HomeMy WebLinkAboutAgenda Packet - December 9, 2008 - PB .................
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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 Interim Director of Human Resources/Personnel Officer Kermit Francis,Extension 5183, to make inquiry concerning
the nature of the item described on the agenda.
DATE: DECEMBER 9, 2008
TIME: 7:00 p.m.
LOCATION: WEST WING CONFERENCE ROOM
213 EAST FOOTHILL BOULEVARD, AZUSA, CALIFORNIA
1. CALL TO ORDER: Frank Allen, Chair
2. ROLL CALL: Personnel Board Members
El Frank Allen, Chair ['Leslie Dierking, Vice Chair 0 Joseph Guarrera
0 Ralph Ruiz 0 Fernando Rubio, Jr.
Others Present
0 Kermit Francis, Interim Director of Human Resources/Personnel Officer
0 Others
3. APPROVAL OF MINUTES: November 25, 2008
4. CLOSED SESSION:
A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title:Assistant City Librarian
B. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code,'54957):
Title: Customer Service Representative 1
C. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code,54957):
Title: Water Distribution Worker I
D. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Water Distribution Worker I
E. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Police Officer
F. Public Employee Performance Evaluation : Flexible Staffing Promotion(Pursuant to Cal. Gov.
Code, '54957):
Title: Water Distribution Worker II
G. Public Employee Performance Evaluation : Flexible Staffing Promotion(Pursuant to Cal. Gov.
Code, '54957):
Title: Customer Service Representative II
Page 1 of 2
5. OPEN SESSION:
A. 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)- Accounts Payable Specialist
B. Reclassification Request: (pursuant to Sections 3.8 Reclassification and 3.9 Request for
Reclassification of the Rules of the Civil Service System)-Account Specialist III
C. Personnel Action Report- Informational
D. Recruitment Progress Report- Informational
E. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximum time to orally
present their purpose.
F. COMMENTS, UPDATES AND/OR REPORTS: PERSONNEL BOARD MEMBERS AND/OR STAFF.
G. ADJOURNMENT
Page 2 of 2
♦ ' e V
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CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
November 25, 2008
A regular meeting of the Personnel Board was called to order at 7:05 p.m. in the West Wing Conference Room by Frank
Allen, Personnel Board Chair.
ATTENDANCE Personnel Board Members: Frank Allen, Fernando Rubio, Jr., Joseph Guarrera, Leslie
Dierking
Staff Liaison: Kermit Francis, Interim Director of Human Resources/Personnel Officer, and
Noel Carpenter, Human Resources Technician
Also Present: Sam Gonzalez, Police Captain
ABSENCE Ralph Ruiz
APPROVAL OF MINUTES
11/11/2008 Rubio/Guarrera -to approve the minutes. Approved 4 to O.
Merit Increases, Regular 4.A—4.0—Dierking/Guarrera —to recommend approval of merit increases, regular appointment
appointment and/or and/or flexible staffing promotional appointments for the following items listed as 4.A-4.C.Approved
Flexible Staffing Promotion 4 to 0.
Appointment Name Class Dept Type of Range/Step
Recommendations Action/Effective Date Base
Monthly
A Leila Hassen Librarian-Youth LB Merit Increase 4175/3
Services 10/09/2008 $4,177.90
B Robert Chivas Police Officer PD Merit Increase 6100/3
08/23/2008 $5,801.85
C Carl Hassel Asst. Dir. of Public PW Reg. Appt./Merit Inc. 3531/4
Works/City Engineer 09/17/2008 $9,198.82
NEW POSITION- Guarrera/Dierking -pursuant to Section 3.5. Adoption of Plan of the Rules of the Civil
Court Liaison Officer Service System.Approved 4 to 0.
RECLASSIFICATION Guarrera/Dierking -pursuant to Section 3.8. Reclassification, of the Rules of the Civil
REQUEST- Service System. Approved 4 to 0.
Court Liaison Officer
NEW POSITION - Guarrera/Dierking -pursuant to Section 3.5. Adoption of Plan of the Rules of the Civil
Training Coordinator Service System.Approved 4 to 0.
Page 1 of 2
RECLASSIFICATION Guar'lera/Dierking - pursuant to Section 3.8. RecOaslfication, of the Rules of the Civil
REQUEST- Service System. Approved 4 to 0.
Training Coordinator
ADJOURNMENT Guarrera/Dierking -to adjourn the meeting at 7:55 p.m. Approved 4 to 0.
