HomeMy WebLinkAboutAgenda Packet - November 23, 2004 - PB ZUS
AGENDA
PERSONNEL BOARD REGULAR MEETING
NOTICE TO THE PUBLIC -All written documentation relating to each item of business referred to on the agenda,which is not confidential,is available in the
Human Resources Office for public inspection. Any person who has a question concerning any agenda item may call the Director of Human Resources
/Personnel Officer Cathy Hanson,Extension 5183, to make inquiry concerning the nature of the item described on the agenda.
DATE: November 23, 2004
TIME: 7:00 p.m.
LOCATION: WEST WING CONFERENCE ROOM
213 EAST FOOTHILL BOULEVARD,AZUSA, CALIFORNIA
1. CALL TO ORDER: Chair Jake Bushey
2. ROLL CALL: Personnel Board Members
D Jake Bushey, Chair 9 Frank Allen,Vice Chair 9 Joseph Guarrera 9 Leslie Dierking
Others Present
D Cathy Hanson, Dir of Human Res/Personnel Officer, 9 Julie A. Gutierrez, City Manager Cristina Madrid, Mayor
3. APPROVAL OF MINUTES: October 26, 2004
4. CLOSED SESSION:
A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title:Community Improvement Inspector
B. Public Employee Performance Evaluation(Pursuant to Cal.Gov.Code,'54957):
Title: Director of Human Resources
C. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code,'54957):
Title: Street Maintenance Worker I
D Public Employee Performance Evaluation(Pursuant to Cal.Gov.Code,'54957):
Title: Water Distribution Equipment Operator
E. Public Employee Performance Evaluation : Flexible Staffing Promotion(Pursuant to Cal. Gov. Code, '54957)
Title: Senior Office Specialist
5. OPEN SESSION:
A. Julie A.Guiterrez, City Manager&Cristina Madrid, Mayor-Update
B. Recruitment Request:OPEN Competitive (pursuant to Section 5.5.2 Open Competitive Examinations of the Rules of the Civil Service
System)—Street Maintenance Worker I
C. Recruitment Request:OPEN Competitive (pursuant to Section 5.5.2 Open Competitive Examinations of the Rules of the Civil Service
System)—Water Production Maintenance Mechanic
D. New Position:(pursuant to (pursuant to the Azusa Municipal Code, Chapter 2-Administration, Article V-Boards and Commissions,
Division 4-Personnel Board, Section 2-411-Duties (which states that, "The Power and the Functions of the Board shall be to . . .
recommend all salaries to the Council");and Sections 3.3 Preparation and Content of Class Specification and 3.7 New Position of the
Rules of the Civil Service System)—Junior Accountant/Payroll Specialist
E. Reclassification Request: (pursuant to Sections 3.8 Reclassification and 3.9 Request for Reclassification of the Rules of the Civil
Service System)—Junior Accountant/Payroll Specialist
F. Salary Adjustment Request:(pursuant to the Azusa Municipal Code,Chapter 2-Administration,Article V-Boards and Commissions,
Division 4-Personnel Board, Section 2-411-Duties (which states that , "The Power and the Functions of the Board shall be to . . .
recommend all salaries to the Council")and Section 4.3 Salary Adjustments of the Rules of the Civil Service System)—Special Project
Compensation
G. Personnel Action Report—Informational
H. Recruitment Progress Report—Informational
I. PUBLIC COMMENT:Person/group will be limited to five(5)minute maximum time to orally present their purpose.
J. COMMENTS, UPDATES AND/OR REPORTS: PERSONNEL BOARD MEMBERS AND/OR STAFF
K. ADJOURNMENT
_
iAZUSki
CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
October 26, 2004
A regular meeting of the Personnel Board was called to order at 7:18 p.m. in the West Wing Conference Room by Jake
Bushey, Chair.
