HomeMy WebLinkAboutMINUTES - 03131984 - 1.28 POSITION ADJUSTMENT REQUEST No. 1,5/3 6
Date: 10/7/83
..�,Ro.% Cope rs
Department Auditor-Controller nit udot Unit No. 010 Org. No.. 1005 Agency No.
Action Requested: Conduct study of Account Clerk II Position 1185
Proposed Effective Date: 10/26/83
Explain why adjustment is needed:. To determine a proper classification of duties being .
performed.
Classification Questionnaire attached: Yes [X] No
Estimated cost of adjustment: $ 900
Cost is within department's budget: Yes Q No
If not within budget, use reverse side to explain how costs areto be unded.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments. , u,
for artment Hea
Personnel Department Recommendation
Date: March 6, 1984
Reclassify person and position of Account Clerk II, position 10-185, salary
level H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656) .
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.
Date for Dir ctor f Tirsonnel
County Administrator Recommendation
Date:
g Approve Recommendation of Director of Personnel
O Disapprove Recommendation of Director of Personnel
L3 Other:
If-04`County Administbator
Board of Supervisors Action MAR 1
Adjustment APPROVE D/�B- on 3 1984 J.R. Olsson, County Clerk
Date: MAR 13 1984 gy:!p ,
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
AK 75
000062
POSITIM ADJUSTMENT REQUEST No. 1.3 /a 3
Date: 9/19/83
Dept. No./ i'� ' �` vtZ
Department Auditor-Controller Budget Unit No. 010 Org. No. ` It Agency No.
Action Requested: s'i`t
; Conduct study of Account Clerk II #10-207 poilb ddE OR
11VIL bi IVICE WI;
Proposed Effective Date: 111/1/83
Explain why adjustment is needed: To determine proper classification of 'duties being
performed.
Classification Questionnaire, attached: Yes Q No
Estimated cost of adjustment: $ 12518.00
Cost is within department's budget: Yes No
If not within budget, use reverse side to explain how costs are to be fu
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
for tme ead
' Personnel Department Recommendation
Date: March 6, 1984
Reclassify person and position of Account Clerk II, position 10-207, salary
level H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656) .
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: )dday following Board action.
Date Qfo#) DiLreCct?W-bf` rsonnel
County Administrator Recommendation
Date:
[%-Approve Recommendation of Director of Personnel
E3 Disapprove Recommendation of Director of Personnel
(3 Other:
or County Admini ator
Board of Supervisors Action
Adjustment APPROVED n 64AR 13 146 J.R. Olsson, County Clerk
Date: MAR 131984 By e r4w-/, -
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
000063
%r
CONTRA COSTA COUNTY
C L A S S I F I C A T ION QUESTIONNAIRE
NAME DEPARTMENT DIVISION
Kathleen Mitchell Auditor-Controller Accounting
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Account Clerk II Accounts Payable Clerk Finance Building, Martinez
8:00-4:30 p.m. , M-F
Time Required Description of Work:
L
5% SORTING
Items received from Purchasing Division sorted according to specific
procedures needed to process. General incoming mail sorted into priority pay
I
nd regular pay and given to Compt section. When returned, alpha sorted and
given to proper desk.
Special sorting needed for special vendor problems, invoices that must be
sent to departments, priority payments, and discount items.
6% EMCUMBRANCES
Purchase Orders (PO) checked for completion of dates covered, complete
coding, dollar amounts,. and clarity of description.
Alterations matched to original PO and changes or cancellantions of
encumbrances or items done.
A determination is made at this time whether PO is to be processed by
PO desk, given to contract section, or returned to Purchasing for resolution
of problems. Existing vendor number is entered on PO or new vendor number
assigned using alpha and numerical listing.
Amount to be encumbered calculated and breakdown done for multiple cost
centers and figure entered on P0. Copies of PO seperated and A/P copies batched
to be sent to keypunch for entry into the finance system. Batching consists of
running tape of encumbrance amounts and using this information to complete
special batch sheet form.
Questions on PO referred to Purchasing, Budgets, or individual department
for information to complete encumbrance sequence.
Any PO encumbrance entry rejected by the computer is reviewed and, if
necessary, Budgets or individual department contacted for further information
to prepare document for resubmission to the system.
65% CODING
Incoming documents and invoices are matched to proper P0. Any with
incomplete information are referred or returned to department or Vendor for
correction. Invoices are compared to PO and checked for proper freight and
pricing tax percent, and quantities. Invoices compted and/or date stamped
as necessary.
Authorization to pay from departments is matched to proper P0, checked
for accuracy and completeness, and authorized signature.
If invoice already received and checked, and authorization is for same
items, coding sheet is completed. If authorization is not for same items,
department questioned or authorization held for further information or
invoices. Differences in price, quantities, or excessive freight are referred
to initiating department, Purchasing Division, or both.
New vendors are reviewed for proper name and address, and necessary
changes made. Taxable amounts entered on coding sheet if applicable.
Completed coding sheets are batched and sent to keypunch. These enter
the finance system as an adjustment to the departments' budget and payment
is produced. Special handling is required for priority payments, discounts,
precoded sheets received from the departments, and special vendors.
5% FINAL AUDIT
Documents that produced payment are carefully reviewed for vendor name
and address, and dollar amounts. Questions are referred to appropriate desk
or supervisor. This is the final step in Accounts Payable process and the
audited warrant will be released for mailing to vendor.
AK 75
000064
List Machines or Equipment Operated as Part of Job: Calculator, microfiche reader and printer, microfilm reader
and printer, Savin copier, telephone, Bates numbering stamp, electric dating machine,
typewriter.
D,n,annte. the nom, and title of the person who nupervises position Joanne Howard, Accountant II
1.n., !h,. name:. ofcmp oyar.:; supervised. If u whole unit it, supervise :'.imp y name the unit and state tie number of employees,
it public contacts are, required either in person or by phone, state with whom, and in general, for what purposes: ueS ions trom and to
vendors and departments for payments made or not made, and procedures necessary to make
payment.
What decisions must be made in performing the work: Very careful review o all documents to determine it payments
can and should be made.
t
What part:: of the job require the greatest skill, knowledge, and involve the greatest responsibility: Final Audit, our final review
before payment is actually sent to vendor and procedures affecting departments' appropriation.
'1'1,• a6ov,• :aul,•nu•u t: accnmlely d,:arib, Ihi:� job nn it has been for the past _ 3 _ and ____
L��� "t� __T. earl— Monih r�,��J�J
I Signotnre) _ ( Dale) _
COMMENTS OF IMMEDIATE SUPERVISOR
In what wny are the above statements incomplete, inaccurate or misleading:
None
Whati the hanic purpose or function of this position ?
Audit and process for .pay various purchase orders for supplies and services.
Whitt 1 hung,:. have occurred in the work of this position ?
Determine payment priorities for cash discounts, correct errors made in accounts, review
statements, increased direct contact with vendors and departments, year-end corrections
on encumbrances.
Whitt pmin al Ihi:: joh do yon ,:hack or roview rlo:iely and why ?
Error documents returned by computer to determine if additional training is needed.
11 the position requires typing or shorthand, are they incidental or essential ?
