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TO: BOARD OF SUPERVISORS
FROM: LORI GENTLES, Assistant County Administrator- Costa
O
Director of Human Resources x' o"
County
COUN GA
DATE: August 8, 2006
SUBJECT: P300#20089 — General Services
SPECIFIC REQUEST(S)OR RECOMMENDATION(S)&BACKGROUND AND JUSTIFICATION
RECOMMENDATION:
Adopt Position Adjustment Resolution #20089 canceling one Clerk — Specialist Level (JWXD) position #1755
(Represented), one Supervising Accountant (SAHJ) position # 1869 (Unrepresented) and adding one Buyer I
(STWA) (Unrepresented), and one Accountant I (SAWA) (Unrepresented).
FISCAL IMPACT:
There is a cost savings associated with this action.
BACKGROUND:
The Supervising Accountant position was vacated on June 1, 2006. Staff analyzed the Accounting Division in
General Services and determined that the Division would be more efficient if the General Services Fiscal
Officer absorbed the supervisory functions of the Supervising Accountant and had the remaining accounting-
related duties be performed by a lower-level Accountant.
Currently General Services does not have anyone to perform these lower-level accounting duties, which will
consist of preparing and reviewing journal vouchers, transferring of funds and other financial documents,
reconciling and maintaining various financial schedules and subsidiary ledgers, general ledgers and fund
control accounts, reconciling subsidiary)ledgers to the general ledger, and assisting in the preparation of the
administration of the Department Budget. All of these duties fall into the scope of an Accountant I classification
and will be performed by the new Acco l ntant I position.
A Clerk— Specialist Level in the Purchasing Division resigned effective April 1, 2006. Staff evaluated the
assignments of this position and has determined that the majority of these duties were Buyer I duties. Currently
other Buyers within the Department have temporarily taken over these duties, but with workload increasing in
the Division, this trend will not be able to continue and another Buyer I position needs to be created to alleviate
this heavy workload.
Duties for this position will include reviewing requisitions from County Departments and Districts for needs,
completeness, priority and accuracy, entering requisition information into an automated system, researching
and preparing purchasing specifications and bid packages, identifying supply sources for items to be bid,
obtaining and reviewing bids for price, legality and specification compliance and making recommendations on
the grouping and standardizing of prodlucts to obtain the most competitive pricing.
CONSEQUENCE OF NEGATIVE ACTION:
Should this request not be granted, a decrease in efficiency will occur in both the Purchasing and Accounting
Divisions of General Services.
CONTINUED ON ATTACHMENT: Lim YES SIGNATURE:
RECOMMENDATION OF COUNTY ADMINISTRATOR RECOMMENDATION OF BOARD COMMITTEE
APPROVE OTHER
r
SIGNATURES
ACTION OF BO R ON A eA APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS I HEREBY CERTIFY THAT THIS IS A TRUE AND CORRECT COPY
OF AN ACTION TAKEN AND ENTERED ON MINUTES OF THE
BOARD OF SUPERVISORS ON THE DATE SHOWN.
• X UNANIMOUS(ABSENT )
AYES: NOES:
ABSENT: ABSTAIN:
Contact: Stacy Ruthrauff-37125
Kevin Powell-51774 �•, ,'!� G �Y�(�
Cc: General Services ATTESTED 7�5�1�11tST D ( aw Y-/
Human Resources JOHN B.C EN,CLERK OF THE BOARD OFSUPERVISORS
BY: O DEPUTY
RECEIVED
JUL 13 2006 �\" POSITION ADJUSTMENT REQUEST
OFFICE OF NO.:
COUNTY ADNNNISTAATOR
Date: 7/ 11/06
Department No./
Department: General Services B dget Unit No: 01491,.; 1 �) j"I� 1416.: 0149&0020 Agency No.: 066
Action Requested: CANCEL one (1) Supervising Accountant (SAHJ) position #1869 at salary level B85-
1703 ($5,544.61 - $6,739.51) and ADD one (1) Accountant I (SAWA) at salary level ($3,840.05 -
$4,667.61); CANCEL one (1) Clerk - Specialist Level (JWXD) position #1755 at salary level ($3,217.59
$4,108.99) and ADD one (1) Buyer I (STWA) at salary level ($3,523.11 - $4,282.36).
Proposed Effective Date: Day after Board Action
Classification Questionnaire Attached: Yes ❑ No
Cost is within Department's Budget: Yes ® No ❑
Total One-Time Costs (non-salary)Associated With Request: $0
Estimated Total Cost Adjustment i(salary/benefits/one time cost): $n/a
Total Annual Cost $(31,107) Net County Cost $(319107)
Total This FY $(319107) N.C.C. This FY $(319107)
SOURCE OF FUNDING TO OFFSET ADJUST: Continuous Annual Savings
Department must initiate necessary adjustment and submit to CAO.
Use additional sheet for further explanations or comments.
(fc�ryDepartment tread
REVIEWED BY CAO AND RELEASED TO HUMAN RESOURCES DEPARTMENT
ptity County Ad tnistrator Date
HUMAN RESOURCES DEPARTMENT RECOMMENDATION Date 7 •,�29 LKS
CANCEL Clerk-Specialist Level (JWXD) position #1755 at salary level 3RX-1156 (Represented);
CANCEL Supervising Accountant (SAHJ) position #1869 at salary level B85-1703 (Unrepresented);
ADD one Buyer I (STWA) at salary level B85-1245 (Unrepresented);
ADD one Accountant I (SAWA) at salary level B85-1332 (Unrepresented)
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt salary schedule as described above.
Effective: ® Day following Board Action.
❑ (Date)
(for) Director of Human Resources
COUNTY ADMINISTRATOR RECOMMENDATION Date
0 Approve Recommendation of Director of Human Resource
❑ Disapprove Recommendation of Director of Human Resources
❑
Other: �i
far) County Administr for
BOARD OF SUPERVISO S ACTION: John Cullen, Clerk of the Board of Supervisors
Adjustment PPROVED ] DISAPPROVED ❑ and County Administrator
DATE: 0 tus kcc - Y- '2f 1 X e By: r -
APPROVAI OF THIS ADJUSTMENT CONSTITUTES A PERSONNEUSALARY RESOLUTION AMENDMENT
POSITION ADJUSTMENT ACTION TO BE COMPLETED BY HUMAN RESOURCES DEPARTMENT FOLLOWING
BOARD ACTION
Adjust class(es)/position(s) as follows:
P300 (M347) Rev 7/1/95