CC SR 20150901 L - Classification Acctg SupervisorCITYOF
MEMORANDUM
RANCHO�
PALOS VERDES
TO: HONORABLE MAYOR & CITY COUNCIL MEMBERS
FROM: DEBORAH CULLEN, DIRECTOR OF FINANCE V—
DATE: SEPTEMBER 1, 2015
SUBJECT: CLASSIFICATION REQUEST FOR ACCOUNTING SUPERVISOR
REVIEWED: DOUG WILLMORE, CITY MANAGERG�
RECOMMENDATION
Adopt Resolution No. 2015- , a Resolution of the City Council of the City of Rancho
Palos Verdes revising the Salary and Hourly Schedule for the Competitive,
Management, and Part -Time Positions, by adding the title of Accounting Supervisor
and establishing a salary range.
FISCAL IMPACT
Budgeted Amount: $ 126,436 (Salary $94,000 and Benefits $32,436)
Additional Appropriation: N/A for FY 15/16 offset by S&B savings due to current vacancy
New Amount Balance: $
Fund Balance $
Account Number(s):
BACKGROUND/DISCUSSION
Currently, the Finance Department has a vacant position for Senior Accountant. This
position has been vacant since August 2014 and based on the facts listed below staff is
requesting that a new classification be created for Accounting Supervisor. Staff is
requesting that this position be funded with the budget already allocated for the Senior
Accountant position. The salary savings from the current vacancy will more than offset
the minimal increase in salary and benefits for the Accounting Supervisor. The annual
salary range for this classification is $83,813 to $108,861. The ongoing annual increase
is estimated to be between $6500.00 and 7500.00 (annually) although there is not a
budgetary impact in FY 15/16 due to salary savings that will offset the salary increase.
1
Additionally, staff is recommending this position be classified in the Confidential Group
this is due to the additional analysis and calculation responsibilities added to this
position to support Labor Negotiations and the sensitive/confidential nature of those
additional duties. The position is defined as confidential and exempt from the Fair
Labor Standards Act (FLSA) provisions. The attached resolution amends Resolution
No. 2015- to add this classification.
The impact of the Senior Accountant vacancy on the Finance Department has resulted
in job duties being reassigned to the Accountant and Deputy Finance Director, which
has caused delays and extended workhours during the week and weekends to
complete time sensitive work assignments. In some instances, projects/requests have
been postponed and/or delayed.
The City has run 3 separate recruitments for this position, August 7, 2014 — September
8, 2014, September 9, 2014- October 8, 2014 and June 17, 2015 -July 15, 2015. Each
time the position was advertised in the Human Resource "list -serve" and on the City's
website. The City also used paid advertisements in Government Finance Officers
Association (GFOA), California Society of Municipal Finance Officers (CSMFO) and
Jobs Available. The paid advertisements for each recruitment cost approximately
$600.00. The first recruitment resulted in 6 applications and an independent board
screened the applications, unfortunately there was not a qualified applicant that met the
requirements. The City decided to immediately start another recruitment and followed
the same process and one candidate was identified by the board that met the minimum
qualifications. This candidate was interviewed but in the end it was determined that the
applicant did not possess the necessary skills for the position. The final recruitment
was held in June 2015. The City received 4 applications and after review by the Deputy
Finance Director and the Finance Director it was determined that none of the 4
candidates possessed even the minimum required qualifications.
Staff contacted a recruiter for advice and possible avenues that we had not investigated
and it was recommended that we reach to the community at large and other
municipalities. Staff performed research with neighboring cities for salary and benefit
comparison. We found that our salary was on the lower side but additionally there was
a concern with the limited possibility for internal promotion, i.e. promoting from Senior
Accountant to Deputy Finance Director. After consulting with an array of contacts and
colleagues a discussion regarding recruitment and retention brought to light a possibility
to better align the position with a focus on creating a structure that supports a career
ladder in this department by creating a new classification of Accounting Supervisor.