ATTENDANCE Personnel Board Members: Jake Bushey (Chair), Frank Allen (Vice Chair),
Staff Liaison: Director of Human Resources
Also Present: Cathy Hanson, Director of Human Resources/Personnel Officer
APPROVAL OF MINUTES Allen/Guarrera-to approve the minutes .
October 12, 2004
Merit Increases, Regular Allen/Dierking -to recommend approval of merit increases, regular appointment and/or
appointment and/or flexible staffing promotional appointments for the following employees. Pursuant to the
Flexible Staffing Promotion Performance Appraisal Procedures, Board members further directed the Personnel Officer to
Appointment request further documentation for Agenda Item(s) 4.E.
Recommendations
4.a.-d. Merit Increase and/or Regular Appointment Recommendations
Type of Range/Step
Name Class Dept Action/ Base
Effective Monthly
Date
A Tritia Divens Police Dispatcher PD Merit Inc 9164/4
10-29-04 $3,439.36
B Frank Chavez Police Lieutenant PD Merit Inc 3422/4
10-8-04 $7,486.65
C Rick Montague Street Maintenance PW Merit Inc 4153/5
Worker I 10-3-04 $3,251.15
D Feliza Cawte Office Specialist II UTL Merit Inc 4143/5
10-9-04 $2,959.41
4.e. Request for Supplemental Documentation:
Name Class Dept.
E Richard Gardea, Jr. Street Maintenance Worker II PW
ADJOURNMENT Guarrera/Dierking-to adjourn the meeting at 7:35 p.m.
OPEN SESSION AGENDA ITEM NO: 3
DATE APPROVED: 11-09-04
Page 1 of 1
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HUMAN RESOURCES
INTEROFFICE MEMORANDUM
To: Honorable Chair and Members of the Personnel Board
From: Cathy Hanson, Director of Human Resources
Date: November 23, 2004
Subject: Merit Increase and/or Regular Appointrrent Recommendations
Pursuant to Rules 4.2.4 Merit Salary Adjustments and 5.8 Probationary Period, department head(s)
have submitted performance appraisal(s) for the following employee(s) and recommend merit
increase(s) and/or regular appointment status as noted:
Range/Step
Type of Action/ Base
Name Classification Dept Effective Date Monthly
A Rick McMinn Community Improvement Inspector CD Merit Inc 4171/5
9-4-04 $3,91 0.32
B Cathy Hanson Director of Human Resources HR Reg Appt/Merit Inc 2505/4
7-20-2004 $7,713.22
C Richard Gardea Street Maintenance Worker II PW Merit Inc 4163/4
9-24-04 $3,411.39
D Anthony Silva Water Distribution Equipment Operator UTL Reg Appt/Merit Inc 5188/3
9/3/04 $4,190.84
CLOSED SESSION AGENDA ITEM: 4.A - D
DATE: 11-23-04
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'AZUSA
TO: Honorable Chair and Members of the Personnel Board
FROM: Cathy Hanson, Director of Human Resources
DATE: November 23, 2004
SUBJECT: Flexible Staffing Promotion Recommendations
Pursuant to the rules of the Civil Service System the Director of Utilities Joseph Hsu has submitted performance
appraisal(s) for the following employee(s)and recommends Promotion within the Flexible Staffing Provisions.
Name From Classification To Classification Dept Effective Range/Step
Date', Base Monthly
Rosa Arevalo Office Specialist II Senior Office Specialist RFS 11-22-04 4158/4
$3,254.11
CLOSED SESSION ITEM: 4.E.
DATE: 11-23-04
•
CITY OF AZUSA
REQUEST FOR RECRUITMENT
NOTE: Completed form must be approved before recruitment process can be initiated.
