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HomeMy WebLinkAbout06/04/1990 B A K E R S F I E L D Lynn Edwards, Chair Patricia DeMond Mark Salvaggio Staff: Sue Whitfield AGENDA PERSONNEL COMMITTEE Monday, June 4, 1990 4:45p.m. City Manager's Conference Room 1. Reclassification Requests MEMORANDUM MAY 30, 1990 TO: ~E~SONNE~ COMMI~E~f ~~ FROM: SUE WHITFIELD ~ /I SUBJECT: 1990 RECLASSIFICATION REQUESTS A final review of the 1990 Reclassification requests has been completed by the Personnel Division. The initial review included discussions with the incumbents, and as necessary, on-site job · audits with the incumbent, and meetings with the incumbents' supervisor to clarify information. Initial recommendations were sent to the departments by the Personnel Analysts based on the Personnel Analysts' job audits and discussions. During our final review additional information was gathered through surveys with cities comparable in size and organization to the City of Bakersfield. In addition, serious consideration was given to our current salary structure and the impact of certain salary actions on other positions in the City. It was clear that if certain actions were taken, significant compaction problems would result. Based upon our thorough evaluation of the requests, the following four recommedations are made for Personnel Committee approval: ~AS~IFICA~9~ ~OLI~ Title Requested Action Clerk Typist II Secretary I Yes FINANCE T~t!e Reqges~e~ Action Accounting Clerk II Buyer-Trainee Yes ~BL!~. WORK~ ~it!e ~guest~ Act~gD Secretary II Admin Aide Yes ~i~le ~e~ue~d ~c~9, Clerk Typist I Data Entry Clerk Yes cc: J. Dale ~awley 4:1990REMEM '~CLAS~ TITLE: CLERK-TYPiST ~ I 623 CLASS CHARACTERISTICS: Under general supervision, performs general typing and a variety of moderately difficult clerical work; and performs other work as requi red. EXAMPLES OF DUTIES: Prepares and types agendas, reports, and similar documents for depart- mental purposes; maintains ledger records of departmental credits, expenditures, and balances; attends to public calling at a counter and by telephone; provides procedural and specific~ information on unit work cases or assignments; directs calls to department units; issues permits and licenses; prepares and controls the issuance of form let- ters; machine-duplicates materials; collects fees and performs appro- priate accounting procedures; keeps varied records, classifies materials according to predetermined classifications, and .maintains a moderately complex filing system; performs file searches for related materials; may relieve telephone operator; Poi ice .Department employees may be required to operate a teletype machine and/or computer term ina I . DESIRABLE MINIMUM QUALIFICATIONS: Training and Experience: Graduation from high school or attainment of a satisfactory score on a G.E.D. test, including or supplemented by courses in business practices and typing; and experience in responsi- ble and varied clerical and typing work. Knowledge, Abilities and Skills: Good knowledge of busines~ Engl ish, spel ling; and commercial arithmetic; good knowledge of modern office methods, practices, Procedures, and equipment. Ability to understand and carry out moderately complex oral and writ- ten instructions; ability to make minor decisions in accordance with departmental rules and regulations; ability to maintain moderately complex files and records and to prepare reports from such records; ability to make a variety of arithmetical computations rapidly and accurately; abi.lity to operate a variety of office equipment, which may include adding and calculating machines, word processors and per- sonal computers. 12/87 Approved by: Miscellaneous Civil Service Board 12-15-87 Approved by the City Council: 1-6-88 CLASS TITLE: SECR~RY I 645 CLASS CHARACTERISTICS: Under general supervision, is respOnsible for performing secretarial and varied clerical work of considerable difficulty involving empha- sis on stenographic work performed at advanced rates of speed; and performs other work as required. EXAMPLES OF DUTIES: Takes ~nd transcribes dictation consisting of .reports, statement, s, letters, articles, and memoranda; composes routine correspondence for signature or signs correspondence for the departmental official; maintains standard and confidential files; reviews outgoing corres- pondence; screens calls, callers, and correspondence; determines matters and materials requiring attention by the official or routes calls, persons, or materials.to appropriate units or persons for dis- position; arranges appointments; assigns or processes general office matters independently; prepares contracts and agreements and keeps track of contracts through the various stages; supervises the issu- ance of various permits and licenses; prepares a variety of statis- tical, financial, and general reports; maintains financial personnel, payroll, and other records in conformity with established require- ments; acts as secretary to committees or commissions and assumes responsibility for the conduct and control of varied related activi- ties resulting from such assignments. DESIRABLE MINIMUM QUALIFICATIONS: Training and Experience: Graduation from high school or attainment of a satisfactory score on a G.E.D. test, supplemented by course work in stenography and business practices and bookkeeping, and three years' stenographic and clerical experience of a