Attachments
Salary Schedule Resolution (Page 3)
Job Classification (Page 5)
Salary Schedule (Page 9)
2
RESOLUTION NO. 2015-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES REVISING THE SALARY AND HOURLY SCHEDULE
FOR THE COMPETITIVE, MANAGEMENT AND PART-TIME
POSITIONS, BY AMENDING THE LIST OF APPROVED POSITIONS
AND SALARY RANGE BY ADDING THE POSITION OF ACCOUNTING
SUPERVISOR, AND RESCINDING RESOLUTION NO. 2015-49
WHEREAS, the Finance Department has a vacant position for Senior
Accountant. This position has been vacant since August 2014 and due to the
nature of the additional duties assigned to this position staff is requesting a
classification change to Accounting Supervisor. Additionally, this position will be
classified in the Confidential Group; and,
WHEREAS, on June 30, 2015 the City Council adopted Resolution No.
2015-49 re-establishing salary and hourly ranges for all competitive,
management and part-time employee job classifications; and,
WHEREAS, on June 16, 2015 the City Council approved the Fiscal Year
2015/16 City Budget which included the personnel allocation and funding for a
full-time Senior Accountant; and,
WHEREAS, in order to amend the City's Salary Schedule and Auto
Allowance Schedule changes must be made via Resolution; and,
NOW, THEREFORE THE CITY COUNCIL OF THE CITY OF RANCHO
PALOS VERDES DOES HEREBY FIND, DETERMINE AND RESOLVE AS
FOLLOWS:
Section 1: The salary and hourly ranges for City job classifications as set
forth in Exhibit "A", and a monthly auto allowance for certain job classifications as
set forth in Exhibit "B", which are attached hereto and incorporated herein by this
reference, are adopted and are effective as of September 1, 2015.
Section 2: Resolution No. 2015-49 is hereby rescinded and replaced by
this resolution.
PASSED, APPROVED and ADOPTED this 1St day of September, 2015,
Mayor
Attest:
City Clerk
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES )Ss
CITY OF RANCHO PALOS VERDES 3
I, Carla Morreale, City Clerk of the City of Rancho Palos Verdes, hereby
certify that the above Resolution No. 2015-_ was duly and regularly passed and
adopted by the said City Council at a regular meeting thereof held on September
1, 2015.
City Clerk
0
ACCOUNTING SUPERVISOR
DEFINITION
DATE
FLSA: EXEMPT
Under general direction, and reviews the work of staff performing difficult and complex
professional, technical, and administrative support related to the processing of financial
transactions and preparing and reconciling financial and accounting records and reports;
performs professional accounting work to ensure regulatory compliance with governmental
accounting standards; maintains and improves the City's accounting system; administers current
and long-term planning activities; manages the effective use of department resources to improve
organizational productivity and customer service; provides highly complex and responsible
support to the Director of Finance and Deputy Director of Finance in areas of expertise; and
performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general direction from the Director of Finance and the Deputy Director of Finance.
Exercises direct and general supervision over professional, technical, and administrative support
staff.
CLASS CHARACTERISTICS
This is a confidential classification that supervises all accounting activities in the Finance
Department and is responsible for labor analysis and cost estimates. Organizes and oversees day-
to-day financial processing, reporting, and record-keeping activities. Responsibilities include
performing diverse, specialized, and complex work involving significant accountability.
Responsible for providing professional -level support to the Deputy Director of Finance a n d t h e
Director of Finance in a variety of areas. Successful performance of the work requires an
extensive professional background as well as skill in coordinating departmental work. This class
is distinguished from the Accounting Manager in that the latter assists in managing all functions
of the department and in the absence of the Deputy Director of Finance serves as "second -in -
command" to the department head.
EXAMPLES OF ESSENTIAL_ JOB FUNCTIONS (Illustrative Only)
Management reserves the right to add, modify, change, or rescind the work assignments of
different positions and to make reasonable accommodations so that qualified employees can
perform the essential functions of the job.
➢ Prepares analysis and calculations relating to Labor Negotiations.
➢ Prepares sensitive/confidential analysis and/or calculations for employee payroll processing.
➢ Reviews the daily functions, operations, and activities of the Accounting Division, including
preparing, monitoring, forecasting, and analyzing financial information, financial processing,
reporting, and record-keeping.
➢ Recommends within departmental policy, appropriate service and staffing levels;
recommends and administers policies and procedures.
➢ Participates in the development, administration, and oversight of Finance Department budgets.