Date: November 10, 2004_Department/Division:_Light&Water/Water
Position to be filled: Water Production Maintenance Mechanic #of Vacancies: 1
Full-Time/Part-Time Position: FT Year Around/Seasonal(if part-time): Year around_
Effective Date of Vacancy:_Immed._Desired Employment Date:_February 1, 2004
Is this a new position: 0 Yes No Recruitment Requested: ig Open p Promotional
Does Class Spec. need update before recruitment?(quals., education, certs,. etc.) 'es 4j
Reason for Vacancy: Advancement to Water Distribution Supervisor
Examination Desired: Written Performance/Physical Agility(Typing or other)) Oral Interview
21
Advertisements: (Please check name of publication and list any special publication and requested
publication date.)
San Gabriel Valley Tribune X
Other( including special mailing list and/or publications) Jobs Available
Specify Account Number: 3240721750
Salary Range: $3981.88 to$4840 Work Schedule:6:30AM to 5:00PM Monday through Thursday
Currently budgeted at step_5 $4840.00/month. Fill at step_1 $3981.88/month
Submitted by: _Chet F. Anderson Title:_Assistant Director-Water Op.
Ext: 5209
feSigDepartment Head Signature: , �` ' 4(e-
Signature
nature below indicate approv :
City Manager: L. Date: 'N c
Finance Director: ( Date: (NAY
Human Resour -s Director: OM! ,. J . ii_11,j* Date: 11 L//LE
FOR H!MAN RESOURCES USE ONLY
Current Class Specifications approved No current eligibility list ED Recruitment Required
Original to: Human Resources Copies to: Finance & Initiating Department
OPEN SESSION AGENDA ITEM---5
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AZUSA
AGENDA ITEM
TO: Honorable Chair and Members of the Personnel Board
FROM: Chet F. Anderson, Assistant Director of Water Operations
VIA: Cathy Hanson, Director of Human Resources
DATE: November 10, 2004
SUBJECT: REQUEST FOR OPEN RECRUITMENT-WATER PRODUCTION MAINTENANCE
MECHANIC
This memorandum is to request an OPEN recruitment process for the position of Water
Production Maintenance Mechanic in the Azusa Light and Water Department.
The current vacancy is in the Water Division and will provide an opportunity for existing Azusa
staff and for candidates from outside Azusa.
OPEN SESSION AGENDA ITEM�...LL. �!
DATE \ 1' -
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AGENDA ITEM
•
TO: THE PERSONNEL BOAR
FROM: CATHY A. HANSOM;-D RECTOR OF HUMAN RESOURCES
VIA: JULIE A. GUTIERREZ, CITY MANAGE
DATE: NOVEMBER 23, 2004
SUBJECT: JUNIOR ACCOUNTANT/PAYROLL SPECIALIST POSITION
RECOMMENDATION
It is recommended that the Personnel Board approve the addition of the Junior
Accountant/Payroll Specialist position.
BACKGROUND
Henry Quintero, Acting Associate Director of Finance has requested the position of
Junior Accountant/Payroll Specialist be added to the Accounting Series. Upon review
of the class specifications for the Account Specialist Ill position Mr. Quintero noted
that the Account Specialist III position currently dedicated to payroll had evolved into
a position with additional responsibilities not accounted for in the current class
specification.
Many of these duties require an understanding of basic accounting principles. The
current class specification entitled Junior Accountant identifies the accounting duties
of the position, but fails to capture the payroll responsibilities. Therefore, the City is
requesting the Personnel Board approve an addition of a Junior Accountant/Payroll
Specialist position. This position will maintain the pay range of the Junior Accountant
position.
FISCAL IMPACT
This position will be funded by salary savings from an understaffed Finance
Department.
OPEN SESSION AGENDA ITEM
DATE })-c23_:_________
'AZUSA
TO: CATHY HANSO , UMAN RESOURCES DIRECTOR
FROM: HENRY QUINTERO, ACTING ASSOCIATE DIRECTOR OF FINANCE
DATE: OCTOBER 25, 2004
SUBJECT: RECLASSIFICATION OF KELLY WILLIAMS FROM ACCOUNTS SPECIALIST III TO
JUNIOR ACCOUNTANT/PAYROLL SPECIALIST
RECOMMENDATION:
I am recommending that Kelly Williams be reclassified from an Accounts Specialist III to the
position of Junior Accountant/Payroll Specialist effective October 25, 2004.
