HomeMy WebLinkAboutMINUTES - 03271984 - 1.49 POSITION ADJUSTMENT REQUEST NO. 1.3a -tT3
Date: 3 4-N
Dept. No./ ' V Copers
Department Auditor-Controller Budget Unit No. 0104,_ (Jrg. N , Agency No.
W 911-
Action Requested: Reclassify Account Clerk II PositionX10-19�to. .4co 4,2erk III
Proposed Effective Date: 4/1/84
Explain why adjustment is needed: To align classification with level of duties being
performed.
Classification Questionnaire attached: Yes [x] No
Estimated cost of adjustment: $ 562.
Cost is within department's budget: Yes ® No
If not within budget, use reverse side to explain how costs are to be fun
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments.
(for') n ad
Personnel Department Recommendation
Date: March 20, 1984
Reclassify person and position of Account Clerk II, position 10-019, 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.
O
Datefor D ec o ersonnel
County Administrator Recommendation
Date: 3k2t 1R\�
Approve Recommendation of Director of Personnel
D Disapprove Recommendation of Director of Personnel
0 Other:
AA CO 40(f6r) County Admin rator
Board of Supervisors Action
Adjustment APPROVED/M&W== on MAR 2 7 1984 J.R. Olsson, County Clerk
Date: BAR Z 71984 By:-,
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
000124
CONTRA COSTA COUNTY
CLASSIFICATION QUESTIONNAIRE
NAME DEPARTMENT L. C;IV ISION
Anne D. Boyer Auditor-ControllerpAF -� p� ��ccounting
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Ptace`of-'ork and Assigned Hours
Account Clerk Accounts Payable Clerk Finance Building
Martinez, CA
See Fr-i, 8!00 - 4.30
Tim, Required Description of Work:
65% PURCHASE ORDER PROCESSING
Purchase Orders are initiated by various departments of the county through the
Purchasing Division. They may be for single items or for several pages of items,
with quantities, qualities and prices specified. . .They may also be a blanket order
to be used for periods of time ranging from one month to a year or more, and a few
have no specific closing date and are good until cancelled. Purchase Orders may
cover supplies, professional services, advertising in publications, rentals of
equipment, machines, or facilities, non-emergency patient transport, maintenance
contracts on equipment, monthly services on a regular basis such as pest control,
cleaning, etc.
There are also rush Purchase Orders for dues, subscriptions, registrations for
conferences and seminars, prepaid orders and deposits or initial payments on
contracts.
Processing the various Purchase Orders requires checking invoices against the
material ordered as to 'quality, . quantity and price charged. It involves obtaining
proper signatures from departments to authorize payment, consulting purchasing
agents in the case of shipped items not authorized on the purchase order but
accepted by the department, and the charging of prices not authorized on the
original purchase order. Invoices must be recomputed for mathematical correctness
and date stamped.
13% COMMUNICATIONS
Telephone contact or letter correspondence must frequently be made with vendors
for clarification on items invoiced, improper prices charged, mathematically
incorrect invoices, tracing of late payments, or any other similar problem.
Contact must also be made with Budgets, with Purchasing, and with all departments
for price and quantity checks, questions, requests for information, requests for
copies of missing material, preferred procedures and research.
Departments which have new purchase order clerks who are not very familiar with
our requirements also take special handling for a time.
6% ENCUMBERING
'Purchase Orders arriving in the Accounts Payable Section are checked for correct
coding, freight authorizations, prices, quantities, time period covered, rate of
payments, whether discounts are given, and for clarity of description of the
product or service being purchased. Alterations are matched to the original
Purchase Order and encumbrances raised, cancelled or changed in accordance with
the Alteration.
When all is in order, Purchase Orders are batched for entry into the
computer system.
6% SORTING
Incoming items must be sorted according to content. There are incoming Purchase
Orders from Purchasing, communications from vendors, from purchasing agents, from
departments, from the Board of Supervisors, as well as invoices from vendors.
