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Resolution No. 2020-032 RESOLUTION NO. 2020-32 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF VERNON AMENDING EXHIBIT C OF THE CLASSIFICATION AND COMPENSATION PLAN ADOPTED BY RESOLUTION NO. 2020-19 TO ADD NEW CLASSIFICATIONS AND ASSOCIATED SALARY RANGES SECTION 1 . Recitals. A. On June 2. 2020. the City Council adopted Resolution No. 2020-19, as amended by Resolution Nos. 2020-28 and 2020-29. adopting a Citywide Classification and Compensation Plan in accordance with Government Code Section 20636(b)(1). B. Based on review of operational and staffing needs, two new classifications and associated salary ranges. and revised job descriptions are necessary in the Finance Department. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF VERNON AS FOLLOWS: SECTION 2. The City Council of the City of Vernon hereby finds and determines that the above recitals are true and correct. SECTION 3. The Classification and Compensation Plan adopted by Resolution No. 2020-19, as amended by Resolution Nos. 2020-28 and 2020-29, is hereby amended to add new and revised classifications and associated compensation for the positions of Finance Specialist and Finance Specialist. Senior, as shown in Exhibit A of this Resolution and referred to as Exhibit C of the City's Classification and Compensation Plan. SECTION 4. The City Clerk shall certify the passage and adoption of this resolution and enter it into the book of original resolutions. APPROVED AND ADOPTED this 6th d October, 2020. ATTEST: ETICIA LOPEZ, Mayor I LISA POPE, Citylerk (seal) APPR VE AST FO ARN LD . ALV REZ-GLASMAN. Interim City Attorney Resolution No. 2020-32 Page 2 of 4 I CERTIFY THAT THE FOREGOING RESOLUTION NO. 2020-32 was passed and adopted by the City Council of the City of Vernon at the regular meeting on October 6. 2020 by the following vote: AYES: 5 Council Members: Davis, Gonzales, Menke, Ybarra. Lopez NOES: 0 ABSENT: 0 ABSTAIN: 0 piya_ LISA POPE, City Clkrk (seal) Resolution No 2020-32 OF yF City of Vernon Page 3 of 4 o ' r. _ o Classification and Compensation Plans'1 i ��'���� �:_, , Teamsters Exhibit C w{o t1y' �s-,) et. Ei `f. tiYttr iscofLrf Fiscal Year: 2020 2021 Effective October 6, 2020 CLASS El EMPLOYEE PAY {a} CODE OCCUPATIONAL JOB FAMILIES AND JOB CLASSES GROUP GRADE ® MONTHLY HOURLY PAY PERIOD FINANCE DEPARTMENT 1246 Finance Specialist NE G 15 _ Step 1 $ 49,272 $ 4,106 $ 23.6882 $ 1,895.06 Step 2 $ 51,735 $ 4,311 $ 24.8727 $ 1,989.81 Step 3 $ 54,322 $ 4,527 $ 26.1163 $ 2,089.30 Step 4 $ 57,038 $ 4,753 $ 27.4221 $ 2,193.77 Step S S 59,890 S 4,991 $ 28.7932 $ 2,303.46 1241 Finance Specialist,Senior NE G 17 Step 1 $ 54,322 $ 4,527 $ 26.1163 $ 2,089.30 Step 2 $ 57,038 $ 4,753 $ 27.4221 $ 2,193.77 Step 3 $ 59,890 $ 4,991 $ 28.7932 $ 2,303.46 Step 4 $ 62,884 $ 5,240 $ 30.2328 $ 2,418.63 Step 5 $ 66,029 $ 5,502 $ 31.7445 $ 2,539.56 (a)-The annual and monthly salaries are reported as whole dollar without the cents ONLY for reporting purposes. Page 1 of 1 {pF E�� City of Vernon Resolution Page 4of4 o ' o Classification and Compensation Plan 1. t',Jr Teamsters � ;,�� � ;� Exhibit C `�� t� Fiscal Year: 2021-2022 •11'FLT tNO Effective July 4, 2021 CLASS BB EMPLOYEE PAY {a} (a) CODE OCCUPATIONAL JOB FAMILIES AND JOB CLASSES GROUP GRADE ANNUAL MONTHLY HOURLY PAY PERIOD FINANCE DEPARTMENT 1246 Finance Specialist NE 6 15 Step 1 $ 50,750 $ 4,229 $ 24.3989 $ 1,951.91 Step 2 $ 53,287 $ 4,441 $ 25.6188 $ 2,049.51 Step 3 $ 55,952 $ 4,663 $ 26.8998 $ 2,151.98 Step 4 $ 58,749 $ 4,896 $ 28.2448 5 2,259.58 Step 5 $ 61,687 $ 5,141 $ 29.6570 $ 2,372.56 1241 Finance Specialist,Senior NE G 17 Step 1 $ 55,952 $ 4,663 $ 26.8998 $ 2,151.98 Step 2 $ 58,749 $ 4,896 $ 28.2448 $ 2,259.58 Step 3 $ 61,687 $ 5,141 5 29.6570 $ 2,372.56 Step 4 $ 64,771 $ 5,398 $ 31.1399 $ 2,491.19 Step 5 $ 68,010 $ 5,667 $ 32.6969 $ 2,615.75 (a)-The annual and monthly salaries are reported as whole dollar without the cents ONLY for reporting purposes. Page 1 of 1 STAFF REPORT City Council Agenda Item Report Agenda item No. COV-344-2020 Submitted by: Lisette Grizzelle Submitting Department: Human Resources Meeting Date: October 6, 2020 SUBJECT Amendments to the Classification and Compensation Plan Recommendation: 1)Approve the revised job descriptions for the positions of Buyer, Assistant Buyer, and Risk Management Assistant and new job descriptions for the positions of Finance Specialist, and Finance Specialist, Senior; and 2)Adopt Resolution No. 2020-32 amending Exhibit C of the Classification and Compensation Plan, adopted by Resolution No. 2020-19 to add new and amended classifications and associated salary ranges. Background: At the August 4, 2020 City Council meeting, the Council adopted Resolution No. 2020-28 to add and revise classifications and associated compensation for various positions and approved revisions to certain job descriptions. The proposed Finance Specialist series of classifications were removed from consideration to allow additional time for review by the employee bargaining group. Subsequent to the adoption of