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HomeMy WebLinkAboutMINUTES - 01311989 - 1.32 cp . :�OS1110N AD.1tlSTlIEIR•'REQUFST ::,;.No. ' pR Rr - Dat!• g/18/88 i � :� .. � r Oe artment 'Social service . P&dt.t_0047`11, U4t 1110. I/ O�T : No. 5000 C°pe�s s3 p ,gg .�.� Agency No. S3 Action Requested: ReclassifX 22Lson and. position #1062 (Leslie Gutierrez) from Account Clerk- Advanced Level to matin 'Technic an. ProposedEffective ate: Javoi Board-Approval Explain why' adjustment is -needed: The duties of this appointment are appropriate for the classification of Accountin Technician. Classification Questionnaire attached: Yes ® lb © 9LKC '.Estimated cost of adjustment: s3,6 Cost Is within department's budget: Yer[ ft (] E-21 ,7 3 It"ski C 1v If not within budget, use reverse side to explain liow costs are to_be. fuadp. Department must initiate necessary appropriation adjustment. Use additional sheets for further explanations or comments. 38 Head :Personnel Department Recommendation Date: 1- 9 49 Reclassify person and position #1062 from Account Clerk - Advanced Level , Salary Level C5 1396 (1835-2230) to Accounting Technician, Salary Level C5 1488 (2011-2445) . 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 . or rector of Ferson County Administrator Recommendation Date:. • lb Approve Recommendation of:Director of Personnel O Disapprove Recommendation of .Director of Personnel Other:.' :,: O _ , or) ty,Aftinistra Board of Supervisors Action JAN 31 1989 Phil Batohelor, Clerk of the Board of Adjustment APPROVED/�� on Supervisors and County Administrator este: JAN 3 t.l9Ro ev: CONTRA COSTA COUNTY CLASSIFICATION QUESTIONNAIRE NAME DEPARTMENT DIVISION Leslie Gutierrez Social Service Fiscal Unit OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours Account Clerk-Advanced Administrative Claim Account Clerk 2401 Stanwell Dr. , Concord #120 Hours: 8:00 - 5:00 Time Required Description of Work: 75% A. The primary responsibility of this job is the Quarterly Welfare Administrative Expense Claim. The claim is designed to accomplish three major tasks. They are to: * Summarize the Welfare Department's total administrative costs by category. * Allocate all casework/support costs to the appropriate programs. * Distribute all program costs to the appropriate funding sources. 1. Analyze monthly operating expenditure reports prepared specifically for Welfare Financial Reporting. a. Code all uncoded expenditures and reconcile them to the expenditure detail. Make correc- tions to erroneously coded items, submit all corrections to the Auditor's office for data processing. b. Investigate unusual expenditure activity and put through the appropriate accounting system document to make needed corrections, research errors, initiate corrections, follow-up on requested corrections and insure that correc- tions are timely. c. Confer with Budget Analyst on expenditure detail. 2 . Prepare feeder reports for the Quarterly Admini- strative Expense Claim. These reports are: a. SERVICES, ELIGIBILITY, AND EMPLOYMENT SERVICES TIME STUDY SUMMARIES. b. EDP EXPENDITURES AND TIME STUDY SUMMARY c. STAFF DEVELOPMENT TIME STUDY SUMMARY d. WELFARE FRAUD TIME STUDY SUMMARY e. GAIN PLANNING EXPENDITURE SUMMARY f. GAIN Salary Allocation worksheet g. EDP-SAWS allocation worksheet h. RECONCILIATION OF TIME STUDIES TO ALLOCABLE SALARY POOLS REPORT i. CLAIM SUMMARY SHEET-a report of 15% variances in Expense items from previous quarter. j . Other reports as required by the State Department of Social Services. 3 . Monitor expenditures for special claiming processes, such as; GAIN, building reports, extraneous projects, etc. 4 . Maintain a time study database for each Time Study Summary needed. This includes set-up, input, testing and making changes required to produce needed information in the proper form. AK 75 CONTRA COSTA COUNTY C L A S 5 1 F I C A T 1 0 N 0 U E 5 T 1 0 N 14 A I R E 'AME OEF`f rgTMENT 0IVIsION Leslie Gutierrez Soci4Service Fiscal Unit FFICIAL JOB CLASSIFICATION - WORKING JOB TITLE PI.C. of WoO, and A!; i I .0 Ho— Account Clerk-Advanced Administrative Cla#—1 Account Clerk 2401 Stanwell Dr. ,Concord #120 Hours: 8:00 a.m. - 5:00. p.m. Time Required, • Description of Work I This process requires knowledge of the County's Information Center Application System and the Lotus software program. This information is used mainly to feed into the Administrative Expense Claim. Accuracy and timeliness are very important since the Claim is the basis for financing the operations of the Social Service Department. This information is also used to produce Workload Reports and various other departmental reports. 