Typing: Incidental Time Required: Minimal
Shorthand: Time Required:
State what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education:
Required experience; Equivalent to Account Clerk III
Required license or c "{icole: )
f signature) (Date)
COMMENTS OF DEPARTMENT HEAD
Comm,nl on the sla le menl of the employee and supervisor. Designate any other positions in the department which you believe are similar in duties and
responsibilities.
'- I Signature) I Dale)
000065
Time Require& Description of Work:
12% COMMUNICATIONS
Phone and letter contact with vendor, Purchasing, Budgets, and
individual departments in response to questions, requests for information,
requests for copies, price checks, procedures, and research. Personal
contact solves problems more quickly, and is an important part of the
job.
Departments with new purchase order clerks require special attention.
5% YEAR END
Contact vendors for invoices and information, and departments for
information and authorization to pay.
Cross check listings of encumbrances and purchase orders. Listings
of encumbrances checked for correct amounts, possible cancellations
and changes. Encumbrance items not automatically carried forward into
new year are hand entered to produce proper expenditure records. Journal
entries done, if needed, to correct errors.
Consult with Budgets, Purchasing, individual departments, and supervisor
for resolution of fiscal year end problems.
Determination is made of correct year in which payments and encumbrances
are to be done.
1% RESEARCH
Statements, invoices, and disallowed discounts are reviewed and
researched if necessary.
Information given to department or vendor regarding paid or unpaid
invoices, and prior payments may be adjusted or a payment made if needed.
Refunds from vendors researched for coding and determination if
refund is in order. Refund and information given to supervisor.
1% MISCELLANEOUS
Journal entries made to correct information in payments already made.
Meetings as part of A/P unit. Input by clerk regarding procedures.
Assist in answering questions of other clerks as requested by
supervisor.
Savin copy machine key operator._ Nust maintain supplies in and for
machine and correct problems, if possible.
Review vendor book and correct as necessary.
Special handling for warrant pick up requests by vendors.
aEi�G6�
Time Required Description of Work:
SPECIAL COMMENTS
An Account Clerk II in the Purchase Order section of Accounts
Payable makes many independent decisions each day. Some examples
are: scheduling, determination of priority pay, discountable
invoices indentified and properly paid, special handling for certain
vendors, changes in vendor name and/or address, determination of
backup needed for P0, whether invoice is payable, payable amounts of
freight, taxable amounts for out of state vendors, PO's to be closed
or cleared or held open for further invoices or information, and
wording of description on warrant so vendor can correctly apply payment.
The PO Account Clerk may contact the vendor to request clarification,
change or issuance of invoice, or the department to request initiation of
PO if needed, or the Budget Division to question allocation of budget,
or the Purchasing Division to request issue, clarification, or
correction of a P0.
The training period is approximately two years for a good background
knowledge, and actually must continue for some time to refine and expand
what has been learned.
Once past the inital training period, most day to day decisions are
made by the Account Clerk with the supervisor being consulted only in
special circumstances. This is encouraged due to the work load of the
clerk and the supervisor.
Examples of Purchase Orders processed by the PO desk include: short-
term rentals, short-term rentals that are extended by the Purchasing
Agent and result in long-term rentals, monthly maintenance with copy
charges, annual and monthly maintenance service, annual and monthly
maintenance service on machines being leased or rented when the lease
or rental is processed by contract section, service PO's issued for
one year with new PO's issued each year to continue same service,
long-term PO's issued for more than one year, open-end PO's, insurance
payments, building repairs, non-emergency patient transport, initial
payments for contracts, and deposits for anticipated future billing.
000067
POSITION ADJUSTMENT REQUEST No. %3/ ?a
Da 9/19/83
i3 LC E. i `v� :
Dept. No./ Copers
apartment Auditor-Controller Budget Unit No. 010 Org,.*,Z0} 1Q1 16 Jnr No.
rT-
Ction Requested: Conduct study of Account Clerk II 4610-37 positA",jdrit�iRzt^FxPrIEp;
Proposed .Effective Date:
xplain why adjustment is needed: To .determine proper classification of duties being
performed.
lassification Questionnaire attached: Yes Q No (]
stimated cost of adjustment: $ 1.518.00
Cost is within department 's budget: Yes ® No []
If not within budget, use reverse side to explain how costs are to be f
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
o arm t Head
ersonnel Department Recommendation
Date: March 6, 1984
Reclassify person and position of Account Clerk II, position 10-037, salary
level H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656) .
lend Resolution 71/17 establishing positions and resolutions allocating classes to the
sic/Exempt Salary Schedule, as described above.
fective: ( day following Board action. QA�O-AUA%
O
Date for Director s nnel
inty Administrator Recommendation
Date: 1) � ( $\4
I!I-Approve Recommendation of .Director of Personnel
E3 Disapprove Recommendation of Director of Personnel
t3 Other: '
A4070r County Mmin tc&ator
rd of Supervisors Action
ustment APPROVED/MOWRW1B-on MAR 13 19f34 J.R. Olsson, County Clerk
e: MAR 13 1984 By; 4t �
ROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
000063
CONTRA COSTA COUNTY
C L ASSI F I CATIONQUEST ION N AIR E
NAME DEPARTMENT DIVISION
Carole L. Hatch Auditor-Controller Accounts Payable
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Account Clerk II Accounts Payable Clerk Finance Building, Martinez
Monday-Friday, 8-4:30
Time Required Description of Work:
I receive Board Orders and Contract Agreements and read and interpret them
5% to determine payment requirements and the. period of time encompassed. I
then make sure we have on file an insurance clearance from the. Administrator's
Office, then encumber the .maximurn amount of funds allowed.
5% I set up contracts with an encumbrance, a contract number, I.D. card,
labeled folder, type a "pull sheet", and set up a control sheet.
I receive and audit .pay documents and post them to the contracts control
70% sheet. I code the documents for payment, run a tape on the figures and
submit them to the computer for payment.
I replace lost/destroyed or forged .warrants. I research by fund number,
5% using our outstanding and redeemed warrant register, and place a stop
payment notice with the bank or submit the redeemed warrant to our
District Attorney's office for analysis.
5% When documents we .have submitted for payment return from .computer processing,
I participate in the final audit.
4% I give lead direction to fellow employees as needed.
2% I research, through .various channels, correct addresses for warrants returned
by the post office and re-mail to vendors.
3% I enter coding, a brief description and the amount of refund on a deposit
permit and submit to our Treasurer's Office.
1% I disperse vendor books on a monthly basis.
I have been working on the contract desk since July 1, 1980. Payment of
all Temporary Help Contracts have been my sole responsibility for 3 years,
and Copier Contracts for 1� years. During the past 2 years I have been
a working part of a team paying many other types of contracts on a daily
basis. I have had total responsibility on several occasions in my
co-workers absence.
AK 75
000G��
List Machines or Equipment Operated as Part of Job:
Calculator, Royal typewriter, Savin copy machine, telephone
De::lanale the name and title of the person who :supervises position
Joanne Howard, Accountant II
I.i:.l tI,,• uern,. a1 cmp nyec:. nupi,'vllied. If a whole unit in supervise x;imp y name the unit and state 1 ie number of employees.
None
11 public contacts are required either in person or by phone, state with whom, and in general, for what purposes:
I am in contact with -various vendors and County departments, principally by telephone
to clarify requirements for contract payments, and research warrants for detailed
information. From time to time I meet with 'purchasing agents and vendor representatives.
