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HomeMy WebLinkAboutAgenda Packet - June 2, 1980 - CC r FILE CITY OF AZUSA _ .., : jI i1TI !YW UAL OFFICE OF THE PERSONNEL BOARD TO: Honorable City Council FROM: Personnel Board DATE: June 2, 1980 SUBJECT: REVISION OF SPECIFICATION SHEETS FOR CLASSIFICATIONS OF INTERMEDIATE UTILITY CLERK AND SENIOR UTILITY CLERK Attached are revised specification sheets for the above-noted classifications reflecting the following proposed changes: Intermediate Utility Clerk 1. Change job titles of "Consumer Serviceman" to "Consumer Service Representative"; and "Customer Service Supervisor" to "Consumer Service Manager," in accordance with the City's Authorized Position List. 2. Delete reference to "assistant" under Organizational Responsibilities. 3. Reduce required typing speed from 35 wpm to 25 wpm. 4. Under Skills add, "Operate various types of adding/calculating machines and CRT On-Line Terminals and printers." Senior Utility Clerk 1. Same as No. 1 above. 2. Delete references to "semi-automatic electronic," and replace with "CRT On- Line Terminal" to more accurately reflect job duties. 3. Same as No. 3 above. 4. Same as No. 4 above. 5. Delete reference to "addressograph and graphotype" as no longer appropriate. 6. Change verbiage from field "men" to field "crew." Recommendation It is the recommendation of the Personnel Board that the City Council adopt the revised specification sheets for the classifications of ft** * 96/2---;7jal g e ,,-, 213 FAST FOOTHII I BIIULFVARD, A7USA, CAI IFORNIA 91702 - PHONE (213) 334-5125 , itk Honorable City Council June 2, 1980 Revision of Specification Sheets Page 2 Intermediate Utility Clerk (Exhibit A) and Senior Utility Clerk (Exhibit B) in accordance with the department head's request. 1 L / J\ David G. Evans, Chairman Personnel Board Attachments: Revised Specification Sheets (2) "Corrected" Specification Sheets (2) Memorandum from Department Head DATE: MAY 27, 1980 TO: PERSONNEL BOARD FROM: FINANCE OFFICER I request that you authorize the Personnel Clerk to advertise an open examination for the position of Senior Utility Clerk. We have received the resignation of Mrs. Dorothy Ferard, as of September 2, 1980. Mrs. Ferard, though, will no longer be with us after July 18, taking accrued vacation up to September 2nd. Also attached are the revised job specifications for Utility Clerk and Senior Utility Clerk. These revised specifications reflect the deletion of the requirement for semi-automated data processing experience and insert the requirement for CRT on-line terminal experience. Another change was changing the supervisor's title from Consumer Service Supervisor to Consumer Service Manager to reflect Mr. Beresford's title. I am also requesting that the typing requirement be changed from 35 words per minute to 25 words per minute, as speed is not as necessary as accuracy in this position. Respectfully submitted, EDWARD A. COO Finance Officer EAC:jg CITY OF AZUSA Date: INTERMEDIATE UTILITY CLERK EXHIBIT A • JOB SUMMARY Under supervision - performs a variety of specialized clerical tasks involved in the opening, closing, and processing of customer utility accounts; operates a variety of office machines; and does related work as required. Representative Duties Interviews new customers and obtains application information; takes applications, receives deposits, and makes appropriate entries in light and water ledgers; processes closing bills and prepares refund checks; takes service transfers over telephone; receives questions and complaints, provides information, and expedites their handling if others are involved; prepares service cards for Consumer Service representatives; balances daily posting to cash receipts; processes delinquent accounts either by carrying forward the amount to the next bill or preparing them for colleclion by a private agency; operates a radio telephone to contact personnel and furnish information; may prepare bank deposit forms and take receipts to bank for deposit. Organizational Responsibilities Intermediate Utility Clerk is an experienced level class above Utility Clerk-Cashier, requiring training in utilities office procedures. An employee in this class reports to the Consumer Service Manager. Primary responsibilities are to process accurately new or closing accounts and to serve the public effectively in these and related areas. QUALIFICATIONS GUIDE Training and Experience High school graduation, including or supplemented by courses in typing and the oper- ation of office machines; and Two years of clerical experience involving use of a wide variety of office machines, mathematics and public contact responsibilities. Some utility office or similar experience is highly desirable. Knowledges and Abilities Knowledge of the operation of calculators, adding machines, and other office equip- ment; simple ledgers and their checking and balancing; record-keeping and filing principles; arithmetic and English. Ability to check data, proof listings and ledgers compare names and numbers; to make arithmetical calculations with speed and accuracy; to follow oral and written directions involving specialized procedures; to meet and conduct business with the public in the application of standard and varying procedures; to maintain cooperative working relations with fellow employees; to learn and work with a data processing system; to handle money and make change accurately. Skills Typing: 25 wpm Operate various types of adding/calculating machines and CRT On-Line Terminals • and printers. CITY OF AZUSA Date: SENIOR UTILITY CLERK EXHIBIT B JOB SUMMARY Under general supervision - performs most responsible clerical tasks involved in processing utility accounts where difficulties have been encountered; prepares and checks information required for CRT On-Line Terminal billing procedures, print- out exceptions, and complicated or problem billings requiring specialized record keeping and controls; and assumes and performs related responsibilities as required. Representative Duties Prepares essential data for the billing system on the specialized commercial bill- ings, industrial electrical billings, and water billings; processes meter books in billing procedure checking for possible stopped meters or high reads and initiating trouble orders for field crew; analyzes exceptions noted on printouts received from data processing; handles special problem calls in connection with commercial and industrial and residential billings; computes bills manually, when necessary, following established schedules and procedures (for electrical bills this involves several variables including special demand, power factor, voltage discount; computes street lighting accounts) ; may act as a lead clerk in the front reception office in handling difficult customer service and new business requests; maintains accounts receivable ledgers; prepares payroll reports for data processing; prepares cost accounting reports on utility projects and operations from field reports of