the budget, the Finance Department, in coordination with the Human Resources Department, completed an organizational assessment and review of the Department's staffing and is proposing a re-organization and reallocation of positions within the Finance Department. ft should be noted that the approval of the new and revised job descriptions and associated salary ranges proposed herein, do not increase the total number of positions allocated in the FY2020-21 budget as approved. The re-structure will increase efficiencies and will assist with the upcoming changes in workflow and incoming new updated technology. Most importantly, the new structure will provide more cross-functional responsibilities, thereby eliminating work silos and will provide more direct supervision, accountability, and efficient service delivery. Amendments to the existing classifications of Buyer, Assistant Buyer, and Risk Management Assistant are proposed incorporating additional duties in other Finance Department functional areas. These changes are incorporated to clearly identify that employees are assigned duties beyond their specialized functions. There are no recommended salary changes as a result of the proposed job description revisions. Two new classifications and their associated salary ranges are also proposed. These new classifications will replace existing classifications in the Department of Account Clerk and Business License Clerk. The classifications proposed are as follows: Finance Specialist- Pay Grade G 15 (Monthly Salary$4,106 - $4,991) Finance Specialist, Senior- Pay Grade G 17 (Monthly Salary$4,527 - $5,502) Fiscal Impact: The estimated total annual cost for the Finance re-structure and approval of new classifications is an increase of approximately$6,157 including salary and benefits ($5,439 base salary and $718 in benefit costs). Attachments: 1. Job Descriptions 2. Resolution No. 2020-32 {ov ve4� *it JOB DESCRIPTION Assistant Buyer Date Prepared: Maw 7October Class Code: 1234 2020 SUMMARY: Under basic supervision, reviews department requisitions and processes into purchase orders; assists with a variety of financial record keeping and reporting duties in support of assigned Finance Department functions including accounts payable, accounts receivable, business licensing, cashiering, and risk management and provides customer service- DISTINGUSING CHARACTERISTICS: -Assistant Buyer, is the entry level in the Buyer job series; incumbents work under basic supervision, responsible for performing a variety of routine and specialized work assigned to the series as well as assisting in other functional areas of the department. ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act, may include any of the following representative duties,knowledge, and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class: employees may be assigned duties which are not listed below:reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include. but are not limited to. the following: • Reviews requisitions from City departments, and creates and processes purchase orders (PO) and other necessary documents related to the purchase of supplies, equipment, services and material. • Review and process technical and financial documents required for the purchase of services, supplies, materials, and other commodities in accordance with City policies and procedures. • Communicates with vendors to research and resolve outstanding issues. • Maintains and updates PO files. vendor records, and databases. • Assists City staff with purchasing special items, managing the PO process and working with contracts; explains rules, policies, and procedures; scans invoices for department processing and approval. • Reviews invoices, payment requests, purchase orders, and related documentation for accuracy, completeness, and department/City approval. • Analyzes and tracks procurement process, protocols, trends, proposals and product price quotations. • Assists in other departmental functional areas by performing a variety of financial record keeping and reporting duties including in accounts payable, accounts receivables. business license, cashiering, and risk management; gathers, assembles, tabulates, checks, audits, posts, inputs, updates, maintains. files and distributes financial, statistical, personnel and related data; • Assists in establishing and maintaining accounts, journals and ledgers; prepares accounting entries to transfer funds between accounts; reconciles accounts; verifies fund balances and adjusts accounting records; maintains control of assigned funds and accounts; assists in the preparation of financial statements and reports; gathers and organizes data to assist management in the preparation of reports and recommendations: receives, balances and posts cash funds; maintains fixed asset records. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work- related issues and City information; performs other duties as required or assigned. MINIMUM QUALIFICATIONS: Assistant Buyer Vernon CA ' of 2 Education, Training and Experience Guidelines: High School Diploma or GED equivalent; three years of experience in governmental or commercial purchasing including familiarity with warehousing and inventory control procedures. Knowledge of: • City policies and procedures. • Basic principles and practices of purchasing, bookkeeping, and records maintenance. • Customer service standards and protocols. • Business computers and standard MS Office software applications. • Storekeeping and warehousing methods and practices including inventory control procedures; types of supplies, materials and equipment commonly used by the municipal utilities. Skill in: • Explaining purchasing rules and regulations, and City policies and procedures. • Entering numerical and related information into a computer system with speed and accuracy. • Following verbal and written instructions and procedures. • Communicating effectively verbally and in writing. • Dealing tactfully and courteously with the public. • Establishing and maintaining cooperative working relationships with co-workers. LICENSE AND CERTIFICATION REQUIREMENTS: A valid California State Driver's License is required. PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment. Assistant Buyer Vernon CA 2 of 2 ,J F rt4, JOB DESCRIPTION Buyer Date Prepared: Farr, Class Code: 1237 241-70ctober 2020 SUMMARY: Under general supervision, performs a wide variety of complex purchasing functions, including but not limited to, review of department's requisitions, preparing bids, processing purchase orders, investigating and resolving discrepancies, and assisting departments with the purchase of supplies, equipment, services and material. Assists in the variety of Finance Department functions including accounts payable. accounts receivable, business license, risk management and payroll as needed or assigned; DISTINGUSHING CHARACTERISTICS: The Buyer is the advanced journey level classification within the Purchasing series, responsible for performing the more specialized and complex work assigned to the series. Positions at this level possess a specialized expertise, are assigned tasks above the journey level. May provide work direction and guidance to less experienced purchasing staff. ESSENTIAL FUNCTIONS: -- Essential functions.as defined under the Americans with Disabilities Act. may include any of the following representative duties. knowledge. and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class: employees may be assigned duties which are not listed below:reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer.Essential duties and responsibilities may include. but are not limited to. the following: • Receives, examines and processes departmental requisitions; generates and revises purchase orders, change orders, and necessary documents related to the purchase of supplies, equipment, services and material. • May assist City staff in preparing and advertising bids consistent with City policies; generates and/or develops Requests for Quotations or Proposals and other solicitations for supplies, materials or contract work. • Negotiates with vendors, major contract items, conditions and language changes. • Reviews and processes technical and financial documents required for the purchase of services, supplies, materials, and other commodities in accordance with City policies and procedures. • Maintains record storage; arranges for the disposition of surplus property; prepares a wide variety of reports. • Contacts, interviews and evaluates vendors regarding procurement needs, specifications, bids and prices, and arranges for demonstration of products if required and make recommendations for awards. • Expedites delivery, billing and receiving documents. • Prepares reports on materials and services, comparative prices and price trends; investigates inadequate requisitions, delinquent orders and errors in invoices and materials received. • Monitors and maintains contracts, leases and blanket purchase orders. • Assists in the analysis and resolution of accounting and receiving discrepancies. • Troubleshoots issues with vendors, including processing claims for damaged materials and obtaining credits where appropriate. • Maintains Department of Motor Vehicles records. • Performs market, total life cycle cost, value, price and complete cost analysis in formulating purchasing forecasts and recommendations for purchasing of services. • Reviews specifications or scope of work to ensure that they are clear, concise, and accurately descriptive with all pertinent information. • Assists Departments with monitoring purchasing agreements to ensure vendor compliance. • Conducts research regarding purchasing practices and makes recommendations as appropriate. Buyer Vernon CA 1 of 3 • Reviews market trends, makes value analysis and makes recommendations of award of order. • Solicits annual maintenance agreements and blanket order renewals with vendors. • Resolves accounting and receiving discrepancies; processes claims with vendors for damaged materials; obtains credit when appropriate. • Maintains catalogs, price lists, bidder and