What decisions must be made in performing the work:
Before releasing vendor payment I verify that funds .have been encumbered and the
insurance is in order. I then determine eligibility of payment per terms .and conditions
of our contract agreement.
What parts of the job require the greatest skill, knowledge, and involve the greatest responsibility:
I interpret contracts for payment of County funds and insure that payment is made
within the terms of the contract agreement and not released, without proper documentation.
'l lu. nbuv'• :au b•monl: ac.cumlely do:eribe Ihi:. job n:: it has been for the past ____ 3 _ and __..2k
Month::)
(Si mlal urn) _y_LVI./�/� �• ._( (
Dole) S,- temht-r 70,.1983
COMMENTS OF IMMEDIATE SUPERVISOR
11, what way are the above statements incomplete, inaccurate or misleading:
None
What i:: the baric purpose or function of this position ?
Audit and process for pay various contract, 'purchase order and demand documents.
What rhmiq, have occurred in the work of this: position ?
Added responsibility of setting up payment process on contracts and purchase orders.
This position .has developed expertise enabling coverage of Account Clerk III and
Accounting Technician desks in the contract unit.
What pni l:'. ul thi:. jnh du yon check or n•view alo::ely mid why
None, Accounting Technician in unit reviews problems.
11 the position requires typing or shorthand, are they incidental or essential ?
Typing: Incidental Time Required: Minimal
Shorthand: Time Required:
State what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education: l/)
Required experience: Equivalent to Account Clerk III
Required license or c ifica le:
(Signature) (Date)
COMMENTS OF DEPARTMENT HEAD
Comment on the statement of the employee and supervisor. Designate any other positions in the department which you believe are similar in duties and
responsibilities.
(Signature) (Date)
0000'70
SUPPLEMENTAL INFORMATION
I began working for Contra Costa County in Accounts Payable on July 1, 1980.
My past responsibilities have included:
Preparation of daily pay for auditing
Pay demands
Pay utility bills
Pay contract doctors
Encumber and pay "J Authorizations" (Social Service Emergency
Grants)
Prior to County employment my experience included:
Hand posting collections and later setting up and
processing by computer
Process loan payments
Balance cash drawer
Analyze impound accounts
Pay insurance premiums
Type checks
Training new personnel
Filing
Computer data entry
Home loan foreclosures
I am experienced in operating the. following office machines:
NCR Cash Register
CRT Computer Terminal
IBM Selectric Typewriter
IBM, Savin and Xerox Copy .Machines
Postage Meter
Royal Typewriter
Calculator .
Telephone
0000'71
uo
POSITION ADJUSTMENT REQUEST No. /3 /.74
Date: 9/19/83
DFept:
No Copers
Department Auditor-Controller B�dngiz UrJ tPNcF.'bla Org. No. 1010 Agency No.
Action Requested: Conduct study of Acdount Clerk II #10-43 position duties.
Proposed Effective Date: 11/1/83
Explain why adjustment is needed: To determine proper classification of duties being
performed.
Classification Questionnaire attached: Yes ® No
Estimated cost of adjustment: $ 1.,518.00
Cost is withinidepartment's budget: Yes ® No [�
I
If not within budget, use reverse side to explain how costs are to bef d.
Department must initiate necessary appropriation adjustment. el
Use additional sheets for further explanations or comments.
Depart Head
Personnel Department Recommendation
Date: March 6, 1984
Reclassify person and position of Account Clerk II, position 10-043, salary
level H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656).
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: day following Board action.
C1
Date or Direc or f ersonnel
County Administrator Recommendation
Date:
Approve Recommendation of Director of Personnel
D Disapprove Recommendation of Director of Personnel
0 Other:
or County Administbator ab
Board of Supervisors Action
Adjustment APPROVED/D+5AffWW1-D on _ MAR 1 3 1984 J.R. Olsson, County Clerk
Date: MAR �-0 184 By: y �• t?'Yu �
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY.RESOLUTION AMENDMENT.
M347 6/82
0000'72
CONTRA COSTA COUNTY
C LASSI F I CATION QUESTION NAIR E
NAME DEPARTMENT DIVISION
Janet J. March Auditor-Controller Accounting
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Account Clerk II Accounts Payable Clerk Finance Bldg. , Martinez
8-4:30, Monday-Friday
Time Required Description of Work:
3% I receive original purchase orders from Purchasing daily, alterations and
cancellations are also received on purchase orders and I must determine the
appropriate action to take. At this time I determine the purchase orders
that are to be given to contracts, sent back to Purchasing or retained on my
desk. The ones I retain I encumber for input to the financial system. This
involves entering the vendor number on the "yellow" (encumbrance - and later my
file copy) , or setting up a new number in the case of a new vendor; determining
the dollar amount to be encumbered - including computing multiple cost center
expenditures as necessary, and checking the accuracy of coding, making necessary
corrections. Balance batches for computer input. Research, correct and
resubmit any rejected documents. When I receive them as completed by Data
Processing, I file them in my bins by vendor name and/or Purchase Order Number.
70% Match incoming documents with "yellow". If it is a "pink" (receiving copy),
partial (partial receiving) or invoice, and all the necessary documents to
complete a payment are available, check for quantity, price, etc. as being
accurate, compute any available discounts, and if everything is in order, pull
and match, enter proper description and coding an coding sheet, run tapes to
balance, and send to keypunch for a warrant to be issued. If there are any unac-
ceptable discrepancies, a form letter or phone call to Purchasing or the
concerned department must be made to clarify such. At times correspondence or
a phone call to the vendor may be necessary. Correct and resubmit any rejected
documents.
Purchase orders cover a variety of payments and time plans. These can include
"one shot" payments or, as in the case of one of my vendors, a rental contract
that spans four years on a purchase order. Others include maintenance contracts
on equipment owned, leased and rented, supplies, professional contracted services
rental of machines, equipment, facilities and cylinders, both monthly and by year
and non-emergency patient transport.
1% I :enter onto proper pull and keypunch forms information to correct any erroneous
codings and do cancellation journals to delete improper or obsolete encumbrances.
I also do any journals necessary for corrections.
4% I research through various channels problems that .may arise with the vendor or
the department in order to clarify or expedite payments or to assist in their
research or inventories. I consult with Purchasing in order to interpret
purchase orders and work closely with them with regard to price, vendor and
freight checks in order to expedite .payments. The departments are contacted
if quantities invoiced are different from quantities ordered. I also provide
several departments with copies of invoices for their records that I have paid
in their behalf.
2% When the vendor pay is received, I .participate in the final audit and sometimes
in the sorting to prepare it for the audit. I compare the remittance copy to
its back up documents, verifying name, address, discounts and amount remitted.
Any questions are referred to the appropriate desk or the supervisor.
1% Review statements and determine whether research is needed to clear any old
balances. If necessary, contact the department and/or the vendor to resolve
any problems. Maintain accurate vendor listing, changing names and addresses
as necessary. Maintain departmental authorized signature list, adding and
deleting names as necessary.
3% At the end of the fiscal yea-v I research outstanding encumbrances and make any
necessary adjustments with journal entries. After the roll-over process is
completed, any necessary reencumbering is done .minually. I work closely with
the Budget Division during this time to resolve any problems that arise.
