed and change of address accounts and enter related information into computer. 4. Receive, code and balance invoices for payment; enter invoice data into computer; balance invoices to accounts payable; prepare and issue checks to vendors. 5. Monitor account coding in all areas for consistency with budget classifications; review all documentation for descriptive language and arithmetical accuracy. 6. Generate accounts payable checks; maintain accounts payable vendor files and records. 7. Maintain contact with vendors concerning accounts; update vendor information in the computer. Item 8.n. - Page 5 CITY OF ARROYO GRANDE Accounting Clerk (Continued) 8. Serve as cashier for all City departments; receive ad input payments from customers and other departments; deliver deposits to banks as assigned. 9. Respond to business licensing inquiries and provide information to customers over the phone and at the front counter. 10. Maintain business license databases, including processing of new business applications and annual renewals. 11. Maintain employee benefit databases, including changes to employee coverage options. 12. Perform receptionist duties; answer, screen and route telephone calls; respond to visitors at the front counter; open, sort and distribute mail. 13. Respond to public inquiries in a courteous manner; provide information within the area of assignment; resolve complaints in an efficient and timely manner. 14. Perform a variety of general clerical duties including typing, maintaining files and records and maintaining supplies Marginal Functions: 1. Provide back up support for other clerical accounting functions as required. 2. Perform related duties and responsibilities as required. QUALIFICATIONS Knowledge of: Basic principles and practices of accounting. Customer service techniques. Methods and techniques of utility billing. Methods and techniques of coding vendor invoices. Basic mathematical and analytical principles. Basic principles of report preparation. Basic principles of employee benefit administration. Methods and techniques of cash handling. Spreadsheet and word processing software, functions and manipulation. Principles and procedures of financial record keeping and reporting. Pertinent Federal, State and local codes, laws and regulations, including timelines and preparation of appropriate tax forms. Ability to: Perform clerical accounting duties including utility billing, accounts payable, accounts receivable, and business licensing. Receive and balance monies and make bank deposits. Item 8.n. - Page 6 CITY OF ARROYO GRANDE Accounting Clerk (Continued) Receive, code and balance invoices for payment. Generate accounts payable checks Maintain accounts payable vendor files and records. Set up and track billing of utility accounts. Perform arithmetic calculations. Maintain a variety of financial records and files. Accurately tabulate, record and balance assigned transactions. Perform varied clerical work. Type and/or enter data at a speed necessary for successful job performance. Operate office equipment and software including computers and supporting word processing and spreadsheet applications. Understand and follow oral and written instructions. Communicate clearly and concisely, both orally and in writing. Respond to requests and inquiries from the general public and other departments in the City. Establish and maintain effective working relationships with those contacted in the course of work. Maintain effective audio-visual discrimination and perception needed for making observations, communicating with others, reading, writing and operating assigned equipment. 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: Two years of increasingly responsible clerical accounting work experience including routine fiscal record keeping, public contact and the application of policies and procedures in the performance of assigned tasks. Training: Equivalent to the completion of the twelfth grade supplemented by specialized accounting course work. WORKING CONDITIONS Environmental Conditions: Office environment; exposure to computer screens; extensive contact with the general public in a customer service environment. Physical Conditions: Essential and marginal functions may require maintaining physical condition necessary for standing or sitting for prolonged periods of time; light lifting or carrying; extensive use of computer keyboard; near visual acuity to prepare financial records. Item 8.n. - Page 7 THIS PAGE INTENTIONALLY LEFT BLANK Item 8.n. - Page 8