BACKGROUND:
I reviewed the Accounts Specialist III job specs (attached) prior to the annual evaluation of Kelly
Williams. In addition, I requested from Kelly her Project Board (attached) which is a listing of
duties/assignments she performs. I found that when I comparing the current job specs and what
she is doing I, she is performing duties that are materially different from the Account Specialist III
specs. I matched the Junior Accountant spec to what she is actually performing. The Junior
Accountant/Payroll Specialist spec (attached) "provides a bridge in career ladders between clerical
and professional accounting series". The Junior Accountant/Payroll Specialist position will be
involved with the Position Budgeting Module. This module incorporates the Payroll, Human
Resources and budgeting process. Based on consensus of Dave Nguyen, preceding Acting
Associate Director of Finance, and myself we recommend that Kelly be reclassified to the Junior
Accountant/Payroll Specialist position.
FISCAL IMPACT:
This Junior Accountant/Payroll Specialist position will be funded by salary savings from
understaffed Finance Department.
ENDORSED BY JULIE A. GUTIERREZ, CITY MANAGER
OPEN SESSION AGENDA ITEM 57a
DATE
Date Adopted: 11/02/92
Class Code: 4303
CITY OF AZUSA
ACCOUNTS SPECIALIST III
DEFINITION
Under general supervision,performs sub-professional accounting work in the preparation and maintenance
of the accounts payable system, payroll system and other financial and statistical records and reports;
performs related duties as required.
CLASS CHARACTERISTICS
The Accounts Specialist Ill class is distinguished from the Accounts Specialist II class by its responsibility for
the maintenance of the City's accounts payable and payroll system. In addition, positions in this class are
typically responsible for varied and complex segments of the accounting or record keeping system. Work
generally involves assignments requiring frequent choices in the application of a variety of procedures, as
well as a thorough understanding of the record keeping system and related transactions.
ESSENTIAL FUNCTIONS
These functions may not be present in all positions in this class. When a position is to be filled, the
essential functions will be noted in the announcement of position availability
Reviews time records submitted by all departments to ensure conformance with appropriate bargaining unit
contracts and administrative policies and regulations;records and keys hours worked,verifies pay increases
and computer file data for the current payroll period;reviews edit documents,corrects errors and balances
payroll for each pay period.
Prepares tax returns and other reporting documentation related to payables and payroll matters; prepares
warrant requests for payments related to payroll cost, such as withholding taxes, deferred compensation,
and other payroll deductions; posts benefits to the retirement system; compiles routine reports related to
payroll activity.
Processes accounts payable for payment, matching invoice to purchase order and receiver-payment copy;
ensures that invoice agrees with purchase order; checks for freight and discounts;verifies appropriate tax
calculations;batches purchase orders;reviews edit documents to ensure entries are correct;orders demand
list and forwards to City Administrator and City Council for approval.
Receives invoices and checks for mathematical accuracy; verifies that purchase orders are encumbered
properly; files encumbered purchase orders.
Processes a variety of other payments including contract employees, utility billings and progress payments
for projects performed for the City;ensures that procedures are followed,accounts are correctly assigned,
and for mathematical accuracy.
Trains accounting clerical staff in the processing of accounts payable;checks work performed by other staff.
Provides temporary and vacation relief in similar occupational fields.
Page 1 of 2
Account Specialist III
Job Specification
QUALIFICATIONS GUIDELINES
Education and/or Experience
Any combination of education and/or experience that has provided the knowledge, skills, and abilities
necessary for satisfactory job performance. Example combinations include equivalent to graduation from
high school or equivalent and completion of college level course work in accounting, bookkeeping, or
finance, and five years of experience in accounting or a related field which involved maintaining financial
and statistical records.