AK 75
Or0'73
List Machines or Equipment Operated as Port of Job:
Calculator, IBM copier, adding machine, time clock, electric and manual staplers, Bates
numbering stamp, Savin copier, microfilm reader/printer, microfiche -reader/printer, telephone,
f yiRA'Wrt evens and title of the person who supervises position
Joanne Howard, Accountant II
I.n:t it,,- uamr of empTo_yeP:; ::upvrvi:Ied. 11 a whole unit u: supervise ::imply name a unit and state tie number of employees
None
11 pubhc contacts are. required either in person or by phone, state with whom,and in general, for what purposes:
:uen?.ors-_both in =person and by phone. The principal reason for such contact is to clarify and
resolve any problems concerning the payment of our obligation to them. I:t .may also involve
research when, ;indeed, a payment was made and not received. I .have also been involved in con-
ferences with vendors and our purchasing agents to weed out problems, clarify procedures and
What decisions must be made in performing the work: e e Xe .business dealin s.
I must decide whether an invoice is payable as is or whether �irier acion is neces§ary, i.e. ,-
checking with Purchasing and/or the department as to price, quantity, freight and vendor in
order to have authorization to pay in spitelof. discrepancies - or whether to request a credit.
I must also verify whether the proper funds have been encumbered to cover the- payment and/or **
What part:: of the job require the greatest skill, knowledge, and involve the greatest responsibility: Determining whether or not vencTors
invoicing (and thereby payment) is in line with purchase order authorization and whether or not
department authorization is in line with what .has actually been received and invoiced for. Also
close and careful observation in the final audit is necessary to keep erroneous payments from
._JrP_a`ZiMg QUrrpp 1nfaff lirnis Errors in any of these nrpncz .C^udd cC1St t-hp rmintyqgreat tipal ;n money
'ITin�r4�:� nuT11T^JFT.'TrTMIy Hn::cn bo Ibis: lob an it s een for the asl 6 _ and ___ to
nw`, e-_. r.: Month:�:)
(Signature) ..__ — ([ ( Data) Q-o3-,3
COMMENTS OF IMMEDIATE SUPERVISOR
lo what way nre the above statements incomplete, inaccurate or misleading:
None
What i:: the baric purpose or function of this position ? -
Audit and process for .pay various purchase orders for supplies and services.
Who chunge:: Hove, occurred in the work of this position ?
Determine payment priorities for cash discounts, correct errors made in accounts, review
statements, increased direct contact with vendors and departments, year-end corrections
on encumbrances.
What polln of Ihi:: Inh du you check or review clonely and why ?
Error documents returned by computer to determine if additional training is needed.
If the ponition requires typing or shorthand, are they incidental or essential ?
Typing;' Incidental Time Required: Minimal
Shorthand: Time Required:
Slate what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education: ,)
Required experience: ; Equivalent to Account Clerk III
Requiredlicens or certificate:
I Signature) L� (Date) / ��iS
COMMENTS OF DEPARTMENT HEAD
Comment on the statement of the employee and supervisor. Designate any other positions in the department which you believe are similar in duties and
responsibilities.
**whether it is indeed a legitimate debt.
(Signature) (Date)
0000'74
-2-
Time 'Required Description of Work:
6% I clear my bins on a regular basis in order to notify departments to
bring receiving copies current and to request payable invoices from vendors.
I also resolve any problems concerning invoices or purchase orders of which
I may have been unaware.
5% I sort and distribute daily mail both in general and in a fine sort for
the purchase order desks. I must determine which documents require special
handling, such as discountable invoices, precoded documents, and invoices
that need to be sent directly to certain departments. New purchase orders,
mail and "98's" (prepayment purchase orders) are also sorted and distributed
daily. The 98's are a special handled document, being coded immediately
and submitted to keypunch for payment the next day. These documents may
even include deposits or initial payments on contracts.
1% As time and workload allows, I assist on other purchase order desks, code
demands and transmittals and assist on the contract desk.
4% I was responsible for the training of my supervisor along with a co-worker
on the purchase order desk. Upon request I give lead direction to the
three other purchase order clerks. I .continue to give lead direction to
the employee I trained, as well as to my supervisor on request.
I created the "Do Not Change" list; a list of vendors and their numbers
that want their remittances sent to one particular place in spite of any
different information on the invoice. This dispenses with a lot of
unnecessary questions during the final audit.
I determine my own work scheduling and priorities and all of my responsi-
bilities are conducted with little or no direct supervision.
SPECIAL COMMENTS
An Account Clerk II in my position makes many independent decisions during
the course of the job. Some of those include:
1. If tax is due on out of state vendors that haven't charged us.
2. Which vendors take top priority.
3. At year end I sometimes have to decide which fiscal year to
charge a payment to for budget purposes.
4. Whether or not an obsolete purchase order should be cancelled.
5. If backup is complete and proper for payment.
6. Which discounts are allowable.
7. Whether to contact a vendor in order to alter an invoice or
to request a credit memo.
8. What information to set up for the remittance stub to clarify
reason for payment to the vendor and for the department's
expenditure run.
9. If indeed the correct vendor is being paid the right amount
for the right goods or services.
The learning process for this desk can be quite lengthy and continues even
after one is working independently. Systems, procedures and sometimes rules
change and one is constantly running into new things that occur only
occasionally and need to be learned or relearned.
There is a very fine line drawn between what is paid on the purchase order
desk as to what is paid on the contract desk. Sometimes it is difficult
to discern between the two.
0000'75
.tsu., ..�_.. ..- ._......�..- ._._ ._.._..�.- ..v. .S r .�:. <Jc.'t t�.i✓' -r .ry r- u
• -3-
•. Time''Requifed Description of Work:
SUPPLEMENTAL INFORMATION
I came to work for Contra Costa County in Accounts Payable on August 25, 1975.
My previous duties have included:
Processing Crippled Children transmittals
Processing employees demands
Preparing journal vouchers
Processing counter warrants
Reading microfilm
Dispersing mail
Compiling and distributing Use Tax figures
Processing fire department transmittals
Assisting on the contract desk
Balancing and Reconciling daily batch documents with the
computer run
Previous experience includes:
Accounts -Payable
Accounts Receivable
Payroll (including computing commissions)
Post Trust, Legal and General Ledgers
Balance cash and make deposits
Order and maintain supplies
Reconciling three checking accounts
Interview and hire applicants for job openings
I am experienced in the operation of the following machine's and equipment:
Calculator
Adding machine
Burroughs Bookkeeping Machine
IBM, .Savin and Xerox copiers
Typewriter (manual and electric)
Dictaphone
Switchboard
Postage meter
Telephone
Gestetner Duplicator
Intercom system
Cash register
NCR Bookkeeping .Machine
0000'7,
POSITION ADJUSTMENT REQUEST No. IA/J2�
Date: 9119/83
De P Na,, /
apartment Auditor-Controller Sudgelk Qlnit Now f'!010 Org. No, 1010 Agency No.
ction Requested: Conduct study of Account Clerk II I110-45 position duties.
Proposed Effective Date: 11/1/83
xplain why adjustment is needed: To determine proper classification of duties .being
per orme .
;lassification Questionnaire attached: Yes Q No
stimated cost of adjustment: $ 1,518.00
Cost is within department's budget: Yes []x No []
If not within budget, use reverse side to explain how costs are to be
Department must initiate necessary appropriation adjustment. /
Use additional sheets for further explanations or comments.
for D tmen Head
'ersonnel Department Recommendation March 6, 1984
Date:
Reclassify person and position of Account Clerk II, position 10-045, salary
level H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656). .
lend Resolution 71/17 establishing positions and resolutions allocating classes to the
tsic/Exempt Salary Schedule, as described above.
fective: day following Board action.