0
Accounting Manager
Page 2 of 4
➢ Develops and standardizes procedures and methods to improve and continuously monitor
the efficiency and effectiveness of assigned programs, service delivery methods, and
procedures; assesses and monitors workload, administrative and support systems, and
internal reporting relationships; identifies opportunities for improvement and makes
recommendations to the Deputy Director or Director.
➢ Trains, motivates, and participates in the evaluation of assigned personnel; works with
employees on performance issues; recommends discipline to the Deputy Director or
Director.
➢ Reviews and participates in all activities related to the City's accounting function, including
the accounting system, accounts payable, accounts receivable, processing and issuance of
checks and cash receipts.
➢ Maintains and reconciles a variety of ledgers, reports, and accounting records; examines
accounting transactions to ensure accuracy; approves journal vouchers to post transactions
to accounting records; performs month-end, fiscal year-end, and calendar year-end
accounting system processing.
➢ Prepares and analyzes a variety of complex financial reports, statements, and schedules;
prepares new -year, mid -year, year-end and special reports, including the State Controller's
Report and Comprehensive Annual Financial Report (CAFR).
➢ Prepares, calculates, and analyzes a variety of financial reports and data in the preparation
of the annual operating and Capital Improvement Program budgets.
➢ Assists in the preparation of agenda items for City Council review.
➢ Participates in the development, revision, and maintenance of policy and procedure manuals
governing fiscal matters; monitors financial procedures of all City departments, including
internal audits and checks and balances; ensures that necessary corrective actions are taken.
➢ Provides information to City departments regarding financial policies and procedures.
➢ Provides complex staff assistance to the Deputy Director of Finance and the Director of
Finance; develops and reviews staff reports and other necessary correspondence related to
assigned activities and services; presents reports to various commissions, committees, and
boards.
➢ Attends and participates in professional group meetings; stays abreast of new trends and
innovations in the field of public agency finance and accounting; researches emerging
products and enhancements and their applicability to City needs.
➢ Monitors changes in regulations and technology that may affect assigned functions and
operations; implements policy and procedural changes after approval.
➢ Performs other duties as assigned.
Knowledge of:
➢ Principles and practices of public agency finance, including general and governmental
accounting, auditing and reporting functions.
➢ Principles and practices of public agency administration and sound financial management
policies and procedures.
➢ Principles and practices of employee supervision, including work planning, assignment,
review and evaluation, and the training of staff in work procedures.
➢ Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures
relevant to municipal financial operations.
➢ Organization and management practices as applied to the development, analysis, and
evaluation of programs and operational needs of the assigned division.
➢ Recent and on-going developments, current literature, and sources of information related to
the operations of the assigned division. 6
➢ Record-keeping principles and procedures.
Accounting Manager
Page 3 of 4
➢ Modern office practices, methods, and computer equipment and applications related to the
work.
➢ English usage, grammar, spelling, vocabulary, and punctuation.
➢ Techniques for effectively representing the City in contacts with governmental agencies,
community groups, and various business, professional, educational, regulatory, and
legislative organizations.
➢ Techniques for providing a high level of customer service by effectively dealing with the
public, vendors, contractors, and City staff.
Ability to:
➢ Recommend and assist with implementation of goals, objectives, and practices for
providing effective and efficient services.
➢ Review, and evaluate the work of staff; train staff in work procedures.
➢ Ensure compliance with Federal, State, and local policies, procedures, laws, and
regulations.
➢ Recommend improvements in operations, procedures, policies, or methods.
➢ Prepare clear and concise reports, correspondence, policies, procedures, and other written
materials.
➢ Analyze, interpret, summarize and present technical information and data in an effective
manner.
➢ Conduct complex research projects, evaluate alternatives, make sound recommendations,
and prepare effective technical staff reports.
➢ Effectively represent the department and the City in meetings with governmental agencies,
community groups, and various businesses, professional, and regulatory organizations, and
in meetings with individuals.
➢ Establish and maintain a variety of filing, record-keeping, and tracking systems.
➢ Organize and prioritize a variety of projects and multiple tasks in an effective and timely
manner; organize own work, set priorities, and meet critical time deadlines.
➢ Operate modern office equipment including computer equipment and specialized software
applications programs.