Knowledge. Skill and Abilities:
Considerable knowledge of City policies and procedures involved in the preparation and processing of fiscal
records;procedures,methods,and office equipment used in financial transactions and record keeping. Skill
in the operation of a variety of office equipment,including calculator,typewriter,and data terminal. Ability
to communicate clearly and concisely, both orally and in writing;write reports and keep accurate records;
analyze fiscal data and draw logical conclusions; understand, interpret, and apply the fundamental
principles of accounting, related policies and procedures; reconcile differences within the record keeping
system requiring an understanding of the relationship among accounting records and documents;prepare
manual and computerized financial reports, and maintain ledgers and journals; operate a calculator or ten
key adding machine; communicate effectively with a variety of personnel and establish/maintain effective
working relationships; understand and follow verbal and written directions;work independently; perform
mathematical computer and use a variety of computer software; train personnel and review work.
Page 2 of 2
KELLY WILLIAMS
PROJECT BOARD FOR 2004-2005
DAILY
Answer Employee,Department Head,and City Manager requests and questions
Open and sort mail
Complete employment verifications and reply to wage assignment orders
Run part-time hour reports for Departments when requested
Run hours history reports for Cheryl when requested
Post Daily Cash Receipts
Post Journal Entries
Post Budget Amendments/Transfers
BIWEEKLY For period ending 10/09/04,payday 10/28/04 DEADLINE STATUS
Process Payroll:
Update employee records and double check any data entry done by HR
Update Flex spreadsheet used to verify payroll totals
Update any CDH definitions necessary
Calculate and enter pay retros
Proof and enter timesheets
Enter vacation cash-outs after Julie has approved
Run mass calculation and troubleshoot error messages on report
Run employee prelist report and proof
Make necessary after-calc changes
Run direct deposit EFT report,verify totals,and give to Lina for transmittal Tuesday before paydpy_ done
Test payroll posting to GL and address any budget blocks
Run distribute and pay process:
Print paycheck and EFT stubs
Verify that accumulators have been updated
Check that payroll has posted to GL and verify totals against check/eft registers.
Sort pay stubs/inserts and prepare for Department pick-up
Give copy.of check register to Henry for positive pay Wednesday before payday
Prepare tax demand and give to Esther for payment-give copy to Ruby
Run PY/AP utility to create warrant batch
Prepare warrant demand,verify against utility report,and Or to Ruby _ Thursday!(payday)by 10:00am
Sort payroll reports and make copies for mailing,etc. By Monday after payday
Mail or deliver A/P warrants and reports(Garnishments,Deferred Comp,Union Dues,etc.) By Monday after payday
Tranfer file via internet to Lincoln and mail warrant The week after payday
Report new employee info to EDD 20 days after hire date
Create PARS report and file.E-mail file to 3rd party administrator and mail warrant to their bank The week after payday
PERS:
Extract information into database and make necessary changes/adjustments The week after payday
Create PERS report and file The week after payday
Prepare demand,and balance against report/GL-give to Henry to transmit payment 15 days after period end
Transmit file via Internet and fax summary sheet to PERS 30 days after period end
Update computer loan spreadsheet,put copy in file,post copy on wall,and send copy to Henry The week after payday
Update payroll tax spreadsheet with paybase and deduction pay period totals The week after payday
Run reports for Elaine and Rose Jara The week after payday
Print timesheets&leave reports and distribute to Departments Friday following payday
File paperwork and payroll reports
MONTHLY DUTIES
Process rideshare incentive pay slips with payroll Payday of 9/30/04 done
Prepare City paid Life and Disability Ins.self-accounting invoice and mail with warrants 1st week of each month Oct.done
Submit U.S.Dept.of Labor statistics report After 12th of each month Sept done
Prepare tax demand for Area D and give to Esther for payment-copy to Ruby By 15th of following month Sept done