OPEN SESSION AGENDA ITEM NO: 3
DATE APPROVED: 12/09/2008
Page 2 of 2
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HUMAN RESOURCES
INTEROFFICE MEMORANDUM
To: Honorable Chair and Members of the Personnel Board
From: Kermit Francis, Interim Director of Human Resources
Date: December 9, 2008
Subject: Merit Increase and/or Regular Appointment 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 Mo.
Dept Name Classification Effective Date
A LB Shahla Shasavari Assistant City Librarian Merit Inc 3348/5
07/01/2008 $6956.52
B UTL Gilbert Espinosa Customer Service Rep. I Merit Inc 5154/3
11/24/2008 $3510.35
UTL ' ._- . ••ez !' ... :•. ►�
12/02/2008 $3793.89
D UTL Garrett Conrad Water Distribution Worker I Reg Appt/Merit Inc 5167/2
12/02/2008 $3793.89
E PD William Johnson Police Officer Merit Increase 6101/3 f
08/23/2008 $5801.85 ✓
CLOSED SESSION AGENDA ITEM: 4.A—4.E
DATE: 12-09-2008
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TO: Honorable Chair and Members of the Personnel Board
FROM: Kermit Francis, Interim Director of Human Resources
DATE: December 9, 2008
SUBJECT: Flexible Staffing Promotion Recommendations
Pursuant to the rules of the Civil Service System the Director of Utilities, Joe Hsu, has submitted performance
aporaisal(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
F Derek Baird Water Distribution Wrk I Water Distribution Wrk II UTL 12/01/2008 5178/2
$4,217.79
G Brandi Customer Service Rep. I Customer Service Rep II UTL 11/30/2008 5164/2
Bommarito $3686.21
CLOSED SESSION ITEM: 4.F-4.G
DATE: 12-9-08
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AGENDA ITEM
TO: PERSONNEL BOARD
FROM: JOAN MICHAELS AGUILAR, CONTROLLER
VIA: ALAN KREIMEIER, DIRECTOR OF ADMINISTRATIVE SERVICES/CFO
DATE: DECEMBER 9, 2008
SUBJECT: ESTABLISHMENT OF NEW CLASS SPECIFICATION AND RECLASSIFICATION -
ACCOUNTS PAYABLE SPECIALIST AND SALARY SCHEDULE
RECOMMENDATION
It is recommended that the Personnel Board adopt the new classification of Accounts
Payable Specialist, approve reclassification of incumbent, the corresponding salary
schedule and request that the pay be retroactive to July 1, 2008.
BACKGROUND
Since May 2007, the Controller has had the opportunity to observe the work of Ruby
Toledo, Accounts Specialist III. Her ability to make independent decisions dealing with
over 11,000 accounts payable transactions annually, extensive working knowledge of the
City's accounts payable practices, AP training for the departmental intern, and cross-
training for accounting journal entry assistance, resulted in a recommendation to the
Administrative Services Director/CFO to upgrade the position.
During the fiscal year 2008-09 budget development, the Accounts Payable Specialist
upgrade and corresponding salary increase was included in the budget. A job specification
has been developed and is attached for reference. This classification is unique to the City
and will report directly to the Controller.
The benefits for this series will be tied to the benefits provided to Azusa City Employees
Association (ACEA) employees.
FISCAL IMPACT
The proposed monthly salary range for this position is $4,256.50 to $5,128.38. This is
the same range as that of the Junior Accountant/Payroll Specialist previously approved by
the Board.
OPEN SE7Fn;I AGENDA ITEM S �--5 13
OATS a-�@ �- 2�c _ .. -
X:\AZUSA PERSONNEL BOARD\2008-CY\Accounts Payable Specialist.doc
Date Adopted: TBD
Range #: 4179
CITY OF AZUSA
ACCOUNTS PAYABLE SPECIALIST
DEFINITION
Under general supervision, performs para-professional accounting work in the preparation and maintenance
of the accounts payable system, including data entry, record keeping, filing, comprehensive record review,
while being able to make independent decisions based on standard procedures; assist with preparation of
financial and statistical records and reports; performs related duties as required.
CLASS CHARACTERISTICS
The Accounts Payable Specialist has a higher level of responsibility than the Accounts Specialist HI
classification and has the responsibility for the maintenance of the City's accounts payable system. In
addition, the position in this class involve extensive working knowledge of Accounts Payable practices and
procedures as related to local government and a high degree of familiarity with the City's accounting or
record keeping system.