Priority mail must be separated and immediately directed to the Compts Section.
This includes separating invoices which offer a discount for prompt payment.
The remainder of the incoming material is further sorted for employee demands,
contract desks, and for the attention of the supervisor. When all appropriate
material has been compted, it is sorted alphabetically and hand-delivered to the
purchase order desk concerned: Responsibility for the major sort is rotational.
Upon receiving the alpha sorted mail, I then segregate discount invoices, priority
pay, special vendor problems, and invoices which must be sent out to other
departments.
AK 75
000125
List Machines or Equipment Operated as Part of Job:
Calculator, microfiche reader and printer, microfilm reader and printer, copy machine,
telephone, electric time stamp, Bates numbering stamp, typewriter.
Ue:u anal, the nam, and title of the person who supervises position
Grace Darrin, Supervising Accountant II
I t Ihe• unme:� of emp oyea:: ::upt,'ry u:e a whole unit Is supervise :;Imply name the unit and state 1,e number of emp .yeas,
11 p1b11C contacts are required either in person or by phone, state with whom, and in general, for what purposes:
Close contact is maintained with vendors and we are very conscious of the need for good public
relations. Questions regarding returned merchandise and delinquent or unpaid invoices are
handled as diplomatically as possible. In many cases we are the department they contact with
..problems.
What decisions must be made in performing the work:
Very careful review of all documents handled for payment to make 'sure all departments are
adhering to the terms of the Purchase Orders which have been set up by the Purchasing Division.
What Paris of the job require the greatest skill, knowledge, and involve the greatest responsibility
Final audit, which is the final review of payments being made before the payment is actually
released. Any processing which affects a department's budget. Year-end processing is very
important because expenditures are cancelled and set up which can affect departments' budgets
for both the prior and the new year.
'I'be nbov • ::Inl..nu•nt:: acr..uulely deacribe I6i:� job a:: 0 has ee for the po at _ _ and
o • Month::)
(Signalure) _ _. Dale) _ 7
COMMENTS OF IMMEDIATE SUPERVISOR
fn what way are the above statements incomplete, inaccurate or misleading:
All statements are accurate and complete.
What i the ba::ic purpose or )unction of this position ?
To effect quick and accurate payment of vendor invoices, and to resolve problems,
questions, etc. regarding purchase orders and/or invoices.
WI in r:hunger. huve occurred in the work of this position ?
Nothing recently.
What pnl l:'. al Ihi:: jai. if. Yon .hock or roview elonely and why ?
None -- P.O. desk staff have been doing this work for some time.
11 the po nilion requires typing or shorthand, are they incidental or essential 7
Typing - Incidental Time Required
Shorthand: N/A 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:
(Equivalent to Account Clerk III)
Required experience•
Required license or tificole:
(Signature) Af 10. 49 / ./S -0— Dale)
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.
This position, along with three other positions recently reclassified to Account Clerk III,
form .the Purchase Order/Matching Desk Unit in the Accounts Payable Section. Accordingly,
duti&s and responsibilities ara similay to the other threA Account Clerk III positions.
(Signature) (Date> March 7, 1984
000126
..____...-..,. .�-.tea,......._ ..�c*ma.�-er.�..-x....--..-..._..................-..._.-....._._..-...._.�-....,
-2-
5% CODING
The actual coding for computer input presupposes that all questions have been
settled, amounts and prices verified, and all questions satisfied. (See sectic
entitled Purchase Order Processing). At this point information is entered on a
Coding Sheet, keeping in mind that this information is for permanent record
and must contain descriptions and invoice numbers and such information that wil
facilitate a good accounting "trail" for research purposes and for auditors.
5% MISCELLANEOUS
Final Audit: Each time a pay is generated by the computer it is given a final
audit to ascertain that the warrant is properly substantiated, is directed to
the correct vendor, that the address on the warrant corresponds to the address
on the document which initiated payment, and the amount is correct. Questions
are referred to the supervisor.
Journal Entries: If corrections are needed to payments previously made, journal
entries must be prepared.