Reconcile Medical and Dental insurance billings against spreadsheet/GL and prepare demand By 9th of each month Sept.done
Give Medical.Ins invoice to Henry to transmit payment-give demand to Ruby By 9th of each month Oct done
Prepare Dental Ins change forms and mail with invoice and warrant By 9th of each month Oct.done
Track Dental COBRA payments and submit checks to accountant Ongoing Oct.done
Fax Flex Reimb deduction register to Heller The week after payday Oct done
Prepare demand to replenish Flex Reimb account and give to Ruby When Heller sends check reg. September done
Bank reconciliation for Flexible Reimbursement account When bank statement is rec'd August done
Bank reconciliation for Worker's Compensation account When bank statement is rec'd August done
Page 1 of 2
•
KELLY WILUAMS
PROJECT BOARD FOR 2004-2005
QUARTERLY DUTIES DEADLINE STATUS
Taxes:
Run 941&DE6 tax reports for City and Area D and create DE6 files During the following month 2nd QTR done
Reconcile tax spreadsheet totals against MTD/QTD/YTD accumulator totals and reports During the following month 3rd QTR done
Reconcile tax liabilities against Wellstax confirmations to check for under/over payments During the following month 2nd QTR done
Prepare 941 forms and mail End of following month 2nd QTR done
Download DE6 files to floppy and mail with completed transmittal forms End of following month 2nd QTR done
Prepare and mail Sales Tax retum End of following month
ANNUAL DUTIES-CALENDAR YEAR DEADUNE STATUS
Update benefit tables in HR to reflect new Flex benefit plans and amounts By end of October
Create new payroll schedule/calendar and distribute to Departments By end of October
Monitor Deferred Comp limits and make necessary adjustments prior to year end Final payroll in December
Consolidate,change and update payroll CDH definitions,benefit tables and tax tables: Before first payroll in January
To reflect new tax rates and other rate changes
To reflect open enrollment changes.
As just"clean-up".
Teaming with HR to update all employee records to reflect new year benefit plans and amounts Before first payroll in January
Taxes:
Run DE7 tax reports for City and Area D January
Reconcile tax spreadsheet totals against YTD accumulator totals and reports January
Update and/or change W-2 description file January
Run test W-2 report and verify totals against tax spreadsheet and YTD accumulators January
Prepare DE7 forms and mail-only after all totals have been verified January 31st
Print W-2's and create file January
Sort and distribute W-2's to employees January 31st
Transmit W-2 file via intemet to SSA April 30th??
Calculate Sick Leave conversion hours,prepare slips,and distribute to employees By end of March
Calculate actual and estimated Worker's Compensation payroll costs by category for HR Info requested on 10/05/04-
"needed yesterday"
ANNUAL DUTIES-FISCAL YEAR DEADUNE STATUS
Update system calendar and add new pay period records By first payroll in July
Update PCN&FTE tables with orgkey and other changes By first payroll in July
Update salary tables if necessary and add new EMPPAY and ADDLCONT records to all employees By first payroll in July
Implement any other MOU changes necessary and update CDH's accordingly By first payroll in July
Update common codes and CDH definitions to reflect new PERS rates By first payroll in July
MISC DEADUNE/STATUS
Calculate and submit PERS"final 3 year"retro adjustments for July'04 retirees ASAP Done-YEAH!
Implement PERS changes based on audit findings and submit retro adjustments Aiming for end of year,but it's a nightmare!
Page 2 of 2
Cathy Hanson Junior Acct-4315 1.doc Page 1
Date Adopted:
Class Code:4315
CITY OF AZUSA
JUNIOR ACCOUNTANT/PAYROLL SPECIALIST
DEFINITION
Under general supervision, performs technical and professional accounting work in the preparation and
maintenance of payroll, and other financial and statistical records and reports, requiring application of
technical accounting principles and procedures; performs related duties as required.
CLASS CHARACTERISTICS
The Junior Accountant/Payroll Specialist classification is a single position class that provides a bridge in
career ladders between clerical and professional accounting series. The incumbent of this non-degree
class performs technical and professional work requiring an understanding of basic accounting
principles.