ESSENTIAL FUNCTIONS
Essential functions include but are not limited to the following:
Processes and reviews all payables submitted by all departments for payment, matching invoice to purchase
order and receiver-payment copy using specialized automated software,such as Bi-Tech financials;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,including review
and finalization of AP batches entered by department int ern or Account Specialist; orders demand list and
forwards to Controller or designee for approval; submits report to City Council for approval.
Receives invoices and reviews for mathematical accuracy; verifies that purchase orders are encumbered
properly; files encumbered purchase orders;consults with Purchasing Officer in the event of any irregularities,
including lack of existing purchase order or agreement; may consult with accounting staff on account coding.
Verifies contract payments for balances and expiration dates.
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; updates corresponding spreadsheets to calculate and identify account numbers
to charge; submits new vendors to Controller or Purchasing staff for establishment in financial system .
Prepares checks to be mailed using an automated envelope mac hine.
Provides customer service, in person or by telephone, to both internal (department) and external (vendor)
customer inquiries working with any other Finance Department staff to follow-up on inquiries.
Issues 1099 reports to applicable vendors on an annual basis.
Monitors petty cash funds, receives reports from custodians, issues reimbursement checks once expenses
have been properly verified.
Works to process monthly journal entries such as updating worksheets, conducting research on mis-posted
Page 1 of 2
OPEN SESFICIN AGENDA ITE9u1 •
DATE_o ... 452$.,..._ .._:....
items; creates journal entries using template under supervision of accounting staff.
Trains accounting clerical staff in the processing of accounts payable;checks work performed by other staff.
Provides temporary and vacation relief as requested.
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 GED and completion of college level course work in accounting, bookkeeping, or finance,and seven
years experience in accounting or a related field involving maintenance of financial and statistical records.
Computer Skills
Familiarity with Microsoft Office product such as Excel spreadsheets and Word-word processing software;
experience with Bi-Tech financial system a bonus, especially working in multiple modules such as accounts
payable, purchasing, general ledger,and for report writing. Experience with web research and e-mail system,
including creating work group e-mail lists.
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 computer, calculator or ten key adding machine,
mail sorting machine, and occasionally typewriter is desirable. Ability to communicate clearly and concisely,
both orally and in writing; 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; perform
mathematical computer use a variety of computer software; and train personnel and review work.
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OPEN SE:,: I AGENDA ITEM
Page2of2
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PERSONNEL ACTION REPORT
NEW HIRE/SEPARATION/RETIREMENT
NAME CLASSIFICATION DEPT PROB* HIRE SEPARATION
REG* DATE DATE
Ramon Lomingkit Office Specialist II UTL PROB 12/03/2008
Catherine Ruiz Office Specialist II UTL PROB 12/08/2008
PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER
NAME CLASSIFICATION FROM/TO DEPT PROB*
REG*
NONE
*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: _5.0
DATE: 12-09-08
Recruitment Log
Total Active Openings: 7
Pending Openings: OOn Hold:0
FILING #OF # WRITTEN #INVITED ORAL #ON FINAL
DATE DEPT CLASSIFICATION STATUS TYPE ADVERTISINGDEADLINEAPPS S ACCEPTED DATE TO ORAL DATE LIST
Continuous PD Police Officer Lateral Active Open CityWebsite;Tribune Continuous _ 3
C •
ontinuous PD Police Dispatcher-Lateral Active Open City Website;Tribune Continuous 0
City Website;Tribune;
LA Times;clears.org;
Continuous PD Police Dispatcher Active Open ccug.org;other agencies Continuous 31 _-___
Internal email:city
Police Officer Trainee Active Open website:all users email Continuous 108
11/30/2005 1 City Website;All User
8/20/2008 UTL Line Mechanic Active Open Email:Jobs Available Open Until Filled 15
City Website,Tribune.
Recreation All User Email,
10/21/2008 RFS Superintendent Active Open Recreation Publication 11/13/2008 54 N/A 8 12/8/2008
•
•- } Street Maintenance ! CityWebsite,AllUse - - _ _-- --_--
10/13/2008 PW Worker I Pending Open Email 12/20/208 87
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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 Interim Director of Human Resources/Personnel Officer Kermit Francis,Extension 5183, to make inquiry concerning
the nature of the item described on the agenda.
DATE: DECEMBER 9, 2008
TIME: 7:00 p.m.
