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HomeMy WebLinkAboutMINUTES - 10161984 - 1.29 � 2q POSITION ADJUSTMENT REQUEST No. 3 .2 •/ Date: 2/10/84 Dept. No./ Copers Department Public Works Budget Unit No. 650. No. 45nn Agency No. 6_ i C - iT tEi' L.- Action Requested: Reclassify Account Clerk III position 465490 (Rosalee Fleck) to Accounting Technician Proposed Effective Date: ASAP Explain why adjustment is needed: To properly classify the position Classification Questionnaire attached: YesX[] No [] Estimated cost of adjustment: $ 1 -Onn (anni,all Cost is within department's budget: Yes El No [] If not within budget, use reverse side to explain how costs are to be -fupded. Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. C for partment Head Personnel Department Recommendation Date: October 9,,_ 1984 �._., Reclassify person and position of Account Clerk III position #65-280, salary: level C5 1175 (1471-1788) to Accounting Technician, salary level C5"1267 (1613-1960). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: 0 day following Board action. 10/1/84 ---Date o "Direcf ersonnel County Azpprove trator Recommendation Date: tA Recommendation of Director of Personnel D Disapprove Recommendation of Director of Personnel 0 Other: WffArC unty A ministrator Board of Supervisors ActionOCT 1 6 1984 Ph'! M4f,.h-!or, C!erk of'�� Roa•d of Adjustment APPROVED/DISAPPROVED on Date: OCT 16 1984 By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 { 00095 Contra Personnel Department Costo651 runisriaUun Rlclq. Costa Ih nr S� r'ei County M,nuiu•, C,difhmita 9455:31292 DATE: July 23, 1984 TO: Classification File FROM: Randall C. Slusher P300 No. 13234 - Request to Reclassify Account Clerk TIT to SUBJECT: Accounting Technician (R. Fleck) BACKGROUND: P300 No. 13234 was submitted in March 1984 by the Public Works Department requesting the reclassification of Account Clerk III, position 65-280 to Accounting Technician. Staff met individually with the Administrative Services Officer, both the Supervising Accountant I and the Supervising Account Clerk, and the incumbent of subject position to discuss the duties and responsibilities as outlined on the classification questionnaire. The incumbent of subject position is currently number one on the continuous Accounting Technician eligible list which promulgated Janaury 3, 1984. FINDINGS: Subject position is assigned to the Accounting Division of the Public Works Department as depicted below: GENERAL ACCOUNTING DIVISION I Supervvis-ingJ Accountant I Accountant III Departmental Account Clerk Manager I I Accountant II Account Clerk III (*subject) I Account Clerk IN i Account Clerk III I Account Clerk II (2) The immediate supervisor of subject position is the Supervising Account Clerk with the Supervising Accountant I providing technical direction as needed. 00.096 The Accounting Division of the Public Works Department is responsible for monitoring the expenditures and revenues of the department. The monitoring function is divided into department activities consisting of work in the major divisions of Flood Control and Road Maintenance, and the Building Maintenance activities which include the Custodial , Trades, Architectural , Lease Management and Grounds Maintenance Divisions. Subject position is assigned to the Public Works activities and has been for approximately four and a half years. Subject position is responsible for establishing, maintaining and monitoring the disbursements, expenditures and revenues for the Public Works activities. This includes reviewing and interpreting contracts and agreements; setting up receipt and disbursement procedures and billing for services provided. Subject position functions as the control point to ensure revenues are collected and charges for services provided to and by the Public Works Department are met and payment is properly authorized. The majority of subject position's duties and responsibilities (55%) combine contracts and payments, city billings and trust fund accounts. Contracts and payments (25%) involve contractual services (i .e. consulting, construction) to the County. City billings (20%) deals with monthly charges to the cities for the maintenance of traffic signals and flashers. The trust fund accounts (10%) involve the receipt of deposits and the disbursement of monies held in trust by Public Works for work or services provided to the Public Works activities divisions. Subject position' s work on contracts and payment activities commense as Board Orders from the County Supervisors arrive in the office. Attached to the Board Order is the actual contract outlining the terms of the agreement. The contracts cover a wide range of items and include such diverse items as leases of equipment, purchases of mayor buildings, construction of projects, consultant services, and janitorial services. City billing involves revenue to the County for Public Works , services which amounted to one million dollars in 1983 and will reach one and a half million annually with the anticipated billing of the City of San Ramon for • Public Works services. Additionally, approximately 8% of subject position' s duties and responsibilities consist of providing work direction to the three Account Clerks in the division. The remaining duties of subject position, approximaLely 30 , involve miscellaneous accounting posting and coding of items such as employee expense demands, encroachment fees, road maintenance materials, equipment and xerox charges. With regard to contracts and payments, subject position reviews the initiating