ESSENTIAL FUNCTIONS
These functions may not be present in all positions in this class. When a position is to be filled, the
essential functions will be noted in the announcement of position availability.
Assists in monitoring budgets for various City departments and projects; determines if funds are
available and expenditures are reasonably classified; researches and analyzes transactions to resolve
budget problems; assists in annual budget preparation; prepares adjusting journal entries as needed;
participates in year-end account analysis.
Post into the accounting software daily cash receipts, journal entries, budget amendments/budget
transfers and void accounts payable checks.
Assists assigned department personnel with budget activity, proper expenditure coding, document
preparation and other accounting related activities.
Learns to prepare fund balance projections and assists in performing comprehensive financial activity
studies.
Reconciles bank statements; prepares a variety of reports, statements and tax returns from a variety of
data and records.
Reviews time records submitted by all departments to ensure conformance with appropriate bargaining
unit contracts and administrative policies and regulations; records and keys hours worked, verifies pay
increases and computer file data for the current payroll period; reviews edit documents, corrects errors
and balances payroll for each pay period; updates the payroll master file and data tables: processes
mass salary adjustments.
Prepares payroll tax returns and other reporting documentation related to payroll matters; prepares
warrant requests for payments related to payroll cost, such as withholding taxes, deferred
compensation, and other payroll deductions; posts benefits to the retirement system; compiles routine
reports related to payroll activity.
Will be designated as the person responsible for Payroll and provide Management with payroll scenarios
as requested.
Trains accounting clerical staff in the processing of biweekly payroll and preparation of reporting
Page 1 of 2
Cathy Hanson -Junior Acct-4315_I.doc Page 2
documentation related to payroll matters;oversees and verifies staff work.
QUALIFICATIONS GUIDELINES
Education and/or Experience
Any combination of education and/or experience that has provided the knowledge, skills, and
abilities necessary for satisfactory job performance. Example combinations include equivalent to an
Associate's degree from an accredited college or university with major work in accounting or
business administration; and two years of recent experience in accounting or a related field, which
involved maintaining financial and statistical records.
Knowledge. Skills and Abilities:
Considerable knowledge of principles and practices of financial record keeping, as well as general
office procedures; related laws and ordinances. Working knowledge of accounting and payroll
systems; principles and practices of accounting; principles of financial administration including the
budget process. Skill in the operation of a variety of office equipment, including a 10-key adding
machine; keyboard. Skill in the use of software but not limited to word processing and spreadsheet
programs. Ability to communicate clearly and concisely, both orally and in writing; write reports
and keep accurate records; analyze fiscal data and draw logical conclusions; understand, interpret,
and apply the fundamental principles of accounting, related policies and procedures; reconcile
differences within the record keeping system requiring an understanding of the relationship among
accounting records and documents; prepare manual and computerized financial reports, and
maintain ledgers and journals; communicate effectively with a variety of personnel and
establish/maintain effective working relationships; understand and follow verbal and written
directions;work independently.
Page 2 of 2
LIS ''
AGENDA ITEM
TO: THE PERSONNEL BOARD
FROM: CATHY A. HANSON, DIRECTOR OF HUMAN RESOURCES
VIA: JULIE A. GUTIERREZ, CITY MANAGER
DATE: NOVEMBER 23, 2004
SUBJECT: SPECIAL PROJECT/ASSIGNMENT PAY
RECOMMENDATION
It is recommended that the Personnel Board approve an addition to the Non-
Represented Classified salary structure, establishing a special pay structure for City
employees working on "special assignment."
BACKGROUND
With the $2.8 million reduction in the City's budget, City employees at times are
taking on additional/special assignments that are not related to their current
classification. These assignments do not qualify them for acting pay, because
employees are not taking on the essential responsibilities of another classification.