LOCATION: WEST WING CONFERENCE ROOM
213 EAST FOOTHILL BOULEVARD,AZUSA, CALIFORNIA
1. CALL TO ORDER: Frank Allen, Chair
2. ROLL CALL: Personnel Board Members
Frank Allen, Chair ['Leslie Dierking, Vice Chair fl Joseph Guarrera
0 Ralph Ruiz J Fernando Rubio, Jr.
Others Present
U Kermit Francis, Interim Director of Human Resources/Personnel Officer
Others
3. APPROVAL OF MINUTES: November 25, 2008
4. CLOSED SESSION:
A. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code, '54957):
Title:Assistant City Librarian
B. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code,'54957):
Title: Customer Service Representative
C. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Water Distribution Worker
D. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Water Distribution Worker
E. Public Employee Performance Evaluation (Pursuant to Cal.Gov.Code;54957):
Title: Police Officer
F. Public Employee Performance Evaluation : Flexible Staffing Promotion(Pursuant to Cal. Gov.
Code, '54957):
Title: Water Distribution Worker 11
G. Public Employee Performance Evaluation : Flexible Staffing Promotion(Pursuant to Cal. Gov.
Code, '54957):
Title: Customer Service Representative II
Page 1 of 2
5. OPEN SESSION:
A. 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)- Accounts Payable Specialist
B. Reclassification Request: (pursuant to Sections 3.8 Reclassification and 3.9 Request for
Reclassification of the Rules of the Civil Service System)-Account Specialist III
C. Personnel Action Report- Informational
D. Recruitment Progress Report- Informational
E. PUBLIC COMMENT: Person/group will be limited to five (5) minute maximum time to orally
present their purpose.
F. COMMENTS, UPDATES AND/OR REPORTS: PERSONNEL BOARD MEMBERS AND/OR STAFF.
G. ADJOURNMENT
Page 2 of 2
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CITY OF AZUSA
MINUTES OF THE PERSONNEL BOARD
November 25,2008
A regular meeting of the Personnel Board was called to order at 7:05 p.m. in the West Wing Conference Room by Frank
Allen, Personnel Board Chair.
ATTENDANCE Personnel Board Members: Frank Allen, Fernando Rubio, Jr., Joseph Guarrera, Leslie
Dierking
Staff Liaison: Kermit Francis, Interim Director of Human Resources/Personnel Officer, and
Noel Carpenter, Human Resources Technician
Also Present: Sam Gonzalez, Police Captain
ABSENCE Ralph Ruiz
APPROVAL OF MINUTES
11/11/2008 Rubio/Guarrera -to approve the minutes. Approved 4 to 0.
Merit Increases, Regular 4.A—4.0—Dierking/Guarrera—to recommend approval of merit increases, regular appointment
appointment and/or and/or flexible staffing promotional appointments for the following items listed as 4.A-4.C.Approved
Flexible Staffing Promotion 4 to 0.
Appointment Name Class Dept Type of Range/Step
Recommendations Action/Effective Date Base
Monthly
A Leila Hassen Librarian-Youth LB Merit Increase 4175/3
Services 10/09/2008 $4,177.90
B Robert Chivas Police Officer PD Merit Increase 6100/3
08/23/2008 $5,801.85
C Carl Hassel Asst. Dir. of Public PW Reg. Appt./Merit Inc. 3531/4
Works/City Engineer 09/17/2008 $9,198.82
NEW POSITION- Guarrera/Dierking -pursuant to Section 3.5. Adoption of Plan of the Rules of the Civil
Court Liaison Officer Service System.Approved 4 to 0.
RECLASSIFICATION Guarrera/Dierking -pursuant to Section 3.8. Reclassification, of the Rules of the Civil
REQUEST- Service System.Approved 4 to 0.
Court Liaison Officer
NEW POSITION - Guarrera/Dierking - pursuant to Section 3.5. Adoption of Plan of the Rules of the Civil
Training Coordinator Service System.Approved 4 to 0.
Page 1 of 2
RECLASSIFICATION Guar`,a/Dierking - pursuant to Section 3.8. ReclNeification, of the Rules of the Civil
REQUEST- Service System. Approved 4 to 0.
Training Coordinator
ADJOURNMENT Guarrera/Dierking -to adjourn the meeting at 7:55 p.m. Approved 4 to 0.