CI
Date for Director of UEWsonneI
inty Administrator Recommendation
Date: (a g`4
mApprove Recommendation of .Director of Personnel
Disapprove Recommendation of Director of Personnel
0 Other:
Al /VX
fo Co my Adminis tar
^d of Supervisors Action
istment APPROVED/DAB on MAR 13 1981 J.R. Olsson, County Clerk
MAR 131984
OVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT,
M347 6/82
000077
;r CONTRA COSTA COUNTY
CLASSIFICATION QUESTIONNAI RE
NAME DEPARTMENT DIVISION
Patricia Bearup Auditor-Controller Accounting
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Finance Building, Martinez Hours
Account Clerk II Accounts Payable Clerk 8:00 - 4.30 p.m. , M-F
Time Required Description of Work:
6% ENCUMBRANCES: Process and input encumbrances into the financial system.
When purchase orders are received from the Purchasing Division, they are
checked for: correct coding, prices, freight authorization, time period
covered, rate of payments, information about what is being purchased,
rented or services rendered, and the total amount to be paid. Recalculate
the purchase order for figure accruacy and determine the amount to be
encumbered (including computing multiple cost center expenditures as
necessary) . At this time we determine what purchase orders should be
retained by the purchase order desks, given to the contract section,
or returned to the Purchasing Division for clarification. Alterations
and cancellations are also received on purchase orders and we must
determine the appropriate action to be taken and input the information
to the system. Batch encumbrances for input to computer. Work with the
Budget Division and other Departments to maintain an accurate open
encumbrance listing. Research and re-input any rejected items and close
any incorrect open encumbrances. Per request, change information on the
encumbrance after the initial information has been input into the financial
system.
60% PROCESS PURCHASE ORDERS: These types of payments include:
1. Rush-one-day service purchase orders for subscriptions, dues,
registrations, prepaid items, and prepaid deposits or initial payments
on contracts and purchase orders.
2. Maintenance Contracts on machines or equipment rented, purchased or
leased. The lease purchase payments are handled by the Contract
Section.
3. Supplies purchased.
4. Professional services contracted.
5. Rental of facilities.
6. Rental of machines and equipment.
7. Monthly services (Cable TV, Pest Control, Alarm Services, Bottled
Water Rental) .
8. Non-emergency patient transport.
9. Purchase Orders without closing dates for services and supplies. These
may, in some cases, remain open for years.
Authorization to pay is received from the Department. Match incoming
documents (invoices, authorization to pay, alterations) to yellow copy
(file copy of purchase order) . Invoices are compared to purchase orders
for: time period covered, freight authorized, tax due, unit prices,
total prices, quantity and items received, and Vendor name and address.
If a change must be made to the purchase order, or we have questions,
we contact the buyer in the Purchasing Division. If there is a discrep-
ancy on the invoice, we will contact the vendor to resolve the problem.
Set up coding sheet for input to the computer. This document will issue
the warrant to the vendor. Batch the coding sheets for computer input,
giving special handling to discount payments and warrants to be picked up.
2% STATEMENTS & RESEARCH: Review and research statements received from the
the vendor. Contact them regarding any discrepancies. Research out-
standing balances, incorrect payments, and payments not received by the
vendor. Provide the vendor with any necessary information to clear the
statement. Research disallowed discounts and any other problem that is
presented to us by the Vendor or department.
I
1% VENDOR LISTING: Maintain accurate vendor listing. Make necessary
corrections to name or address and add or delete vendors as required.
AK 75 000076
r
List Much incs or Equipment Operated as Part of Job: Calculator, Microfiche reader and printer, Microfilm reader
and printer, Copier, Telephone, Electric time stamp, Bates numbering stamp, typewriter.
Dl,n.rmalc the name and title of the person who :supervises position Joanne Howard, Accountant II
t.r:l th:• na mc:'. of cmp oyec:; r."pl,'vi!;ed. 11 a whole unit is supervise ::imply name the unit and state the number of employees.
It public contoc(s arc required either in person or by phone, state with whom, and in general, for what purposes:
vendors concerning unpaid purchase orders, goods returned, and procedure regarding payment. We
are instrumental in maintaining a good working relationship with the vendor, since their
original contact for problems will be with our department.. Vendors with whom the county does
.largo vnlrlmp hllRinpRS are given special handling to avoid Problems, and are corresponded with
Whol decisions must be made in performing the work:
frequently.
*See Special Comments Section.
What parts of the job require the greatest skill, knowledge, and involve the greatest responsibility teinai payment audit is a as
chance before payments are mailed to determine that they are correct and legitimate. 2. Year-
end processing is extremely important because the expenditure we cancel and set up at this time
determines in each fiscal year the money to be taken from the appropriation, or made available
._tLG the• depArt7MPJ- Thic ennld nffpet their futurp purchases.
'I'Le aluroe ::Inlr•nu•nl:: ucc urn tely de::cribc Ihir. lob n:: rl I been for the pasl _ and
(SignalurcI q,✓"v"�'�// ✓�� ( Dole)
COMMENTS OF IMMEDIATE SUPERVISOR
III What way are the above statements incomplete, inaccurate or misleading:
None
What i:; Tire baric purpose or function of this position ?
Audit and process for pay .various purchase orders for supplies and services.
Whot rthw,ye:: have occurred in the work of this position ?
Determine payment priorities for cash discounts, correct errors .made in accounts, review
statements, increased direct contact with vendors and departments, year-end corrections
on encumbrances.
Whnl hnr In nl 11w; jnh du yon check or review clo.^•cly uud why ?
Error documents returned by computer to determine if additional training is needed.
11 the punilion requires typing or shorthand, are they incidental or essential ?
Typing: Incidental Time Required: Minimal
Shorthand: Time Required:
Slate what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education:
Required experience: Equivalent to Account Clerk III
Required license or cert ' ole:
(Signature) — (Date,
COMMENTS OF DEPARTMENT HEAD
Comment on the statement of the employee and supervisor. Designate any other positions in the department which you believe are similar in duties and
responsibilities.
(Signature) (Date I
000079
,,Time Required Description of Work:
3% COPIER KEY OPERATOR: Add toner and dispersant to copier machine as
needed. Make minor adjustments to machine and clear any jams in the
machine. Contact the Auditor's secretary to order supplies or to contact
the company when repairs are necessary. Provide the company with a
monthly meter reading on the copier. Train employees on copier usage
and aid them throughout the day in making copies.
1% AUTHORIZED SIGNATURES: Maintain an authorized signature listing by
department. Update the master according to memorandums received from
Department Heads. Listing must be current for information regarding
authorization for which department, and for what services, supplies,
contracts or demands. Listing is annually updated and distributed to
all employees in the section for use in determining authorization of
payment to demands, contracts, purchase orders, etc.
5% YEAR-END ROLLOVER: Review all outstanding encumbrances, research unpaid
purchase orders, and make any necessary changes to the finance system.
After rollover is completed, we manually re-enter items which did not
roll over to the current fiscal year. At year-end it is very important
that we determine correctly which fiscal year purchase orders belong
to. We work heavily with the Budget Division at this time to clear up
any prior year problems and encumbrances with a negative or zero balance.
