SR-604-001 (5)
f
<!
.. ,
.
60~--oo/
Santa Monica,
.
6,-J
California
MAY ~ 1990
I.... t" ~.i ~--: CJ f
""! .".. ~ I
PE:KLB:mkc
Council Meeting: May 8, 1990
TO:
Mayor and City council
FROM:
City Staff
SUBJECT:
Approval of Classification Specification and Adoption
of Resolution Establishing Salary for Fiscal Staff
Assistant III
INTRODUCTION
This
report
requests
approval
of
a
new
classification
specification.
It was reviewed and approved by the Personnel
Board at its special meeting of April 11, 1990.
In addition,
this report requests adoption of the attached salary resolution
establiShing the salary rate for this new classification.
BACKGROUND
The new classification specification of Fiscal Staff Assistant
III is proposed to provide additional technical expertise in the
Accounts Payable section of the Finance Department. It will also
provide back-up to the Senior Accountant in order to more
effect! vely meet the workload demands of the Accounts Payable
section which have increased in terms of volume and complexity.
BUDGET/FINANCIAL IMPACT
Funds are already included in the budget for Fiscal Year
1989-1990 to cover all salary costs related to the adoption of
this salary resolution.
- 1 -
~,J
MA't' B 1990
.
.
RECOMMENDATIONS
It is recommended that the City council approve the
aforementioned new classification specification and adopt the
attached salary resolution establishing the salary for the new
position classification.
prepared By: Karen L. Bancroft
Attachments: A. Salary Resolution for Fiscal staff Assistant III
B. Classification specification for Fiscal Staff
Assistant III
dft.stfrpt58
- 2 -
~
.
.
CITY OF SANTA MONICA
PISCAL STAFr ASSISTANT III/ACCOUNTS PAYABLB TECHNICIAN
DBPINITION: Under moderate supervision, performs specialized
work ot a difticul t nature in connection with the examination,
reconciliation and recording of fiscal, financial, statistical
data specifically related to the Accounts Payable function. In
addition, this position may perform higher level tasks and/or
serve as Acting Supervisor when needed. Performs related duties
as required.
DISTINGUISHING PEATURES OF THE CLASS: This position is charac-
terized by responsibility for large segments of the Accounts Pay-
able function and the ability to perform more varied duties
requiring a broad knowledge of other related fiscal systems.
TYPICAL DUTIES:
Creates and maintains city contract files and associated
information schedules, documents, and reports.
Processes specialized payments, Contracts, Requests for War-
rant, and all other items not resulting from the City's Purchase
Order System.
Records all voided warrant activity generating adjustments
and/or Journal Entries to complete process and prepares recon-
ciliation schedule.
Prepares all manual warrants and records same in On-line
Accounts Payable System.
Maintains library of all computer-generated reports coming
from the Accounts Payable System.
Audits Office Petty Cash reimbursement documentation and
processes approved requests for payment.
Provides administrative support for unit supervisor. Han-
dles correspondence, information requests, and other general of-
fice functions.
Assigns new vendor master identification numbers and main-
tains Vendor Master database.
Prepares detailed schedules of City's utility billings and
processes same for payment.
Compiles graphs, charts, tables, etc. to illustrate data.
Contacts individuals or agencies to resolve discrepancies,
obtain data or documents, or general information.
Audits entries to accounts, making adjustments in order to
balance and resolve discrepancies between payments and charges.
Performs computer coding and mathematical computations.
Operates computer terminal to enter, modify and retrieve
data.
May direct and coordinate the work of Fiscal Staff Assistant
II and other clerical employees.
- 1 -
.
.
BASIC gUALIPICATIONSI
MINIHUIl STAHDARDSI Applicant must be able to demonstrate
the following:
Knowledq. of: computerized Accounts payable Systems; office
practice. and procedures; principles of accountinq and financial
recordkeepinq; and business English.
Ability to: Perform mathematical computations; operate a
variety of business equipment; respond to inquiries in a tactful
manner; establish and maintain effective and cooperative workinq
relations with City employees and the public; type at a corrected
speed of 45 words per minute; follow written and oral instruc-
tions; and provide support to a supervisor in training, adminis-
trative, and production areas.