vendor indexes. • Receives, examines, and processes departmental requests for supplies, materials, and services, • Generates and revises purchase orders including change orders. • Negotiates agreements or contracts. • Conducts vendor research. • Collects and reviews statements, reconciles statements to master invoice and process for payment. • Coordinates the storage and disposal of City surplus property; assists in preparing for the sale of surplus property. • Maintains and updates purchase order files, vendor records, and databases. • Assists City staff with purchasing special items and managing the purchase order process. • Explains rules, policies, and procedures; scans invoices for department processing and approval. • Reviews invoices, payment requests, purchase orders, and related documentation for accuracy, completeness, and department/City approval. • May provide work direction and training to less experienced staff. • Analyzes and tracks procurement process, protocols, trends, proposals and product price quotations. • Attends meetings, workshops and seminars as required or appropriate. • Ensures purchasing practices are in compliance with legal, professional and City established policies and procedures, and the City Municipal Code. • Performs duties in the areas of accounts payables, accounts receivables, business license, risk management, and payroll when assigned in order to assist other staff members and the public. .—Maintains financial records and associated filing systems; enters data into computer systems; verifies coding, processes transactions, updates accounts, compiles documentation, and generates reports; reviews and validates data; maintains additional accounting and technical transaction databases as needed. • Performs basic research activities; performs a variety of clerical functions, including typing, filing, and maintaining records. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work- related issues and City information; performs other duties as required or assigned. MINIMUM QUALIFICATIONS: Education, Training and Experience Guidelines: Associate Degree in Business, Public Administration, Accounting. Finance, or a related field; AND two (2) years of professional level experience in governmental or commercial purchasing including familiarity with warehousing and inventory control procedures. Knowledge of: • City organization, operations, policies and procedures. • City Code, City Ordinances, City Budgets, and Standard Purchasing Procedures. • Federal, State and Municipal purchasing laws, regulations and procedures. • Principles and practices of purchasing, bookkeeping, and records maintenance. • Telephone etiquette and customer service standards and protocols. • Legal aspects of bidding and contract procedures. • Administration of leases and contracts; basic mathematics. • Principles and practices of record keeping, report writing and project management. • Business computers and standard MS Office software applications. • Storekeeping and warehousing methods and practices including inventory control procedures; types of supplies, materials and equipment commonly used by the municipal utilities. Buyer Vernon CA 2 of 3 Skill in: • Explaining City purchasing rules and regulations, and policies and procedures. • Entering numerical and related information into a computer system with speed and accuracy. • Composing and interpreting reports and preparing bid specifications. • Researching and utilizing data and information to achieve cost effective results. • Negotiating contracts, agreements, and/or pricing schedules for services. supplies, and equipment. • Maintaining accurate financial records and reports for informational, auditing, and operational use. • Managing multiple priorities and meeting deadlines. • Following verbal and written instructions and procedures. • Communicating effectively verbally and in writing. • Dealing tactfully and courteously with the public. • Establishing and maintaining cooperative working relationships with co-workers and the public. LICENSE AND CERTIFICATION REQUIREMENTS: A valid California State Driver's License is required. Certified Professional Public Buyer (CPPB) certificate issued by the National Institute of Governmental Purchasing or the Universal Public Procurement Certification Council is highly desirable. Certified Professional in Supply Management (CPSM) certificate from the Institute of Supply Management is desirable. PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment. Buyer Vernon CA 3 of 3 Of • •�,Lv tMON� JOB DESCRIPTION Finance Specialist Date Prepared: October 2020 Class Code: 1246 SUMMARY: Under basic supervision, performs a variety of financial record keeping and reporting duties in support of assigned Finance Department functions including accounts payable, accounts receivable, business licensing, cashiering, and risk management; maintains a variety of accounting records, ledgers, logs, and files; assists in the preparation of financial documents and reports; provides quality customer service in answering