➢ Use English effectively to communicate in person, over the telephone, and in writing.
➢ Use tact, initiative, prudence, and independent judgment within general policy, procedural,
and legal guidelines.
➢ Establish, maintain, and foster positive and effective working relationships with those
contacted in the course of work.
Education and Experience:
7
Accounting Manager
Page 4 of 4
Any combination of training and experience that would provide the required knowledge, skills
and abilities is qualifying. A typical way to obtain the required qualifications would be:
Equivalent to graduation from an accredited four-year college or university with major
coursework in accounting, finance, business or public administration, or a related field and three
(3) years of management and/or administrative accounting experience.
Licenses and Certifications:
➢ Possession of, or ability to obtain, a valid California Driver's License by time of appointment.
➢ Certification as a Certified Public Accountant in the State of California is highly desirable.
PHYSICAL DEMANDS
Must possess mobility to work in a standard office setting and use standard office equipment,
including a computer, to operate a motor vehicle, and to visit various City and meeting sites;
vision to read printed materials and a computer screen; and hearing and speech to
communicate in person, before groups, and over the telephone. This is primarily a sedentary
office classification although standing and walking between work areas may be required. Finger
dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator
and to operate standard office equipment. Positions in this classification occasionally bend,
stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information.
Employees must possess the ability to lift, carry, push, and pull materials and objects weighing
up to 25 pounds.
ENVIRONMENTAL ELEMENTS
Employees work in an office environment with moderate noise levels, controlled temperature
conditions, and no direct exposure to hazardous physical substances. Employees may interact
with upset staff and/or public and private representatives in interpreting and enforcing
departmental policies and procedures.
.0
Salary and Hourly Schedule for the
Competitive, Management and Part -Time Positions
Monthly -Salary Annual Salary
BOTTOM TO TOP 'BOTTOM TO TOP
COMPETITIVE POSITIONS
Finance & Information Technology:
Accounting Manager
Senior Accountant
Accountant
Senior Account Technician
Account Technician
Account Clerk
Senior Information Technician
City Clerk:
Deputy City Clerk
Community Development:
Principal Planner
Senior Planner
Associate Planner
Assistant Planner
Planning Technician
Building Inspector II
Building Inspector I
Permit Technician
Senior Code Enforcement Officer
Code Enforcement Officer
Public Works:
Maintenance Superintendent
Senior Engineer
Associate Engineer
Assistant Engineer
Engineering Technician
Traffic Engineering Technician
Lead Worker
Maintenance Worker
Permit Clerk
Open Space & Trails Manager
Parks & Recreation:
Recreation Program Supervisor
Recreation Services Manager
Support:
Senior Administrative Analyst
Administrative Analyst II
Administrative Analyst 11 (Records Management)
Administrative Analyst
Executive Staff Assistant
Administrative Staff Assistant
Staff Assistant 11
Staff Assistant I
CONFIDENTIAL POSITIONS
Human Resources Analyst
Accounting Supervisor
MANAGEMENT POSITIONS
Resolution No 2015- .