Board Order and Contract for pertinent payment rules, schedules, rates and encumbrance coding. Lacking these, subject position contacts the appropriate contractor, vendor or responsible party and gets the information needed. If all information is complete, subject position then contacts the Auditor' s Office to encumber the necessary funds to cover the contract cost. Next, an individual contract file card is set up (name, purpose, amount, coding, etc . ) and a file folder and payment control record sheet are opened. As invoices from the contractors are received, subject position checks the invoice against the terms of the contract to see if the charge is appropriate. If the invoice is allowable and complete subject position authorizes payment and recorder the transaction on the payment control sheet. Usually a retention, where applicable, is computed by subject position and that amount, a percentage of 5-10% of the contract value, is retained upon verification by the Public Works Department of satisfactory work completion. Consulting services are not subject to a retention. -2- The city billing activity requires subject position to pay particular attention to detail and to be knowledgeable of the program accounting system as it relates to. the computation and coding of charges for signal and flasher maintenance provided to the cities. The majority of charges to the cities are for split signals, which requires subject position to compute separate overhead charges for both the city and the County based on the contract terms. The overhead is a percentage of the monthly expense for maintenance. With each work order and work authorization, subject reviews the contract to verify that the transaction is properly charged against the contract and per the terms agreed upon. Monthly, subject position reconciles the city billings to the accounts receivable journal and will rectify any errors or problems independent of supervision. Further, subject position is the contact person for any questions the cities have about the billing. Occasionally subject position may be required to interpret the contract in order to answer questions that may arise. Subject position is responsible for maintaining and controlling several trust fund accounts set up by various divisions of the department. Basically the Public Works Department Divisions consisting of Land Development, Lease Management, Real Property and Buchanan Field, deposit money monthly to accounts which will be disbursed as payment for a particular transaction(s) . These may include things such as land acquisition, building leases, etc . Subject position becomes involved as the initiating document (Board Order) is received by subject position which reviews the terms of the Board Order and the release date of payment. Subject position receives daily deposits from the divisions which are then, posted to the appropriate account and ledger. The actual money is held in the Auditor' s Office with whom subject position deals with frequently. At a predetermined date as set by the BoaYd Order, when all terms of the Board Order have been met, subject position authorizes release of the bond money to the Auditor's Office where a warrant is drafted and then sent to the appropriate party. The trust fund accounts are only 10% of subject position' s time, yet it is a very responsible assignment due primarily to the amounts of money involved and independence of action with which subject position acts. Monthly, subject position reconciles each fund to a financial statement and researches any discrepancies. Subject position, as the contact for trust accounts, answers all questions the divisions may have as to the status of the fund . Subject position also bills individual private citizens for damage charges relating to the replacement or repairs of wholly owned County signals and flashers. Infrequently, subject position will receive phone calls from the public who are upset regarding the billing. Subject position trys to calm the individual and explains the purpose of the bill . The majority of these billings, however, are never recouped because of the transitory nature of the persons involved. The contracts and payments , city billings and trust fund account activities had been previously performed by Accountants. EVALUATION: The work performed by subject position involves a wide range of accounting related functions necessary to process, record and control expenditures and revenues for the Public Works activities. This requires subject position to have a thorough knowledge of the Public Works Department' s program accounting system. Program accounting is very indepth and requires much detail (e.g. coding, posting, reconcil- iation) as opposed to line item accounting. The incumbent of subject position 1Q10�'� -3- r ; Sit'; on the lricen_`"fs expert in't1+e'EXec� bP t dies aiie ` responsibilities of"Subject 06 ion which at one time were performed by Accountants. The specific duties and responsibilities of subject position vary in the degree of difficulty and complexity. While there are some routine posting and accounting activities performed by subject position, the majority of the duties and responsibilitie revolve around the difficult and complex maintenance of journals and controls, the review of payment authorizations and funds disbursements. The contracts and city billings particularily require the incumbent to exercise a significant degree of discretion due to wide variety of contracts knowledge necessary to maintain these activities. Subject position works independent of