Prepare journals to correct prior and current year.
6% ASSISTING VENDORS: Phone and mail contact with all vendors regarding
unpaid purchase orders and answering ..questions .regarding procedure.
Researching amounts paid, warrants not received, and aiding the vendors
in balancing their statements. Provide the vendor with whatever infor-
mation or documents are necessary to clear open balances.
5% ASSISTING DEPARTMENTS: Close contact with all departments regarding any
problems on how to process purchase orders, open encumbrances, unpaid
purchase orders and items that were received or returned. We also provide
departments with any necessary copies of vendor payment records or research
for their inventories or records. We work with the Purchasing Division
on various problems in setting up and maintaining purchase orders. We
give them information on the prior year purchase orders to aid them in
setting up the purchase order for the current year. Follow-up on problems
with purchase orders concerning deliveries made, prices charged, and goods
returned. When problems are found, we follow-up these problems until
they are resolved. Many times we are the middleman between the Purchasing
Division, the Vendor, and the department ordering, to resolve problems
so that purchase orders may be paid.
5% MAIL SORT: Sort mail designated for the Compts section to search for
invoices with discounts or priority items for special handling through
both sections. General mail received for the purchase order desks is
sorted by desk and alphabet. Special mail is sorted to departments,
requiring invoices before authorization is made.
1% BATCHING: Batching on encumbrances and coding sheets consists of running
tapes on invoices and coding sheets and balancing before input to the
system, r
5% FINAL AUDIT: Audit the final pay for all Accounts Payable documents
(demands, contracts, temporary help, purchase orders, etc.) . Comparison
of backup documents to remittance advices. Check for correct vendor
name and address, valid expenses, and total amount to be paid. This is
the final audit before the pay is released and mailed. Any address
discrepancies are researched and corrected or approved by the clerk
inputing the document. Questions are also directed to the Supervisor,
who in turn consults with the clerk who input the document.for
clarification or correction.
000080
•TYrne''Required Description of Work:
SPECIAL COMMENTS:
We make independent daily decisions regarding:
1. Correction to vendor names and addresses.
2. If freight charges are legitimate and to whom they should be paid.
3. If backup is complete for payment.
4. Priority payment for special vendors must be determined.
5. Whether or not to close a purchase order, or to make payment after
the expiration date.
6. Deciding what items are taxable, and'when we should pay the tax direct
to the state.
7. At year-end we must determine what purchase orders in whole or part
belong to which fiscal year. If this is not correctly done, the
money could be expended from the incorrect fiscal year appropriation.
8. Determination must be made on discountable invoices regarding the
amount to be taken and within what time limit. We also decide when
to repay a discount to the vendor that they say is not allowed.
9. We set up the information on the warrant stub for payment clarification,
to aid both the vendor and the department. This information appears
on the expenditure records which are permanent records in the office.
The training period required to be knowledgeable in this position is
quite long and continues even after the time when you are working
independently. We are responsible for scheduling our own daily work
and routine and work with little or no supervision.
There is a very fine line drawn between the purchase orders on the purchase
order desks and contract desks. Many of the same vendors, doing the same
work for different departments are located on both the purchase order
desks and contract desks. Many fine line purchase orders are extended
after the one year expiration, (a guideline for determination) , thus
qualifying them to be handled by the contract section, but are in fact
still handled by the purchase order desks.
000081
�_— POSITION ADJUSTMENT REQUEST No. /.9/S5
Date: 10/7/83
Dept No. ..; «•-. Copers
Department Auditor-Controller 0?T Bodge'l '_N11 No. 010 Org. No.. 1010 Agency No. .
Action Requested: Conduct study of Account Clerk II Position 4144
Proposed Effective Date: 10/20783
Explain why adjustment is needed: To determine proper classification of duties being performed
Classification Questionnaire attached: Yes []x No
Estimated cost of adjustment: $ 900
Cost is within department's budget: Yes 0 No
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.
f r ep "rt nt ad
Personnel Department Recommendation
Date: March 6, 1984
Reclassify person and position of Account Clerk II, position 10-044, salary
level H2 005 (1239-1506) to Account Clerk III, salary level H2 100 (1362-1656). .
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.
ClHOAOU�
Date for Director Vf rsonnel
County Administrator Recommendation
Date:
Approve Recommendation of Director of Personnel
O Disapprove Recommendation of Director of Personnel
0 Other:
or County Administr-abor
Board of Supervisors Action
Adjustment APPROVED/DfS*RPROW on --MAR -1 W2.io1 J.R. Olsson, County Clerk
Date: MAR 13 1984 By•,y�Q,,,t, P.'Y
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY..RESOLUTION AMENDMENT.
M347 6/82
000032
CONTRA COSTA COUNTY
CLASSI IFICATION QUESTIONN AIRE
NAME DEPARTMENT DIVISION
Wanda Quever Auditor-Controller Central Collections
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Asargned F'o_n
Account Clerk II Receipt/Invoice Control Clk Martinez 8:00-5:00
T-=e Required Desc..pnon of Work:
This Position has the responsibility of balancing and/or reconciling
portions of 4 different County Programs: CKAS, General A/R, Hcaltti
Plan-Basic Adult Care, and home Vealth Agency.
30' CHAS - Daily: Match receipt listings and hand input hatches with
Patch Control Error reports, locate errors, rejects, etc, and
maintain control of resuhnissions. Control batching of input
documents sent for encoding.
Monthly: Reconcile CHAS receipt clearing account with general
ledger. Includes verifying receipts, deposits, journals, warrants,
etc. , and making.necessary corrections.
40% General A/R - Process all invoices for this system. Must audit all
incoming invoices or orders to invoice for correct account
numbers, org and revenue coding, charge extensions, bad debt
provision codes, etc.
Control account number master file for three separate numl!er
sequences.
Control "C" billing card deck, including input for new "C" cards,
pulls of closed accounts, and maintaining correct balance.
Receive and code for posting all payments received for oil and
TV franchise fees and various vending commissions, then prepare
appropriate invoices.
Semi-annually review all franchise account folders to insure
payments are current.
Batch and total all input documents by type, and verify total of
receipts processed during the week. Prepare batch control sheets
for weekly DP update process and order.reports.
Help identify any discrepancies between input and output.
Verify all write-offs, combine by reason code, and prepare a
quarterly report for submission to and approval of the Board of
Supervisors.
10% BAC - (Detail for the BAC system is maintained at the health Plan
Office, but a control account is included in the General A/R)
Insure monthly sales and receipts journals are received in time
for monthly cutoff. Prepare invoice, balance the receipts journal
to the deposit permits, identify discrepancies, and maintain
control of necessary corrections until made. Enter receipt
journal total to General A/R receipt system.
15% HHA - Input receipts to HHA, determining the accounts and invoices
to which they should be applied.
Receive monthly DCA report from Health Department, Determine
amount to be invoiced, make all necessary adjustments for the
month and balance to the report.
Reconcile control account balances with detail account balances.
AK 75
000053
. 'List'Machises or Equipment Operated as Part of Job:
Calculator, typewriter, CRT
Designate the name and title of the person who supervises position
Grace Darrin, Supervising Accountant I
Both contact by phone and in person are required to answer questions on General
A/R & C!',AS accounts, and take payments at counter. Contact with other departments
Off
nn nnliriag and nroredurag of A/R.