questions, providing information and completing applications for City services and taxes; receives and records payments; enters data, and records incoming revenue for the City. DISTINGUISING CHARACTERISTICS: This classification is distinguished from the Finance Specialist, Senior by the performance of the more routine tasks and duties assigned across a variety of functional areas. Positions at this level are typically assigned to routine functional areas requiring less independent discretion and judgment in matters related to work policies, procedures and methods. ESSENTIAL FUNCTIONS: -- Essential functions. as defined under the Americans with Disabilities Act. may include any of the following representative duties, knowledge. and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class: employees may be assigned duties which are not listed below:reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include. but are not limited to. the following: • Performs a variety of financial record keeping and reporting duties in support of assigned area including accounts payable, accounts receivables, business license, cashiering, purchasing, and risk management; gathers, assembles, tabulates, checks, audits, posts, inputs, updates, maintains, files and distributes financial, statistical, personnel and related data; assists in establishing and maintaining accounts, journals and ledgers; prepares accounting entries to transfer funds between accounts; reconciles accounts; verifies fund balances and adjusts accounting records; maintains control of assigned funds and accounts; assists in the preparation of financial statements and reports; gathers and organizes data to assist management in the preparation of reports and recommendations; receives, balances and posts cash funds; maintains fixed asset records. • Performs a full range of accounts payable duties including assuming responsibility for paying invoices, material requisitions, purchase orders, demands and general debts incurred by the City; reviews documents for validity and accuracy; researches invoices and obtains authorization for payment. • Assists in the establishment of forms and procedures relating to financial record keeping methods; utilizes various computer applications and software packages; creates spreadsheets, enters data, and generates reports using spreadsheet software; creates documents using word processing software. • Processes accounting documents and financial transactions in compliance with all applicable rules, regulations and procedures; duties may vary according to work assignment. • Provides information, instruction and assistance to the public and others having business with the City; assists customers with requests, applications, government forms, and other documents; accepts and processes payments from walk-in customers and by mail; answers telephones, emails, greets the public, responds to and resolves customer service issues in a courteous and respectful manner; answers questions and resolves issues within scope of authority and City guidelines; refers matters requiring policy interpretation to supervisor for resolution; coordinates solution of customer service issues with other department staff, and effectively communicates customer service issues. • Computes and determines various tax liabilities and/or various permit fees along with explaining calculations and compliance requirements to the public. Finance Specialist Vernon CA 1 of 2 • Processes requests for information, and attempts to resolve them by researching files and records; explains rules, policies, and procedures; explains the proper use and completion of forms and documents. • Receives, processes and posts details of transactions such as licensing and permit fees and fines; opens and sorts incoming mail for processing. • Reviews source documents for compliance to rules and regulations; determines proper handling of financial and financial transactions within designated limits. • Prepares and submits required reports. • Provides assistance in other Finance Department functional areas as assigned including payroll, risk management, and purchasing. • Performs a variety of clerical functions, including typing, filing, and maintaining records; cross-trains in other accounting and clerical jobs as assigned. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work- related issues and City information; performs other duties as required or assigned. MINIMUM QUALIFICATIONS: Education, Training and Experience Guidelines: High School Diploma or GED equivalent; AND two years of accounting, bookkeeping, purchasing and/or payroll and customer service experience. Knowledge of: • City organization, operations, policies, and procedures. • Basic principles and practices of payroll or accounting payment processing, bookkeeping, balancing registers, receipt processing procedures and records maintenance. • Telephone etiquette and customer service protocol. • Customer service standards and protocols. • Business computers and standard MS Office software applications. Skill in: • Explaining