direct supervision due to the technically complex assignment as evidenced by the fact the technical supervision is received from the Accountant III or Supervising Accountant and more general supervision from the Departmental Account Clerk Manager (e.g. non program accounting assignments, sick leave, vacation, performance evaluations) . There is no desk manual in existence and all aide material used by subject position has been compiled by subject position through the years as the situations arise. Additionally, the consequence of error is significant due to subject psoition being the control point for the large amounts of revenues and expenditures. Subject position is one of only two Account Clerks in the Accounting Division that is assigned program accounting responsibilities. Further, the Administrative Services Officer does not foresee any expansion or reassignment of the program accounting responsibilities to the other Account Clerks of the the Division. Subject position is involved with various significant person-to-person contact in that the incumbent is the contact point for the numerous contractors, department heads, city officals and representatives and vendors regarding the Public Works activities accounting. In conclusion, the complexity and technical difficulty of the program accounting system coupled with the independence of action with which subject position functions and the fact that the major assignments have previously been assigned to Accountants, justify .the reclassification of subject position. RECOMMENDATION: Reclassify Account Clerk III position No. 65-280 (Rosalie Fleck) to Accounting Technician. RCS: llc -4- —�% POSITION ADJUSTMENT REQUEST No. J 2 / Date: 2/10/84 Dept. No./ Copers Department Public Works Budget Unit No. 650 Org. No. 4500 Agency No. _ 65 Action Requested: Reclassify Account Clerk III position #65-281 (Nancy Bray) to Accounting Technician Proposed Effective Date: ASAP Explain why adjustment is needed: To properly classify the position Classification Questionnaire attached: Yes © No Estimated cost of adjustment: $ 1 ,000 (annual ) Cost is within department 's budget: Yes [D No [] If not within budget, use reverse side to explain how costs are to;be&fued.Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. LHead tmen Personnel Department Recommendation Date— Octpber-.99 1984 Reclassify person and position of Account Clerk III position #65-281, sdlarjt level C5 1175 (1471-1788) to Accounting Technician, salary level C5 1261, ' (1613-1960). - " i.� Amend Resolution 71/17 establishing positions and resolutions allocating classes to the- Basic/Exempt Salary Schedule, as described above. Effective: p day following Board action. 19 10/1/84 ate for Dir cto o Personnel County Admini trator Recommendation Date: pprove Recommendation of Director of Personnel ❑ Disapprove Recommendation of Director of Personnel G Other: 7- Tf-orl County Administrator Board of Supervisors Action6 1984 Adjustment APPROVED/•B+5AP•PQ4V-&D on CCT 1 W1 Ba#chebr, CIe:F, of the Boa!d of OCT 16 1984 Date: By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 '6/82 00100 Contra Personnel Department uinrJi i liq.Costa 6351 'irn• S:wet County (1 a fMY 4 DATE: July 12, 1984 TO: Classification File FROM: Randall C. Slusher P300 No. 13235 - Request to Reclassify Account Clerk III SUBJECT: to Accounting Technician (N. Bray, position 65-281). BACKGROUND: P300 No. 13235 was submitted in March 1984 by the Public Works Department requesting upgrade of Account Clerk III, position 65-281 to Accounting Technician. Staff met individually with the Administrative Services Officer, both the Super- vising Accountant I and Supervising Account Clerk and the incumbent to discuss the duties and responsibilities of subject position as outlined on the classi- fication questionnaire. The incumbent of subject position is currently number 8 county-wide and number 2 departmentally on the Accounting Technician eligible list which promulgated in January 1984. FINDINGS: Subject position is assigned to the General Accounting Division of the Public Works Department as depicted in the following organization chart. GENERAL ACCOUNTING DIVISION I Supervising Accountant I I 1 Accountant III Departmental Account Clerk Manager I I Accountant II Account Clerk III I Account Clerk III (*subject position) I Account Clerk III I Account Clerk II (2) The immediate supervisor of subject position is the Supervising Account Clerk with the Accountant III providing technical direction as needed. 00101 fey ��a3 5 The Accounting Division of the Public Works Department is responsible for monitor- ing and controlling the expenditures and revenues of the department. The monitoring and controlling activities are divided into specific activities related to Public Works consisting of work in the major divisions of Flood Control and Road Mainten- ance and Building Maintenance activities for which subject position is responsible. The major divisions comprising Building Maintenance are: Custodial , Trades, Architectural, Lease Management and Grounds Maintenance. Subject position has been responsible for the Building Maintenance activities for approximately two and one half years. Subject position is responsible for journaling transactions relating to Building Maintenance activities such as contracts, capital payments, rent revenue, administrative cost and service revenues. Subject position is required to establish, maintain and monitor the payment and receipt of all Building Maintenance funds. This involves reviewing various contracts, work orders