OII public contacts are required either in person or by phone, slate with whom,and in general, for what purposes: ,
Proper org's and revenue codes to be used; which provision codes Used; what
corrections, if any, are needed for reconciling CHAS f, A/R systems. Verifying
accuracy of balances on RAC £, IUTA accounts.
nest decisions must be made in performing the work:
The reconciling and control of the various accounts. Locating any ommisions or
errors, to help eliminate any possible errors in individual accounts. Reading and
interpreting the General Ledger. . Keeping control on CHAS F, BAC accounts of every-
?_ *yil'i11i 3�tQ-.�12'2�"�^te and incurinn that avarx•fl)ing+ ling hi-ran romp leted.
LWhat parts of the job regltirf�the gfbolest skill,M1g11ed qe, and involve the grealesl responsibility
The above statements accurately describe this job as it hos been for the past and ,
ears (Months) I
//� -'u f}/`
(Signature)�� � *� ( Dote) �(/�,—C
COMMENTS OF IMMEDIATE SUPERVISOR
In what way ore the above stotemer::s inccrvpiete, inacr•_rete or misleading:
All statements describe accurately the duties of this position.
What is the basic purpose or function of this position ?
To maintain controls on invoicing, receipts, eta. , on two systems.
What changes have occurred in the work of this position ?
Addition of reconciling of HHA account detail to controls.
What parts of this job do you check or review closely and why 7
;Ione. Wanda is very responsible, and capable of performing her work
without close supervision.
11 the position requires typing or shor!hond, are they incidental or essential ?
Typing: essential T'.me Required: 10 — 20 %
Shar!hond: Time Required:
Slate what you believe to be the species! certificates and minimum amounts of training and experience required to perform this job:
Req'.ired education: f�
Req'.ired
experience: •f If,CQL
Re quir.d tic ea s. a rr i}ical.: -
AA f
(Signoture) Data)/O/�/��
COMIMENTS OF DEPARTMENT HEAD
Comment on the statement of the emp:oy.. and supervisor. Designate any o!her positions in the department which you believe ore similar in duties end
responsibili lines.
i
(Signature) s (Dale)
I
I
0000
o0a xP
. A
Classification Questionnaire
Wanda Quever
Page Z
So Other Duties - Assist peonle at front counter or over the telephone.
This includes providing information and answering questions regard-
ing accounts (either CHAS, General A/R) . Receipt payments at counter
to CHAS, General A/R or Domestic Relations accounts.
Send out letters on bad checks requesting replacement. When replace-
ment received and cleared, return the original check if so desired.
Custodian of the petty cash fund. Responsible for -receiving appro-
priate back-up for any expenditures, and balancing and replenishing
on a regular basis.
Verify receipt listings to Deposit Permits, locate and correct any
errors.
POSITION ADJUSTMENT REQUEST No. 15,236
Date: 2/28/84
Dept. No./ �- .' ' ' ' ; `„ F. Copers
Department Health Services/Systems Budget Unit No. 540/69000hg. ydo�6569 Agency No. 54
Action Requested: Reallocate Clerk-B position #54-W Ud 1�d 6&%q Connie Rosales) to
Account Clerk
Proposed Effective Date: 3/14/94
Explain why adjustment is needed: ROUTINE• To pronerly classify nnc� ;tine ;nrlnt in
line with ditties and r spontibilitiec perfnrmad in Patient Accauntin�q
Classification Questionnaire attached: Yes [] No Job description attached
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 funded.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments. Andrea Jackson, Personnel Servic
for Department Head Asst.
Personnel Department Recommendation
Date:
Reallocate Clerk - B position #54-132, Salary Level H1 887 (1103-1341 ) to Account Clerk I .
Salary Level H1 887 (1103-1341 ) .
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: J@ day following Board action.
D
Date for Directo f ersonnel
County Administrator Recommendation
Date: •3
Approve Recommendation of Director of Personnel
CI Disapprove Recommendation of Director of Personnel
[3 Other:
for County Administrator
Board of Supervisors Action
Adjustment APPROVED/fid on MAR 13 1984 J.R. Olsson, County Clerk
Date: MAR 13 1984 By: I PL, P ;'R
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
000083
CONTRA COSTA COUNTY
~ C L A S S I F I C A T I O N 0 U E S T 1 0 N N A I R E
NAME DEPARTMENT DIVISION
STEWART, Tommy L. AUDITORS BUDGETS
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
Account Clerk II Auditor's Office 8 to 5
Trrre Required Description of Work:
Under general supervision, to provide specialized and complex bookkeeping,
statistical and related clerical work in direct support of accounting activities
of the Budget Division of the Auditor's office for efficient administration of
the County Budget.
10% Review daily and monthly reports and report on accounts and budget units
that exceed or are approaching their appropriations.
10% Review appropriation and revenue adjustments, checking them for correct codes
and balances in the accounts affected.
5% Review Fixed Asset Purchase Orders for availability of unencumbered account
balances.
2% Review Lease-Purchase contracts to see if they follow guidelines established
by this office.
15% Answer questions on budgetary procedures and account coding. Investigate and
report on entries and other items that cannot be easily resolved.
30% Investigate the background of accounting entries that appear incorrect, or
as requested by my supervisor. Make or coordinate corrections as required.
25% Maintain files and make schedules on revenues, shift and other pay differen-
tials, reserve for contingencies, and appropriation totals.
3.°! Update revenue and spending plan documents for departments.
y
AK 75
000081
List Mathines.or{yui pen ent Operated as Part OS Job: t
Ten-key calculator, various dupicating copiers, microfilm and microfich reader/printers,
and typewriter.
Designale the name and title of the person who supervises position
C.D. Thompson, County Budget Analyst
List the names of empicyees supervised, If a was a unit is supervisea simply name ne unit one slat e the number of employees.
If public contacts are required either in person or by phone, stale with whom,and in general, for what purposes:
By both phone and person, I answer general questions pertaining to the county budget
. and coding. -
What decisions must be made in pe.forming the work:
1. Organization and Account Codes to be used when questionable entries are discovered.
2. Assignment of new Account Codes for Plant Acquistion.
What parts of the job require the greatest skill, knowledge, and involve the greatest responsibility:
As support to the Budget Division of the Auditor's Office I am responsible for continuous
review of expenditures, encumberances, appropriation adjustments, and purchase orders to
insure that correct accounts are used and that the departments do not overexpend the
budgetary accounts.
The above statements accurately describe this job as it has been for the past and
cors ant s
(Signature) ( Date)
COMMENTS OF IMMEDIATE SUPERVISOR
In what way are the above statements incomplete, inaccurate or misleading:
Statements are accurate.
What is the basic purpos. or function of this position ?
The basic function is to do the routine accounting tasks for this division and to research
problem areas to obtain the background information required fora decision.
What changes have occurred in the work of this position ?
As the occupant of this position becomes more knowledgeable about accounting procedures
and budgetary policy, less supervision is necessary and more investigative tasks have been
assigned.
What parts of this jca do you check of review closely and why ?
His investigative work and the preparation of schedules and worksheets for the normal
budget cycle and as requested.
It the position requires typing or shorthand, are they incidental or essential ?