accounting rules and regulations and City policies and procedures. • Operating a personal computer utilizing a variety of business software. • Entering numerical and related information into a computer system with speed and accuracy. • Maintaining accurate and interrelated financial and technical records. • Organizing tasks and meeting deadlines. • Following verbal and written instructions and procedures. • Communicating effectively verbally and in writing. • Dealing tactfully and courteously with the public. • Establishing and maintaining cooperative working relationships with co-workers and the public. LICENSE AND CERTIFICATION REQUIREMENTS: A valid California State Driver's License may be required depending on area of assignment. PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment. Finance Specialist Vernon CA 2 of 2 . e". • C te y4�4 4tYt•T t%�i..i JOB DESCRIPTION Finance Specialist, Senior Date Prepared: October 2020 Class Code: 1241 SUMMARY: Under general supervision, performs a variety of more complex financial record keeping and reporting duties in support of assigned Finance Department functions primarily involving advanced accounts payable and accounts receivable, business licensing, risk management, and purchasing; maintains a variety of accounting records, ledgers, logs, and files; assists in the preparation of financial documents and reports; provides quality customer service in answering questions, providing information and completing applications for City services and taxes; receives and records payments; enters data, records incoming revenue for the City; processes documents and transactions: balances transactions on a daily basis and assists in preparing and maintaining financial data and records. DISTINGUISING CHARACTERISTICS: The Finance Specialist, Senior is distinguished from Finance Specialist by the performance of the full range of, technical and more complex duties as assigned including performing the full range of accounts payables, accounts receivables, business licensing, and payroll processing functions. Incumbents in this classification also provide cross functional support in purchasing and risk management activities as needed. ESSENTIAL FUNCTIONS: -- Essential functions, as defined under the Americans with Disabilities Act. may include any of the following representative duties. knowledge. and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class: employees may be assigned duties which are not listed below;reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include. but are not limited to. the following: • Performs a variety of technical to complex financial record keeping and reporting duties in support of assigned area with primary responsibility for business licensing and advanced accounts payable and accounts receivables; gathers, assembles, tabulates, checks, analyses, audits, posts, inputs, updates, maintains, files and distributes financial, statistical, personnel and related data; establishes and maintains accounts,journals and ledgers; prepares accounting entries to transfer funds between accounts; reconciles accounts; verifies fund balances and adjusts accounting records; maintains control of assigned funds and accounts; prepares financial statements and reports; gathers and organizes data to assist management in the preparation of reports and recommendations; receives, balances and posts cash funds; maintains fixed asset records; reviews and processes purchase requisitions; receives, audits, analyzes, processes, inputs and distributes requisitions and purchase orders. • Provides back-up support in processing payroll, benefits, and technical transactions for the City employees, in compliance with all applicable federal and state rules and regulations, and City procedures. • Assists in entering payroll, benefits, and related data into computer systems, and maintains information system database; enters data, processes transactions, validates data, and compiles documentation in the absence of the Payroll Specialist. • Assists in the establishment of forms and procedures relating to financial record keeping methods; utilizes various computer applications and software packages; creates spreadsheets, enters data, and generates reports using spreadsheet software: creates documents using word processing software. • Provides information, instructions and assistance to the public and others having business with the City; assists customers with requests, applications, government forms, and other documents; accepts payments from walk-in customers and by mail; answers telephones, emails, greets the public, responds to and resolves customer service issues in a courteous and respectful manner; answers questions and resolves Finance Specialist,Senior Vernon CA 1 of 3 issues within scope of authority and City guidelines coordinates solution of customer service issues with other department staff, and effectively communicates customer service issues. • Process all new and existing renewals for accuracy and interpret existing code sections applicable to situation. • Files