City of Culver City, California
City Council Agenda Item Report
RECOMMENDATION
Staff recommends the City Council approve the revised classification specification
for Accounting Technician.
BACKGROUND
The classified classification specification for Accounting Technician was last revised
in November 1998.
The Accounting Division Manager, with concurrence of the City Treasurer, submitted
a written request to the Personnel Department to conduct desk audits of the
Accounting Technician positions in Accounts Payable (A/P) and Revenue
Administration to determine whether the duties performed are significantly beyond
the scope of the duties on the classification specification.
The incumbent in the A/P position disputed the conclusion and recommendation of
the initial audit and requested, through their union representative, that further
analysis be conducted. Personnel Department staff subsequently conducted further
meetings between staff and the union, additional research, and follow-up calls to
agencies that utilize JD Edwards (JDE) Financials. The final analysis and
recommendation(s) remain unchanged from the initial findings and report.
The Civil Service Commission approved the revised classification specification at
their August 2, 2006 meeting.
Meeting Date: 08/14/06 Item Number: C-6
AGENDA ITEM: Approval of the Revised Classification Specification for
Accounting Technician
Contact Person/Dept.: Linda Coll Phone Number: 310-253-5645
Fiscal Impact: Yes [] No [X] General Fund: Yes [] No []
Public Hearing: [] Action Item: [ ] Attachments: [X]
Public Notification: Master Notification List (08/09/06) and Culver City Employees
Association (08/09/06)
Department Approval: Serena Wright
(08/03/06)
City Manager Approval:
Jerry B. Fulwood (08/09/2006)
City Controller Approval:City of Culver City, California
City Council Agenda Item Report
DISCUSSION
The positions under the Accounting Technician classification specification focus on
different functions, accounts payable, accounts receivable and revenue
administration. However, the primary duties and responsibilities are similar - proper
maintenance of various ledgers, journals, accounts, and other similar accounting
records pertinent to the specific assignment.
Accounts Payable: The essential job duties have not changed significantly;
however, the technology used to perform the duties has changed significantly due to
implementation of the complex JDE Enterprise Resource Planning System in 2000.
Changes in technology will continue to impact our business processes. As new
technology is implemented there will be a learning curve for incumbent employees
similar to transitioning from a typewriter to a word processor to a personal computer
(Word Perfect to Word to Excel to Outlook, etc.). As such, the City will continue to
update classification specifications to include the desired knowledge and
proficiencies. However, the use of these new technologies to perform the same
essential functions of the position may not result in an increase in compensation.
This is the case with the A/P Accounting Technician position.
Revenue Administration: The essential job duties and how they are performed
have not changed significantly, except for providing support to the Committee on
Permits and Licenses (Committee). The duties related to Committee support include
administrative functions which overlap and are directly associated with the essential
duties of the position.
A salary and classification survey was conducted of comparable positions within our
13-labor market cities, some of which use JDE. The survey revealed that Culver
City is competitive in the market place for the Accounting Technician position;
therefore, no change in compensation is recommended.
It is recommended that the classification specification, which was last revised in
1998 prior to implementation of JDE, be updated to reflect current technology and
additional duties as follows:
Addition of an Essential Job Duty (Revenue Administration position): May provide
support to the Committee on Permits and License, and
Addition to Knowledge of (A/P position): Complex Enterprise Resource Planning
(ERP) Systems; JD Edwards desirable.City of Culver City, California
City Council Agenda Item Report
In addition to the above changes, minor revisions have been made to update and
provide clarity in the classification specification.
FISCAL ANALYSIS
No fiscal impact.
ATTACHMENTS
1. Revised Classification Specification for Accounting Technician
MOTION
That the City Council:
Approve the revised classification specification for Accounting Technician.
MEETING DATE: 08114106
AGENDA ITEM: Approval of the Revised Classification Specification for
Accounting Technician
ATTACHMENTS
Pages
Revised Classification Specification for Accounting Technician 1 —2'PERSONNEL DEPARTMENT
ACCOUNTING TECHNICIAN
DEFINITION.
Occupants of this classification are in the classified service. This is a first level supervisory position in
the professional accounting series. The positions assigned to this classification perform difficult
accounting work under the supervision of an Accounting/Treasury Division Manager, including the
compilation and verification of difficult, complex, financial and statistical data for specific organizational
units or projects such as accounts receivable, account payable or perform complex tax
collection/analysis procedures: under the dircction of a Treasury Division Managcr.