DESIRABLB TRAINING AND EXPERIENCE:
Completion of coursework in business, accounting, mathe-
matics or closely related field.
Four years experience in a computerized Accounts Payable
system involving supervisory support duties.
SUPERVISION RECEIVED:
. ~
Works under technical superv1s1on of a Senior Accountant,
who makes detailed work assignments, frequently reviews work in
progress and carefully reviews completed work.
SUPERVISION EXERCISED:
May exercise technical superv1s1on over clerical employees,
frequently reviewing work in progress and carefully reviewing
completed work.
mkc90024
- 2 -
~
Agenda Item #:
.
BEFORE DISTRIBUTION CHECK CONTENT OF ALL FOR CITY CLERK'S
DISTRIBUTION OF RESOLUTION # ?C!~ ORDINANCE #-
Councll Meetlng Date -~~~~f~D Introduced:
L ----
r; .- J
AJo
.
ACTION
Was It amended?
Adopted: /714.1 s:; 1970
ALWAYS PUBLISa ADOPTED ORDINANCES
Cross out Attorney's approval
/J /J --. ~ ---
VOTE: Afflrrnative: .4dRD, G~'5ER. ,",,_h:::"-U.JILi~ kF~D. ~A-UE-
" \
Negatlve:
Absta~n:
Absent: ~\kEL. ~\e-
PROOF VOTES WITH ANOTHER PERSON BEFORE ANYTHING
DISTRIBUTION: ORIGINAL to he s~gned, sealed and f~led ln Vault.
NEWSPAPER PUBLICATION (Date:
Department origlnatlng staff report ( Laurie Lieberman)
Ordlnances only for Attorney ( Claudla Thompson) 2
Management Servlces Lynne Barrette ORDINANCES ONLY 1
Agency mentloned In document or staff report
{certlfled? )
SubJect flle (agenda packet)
1
Counter flle
1
Others: (Revlew
Alrport
Auditorlum
for departments who need to know).
Park~ng Auth.
Personnel I
BU11dlng Dept.
ClEO
Plannlng
Pol~ce
Purchasing
Recr/parks
Transportation
Treasurer
Finance
General Servo
Llbrary
Manager
Flre
SEND FOUR COPIES OF ALL ORDINANCES TO:
CODED SYSTEMS
120 Maln Street
Avon, New Jersey 07717
4
SEND FOUR COPIES OF ALL ORDINANCES TO: 4
Debra Myrlck
Santa Monlca Munlclpal Court
1725 Maln Street, Room 118
Santa Monlca, CA 90401 Total Cop~es
?
.
.
RESOLUTION NO. 8015(CCS)
(City council Series)
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA ADOPl'ING SAIARY RATE
FOR THE CLASSIFICATION OF
FISCAL STAFF ASSISTANT III
THE CITY COUNCIL OF THE CITY OF SANTA MONICA DOES RESOLVE AS
FOLLOWS:
SECTION 1. The followinq monthly salary level is hereby
established for the indicated permanent classification, effective
May 9, 1990.
FISCAL STAFF ASSISTANT III
$2,824/Month E-step
($3,022/Month with PERS)
SECTION 2. The city Clerk shall certify to the adoption of
this Resolution, and thenceforth and thereafter the same shall be
in full force and effect.
APPROVED AS TO FORM:
~ \Y\. ~
ROBERT M. MYERS
City Attorney
- 1 -
.
.
Adopted and approved this 8th day of May, 1990.
~ ~a~~
I hereby certify that the foregoing Resolution No. 8015(CCS)
was duly adopted by the City Council of the City of Santa Monica
at a meeting thereof held on May 8, 1990 by the following Council
vote:
Ayes: Councilmembers: Abdo, Genser, Jennings, Reed,
Mayor Zane
Noes: councilmembers: None
Abstain: Councilmembers: None
Absent: Councilmembers: Finkel, Katz
ATTEST:
~f)~
As'ff fCi ty Clerk