quarterly DSA 786 form with the state for total fees collected under SB 1186. • Participates in the preparation of renewal notices, processes and audits payments and issues final certificate. • Participates in audits of business records to ensure proper tax payment. • Collects delinquent accounts by telephone, as required. • Disseminates information regarding City business taxes, permits, rents, fees, ordinances, rules and regulations to customers at a public counter, electronically, and telephonically. • Receives and processes customer requests for business taxes, permits, rents, billing questions and resolutions within scope of authority and City guidelines. • Computes and determines various tax liabilities and/or various permits along with explaining calculations and compliance requirements to the public. • Receives, processes, posts and audits account receivables and civil citations; audits accounts for accuracy, researches discrepancies, irregularities and/or inquiries; monitors delinquent accounts, assists customers with payment arrangements, sets up and tracks promissory notes and refers past due accounts to collection agency; generates billing and reviews for accuracy; opens and sorts incoming mail for processing. • Reviews invoices, payment requests, purchase orders, and related documentation for accuracy, completeness, and department/City approval. • Performs a variety of administrative support functions, including typing, maintain complex filing systems, and maintaining records, prepares customer correspondence, prepares reports, researches historical files and presents findings; maintains, orders and restocks office supplies; cross-trains in other accounting and clerical jobs as assigned; may perform back-up duties for other positions within the department. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work- related issues and City information; performs other duties as required or assigned. MINIMUM QUALIFICATIONS: Education, Training and Experience Guidelines: High School Diploma or GED equivalent: AND five years of increasingly responsible accounting, bookkeeping. purchasing and/or payroll, and customer service experience. Knowledge of: • City organization, operations, policies, and procedures. • Pertinent Federal, State and local codes. laws and regulations. • Principles and practices of accounting, payroll. accounting payment, bookkeeping, receipt processing procedures and records maintenance. • Telephone etiquette and customer service protocol. • Customer service standards and protocols. • Business computers and standard MS Office software applications. Skill in: • Entering numerical and related information into a computer system with speed and accuracy. • Providing the full range of responsible technical accounting work in support of area to which assigned. • Interpreting and applying pertinent organization policies and procedures, Federal, State and local codes, laws and regulations. • Explaining accounting rules and regulations and City policies and procedures. • Researching and preparing full range of payroll, financial and accounting records, statements and reports. • Maintaining accurate and interrelated financial and technical records. • Organizing tasks and meeting deadlines. Finance Specialist. Senior Vernon CA 2 of 3 • Following verbal and written instructions and procedures. • Operating a personal computer utilizing a variety of business software. • Communicating effectively verbally and in writing. • Dealing tactfully and courteously with the public. • Establishing and maintaining cooperative working relationships with co-workers. LICENSE AND CERTIFICATION REQUIREMENTS: A valid California State Driver's License may be required depending on area of assignment. PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment. Finance Specialist, Senior Vernon CA 3 of 3 oFv A 4♦ h[lT IMON JOB DESCRIPTION Risk Management Assistant Date Prepared: JuRe-20170ctober Class Code: 1255 2020 SUMMARY: Under basic supervision, performs routine administration of property and recovery activities and services; to assist in coordinating various risk management and purchasing contracts and assists with a variety of financial record keeping and reporting duties in support of assigned Finance Department functions including accounts payable, accounts receivable,—business licensing, cashiering, and purchasing and provides customer service . ESSENTIAL FUNCTIONS: --Essential functions. as defined under the Americans with Disabilities Act. may include any of the following representative duties. knowledge. and skills. This is not a comprehensive listing of all functions and duties performed by incumbents of this class: employees may be assigned duties which are not listed below:reasonable accommodations will be made as required. The job description does not constitute an employment agreement and is subject to change at any time by the employer. Essential duties and responsibilities may include. but are not limited to. the following: • Receives, examines and processes claims received by the