Exhibit A
1 of 1
Hourly Sala_ ry
BOTTOM TO TOP
7,163 -
9,303
85,960 --
111,642
41.33 --
53.67
6,073 -
7,888
72,881 -
94,662
35.04 -
45.51
5,521 --
7,171
66,255 --
86,052
31.85 -
41.37
4,787 -
6,218
57,439 --
74,620
27.61 --
35.88
4,274 -
5,552
51,285 --
66,625
24.66 --
32.03
3,776 --
4,902
45,307 --
58,823
21.78
28.28
6,547 --
8,501
78,567 --
102,014
37.77 --
49.05
4,985 --
6,476
59,815 --
77,708
28.76 --
37.36
7,329 --
9,517
87,943 --
114,207
42.28 --
54.91
6,543 --
8,498
78,514 --
101,975
37.75 --
49.03
5,842 -
7,588
70,104 --
91,051
33.70 -
43.77
5,141 --
6,677
61,693 --
80,128
29.66 --
38.52
3,678 --
4,774
44,130 --
57,289
21.22 --
27.54
5,552 --
7,211
66,625 --
86,528
32.03 --
41.60
4,958 -
6,437
59,497 --
77,245
28.60 --
37.14
4,227 --
5,488
50,729 --
65,858
24.39 -
31.66
5,516 --
7,163
66,189 --
85,960
31.82 --
41.33
4,925 -
6,396
59,101 --
76,755
28.41 -
36.90
6,685 --
8,682
80,220 --
104,183
38.57 --
50.09
7,633 --
9,912
91,593 --
118,942
44.04 -
57.18
6,815 --
8,849
81,781 --
106,193
39.32 --
51.05
6,133 --
7,965
73,595 --
95,574
35.38 --
45.95
4,675 --
6,071
56,099 -
72,854
26.97 -
35.03
4,675 --
6,071
56,099 --
72,854
26.97 -
35.03
4,085 --
5,306
49,024 -
63,676
23.57 -
30.61
3,127 --
4,615
37,518
55,385
18.04 -
26.63
3,704 --
4,810
44,448 -
57,725
21.37 --
27.75
6,543 --
8,498
78,514 -
101,975
37.75
49.03
5,247 --
6,814
62,962 --
81768
30.27
39.31
6,148 --
7,982
73,780 --
95,786
35.47 -
46.05
6,330 --
8,220
75,962 --
98,672
36.52 -
47.44
4,886 --
7,341
58,638 --
88,089
28.19 -
42.35
4,886 -
7,341
58,638 --
88,089
28.19 -
42.35
4,886 --
6,346
58,638 --
76,147
28.19 -
36.61
4,979 -
6,468
59,749 --
77,615
28.73 --
37.31
4,220 --
5,479
50,637 --
65,753
24.34 -
31.61
3,674 --
4,772
44,091 --
57,262
21.20 -
27.53
3,232 --
4,199
38,788 -
50,389
18.65
24.23
4,886 --
7,341
58,638 -
88,089
28.19 -
42.35
6,984 --
9,072
83,813 -
108,861
40.29 -
52.34
City Manager "
17,916 -
17,916
215,000 --
215,000
Deputy City Manager
8,598 --
14,608
103,178 --
175,292
Director of Community Development
8,598 --
14,608
103,178 --
175,292
Director of Finance
8,598 --
14,608
103,178 --
175,292
Director of Public Works
8,598 -
14,608
103,178 --
175,292
Director of Parks & Recreation
8,598 -
14,608
103,178 -
175,292
Deputy Director of Community Development
7,548 --
12,780
90,575 --
153,365
Deputy Director of Finance
7,548 -
12,780
90,575 -
153,365
Deputy Director of Public Works
7,548 -
12,780
90,575 --
153,365
Human Resources Manager
7,548 --
12,780
90,575 --
153,365
Building Official
7,067 --
11,966
84,809 --
143,593
City Clerk
7,067 --
11,966
84,809 --
143,593
Information Technology Manager
7,067 --
10,487
84,809 --
125,839
Principal Civil Engineer
7,067 --
11,966
84,809 -
143,593
Assistant to the City Manager
7,090 --
9,207
85,077 -
110,479
" The City Manager pay is set by contract adopted by the City Council
NJ
As of September 1, 2015
PART-TIME POSITIONS
Administrative/Public Works/Cable Intern
GIS Coordinator
Park Ranger
Permit Clerk
Recreation Leader
Recreation Leader II
Recreation Specialist
Staff Assistant I
Staff Assistant II
Television Producer
Salary and Hourly Schedule for the
Competitive, Management and Part -Time Positions
Hourly Rates
BOTTOM TO TOP
11.36 —
27.37
35.38 --
45.95
15.72 --
20.41
19.93 --
25.89
10.07 --
13.07
11.44 --
14.85
15.72 -
20.41
17.54 --
22.78
19.93 --
25.89
15.15 --
30.30
Resolution No. 2015- .
Exhibit A
2 of 2
10
As of September 1, 2015
Salary and Hourly Schedule for the
Competitive, Management and Part -Time Positions
POSITION _ MONTHLY AMOUNT _
_ City Manager 700
Deputy City Manager 150J
Director of Finance & Information Technology 1501
Director of Community Development 150
Director of Public Works 150
Director of Parks & Recreation 150
Resolution No. 2015- .
Exhibit A
1 of 1
11
As of September 1, 2015