progressively res- ponsible nature; or an equivalent combination of training and experience which provides the capabilities to perform the described duties. Knowledge, Abilities, and Skills: Considerable knowledge of business English, spelling, punctuation, and commercial arithmetic; consider- able knowledge of modern office practices, procedures, and equipment; good knowledge of the organization, regulations, procedures, and ser- vices of the department to which assigned; good knowledge of modern record-keeping practices and of basic accounting. Ability to make a variety of mathematical computations and tabulations rapidly and accurately; ability to keep complex records, to assemble and organize data, and prepare reports from such records; ability to anticipate official requirements and to prepare and assemble materials and alternative actions relating to general operating problems; abi- lity to supervise clerical work and to make decisions in accordance with laws, rules, and regulations in the assigned area. Skill in the operation and care of a typewriter and standard office machines, and in the rapid and accurate taking and transcription of dictation. CLASS ~TITLE: SECRETARY I (continued) Promotion to Secretary II: Promotion to Secretary II from Secretary i is made on a merit basis, without examination, one year after appointment to fifth salary step, subject to reco~m~endation by the department head and approval by the Director of Personnel. 7/74 Approved by the City Council: July 22, 1974 CLASS TITLE: ACCOUNTING CLERK II 606 CLASS CHARACTERISTICS: Under general Supervision, performs or supervises difficult and res- ponsible fiscal clerical work in keeping or checking financial, sta- ..tistical, or fiscal records; and performs other work as required. EXAMPLES OF DUTIES: Records financial transactions in both subsidiary and general led- gers; reconciles accounts and draws up trial balances; maintains ledgers for control of trust fund deposits; prepares requests for payments to the city; maintains time-keeping records and prepares related reports; prepares payrolls on a citywide basis; audits employee time reports and verifies totals, and checks preliminary and final payrolls for completeness and accuracy; performs record- keeping and verification tasks involved in payments of vendors' claims against the city, including auditing invoices, discounts allowed, and account distribution; prepares claim vouchers and journal vouchers; prepares a variety of financial reports, some of a complex nature; maintains records relating to public improvement bonds; including issuing notices, collecting payments, and making payments to bond holders and answers related questions from many sources; sets up and carries out delinquent account collection pro- cedures and maintains related records; may supervise a small clerical staff; trains others in fiscal record-keeping and related city pro- cedures; may operate a typewriter, calculator, and other standard office equipment; answers questions and assists other city employees and the general public on subjects related to the work. DESIRABLE MINIMUM QUALIFICATIONS: Training and Experience:. Graduation from high school or attainment of a satisfactory score on a G.E.D. test, including or supplemented by training or course work in fiscal record keeping; three years' experience in performing financial, statistical, or fiscal record- keeping work; or an equivalent combination of training and experience which has provided the capabilities to perform the described duties. Knowledge, Abilities, and Skills: Considerable knowledge of the methods, practices, documents, and terminology used in financial record-keeping work; considerable knowledge of the principles of bookkeeping and elementary accounting; considerable knowledge of laws, rules, and regulations governing the required fiscal record- keeping procedures; considerable knowledge.of modern office practices and of the operation of standard equipment used in a financial office. Ability to review fiscal and related documents rapidly and accurately; ability to solve problems and make decisions of a limited nature in fiscal work; ability to apply laws, rules, and regulations, and to carry out complex oral and written instructions; ability to keep a variety of fiscal records and prepare complex financial reports; CLASS TITLE: ACCOUNTING CLERK II (Continued) 606 ability to work effectively with the public; ability to operate office equipment, such as adding and calculating machines. Skill in the operation of a typewriter. 7/74 Salary: Approved by the City Council: July 22, 1974 CLASS TITLE: BUYER-TRAINEE 610 CLASS CHARACTERISTICS: Under direction to do specialized clerical work in the purchase of material and supplies, of a general nature. Responsible for maintaining stationery stores for use of all departments with per- petual inventory control. Prepares purchasing specifications, buys materials, equipment, services and other supplies for the City. Work is performed in accordance with defined rules and regulations and is subject to review by a professional superior; and performs other work as required. EXAMPLES OF DUTIES: Under supervision, prepares bid specifications relative to printing, paper stock and other office supplies relative to Stationery Stores inventory; locates sources and purchases supplies, materials and equipment within budgetary limitations; compares