Typing: Incidental Time Required:
Shorthand: Time Required
State what you believe to be the special certificates and minim=amounts of training and 'experiencerequired to perform this job:
Required education: J/7� n_
Required exp.:iene, `]"� � llllf•-if iLL-c�nccl ...tet l.Xr'T�L. srs
R.gaired lice.... or c.rl ilicote
Cri �f
lsignoture) i / =✓ � �'Z % t� IDate1
� r
CODUENTS OF DEPARTMENT HEAD
Co-cent or. the statement of the employee and supervisor. Designate any other positions it.. the department which you believe are similar in duties end
t.xpcadbialies,
(Signature) (Dole I
000080
POSITION ADJUSTMENT REQUEST No. /3
Date: 3-5-84
Dept. No./ 0147 Copers
Department Aud.-Data Proc. Budg�ta Unit Org. No. _nrr, _ Agency No. 10
Action Requested: Cancel one Programmer Trainee position No 10-241} ani aid-cnci
Analyst pori+inn
Proposed Effective Date: AGAP
Explain why adjustment is needed: To properly classify the position in -line with tha
job responsibilities
Classification Questionnaire attached: Yes [] No
Estimated cost of adjustment: $ 9.65
Cost is within department 's budget: Yes No
If not within budget, use reverse side to explain how costs are to be fu ded.
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments. Qi
o ar e t Head
Personnel Department Recommendation
Date: March 6. 1984
Classify 1 Program Analyst-EDP, salary level H2 666 (2398-2915) and cancel
Programmer Trainee, position 10-241, salary level H2 206 (1514-1841) .
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: �f day following Board action.
O (:j?
Date for Directo f rsonnel
County Administrator Recommendation
Date:
19 Approve Recommendation of Director of Personnel
r3 Disapprove Recommendation of Director of Personnel
C3 Other:
or County Administ3itator
Board of Supervisors Action
Adjustment APPROVED/aFmM PR W D on MAR 13 1984 J.R. Olsson, County Clerk
3 1 1984
Date: MAR By:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
000083
POSITION ADJUSTMENT REQUEST No. 3
Date: 3/1/84
Dept. No./ Copers
Department Health Services/M.C. Budget Unit No. 540/69 0 Org. No lelowAgency No. 5
Action Requested: Cancel IVN II position #531 (16/40) and 1113 (16140) • inrrpacp hour-Z of iVn
positions 526 (org #6307) and 1112 (org #6310) from 16/40 to 32140
Proposed Effective Date: 3714184
Explain why adjustment is needed: To meet core staffing needs
Classification Questionnaire attached: Yes [] No XC�
Estimated cost of adjustment: $ N/A
Cost is within department's budget: Yes [X No
If not within budget, use reverse side to explain how costs are to be funded.T
Department must initiate necessary appropriation adjustment. Web Beadle, Dept. Pe sonnei
Use additional sheets for further explanations or comments. Officer
for Department-,Head
Personnel Department Recommendation '> s
Date: - -�
Cancel LVN II position #531 (16/40) and 1113 (16/40) ; increase hours of LVN-IItositions
526 and 1112 from 16/40 to 32/40, Salary Level H2 084 (1340-1629) .
Amend Resolution 71/17 establishing positions and resolutions allocating classes to the
Basic/Exempt Salary Schedule, as described above.
Effective: ® day following Board action.
D
ate g! ig'
onne
County Administrator Recommendation
Date: 3
1 11t)42�
Approve Recommendation of Director of Personnel
D Disapprove Recommendation of Director of Personnel
0 Other:
(for) County Administrator
Board of Supervisors Action
Adjustment APPROVED/1) on MAR 13 1984 J.R. Olsson, County Clerk
Date: f'l' ^, 1PR;l By:
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
POSITION ADJUSTMENT REQUEST No. 4�c
Date: 3/1/84
Dept. No./ Copers
Department Health Services/M.C. Budget Unit No.540/6900 Org. No. see Agency No. 54
below
Action Requested: Cancel P.I . LVN II positon #1616; increase hours of LVN II DoS1tion #1600
(org. #6310) from P. I. to 32/40; increase hours ot LVN 11 position #1623 org. #6325
from P. I. to 24/40
Proposed Effective Date: 3/14/84
Explain why adjustment is needed: To meet core staffing needs
Classification Questionnaire attached: Yes No X�
Estimated cost of adjustment: $ NSA
Cost is within department's budget: YesXQ No
If not within budget, use reverse side to explain how costs are to be funod. _•:
Department must initiate necessary appropriation adjustment. Web Beadle, DepYLY
Per�'onnel
Use additional sheets for further explanations or comments.
for Department_.Hea r
Personnel Department Recommendation =;
Date: � �
m
Cancel P. I. LVN II position #1616; increase hours of LVN II position #1600 froRF-
P. I. to 32/40; increase hours of LVN II position #1623 from P. I . to 24/40, Salary
Level H2 084 (1340-1629).
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 4forirector of ersonnel
County Administrator Recommendation —3/7 7k41
!
Date:
2TApprove Recommendation of Director of Personnel
0 Disapprove Recommendation of Director of Personnel
0 Other:
for County Administrator
Board of Supervisors Action
Adjustment APPROVEDD on MAR 13 1984 J.R. Olsson, County Clerk
Date: MAR 13 1984 By• .�D1�� �.0 P
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
0000-1
C/
TO: BOARD OF SUPERVISORS
Contra
FROM: Anthony A. Dehaesus
Director of Planning (Costa
DATE: March 1, 1984 County
SUBJECT: Operating Agreement for Housing Rehabilitation Financial Services between the County
and Security Pacific National Bank
SPECIFIC REQUESTS) OR RECOMMENDATION(S) & BACKGROUND AND JUSTIFICATION
Recommendation:
1) Approve the 1983-84 Operating Agreement between the County and Security Pacific National
Bank, and authorize the Chair to execute said Agreement; and
2) Find and certify that the Operating Agreement meets the benefits tests as articulated in Section
570.513 (h) (2) of the regulations governing the Community Development Block Grant Program.
Background:
The County's Community Development Block Grant funded Housing Rehabilitation Program utilizes the
services of financial institutions in implementing the program. The financial institutions originate and
prepare service loans, loan documents, and provide financial leverage. For the past three years, the
County has had an arrangement with Security Pacific National Bank to provide said services. This
Agreement is due for renewal so as to maintain continuity in program services.
CONTINUED ON ATTACHMENT: YES SIGNA R
_ RECOMMENDATION OF COUNTY ADMINISTRATOR RE#MNDATIO !OF BOARD G MITTEE
k. APPROVE OTHER
SIGNATURE(S)
ACTION OF BOARD ON APPROVED AS RECOMMENDED OTHER
VOTE OF SUPERVISORS c'9 2
UNANIMOUS (ABSENT ) 1 HEREBY CERTIFY THAT THIS IS A TRUE
AYES: NOES: AND CORRECT COPY OF AN ACTION TAKEN
ABSENT: ABSTAIN: AND ENTERED ON THE MINUTES OF THE BOARD
OF SUPERVISO ON THE DATE SHOWN.
orifi: Planning p
CC: County Administrator ATTESTED �� Z�, Z90
Auditor-Controller J.R. OLSSON, COUNTY CLERK
Building Inspection AND EX OFFICIO CLERK OF THE BOARD
M382/7-OS BY V DEPUTY