time and materials involved. Operates billing equipment. Organizational Responsibilities A Senior Utility Clerk reports to the Consumer Service Manager and may act as a lead clerk in the public office by training and assisting Intermediate Utility Clerks and Utility Clerk Cashiers. All problem or trouble billings are checked, recomputed, or estimated correctly by applying departmental policies and procedures. Responsibility for specialized record keeping, bookkeeping or costing activities may be assigned. QUALIFICATIONS GUIDE Training and Experience Graduation from high school; and Four years of responsible clerical experience of which at least two years have been in a public utility customers records and service office. Some college level training in bookkeeping or accounting. CITY OF AZUSA Date: • SENIOR UTILITY CLERK PROPOSED SPECIFICATION SHEET NOTE: It is proposed that the "lined-through" verbiage be deleted from the revised specification sheet; and that the underscored JOB SUMMARY verbiage be added or changed as indicated. Under general supervision - performs most responsible clerical tasks involved in processing utility accounts where difficulties have been encountered; prepares and checks information required for y {ic-elect c CRT On-Line Terminal billing procedures, printout exceptions, and complicated or problem billings requiring specialized record keeping and controls; and assumes and performs related responsibilities as required. Representative Duties Prepares essential data for the billing system on the specialized commercial billings, industrial electrical billings, and water billings; processes meter books in billing procedure checking for possible stopped meters or high reads and initiating trouble orders for field men crew; analyzes excep- tions noted on printouts received from data processing; handles special problem cad in connection with commercial and industrial and residential billings; computes bills manually, when necessary, following established schedules and procedures (for electrical bills this involves several variables including special demand, power factor, voltage discount; computes street lighting accounts); may act as a lead clerk in the front reception office in handling difficult customer service and new business requests; maintains accounts receivable ledgers; prepares payroll reports for data processing; prepares cost accounting reports on utility projects and operations from field reports of time and materials involved. Operates billing uddicbog1aph arrel-grupl.etype equipment. Organizational Responsibilities A Senior Utility Clerk reports to the Consumer Service +#i•sof Manager-& may aet-as=a lead clerk in the public office by training and assisting Intermediate Utility Clerks and Utility Clerk-Cashiers. All problem or trouble billings are checked, recomputed, or estimated correctly by applying de- partmental policies and procedures. Responsibility for specialized record keeping, bookkeeping or costing activities may be assigned. QUALIFICATIONS GUIDE Training and Experience Graduation from high school; and • Four years of responsible clerical experience of which at least two years have been in a public utility customer records and service office. Some college level training in bookkeeping or accounting. Knowledge and Abilities Good knowledge of electric and water utility customer records, billings and work procedures; general office and bookkeeping procedures, record keeping and filing, arithmetic and English; familiarity with accounting machine requirements, procedures and programs related to billing and related functions. SENIOR UTILITY CLERK (CONT.) Ability to operate calculators, adding machines, and bookkeeping and accounting machines quickly and accurately; to learn, -adapt; and work with a ,etwi--attte,not+edata processing system and facilitate its effective operation in an increasing number of functions; to meet the public and handle difficult complaints effectively; to maintain cooperative working relation- ships with the utility office and the field. Skills 25 Typing: wpm. --- Operate various types of adding/calculating machines and CRT On-Line Terminals and printers. CITY OF AZUSA Date: INTERMEDIATE UTILITY CLERK PROPOSED SPECIFICATION SHEET JOB SUMMARY Under supervision - performs a variety of specialized clerical tasks involved in the opening, clos- ing, and processing of customer utility accounts; operates a variety of office machines; and does related work as required. Representative Duties Interviews new customers and obtains application information; takes applications, receives deposits, and makes appropriate entries in light and water ledgers; processes closing bills and prepares refund checks; takes service transfers over telephone; receives questions and complaints, provides informa- tion, and expedites their handling if others are involved; prepares service cards for consumer: service - representative; balances daily posting to cash receipts; processes delinquent accounts either by carrying forward the amount to the next bill or preparing them for collection by a private agency; operates a radio telephone to contact personnel and furnish information; may prepare bank deposit forms and take receipts to bank for deposit. Organizational Responsibilities Intermediate Utility Clerk is an experienced level class above Utility Clerk-Cashier, requiring training in utilities office procedures. An employee in this class reports to the C-asier er Consumer Service •Supervisor Manager or-essitarrh Primary responsibilities are to process accurately new or closing accounts and tc" serve the public effectively in these and related areas. QUALIFICATIONS GUIDE Training and Experience High school graduation, including or supplemented by courses in typing and the operation of office machines; and Two years of clerical experience involving use of a wide variety of office machines, mathematics and public contact responsibilities. Some utility office or similar experience is highly desirable. Knowledges and Abilities Knowledge of the operation of calculators, adding machines, and other office equipment; simple ledgers and their checking and balancing; record-keeping and filing principles; arithmetic and English. Note: It is proposed that the "lined-through" verbiage be deleted from the revised specification sheet; and that the underscored verbiage be added or changed as indicated. INTERMEDIATE UTILITY CLERK (CONT.) Ability to check data, proof listings and ledgers compare names and numbers; to make arithmetical calculations with speed and accuracy; to follow oral and written directions involving specialized procedures; to meet and conduct business with the public in the application of standard and var- ying procedures; to maintain cooperative working relations with fellow employees; to learn and work with a data processing system; to handle money and make change accurately. Skills 25 Typing: -35-wpm Operate various types of adding/calculating machines and CRT On-Line Terminals and printers.