HomeMy WebLinkAbout4.4 Revisions to Job Classification (Finance Tech I/II) G~~~ OF DUelry
~y~ ~8~ STAFF REPORT CITY CLERK
~`~~~1~
~ C~ ~ CITY COUNCIL Flle # 700-20
O~GIt'OR~~~
DATE: October 4, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager F ~
SUBJECT: Revision to Job Classification (Finance Technician I/II)
Prepared by Julie E. Carter, Human Resources Director
EXECUTIVE SUMMARY:
The City Council will consider revisions to the City's Personnel System including amending the
Finance Technician I/II job classification.
FINANCIAL IMPACT:
None
RECOMMENDATION:
Staff recommends that the City Council review the proposed modifications to the City's
Classification and adopt the Resolution Amending the Classification Plan.
~ Submitted By Reviewed By
Human Resources Director Assistant City Manager
DESCRIPTION:
The City's Personnel System is governed by several documents. Each document addresses a
specific set of issues. The staff report identifies proposed changes to the City's current
personnel system. As discussed below, these proposed adjustments are based on the need to
amend the job classifications of Finance Technician I/II.
Page 1 of 2 ITEM NO. 4.4
CLASSIFICATION PLAN AMENDMENT
Pursuant to the City's Personnel System Rules, a job description must be adopted for each
classification in the organization. The job description typically includes key elements,
knowledge, skills, abilities and requirements of the position. The job descriptions make up the
City's Classification Plan.
In April 2011 the City received notice that two long tenured employees within the Administrative
Services Department/Finance were retiring. The City Manager requested the Department Head
review the current and future staffing needs of the Department and present a staffing plan for
filling the vacancies. The replacement staffing plan included the new classification of Accountant
which was adopted as part of the Fiscal Year 2011-2012 Budget and has been filled.
Additionally, the Department requested revisions to the existing Senior Finance Technician and
Finance Technician I/II classifications. These modifications include revised duties, knowledge,
skills and abilities and an update to the supervision received and exercised sections of the
classification.
The City Manager agreed with staffing plan and requested that Human Resources revise the
Finance Technician I/II classification pursuant to the redefined scope of duties. Attached to the
Resolution (Attachment 1) is Exhibit A, which amends the Finance Technician I/II job
description. These modifications to the scope of duties and responsibilities do not necessitate a
review of the salary range alignment within the City's Salary Plan.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None
ATTACHMENTS: 1. Resolution Amending the Classification Plan
2. Exhibit A to Resolution
Page 2 of 2
RESOLUTION NO. - 11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No. 30-84 and subsequent resolutions which comprise the Classification Plan; and
WHEREAS, it is necessary to periodically amend job descriptions within the Classification
Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent
Resolutions shall be further amended to include the following revised job descriptions:
Finance Technician I/II (Exhibit A)
BE IT FURTHER RESOLVED that this document shall become a part of the official
Classification Plan for the City of Dublin; and that the changes contained herein shall be effective
October 4, 2011.
PASSED, APPROVED AND ADOPTED this day of , 2011.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHN~NT 1
Exhibit A
G~~~ Of DU~~rG
~9' `8'Z
`~1~
`ILIF'OR~ Date Adopted: 5-13-1991
Dates Revised: 6-19-01; 10-4-2011
Title: Finance Technician I
Finance Technician II
FLSA: Non-Exempt
General Purpose:
To perform a variety of responsible technical and clerical accounting duties in the preparation,
maintenance and processing of accounting records and financial transactions.
Distinguishing Characteristics:
Finance Technician I -This is the entry level class in the Finance Technician series. This class is
distinguished from the Finance Technician II by the performance of the more routine tasks and
duties assigned to positions within this series. Employees at this level are not expected to perform
with the same independence of direction and judgment on matters related to established
procedures and guidelines as are positions allocated to the Finance Technician II level. Since the
Level I classification is typically used as a training class, employees may have only limited or no
directly related work experience. Employees work under immediate supervision while learning
job tasks.
Finance Technician II -This is an advanced level class within the Finance Technician series.