costs and evaluates departmental requisitions; audits supply agreements; deals with queries from various City departments and vendors; prepares reports as required. DESIRABLE MINIMUM QUALIFICATIONS: Training and Experience: At least two years of college work from an approved college or university with major course work in Business Administration, Accounting, Public Administration, Economics, or related subjects. Some experience in one of the following fields: warehousing, in- side or outside selling, keeping of financial or statistical records. Knowledge, Abilities, and Skills: Experience in purchasing methods and procedures and of standard specification forms and contents. Knowledge of the characteristics of a variety of office and main- tenance supplies and materials, and knowledge of the best sources and appropriate prices for the procurement of such goods. Know- ledge of methods of grading and analyzing supplies and materials. Knowledge of bookkeeping principles and methods, and of the main- tenance of procurement records. Ability to prepare specifications and invitations to bid, and to analyze bids. Ability to establish and maintain favorable contact with vendors. Ability to type and operate office machines. Licenses or Certificates: Possession of a valid Class 3 California 'driver's license. 7/74 Salary: Approved by the City Council.: July 22, 1974 ' 649 CLASS TITLE: SECRETARY II CLASS CHARACTERISTICS: Under directi°n, is responsible for performing advanced secretarial and varied clerical work of considerable difficulty, responsibility, and complexity; and performs other work as required. EXAMPLES OF DUTIES: Takes and transcribes difficult dictation consisting of reports, statements, letters, articles, and memoranda; independently composes correspondence for signature or signs correspondence for the depart- ment official; maintains standard and confidential files; reviews and approves outgoing correspondence; screens calls, callers, and correspondence; determines matters and materials requiring attention by the official or routes calls, persons, or materials to appropri- ate units or persons for disposition; arranges appointments; assigns or processes general office matters independently; prepares contracts and agreements and keeps track of contracts through the various stages; supervises the issuance of various permits and licenses; pre- pares a variety of complex statistical, financial, and general reports; maintains complex financial, personnel, payroll, and other records in conformity with established requirements; acts as secre- tary to committees or commissions and assumes responsibility for the conduct and control of varied related activities resulting from such assignments. DESIRABLE MINIMUM QUALIFICATIONS: Training and Experience: Graduation from high school or attainment of a satisfactory score on a G.E.D.. test, supplemented by course work in stenography and business practices and bookkeeping, and four years stenographic and clerical experience of a progressively res- ponsible nature and some supervisory experience; or an equivalent com- bination of training and experience which provides the capabilities to perform the described duties. Knowledge, Abilities, and Skills.: Considerable knowledge of business English, spelling, punctuation, and commercial arithmetic; consider- able knowledge of modern office practices, procedures, and equipment; considerable knowledge .of the organization, regulations, procedures, and services of the department to which assigned; considerable know- ledge of modern record-keeping practices and of basic accounting. Ability to make a variety of mathematical computations and tabulations rapidly and accurately; ability to keep complex records, to assemble and organize data, and prepare reports from such records; ability to anticipate official requirements and to prepare and assemble materials and alternative actions relating to general operating problems; abi- lity to supervise clerical work and to make decisions in accordance with. laws, rules, and regulations in the assigned area. Skill in the operation and care of a typewriter and standard office machines, and in the rapid and accurate taking and transcription of dictation. CLASS TITLE: SECRETARY II (continued) Promotion to Secretary II: Promotion to Secretary II from Secretary I is made on a merit basis, without examination, one year after appointment to fifth salary step, subject to recommendation by the department head and approval by the Director of Personnel. 7/74 Approved by the City Council: July 22, 1974 CLASS TITLE: ADMINISTRATIVE AIDE #801 CLASS CHARACTERISTICS: Under general supervision of a department head, an incumbent in this class performs responsible work involving a variety of department administrative functions; performs a combination of high level secretarial work with particular assignments of admin- istrative responsibilities; maydirect clerical staff and per- forms other work as required. EXAMPLES OF DUTIES: Responsible for department personnel records and procedures, such as for hiring, promotions, resignations, retirements, payroll, and salary adjustments; directs the work of other clerical staff; coordinates the administration of performance ratings, state worker's compensation reports, and educational tuition applications; provides supervision over routine department pur- chasing functions; responsible