Vendor Book: The vendor book must be kept up to date with changes of address,
new vendor additions, and changes of name when necessary.
Research: Statements must be reconciled, invoices researched, and disallowed
discounts substantiated. Proof of payment by copy of a cancelled warrant must
sometimes be provided a vendor.
Year-End Procedures: Listings of encumbrances and purchase orders must be
cross checked and any discrepancies resolved. Encumbrances not carried forward
during roll-over must be hand entered into the computer. If journal entries
are needed to correct errors they must be made. Any problems must be resolved
by consulting Budgets, departments, Purchasing and the supervisor. After the
budget for the new year is opened, determinations must be made as to the correct
year in which to enter payments and encumbrances.
000127
POSITION ADJUSTMENT REQUEST No. /3d�'
Date: March 2, 1984
Dept. No./ ``r` Copers
Department Auditor-Controller Budget Unit
No Ooib ' Org. No.. 1015 Agency No.
Action Requested: Reclassify Account Clerk II P�iti�n &1 _V� liunt Clerk III Proposed Effective Date: 4/1/84
Explain why adjustment is needed: To align classification with. .level of ;duties being
performed.
Classification Questionnaire attached: Yes Q No
Estimated cost of. adjustment: $ 560 .
Cost is within department's budget: Yes No []
If not within budget, use reverse side to explain how costs are to be V
Department must initiate necessary appropriation adjustment.
Use additional sheets for further explanations or comments. -7,"Z
o De art Head
Personnel Department Recommendation
Date: March 21, 1984
Reclassify person and position of Account Clerk II, position 10-026, 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.
0
Date for Di cc 0 rsonnel
NJ
County Administrator Recommendation
Date: 31-14 19%4
t&Approve Recommendation of Director of Personnel
D Disapprove Recommendation of Director of Personnel
6 Other:
fo County Admini&Zator
Board of Supervisors Action
Adjustment APPROVED/DiMPPROM on MAR 2 7 1984 J.R. Olsson, County Clerk
Date: MAR 2 71984 By: �J(k ,
APPROVAL OF THIS ADJUSTMENT CONSTITUTES A PERSONNEL/SALARY RESOLUTION AMENDMENT.
M347 6/82
000128
CONTRA COSTA COUNTY
C L ASSI F I CAT ION OU EST ION N AIR E
Marsha A. Brown Auditor-Coptiroller � � Internal Audit
NAME DEPARTME MT --- i ` DIVISION
MAR 5 3 46 PM X84
Account Clerk II Auditing.�K"sistant :, ._;,F,inance Bldg., 8-4:30, Mon.-Fri.
OFFICIAL JOB CLASSIFICATION WORKING JOB TITLE Place of Work and Assigned Hours
T�rw Required Description of Work:
75% I. Paraprofessional Assistance
Assist Staff Auditors with audits of special districts and agencies as well
as County departments and operations. Specific work done by me includes:
. Payroll test (verify individual absence cards with Department and County
records) .
Reconcile bank statements.
Receipt test (compare receipts with amounts actually received and deposited
and then posted to Journals) .
Count and verify cash amounts.
Review traffic/criminal dockets to verify its completeness and verify
proper bail amounts.
While at the different departments, I also observe, question and test
procedures to insure proper internal control. I must be aware of various
accounting procedures and internal controls to ensure compliance
(e .g. whether all employees have access to safekeeping facilities, monies
left unattended, whether receipt is made at the time the money is actually
received, etc.) . These observations are helpful to the Staff Auditors
to determine the extent of testing needed or if conditions require changes.
I obtain information by asking questions regarding the internal controls
that are used within a department or office. To test procedures, I check
the accuracy or validity of transactions. My work must be arranged and
documented so that the steps or procedures taken by me support the report
comments and can be followed and understood by the Staff Auditors or any
outside auditors.