This class is distinguished from the Finance Technician I by the assignment of the full range of
duties assigned. Employees at this level receive only occasional instruction or assistance as new
or unusual situations arise and they are fully aware of the operating procedures and policies
within the work unit. Positions in this class are flexibly staffed and maybe filled by advancement
from the Finance Technician I level.
This class is distinguished from the Senior Finance Technician in that the latter is responsible for
more complex and specialized finance functions which may include payroll processing and project
accounting.
Supervision Received and Exercised:
Finance Technician I
Receives immediate supervision from the Finance Manager, and may receive technical and
functional supervision from a higher level Finance position.
1
Exhibit A
Finance Technician II
Receives immediate supervision from the Finance Manager, and may receive technical and
functional supervision from a higher level Finance position.
Essential Duties and Responsibilities:
The following duties are normal for this classification. 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 this class.
Perform a variety of technical and clerical accounting duties in the preparation, maintenance and
processing of accounting records and financial transactions including accounts payable, accounts
receivable, fixed assets, and purchasing functions.
Maintain the necessary accounting records to support processed transactions related to area of
assignment; prepare documentation of transactions; prepare and make bank deposits.
Perform reconciliation of records of assigned function; verify accounting entries in order to
determine the accuracy of each account or record.
Analyze and reconcile a variety of journals, accounts, reports and records; prepare journal entries.
Using computerized systems, process, code, enter and verify numerical or financial data related to
area of assignment; distribute data to appropriate department upon completion of assigned
process.
Prepare technical reports and documentation related to area of assignment; compile and prepare
reports based on state and federal requirements.
Prepare and maintain computerized financial spreadsheets; prepare reports from spreadsheets
summarizing information and financial records.
Classify receipts and expenditures and record them to the appropriate accounts, funds, trusts, etc.
Balance financial information system controls; balance and post cash receipts, payments and
registers; and balance various other statistical and financial transactions with source documents
and controls.
Provide technical support to the Accountant and/or Finance Manager; research and compile
technical information related to area of assignment.
Respond to questions and concerns from operating departments regarding area of assignment;
correct problems in documents as necessary; explain processes and systems to city employees and
vendors.
Compose routine correspondence related to area of assignment.
Build and maintain positive working relationships with co-workers, other City employees, and the
public using principles of good customer service.
2
Exhibit A
Perform related duties as assigned.
Minimum Qualifications:
Finance Technician I
Knowledge of:
Modern office practices, methods, procedures and computer equipment.
Abilitv to•
Learn methods, practices and terminology used in accounting clerical work.
Post and to make mathematical computations rapidly and accurately.
Learn pertinent rules, laws and policy regarding accounting methods.
Learn computer based accounting system.
Type accurately at a speed necessary for successful job performance.
Establish and maintain effective working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.
Training and Experience
Any combination of experience and training that would provide the required knowledge and
abilities is qualifying. Atypical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of the twelfth grade.
Experience: One year of responsible clerical or office experience.
Finance Technician II
In addition to the requirements for the Finance Technician I:
Knowledge of:
Pertinent rules, laws and policy regarding accounting methods.
Abilitv to•
Perform advanced level accounting clerical work such as accounts payable, accounts receivable,
or purchasing.
Compose routine correspondence.
3
Exhibit A
Research and compile technical and financial information.
Independently use a computer based accounting system.
Training and Experience
Any combination of experience and training that would provide the required knowledge and
abilities is qualifying. Atypical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of the twelfth grade supplemented by college level
course work in business, accounting or a related field.
Experience: Three years of experience performing duties similar to the Finance Technician I
with the City of Dublin.
Physical Standards:
The physical standards described 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.
An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or
hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate
standard office equipment; and reach with hands and arms. Intermittently, twist to reach
equipment surrounding desk; walk to observe department activities; bend and squat to perform
file searches; perform simple grasping and fine manipulation; use telephone and write or use a
keyboard to communicate through written means; operate an automobile to attend various
meetings and workshops. While performing duties, the employee is regularly required to use
written and oral communication skills; analyze budget and technical reports; interpret and
evaluate staff reports; know laws, regulations and codes; remember personnel rules, legal and
code requirements; explain and interpret codes, policies and procedures; and interact with City
management, other governmental officials, contractors, vendors, employees and the public.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance
for Personal Liability.
4