City, payments made to vendors, and assist in the recordation and tracking of liability claim files. • Gathers data for the preparation of a variety of insurance applications and assist the Finance Director with Risk Management functions, including but not limited to, insurance renewals of all insurance policies; monitor loss run and analyze information, and completion of actuarial studies and audits. • Gathers data related to risk management operations from City staff, law enforcement agencies, third party insurance carriers and administrators. • Acts as liaison with the City's third party liability program administrators. I • Handles claims. Cconducts claim follow-up and investigations as needed. • Applies and interprets City policies and procedures related to risk management regulations and requirements to City staff and the public. • Reviews certificates of insurance on behalf of applicable City departments for compliance with City requirements. • Operates computer and uses applicable software and other related equipment to produce a variety of documents, correspondence and reports. Assists insurance carrier's underwriting sections for auditing of City operations. Coordinates facility reviews and policy reviews under assigned area. • Contacts all parties involved in property damage and attempts to limit exposure and expense with a pro- active early response. • Assists in planningPlans, organizinges and coordinatinqes the centralized activities of Risk Management, including but not limited to, risk identification and evaluation, and property claims analysis. • Assists in cCoordinatinges and monitorings the subrogation and claims recovery for the City. • Responsible for billing, collecting and removing third party claims involving damages to City property and/or equipment. • Assists in the administration of the claims management program involving liabilities for damages and injuries to the public arising out of City operations. • Assists in Performs fact-finding activities involving the collection, examination, evaluation and interpretation of facts and information submitted through the claims process. Risk Management Assistant Vernon CA 1 of 2 • Evaluates and recommends approval of insurance documents provided by vendors and contractors to comply with requirements for purchase orders, contracts, special events and various permits. • Assists in other departmental functional areas by performing a variety of financial record keeping and reporting duties including in accounts payable, accounts receivables, business license, cashiering, and purchasing; gathers, assembles, tabulates, checks, audits, posts. inputs, updates, maintains, files and distributes financial, statistical, personnel and related data; • Assists in establishing and maintaining accounts, journals and ledgers; prepares accounting entries to transfer funds between accounts; reconciles accounts; verifies fund balances and adjusts accounting records; maintains control of assigned funds and accounts; assists in the preparation of financial statements and reports; gathers and organizes data to assist management in the preparation of reports and recommendations; receives, balances and posts cash funds; maintains fixed asset records. • Supports the relationship between the City of Vernon and the general public by demonstrating courteous and cooperative behavior when interacting with visitors and City staff; maintains confidentiality of work- related issues and City information; performs other duties as required or assigned. MINIMUM QUALIFICATIONS: Education, Training and Experience Guidelines: High School Diploma or GED equivalent; three years of professional administrative support experience in purchasing, human resources or risk management. Risk management experience is highly desirable. Knowledge of: • City organization, operations, policies, and procedures. • City Code, City Ordinances, and Standard Purchasing Procedures. • Principles and practices of risk management. • Telephone etiquette and customer service standards and protocols. • Business computers and standard MS Office software applications. • Insurance types and typical coverage requirements for purchase orders and contracts. • Customer service standards and protocols. Skill in: • Explaining City risk management rules and regulations, and policies and procedures. • Entering numerical and related information into a computer system with speed and accuracy. • Maintaining accurate and interrelated financial and technical records. • Following verbal and written instructions and procedures. • Communicating effectively verbally and in writing. • Dealing tactfully and courteously with the public. • Establishing and maintaining cooperative working relationships with co-workers and the public. LICENSE AND CERTIFICATION REQUIREMENTS: A valid California State Driver's License is required. Must obtain Notary Public License within one year of hire date. PHYSICAL DEMANDS AND WORKING ENVIRONMENT: Work is performed in a standard office environment. Records Management Assistant Vernon CA 2 of 2