OPEN SESSION AGENDA ITEM NO: 3
DATE APPROVED: 12/09/2008
Page 2 of 2
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HUMAN RESOURCES
INTEROFFICE MEMORANDUM
To: Honorable Chair and Members of the Personnel Board
From: Kermit Francis, Interim Director of Human Resources
Date: December 9, 2008
Subject: Merit Increase and/or Regular Appointment 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 Mo.
Dept Name Classification Effective Date
A LB Shahla Shasavari Assistant City Librarian Merit Inc 3348/5
07/01/2008 $6956.52
B UTL Gilbert Espinosa Customer Service Rep. I Merit Inc 5154/3
11/24/2008 $3510.35
C UTL Ruben Lopez Water Distribtuin Worker I Reg Appt/Merit Inc 5167/2
12/02/2008 $3793.89
D UTL Garrett Conrad Water Distribution Worker I Reg Appt/Merit Inc 5167/2
12/02/2008 $3793.89
E PD William Johnson Police Officer Merit Increase 6101/3
08/23/2008 $5801.85
CLOSED SESSION AGENDA ITEM: 4.A— 4.E
DATE: 12-09-2008
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TO: Honorable Chair and Members of the Personnel Board
FROM: Kermit Francis, Interim Director of Human Resources
DATE: December 9, 2008
SUBJECT: Flexible Staffing Promotion Recommendations
Pursuant to the rules of the Civil Service System the Director of Utilities, Joe Hsu, has submitted performance
aporaisal(s) for the following employee(s) and recommends Promotion within the Flexible Staffin&Provisions.
Name From Classification To Classification Dept Effective Range/Step
Date Base Monthly
F Derek Baird Water Distribution Wrk I Water Distribution Wrk II UTL 12/01/2008 5178/2
$4,217.79
G Brandi Customer Service Rep. I Customer Service Rep II UTL 11/30/2008 5164/2
Bommarito $3686.21
CLOSED SESSION ITEM: 4.F-4.G
DATE: 12-9-08
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AGENDA ITEM
TO: PERSONNEL BOARD
FROM: JOAN MICHAELS AGUILAR, CONTROLLER
VIA: ALAN KREIMEIER, DIRECTOR OF ADMINISTRATIVE SERVICES/CFO
DATE: DECEMBER 9, 2008
SUBJECT: ESTABLISHMENT OF NEW CLASS SPECIFICATION AND RECLASSIFICATION -
ACCOUNTS PAYABLE SPECIALIST AND SALARY SCHEDULE
RECOMMENDATION
It is recommended that the Personnel Board adopt the new classification of Accounts
Payable Specialist, approve reclassification of incumbent, the corresponding salary
schedule and request that the pay be retroactive to July 1, 2008.
BACKGROUND
Since May 2007, the Controller has had the opportunity to observe the work of Ruby
Toledo, Accounts Specialist III. Her ability to make independent decisions dealing with
over 11,000 accounts payable transactions annually, extensive working knowledge of the
City's accounts payable practices, AP training for the departmental intern, and cross-
training for accounting Journal entry assistance, resulted in a recommendation to the
Administrative Services Director/CFO to upgrade the position.
During the fiscal year 2008-09 budget development, the Accounts Payable Specialist
upgrade and corresponding salary increase was included in the budget. A job specification
has been developed and is attached for reference. This classification is unique to the City
and will report directly to the Controller.
The benefits for this series will be tied to the benefits provided to Azusa City Employees
Association (ACEA) employees.
FISCAL IMPACT
The proposed monthly salary range for this position is $4,256.50 to $5,128.38. This is
the same range as that of the Junior Accountant/Payroll Specialist previously approved by
the Board.
OPEN ct EON AGENDA ITEMS p---=5
X:\AZUSA PERSONNEL BOARD 08-Cy\Accounts Payable Specialist.doc
\20
DATE
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Date Adopted: TBD
Range #:4179
CITY OF AZUSA
ACCOUNTS PAYABLE SPECIALIST
DEFINITION
Under general supervision, performs para-professional accounting work in the preparation and maintenance
of the accounts payable system, including data entry, record keeping, filing, comprehensive record review,
while being able to make independent decisions based on standard procedures; assist with preparation of
financial and statistical records and reports; performs related duties as required.
CLASS CHARACTERISTICS
The Accounts Payable Specialist has a higher level of responsibility than the Accounts Specialist III
classification and has the responsibility for the maintenance of the City's accounts payable system. In
addition, the position in this class involve extensive working knowledge of Accounts Payable practices and
procedures as related to local government and a high degree of familiarity with the City's accounting or
record keeping system.