SUPERVISION RECEIVED AND EXERCISED
This position Etnp1:09ees assigned to this classification tirl*i_ reports to a Deputy City Treasurer, Treasury
Division Manager, Accounting Division Manager, or Senior Accountant. Responsibilities include direct
supervision of Senior Account Clerks and Account Clerks.
ESSENTIAL JOB DUTIES
The following tasks are essential for this position. Incumbents in this classification may not perform all
of these tasks, or may perform similar related tasks not listed here.
1. Assures the proper maintenance of various ledgers, journals, accounts, and other similar accounting
records pertinent to the specific assignment. Prepares reports, summaries, balances, and identifies
problems and recommends solutions for assigned responsibilities.
2. Operates a variety of office machines including calculators, typewriters, data processing terminals,
personal computers and other machines in the performance of accounting functions.
3. Supervises the quality and quantity of the work of Senior Account Clerks and Account Clerks by
reviewing progress to determine if work schedules are being met.
4. Identifies better methods for meeting services demands through streamlining and improving work
methods, and tests these possible improvements.
5. Oversees one or more facets of the accounting functions assigned such as payable's', receivables,
retirement contribution accounting, insurance billings and payments, leave accrual records and
adjustments and related tasks. Prepares, maintains, validates, and audits records assuring the
proper and accurate maintenance of records. Prepares checks, various records, and reports.
Promptly corrects errors and makes changes to records. Keeps records in a current and up-to-date
status. Reconciles registers.
6. Audits/compares invoices against purchase
orders and requisitions ti5:1SniEfri the correct billing for services : renclere, Follows up and corrects
any discrepancies in invoice transmittals, billed prices, discounts and terms of payment, withholds
payments of invoices pending submission of sufficient evidence of the claim. Contacts vendors to
rectify errors, reconcile statements, and expedite payments. Processes invoices for payment.
7. Maintains automated accounts receivable systems and oversees collection procedures which
include preparing and mailing invoices, determining penalties, following up by telephone and by
mail. Types and mails various types of insurance forms. Determines bad debt based on
established policies. Sends bad debts to collection agencies and oversees small claims function.
Monitors cash flow and tracks investment transactions.
Performs complex procedures involved-in tax-adminis-tration-suGh as-auditing business_tax renewals,
utility users tax returns and transient occupancy tax returns.
10. May supervise the business tax renewal process.
Revised August 2006
November 1998Accounting Technician
Page 2 of 2
11. Provides objective and Constructive conctruction input for the performance evaluation of
subordinates.
12.
May
PrOv4P
support
to the
Committee on Permits and Li,oehses.
MINIMUM KNOWLEDGE SKILL AND ABILITY
Knowledde of:
• Methods, practices, and terminology used in governmental financial recordkeeping work.
• Practices related to accounting systems.
• Computer terminals and personal computers and their operations.
• Municipal tax administration.
• General office practices and business methods.
• Principles of supervision.
, .
• Complex Enterprise Resource 'Planning (ERP) Systems; JD Edwards Financials desirable;
Skill and Ability to:
• Operate calculators and computer terminals.
• Perform arithmetical mathematical computations rapidly and accurately.
• Maintain difficult and complex financial or statistical data and records.
• Apply controls and procedures pertaining to maintenance of various sets of accounts.
• Establish and maintain an effective working relationship with supervisors, other employees, and the
public.
• Supervise others.
• Lead the work of an assigned function in order that deadlines and standards for accuracy and detail
are fully achieved.
• Work independently in the absence of supervision.
• Interpret and effectively_ apply rules and regulations and effectively applying to assigned work.
• Communicate effectively in both verbal and written form.
TRAINING-AND:EXPERIENCE:
Any combination equivalent to training and experience that could likely provide the required knowledge,
skills and abilities would be qualifying. A typical way to obtain the knowledge, skills and abilities would
be: an accredited Associate of Arts degree in accounting with coursework in business administration
and supervision, and five years of experience, preferably in municipal or governmental accounting.
PHYSICAL REQUEREMENTSAND WORKING .COND1TIONS.
• Require vision (which may be corrected) to read small print.
• Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects.
Lower body mobility may not be required.
• Perform work which is primarily sedentary.
• Is subject to office environmental conditions.
• May be required to work at a video display terminal for prolonged periods.