and expenses, setting up payment procedures and journals and balancing the accounts monthly. Approximately 40% of the duties and responsibilities assigned to subject position involve the interpretation of various capital project contracts, leases and agree- ments and the calculation and proper coding of the costs of these activities for accounting purposes. In many instances, keeping track of contract terms and know- ing the appropriate amount to charge requires attention to detail and complex accounting procedures. An example would be a capital project contract received in the office with the author17ing Board Order. Subject position r(�vicws the contract for the description of work to be done, the Public Works division which will do the work and the allocated budget for the project. Subject position encumbers the funds for the project through the Auditor' s Office and sets up the controls for reports on the project status. During the course of the project, subject position receives labor timesheets, and materials and supplies purchase orders and verifies that they are appropriate for charge against the contract. .Once that has been accomplished the allowable charges are encoded to the appropriate accounts. This not only requires subject position to interpret contracts, but also to be familiar with the numerous accounting codes. Other examples are the various monthly journals which involve leases and agreements for services by the Public Works Department to other departments. The majority of these consist of calculating split overhead charges and disbursing the appropriate charges to the parties of the agreements for custodial services, utilities, parking lots and rental fees. Subject position must interpret these agreements and leases, calculate the expenses and disburse the charges to the appropriate accounts. Here again, coding is crucial to the accounting of the overhead charges. Additionally, subject position is responsible for processing the county-.wide requests for work to be done by Building Maintenance and for verifying the payroll timesheet coding, (i .e. checking for proper codes) . This accounts for approximatley 35% of the duties and responsibilities of subject position. It requires subject position to be knowledgeable of the numerous County Building Codes, authorized signatures and the coding of the work done and also the proper account to which charges are posted. The remaining 25% of subject position's time is. spent with various projects, unencumbered contracts, purchase orders, demands, the Oak Park School Fund and the Traffic Signals Indemnity. Subject position devotes a small amount of time (20100 to the Oak Park School Fund which is a trust fund for lease of the building -2- • to the school from the County. Over a period of time, subject position receives deposit permits (sums of monies) to be added to the fund for later disbursement to the Public Works Department. Subject position journals the deposit permit amounts and processes the deposits with the Auditor's Office who actually holds the funds. Subject position also answers any questions regarding the fund. The Traffic Signals Indemnity requires subject position to journal expenses incurred by the County regarding damaged split and wholly owned signals. Subject position assigns work repair authorization numbers to the trades shop and maintains the associated program accounting system. EVALUATION: The work performed by subject position involves a wide-range of accounting related functions necessary to process, record and control expenditues and revenues for the Building Maintenance activities of the Public Works Department. This requires subject position to have a thorough knowledge of the Public Works Department program accounting system. The incumbent of subject position has been performing the duties as outlined in the findings section of this report for approximately two and one half years. The specific duties and responsibilities of subject position vary in the degree of difficulty and complexity. While there are some routine posting and accounting activities performed by subject position, the majority of the duties and responsi- bilities involve the difficult and complex maintenance of journals and controls, the interpretation of contracts, leases and agreements and volumeous coding related to the program accounting system. The areas of capital project contracts, miscel- laneous contracts, monthly journals and Building Maintenance work orders and authori- zations require subject position to exercise a significant degree of discretion and independence of action in the interpretation of the various contracts, difficult calculations, and task and activity coding and posting to monitor and control these activities. The contracts, building maintenance and miscellaneous journals were once assigned to accountants. Subject position functions independent of direct supervision in the day-to-day performance of the work. Typically, subject position seeks technical direction from the Accountant III and receives only general supervision from the Departmental Account Clerk Manager due to the nature of the technical work assignments, related to program accounting. There is a desk manual of sorts for subject position, however, the materials utilized have been accumulated by subject position over a period of time. Subject position has mastered the volumous coding of the program accounting system of the department and is one of only two Account Clerks dealing with the program accounting system. As the control point for Building Maintenance activities, the consequence of error for subject position is significant as evidenced by the fact that there is great opportunity for subject position to encode incorrect charges or post to the wrong account given the great amount of coding done .in a program accounting system. The errors, in most instances, would be reflected in lost or accounted revenue. 