for special department funds; takes and transcribes dictation; prepares, reviews', and directs appropriate correspondence; coordinates projects of moderate complexity; coordinates calendars and performs administrative type functions as directed by the department head. DESIRABLE MINIMUM QUALIFICATIONS: Training and Experience: Graduation from high school, including or supplemented by course work in business and secretarial practices and procedures, including fiscal recordkeeping; some knowledge of administrative methods and techniques. Ability to keep complex records, to assemble and organize data, and prepare reports from such records; ability to anticipate official requirements and to prepare and assemble materials and alternative actions relating to general.operating problems; abil- ity to supervise clerical work and to make decisions in accor- dance with laws, rules, and regulations in an assigned area; ability to make routine administrative decisions; ability to answer questions from the staff, public and council. Skill in the operation and care of a word processor, dictation equipment and standard office machines. 3/87 Approved by the City Council: 4-22-87 Approved by the Miscellaneous Civil Service Board: March 17, 1987 .? ~LAS~ TITLE: CLERK-TYPIST I 622 CLASS CHARACTERISTICS: Under immediate supervision, performs routine and repetitive typing and clerical duties; and performs other work as required. EXAMPLES OF DUTIES: Types letters, reports, case records, invoices, requisitions, and other material from copy or draft; types prescribed information onto cards and records from clearly defined sources; may type from machine transcription; sorts and files papers, bills, receipts, and a variety of documents; searches files for specified information; receives and routes correspondence; receives the public and provides routine factual information; maintains simple operational records by transferring data, calculating totals and subtotals, or compiling summaries; Police Department employees may be required to operate a teletype machine and/or computer terminal. DESIRABLE MINIMUM QUALIFICATIONS: Training and Experience: Graduation from high school or attainment of a satisfactory score on G.E.D..test; or an equivalent combination of training and experience which provides the capabilities to perform the described duties. Knowledge, Abilities, and Skills: Ability to do clerical work and learn office operations, procedures, and equipment; ability to spell correctly, use good English, and make simple arithmetical com- putations; ability to understand and follow oral and written direc- tions; ability to establish and maintain cooperative relations with the public. Skill in typing to enable the applicant to complete 40 net words per minute; ability to operate a variety of office equipment which may include word processing and personal computers. Promotion to Clerk-Typist I I: Promotion to Clerk-Typist I I from Clerk-Typist I is made on a merit basis, without examination, subject to recommendation by the department head and approval of the Personnel Manager. 12/87 Approved by: Miscellaneous Civil Service Board 12-15-87 Approved by the City Council: 1-6-88 CLASS TITLE: DATA ENTRY CLERK 617 CLASS CHARACTERISTICS: Under general supervision, operates a personal or mini com- puter and its peripheral equipment for data processing. EXAMPLES OF DUTIES: Receives and records coded and uncoded computer input data from City divisions; prepares detailed routing instruction for each computer run; determines what materials are required for processing input data by machine; provides com- puter operators with punched cards, magnetic tapes, disket- tes, and instructions needed to expedite processing of data; reviews computer output data for completeness; maintains control over the location and length of retention of tapes, files, and other documentation; prepares output data by bursting, decollating, sorting, collating and reproducing cards, printouts and other materials; may confer with user division on the handling of input and output data; may deliver output data to user divisions; may be responsible for moving and stacking forms and supplies, inventory control, stocking and ordering; receives training and oper- ates an electronic computer and its peripheral equipment such as console, card readers, tape drives and printer; per- forms clerical work such as typing, filing, duplicating. Performs other work as required. DESIRABLE MINIMUM QUALIFICATIONS: Training and Experience: Graduation.from high school or attainment of a Satisfactory score on a GED test, supple- mented by additional course work including or in computer technology. At least one years experience in computer data entry and clerical work. Knowledge, Abilities and Skills: Knowledge of the standard methods and practices involved in operating electronic data processing equipment including computers and peripheral devices; knowledge of disk operating systems and magnetic tape applications; knowledge of modern office methods; knowledge of job set up or data. entry for computer applica- tions; ability to understand and carry out complex oral and written instructions; ability to establish and maintain coop- erative working relationship with users; skills in operating a computer and peripheral equipment. 6/88 Approved by the City Council: 8-10-88 Approved by the Miscellaneous Civil Service Board: 6-21-88