ESSENTIAL FUNCTIONS
Essential functions include but are not limited to the following:
Processes and reviews all payables submitted by all departments for payment, matching invoice to purchase
order and receiver-payment copy using specialized automated software,such as Bi-Tech financials;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,including review
and finalization of AP batches entered by department int em or Account Specialist; orders demand list and
forwards to Controller or designee for approval; submits report to City Council for approval.
Receives invoices and reviews for mathematical accuracy; verifies that purchase orders are encumbered
properly;files encumbered purchase orders;consults with Purchasing Officer in the event of any irregularities,
including lack of existing purchase order or agreement; may consult with accounting staff on account coding.
Verifies contract payments for balances a nd expiration dates.
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; updates corresponding spreadsheets to calculate and identify account numbers
to charge; submits new vendors to Controller or Purchasing staff for establishment in financial system .
Prepares checks to be mailed using an automated envelope mac hine.
Provides customer service, in person or by telephone, to both internal (department) and external (vendor)
customer inquiries working with any other Finance Department staff to follow-up on inquiries.
Issues 1099 reports to applicable vendors on an annual basis.
Monitors petty cash funds, receives reports from custodians, issues reimbursement checks once expenses
have been properly verified.
Works to process monthly journal entries such as updating worksheets, conducting research on mis-posted
Page 1of2 _
OPEN SES 'i;IN AGENDA ITEM "e
DATE..r� .�.oa$. -
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items; creates journal entries using template under supervision of accounting staff.
Trains accounting clerical staff in the processing of accounts payable;checks work performed by other staff.
Provides temporary and vacation relief as requested.
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 GED and completion of college level course work in accounting, bookkeeping, or finance,and seven
years experience in accounting or a related field involving maintenance of financial and statistical records.
Computer Skills
Familiarity with Microsoft Office product such as Excel spreadsheets and Word-word processing software;
experience with Bi-Tech financial system a bonus, especially working in multiple modules such as accounts
payable, purchasing, general ledger,and for report writing. Experience with web research and e-mail system,
including creating work group e-mail lists.
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 computer, calculator or ten key adding machine,
mail sorting machine, and occasionally typewriter is desirable. Ability to communicate clearly and concisely,
both orally and in writing; 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; perform
mathematical computer use a variety of computer software; and train personnel and review work.
OPEN E 7, ..;;,1 AGENDA ITEMS A - .
Page 2 of 2 Cog
DATE
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ZUS
PERSONNEL ACTION REPORT
.... ............................................. .
NEW HIRE/SEPARATION/RETIREMENT
NAME CLASSIFICATION DEPT PROS* HIRE SEPARATION
REG* DATE DATE
Ramon Lomingkit Office Specialist II UTL PROB 12/03/2008
Catherine Ruiz Office Specialist II UTL PROB 12/08/2008
PROMOTION/FLEX PROMOTION/DEMOTION/TRANSFER
NAME CLASSIFICATION FROM/TO DEPT PROB*
REG*
NONE
*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: _5.0
DATE: 12-09-08
Recruitment Log
Total Active Openings: 7
Pending Openings: OOn Hold:0
FILING #OF # WRITTEN #INVITED ORAL #ON FINAL
DATE DEPT CLASSIFICATION STATUS TYPE ADVERTISING DEADLINE APPS I ACCEPTED DATE 1 TO ORAL DATE LIST
! a
Continuous PD Police Officer Lateral Active Open City Website;Tribune Continuous 3
ContinuousH PD Police Dispatcher-Lateral Active Open _ City Website;Tribune Continuous 0 -
City Website;Tribune;
LA Times;clears.org;
cc_u_ other agencies Continuous 31
Continuous PD _ Police Dispatcher Active Open g.org;�,
Internal email:city t —
11/30/2005 PD Police Officer Trainee Active Open website:all users email Continuous 108
City Website;All User
8/20/2008 UTL Line Mechanic Active O_ pen_ ! Email:Jobs Available Open Until Filled 15
City Website,Tribune. -
Recreation All User Email,
10/21/2008 RFS Superintendent Active Open Recreation Publication 11/13/2008 54 N/A 8 12/8/2008
— -- -
- -
Street Maintenance City Website,AllUse Pending Email 12/20/208 87
10/13/2008 PW Worker I , Open
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