Therefore, staff is recommending an addition to the non-represented classified salary
structure by adding a classification entitled "Special Assignment Pay." This
classification will allow Department Heads, with approval of the Assistant City
Manager (ACM)/City Manager (CM) the ability to recognize employees who take on a
significant additional assignment usually from a higher classification.
For example, the City Manager assigns the Senior Policy Analyst/Assistant to the
Director of Utilities, because of his knowledge, experience, etc. to facilitate the
budgeting process for the entire city. In this case he would qualify for special
assignment pay while he performs this task. The task of facilitating the budgeting
process for the City is not in his current classification, but in the classification of the
Director of Finance. Since the Sr. Policy Analyst/Assistant to the Dir. of Utilities is not
performing the essential functions of the Director of Finance, he would not qualify for
UPEN S°: >SiON AGENDA ITEM Q., r 1..
acting pay. However, in special situations the Department Head, Assistant City
Manager or City Manager would like to recognize an employee for taking on
additional responsibilities.
In order to qualify for "Special Assignment Pay," an employee must be temporarily
assigned a significant additional assignment, normally which is performed at a higher
classification, outside his/her current classification, with prior approval of the
ACM/CM. The assignment must last for a period of more than five (5) consecutive
working days. The Department Head will request the employee receive an additional
2%-5% of pay while performing this assignment. The increase cannot exceed the top
step of the range for the higher classification that normally performs this duty.
An employee shall not continue receiving "Special Assignment Pay" for more than 90
working days in any fiscal year.
FISCAL IMPACT
The fiscal impact of "Special Assignment Pay" although not budgeted for, will be
absorbed in the affected department's current budget.
:,AZ UV
A
PERSONNEL ACTION REPORT
NEW HIRE/SEPARATION/RETIREMENT
NAME DEPT PROB* HIRE SEPARATION
REG* DATE DATE
Donna Parker HRC Coordinator ADM 3-4-02 10-28-04
Jennifer Retana Office Specialist I RFS PROB 11-22-04
PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER
NAME CLASSIFICATION FROM/TO DEPT PROB*
REG*
None to Report
*PROB. =Probationary Status
*REG =Regular Appointment
CC =City Clerk
CD =Community Development
CS =Community Services
FN =Finance
HR =Human Resources
LB =Library
PD =Police
PW =Public Works
RD =Redevelopment
UTL =Utilities
OPEN SESSION AGENDA ITEM: -
DATE: 11-23-04
- t
RECRUITMENT PROGRESS REPORT M
NO. CLASSIFCATION TYPE OPEN CLOSE CURRENT STATUS #Apps #Accept Written/ Part-W Pass-W Pass-P Oral Part- EL Lisi
Practical Interview OB
1 Police Dispatcher-Cont. Open 5/16/04 Cont. Trib Ad-5/16/04 M
tu
2 Police Dispatcher - Lateral Open 5/16/04 Cont. Trib Ad-5/16/04 8 2 NA NA NA NA Pending
3 Police Officer - Lateral Open 5/16/04 Cont. Trib Ad-5/16/04 4 1 NA NA NA NA Pending 6
Q
\ 4 Police Officer Academy Open On hold Cont. Trib Ad-5/16/04 18 8 NA NA NA NA Pending Z
0
5 Senior Librarian Open 8/16/04 Pending Trib Ad-8/15/04 3 1 NA NA NA NA Pending FA
6 Customer Care Operations Open On hold hold Z w
Supervisor �u w
7 Line Mechanic Open 8/19/04 Open Times-8/22/04 3 0 NA NA NA Pending Pending 0 Q
8 Assistant Director of PW/City Open 11/1/04 Open JA, Times 1
Engineer
9 Director of Finance - Contract Open Pending
10 Street Maintenance Worker I Open Pending
**Rio Hondo College, Fullerton, Orange County Sheriff's Dept., &Golden West.
24-hour jobline; and U.S. Mail 250 agencies.
All announcements sent via: City e-mail; posted throughout the City; City Website.
NOVEMBER 23, 2004