5. Maintain the Functional Code Handbook for addi- tions and changes, clarification and distribu- tion. The codebook is an alphanumeric coding system. Codes are assigned to each expenditure to insure that they are processed through the Administrative Claim to the correct funding source. 25% 6. MISCELLANEOUS Assist with the preparation of the Cost Control Questionnaire. This involves analyzing histori- cal expenditure data, conferring with the Budget Analyst and projecting costs for the following year. Process inter-departmental charges and journal requests as necessary. Assist in any special projects needed by the Fiscal Analyst staff; compile, research and initiate necessary action required to accomplish desired results. Liaison between the Social Service Department and other County offices; i.e. , Auditor's, Public Works, Health Services. Liaison to Internal Auditors, Grand Jury Audi- tors, and Single-Audit Auditors regarding the Administrative Expense Claim. Answer questions regarding claiming procedures and provide supporting documentation as necessary. Assist Account Clerks in, the Fiscal Unit, giving support as needed. Reconcile the Revolving Fund and Verifications Account Monthly. Handle out-of-county Central Index clearance calls. AK 75 List Machines or Equipment Operated as Part of Job: Microcomputer/terminal calculator, and typewriter. Designate the name and title of the person who supervises position Ralph V. McGee, Supervising Fiscal Analyst 1_101 tie harries of emp oyves supervised. ff 0 whole unt is supervised simply name the unit and state t e number of employees, Il public contacts are required either in person or by phone, state with whom,and in general, lot what purposes: State Department of Social Services and--outside fiscal Auditors - answer questions regarding the Department's financial reporting. what decisions must be made in performing the work: Interpret allowable/unallowable costs on the Administrative Claim. Decisions on methods for correcting errors, handling data base for needed results. Determine how to research and cmpile data for special projects assigned by the Fiscal Analyst staff. what parls of the job require the greatest skill, knowledge, and involve the greatest responsibility: Interpreting and applying Federal, State and County guidelines and regulations pertaining to our financial reporting. The obove statements accurately describe this job as it ho been for the past one and Sars M ont s (Signature.. �� ( Dote) COMMENTS OF IMMEDIATE SU RVISOR In what way are the above statements incomplete, inaccurate or misleading I It does not list all possible jobs assignable as the need arises. What is the basic purpose or function of this position 7 To assist in detail fiscal monitoring of all aspects of the Department's Financial Reporting mechanism to insure accurate reporting of expenditures to State and Federal Revenue Sources. What changes have occurred in the work of this position With Fiscal Services reorganizing to meet increased responsibilities, a reassignment of duties has brought increased responsibilities and independent decision making to this position. what ports of this lob do you check or review closely and why The Administrative Expenditure Claim and special financial reports, because they are the basis on which Stage and Federal Revenue are allocated and distributed. If the position requires typing or shor.hand, are they Incldenlol'or essential 7 Typinq: Incidental Time Required Shorthond: Time Required i State whot you believe to be the special certificates and minimum amounts of training and experlenee required to perform this job: Required education t Required experience Required license or certificate (Signature) (Date) P v (:omment on tt­ niotement of the employes and supervisor. Designate any other positions iri the department which you believe are similar in duties and ter,pon5ib.l,trc:. I f Signature 1 (Dole 1