My work is done both in the office and in the field. After receiving
instructions, I have worked alone on audits in the following offices:
15 branches of the County Library
Probation/Juvenile Hall
Antioch and Pittsburg Police Departments for the Court's audits
Sheriff's Department
Planning Department
Tax Collectors office
County Retirement Department
I recently completed limited scope audits of two municipal courts with
limited supervision. This included the following tasks:
Count and verify cash; Reconcile bank statements; Review dockets; Receipt
and voided receipt tests; Bad check test; Foot and crossfoot the Cash
Receipts .Journal; Review the bail bond register.
Routine Auditing Procedures for individual audits:
I prepare audit forms including all data needed from the previous audit
period.
Foot and crossfoot account balances
Gather data, trace and verify
Review forged warrant information for the Treasurer audit from Welfare
accounting.
Compute and schedule monthly collection reports from the municipal courts.
Distribute funds by computing percentages and placing amounts in proper
funds. 'Prepare monthly and yearly revenue reports for courts.
Reconcile monthly collection reports from County Departments with Auditor-
Controller records.
Figure in-transit amounts and reconciling items so as to balance
departments figures with Auditor-Controller figures.
Reconcile Trust funds.
Reconcile departments trust funds to the Auditor-Controller financial
report.
25% II. Clerical Support
AK 75 Type correspondence and reports
Type confirmation letters from information on audit workpapers
Answer phones and direct outside calls. Also help to answer questions
raised by the confirmation letters. r1�1�1
Make copies of documents. 0Vt1129
Maintain control of confidential audit files.
List Machines or Equipment Operated as Port of Jobs
10-key adding machine, IBM Selectric Typewriter, Calculator, copier, microfiche reader and
printer, microfilm reader and printer, computer terminal.
Den,anatc the name and title of the person who supervises position
John A. Aylard, Chief, Auditing Division
l.ua tGo• name:. at amp oyes:: nupervt!;ed. If a whole unit is supervise Bumpy name the unit and state tie number of employees.
11 pu Glic contacts are required either in person or by phone, state with whom,and in general, for what purposes
We get a lot of calls from the public looking for other divisions of the department, so must
evaluate and direct. Also answer questions regarding the confirmation letters that we send
out. Personal contact with people from other departments while. doing the audits.
What decisions must be made in performing the work:
Work priorities, Know what information is confidential and not to be given out, When to
ask for supervision.
What parte. of the job require the greatest skill, knowledge, and involve the greatest responsibility:
Most aspects of my- job require skill, knowledge and great responsibilty. I must have skill
in reconciling complex statements, and bookkeeping practices. Knowledge of auditing and
accounting procedures. Great responsibility in accuracy with figures, efficiency and
integrity.
Thr nbnvr :aa V•nirul:: aac nrulely de.::cribe Ilii:. job a:: it has been for the post _ and __ •` ____.
ears ,,,,�Mon��th::)
( Dale) —,6?1/
COMMENTS OF IMMEDIATE SUPERVISOR
In what way are the above statements incomplete, inaccurate or misleading
vitta Gull 4 mac.++ d Giwd ./,�d�o?ZdI L � +i+ . •�itl�,lxa*cca
(:� cytuP o?Ze Cc i o
oe
What i:: the boric purpose or function of this position ?
/,r/(4 "_-`^. /��2��/I A. '!q� ��iX/(,cGti`-.:2�C�PJY C LGL
Aa
Whnl1 nyr� have occurred in the work of this position ?
.114�j X411-
a&J Int4ILZ ti-fit=.0
What pnt:'. of Ibi:: jab do you O ck or n•v irw rlo::cly mut r ?
11 the po::i lio requires typing or shorSthand, are th ey,i�nty/id-enlal or essential ?
Typinq: �,lF% �'�•'1./�/C� Time Required: ��/� /d
D /
ShorthandTime Required:
Slate what you believe to be the special certificates and minimum amounts of training and experience required to perform this job:
Required education bul"�-41#4 AX
Required experience:
Required license or ter6ce:
(Signature 1 ✓� (Date 1
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 j (Date 1
000130