00103 -3- r Subject position is involved with numerous person-to-person contacts in that subject position is the contact and control point for the numerous contracts, leases and agreements with which the Building Maintenance activities are involved. In conclusion, the complexity and technical difficulty of the program accounting system and independence of action with which subject position functions justifies the reclassification of subject position as requested. RECOMMENDATION: Reclassify Account Clerk III position 65-281 (Nancy Bray) to Accounting Technician. RCS:llc 00 -4- i zc - POSITION ADJUSTMENT RE' "ST No. /,-3 .3.:? 7 Date: 6/21/84 Dept. No./ � '•,` � - Copers )epartmer:t Public Works Budget Up�it No. 079 Org. No. 4031 Agency No. 65 - .1fIN t :fiction Requested: Reclassify Storeroom Clempositron 4bb !gq to Storekeeper c Proposed Effective Date: ASAP Explain why adjustment is needed: To properly classify employee's duties Classification Questionnaire attached: Yes [] No Estimated cost of adjustment : $ Cost is within department 's budget: Yes [A No E] If not within budget, use reverse side to explain how costs are tAb >� .Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. p rtment Head Personnel Department Recommendation Date: October 9, 1984 Reclassify person and position of Storeroom Clerk position #65-251, salary level C5 1056 (1306-1588) to Storekeeper, salary level C5 1255 (1593-1937) . Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: p day following Board action. p IO_/1/84 Date qo+roDirect _e_rsonnel - -- - mm County Admini ator Recommendation �' o T Date: N Approve Recommendation of Director of Personnel D Disapprove Recommendation of Director of Personnel 0 Other: ao •z s: r i i for County Adm n strator Board of Supervisors Action OCT 16 1984 Ph;' g=+.c`^'ar, Clerk of i?a R.iird of Adjustment APPROVED/D14ARPROVED on E;V;_;- .,_.;,.;JllyAdaii-,isuatoc Date: Qi; T ?. G 1984 By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. 14347) 6/8 - 00105 POSITION ADJUSTMENT REQUEST No. 3 y R`s El' -L:'-� . , PERSOHNEI-gEPART,;,•�l l Date: Dept. No / W� 4 Copers Department Sheriff-Coroner Budget AT k !�. T121g 1 Org. No. 2515 Agency No. 25 Action Requested: Reclassify Identification Officer II (0478) to Senior Fingerprint Examiner and cancel the class of Identification Officer II. Proposed Effective Date: 10/17/84 Explain why adjustment is needed: Classification Questionnaire attached: Yes [] No Estimated cost of adjustment: $ Cost is within department's budget: Yes No [� If not within budget, use reverse side to explain how costs are to be f �ded. Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. /�:�(' f Department ead Personnel Department Recommendation ,, Date: October 9, 1984 Reclassify person and position of Identification Officer II position #25-478, salary level C5 1477 (1989-2418) to Senior Fingerprint Examiner, salary level C5 1551 (2142-2604) ; and cancel the class of Identification Officer II. Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: p day folio Ong Board action. 1�S a e for Directo o Personn 1 County Administrator Recommendation Date: y/D- /i>-8"4c�— M/Approve Recommendation of Director of Personnel n Disapprove Recommendation of Director of Personnel E3 Other: 2 for County Administrator Board of Supervisors Action OCT 16 1984 Phil Batchelor, C!er'c Of the E23rd of Adjustment APPROVED/DISAPPROVED on Suae ,isc , G ori,r", 'rai tr toy Date: By: 114111 &,Ocs APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 00106 l.zC� A.,.. `Z, POSITION ADJUStKENT REQUEST No. Date: 2/24/84 Treasurer- Dept. N0./ Copers Department Tax Collector Budget Unit No. 0015 Org. No. 0015 Agency No. Action Requested: Advancement of Pos x{ 15-00010 Supervising Account Clerk (JDHA Salary Level $ 1815 to be specifically examined to dtermine agQropriate classification . Proposed Effective Date: ASAP Explain why adjustment is needed: To bring this position in line with assigned function as shown on the attached restructured organizational chart . Classification Questionnaire attached: Yes [] No [3 w.. Estimated cost of adjustment: $� Cost is within department's budget: Yes No r If not within budget, use reverse side to explain how costs are to be funded.__, Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. for ! . sent' Head Personnel Department Recommendation Date: October 9, 1984 Reclassify person and position of Supervising Account Clerk position #15-010, salary level C5 1267 (1613-1960) to Departmental Account Clerk Manager, salary level C5 1404 (1849-2248). Amend Resolution 71/17 establishing positions and resolutions allocating classes to the Basic/Exempt Salary Schedule, as described above. Effective: p day following Board action. 10/1/84 _ Date for Directo Personnel County Administrator Recommendation �� Date: /D—/0.�5� 61 Approve Recommendation of Director of Personnel 0 Disapprove Recommendation of Director of Personnel 0 Other: for County Administrator Board of Supervisors Action OCT 1 6 1984 Phil Batchelor, Clerk of the Board of Adjustment APPROVED/013APPROtl'El5 onS pe,vi ,.e dCo: t �s:;;.;,,i, ;',or OCT 16 1984 y Date: By: APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT. M347 6/82 �01 ��