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HomeMy WebLinkAbout40-21RESOLUTION 40-21 A RESOLUTION OF THE CITY COUNCIL OF THE TOWN OF LOS ALTOS HILLS AUTHORIZING TO APPROVE THE ACCOUNTING TECHNICIAN AND MANAGEMENT ANALYST II JOB DESCRIPTION WHEREAS, the Personnel Rules and Regulations and Employee Classification and Compensation Plan documents were last comprehensively reviewed and updated in 2006 and revised in 2007, 2008, 2009, 2010, 2011, 2012, 2013, 2014, 2015, and 2016; and WHEREAS, the Accounting Technician and Management Analyst II employment positions have been created; and NOW, THEREFORE, BE IT RESOLVED, by the City Council of the Town of Los Altos Hills that the description of the typical duties and responsibility, training, experience and other qualifications required for said position, more particularly set forth in Exhibit A, attached, is made a part hereof, and are hereby approved and adopted. BE IT FURTHER RESOLVED that the City Council of the Town of Los Altos Hills hereby approve the Accounting Technician and Management Analyst II job descriptions. The above and foregoing Resolution was passed and adopted by the City Council of the Town of Los Altos Hills as a regular meeting held on 17th of June 2021 by the following vote: AYES: Tanklia, Tyson, Mok, Schmidt, Swan NOES: None ABSENT: None ABSTAIN: None ATTEST: BY: AI. _'— Kavita Tankha, Mayor Resolution 40-21 Page 1 Town of Los Altos Hills Accounting Technician Job Class Specifications Approved June 17, 2021 ACCOUNTING TECHNICIAN Reports To: Administrative Services Director FLSA: Non-exempt Supervises: Non -supervisory I. DESCRIPTION Under general supervision provides technical assistance in the Administrative Services Department functions, ex: accounts payable, accounts receivable, cash receipting, payroll, budget, etc.), Performs a variety of customer service duties as required for the efficient operation of Town services including, but not limited to receptionist duties; a variety of clerical assignments; cash collection and deposit for all incoming funds; processes invoices for payment; schedules Town services; forwards service requests and inquiries to the proper Town employee or official. Provides information on a wide range of public issues in a responsible and courteous manner. II. EXAMPLES OF DUTIES Depending upon assignment, duties may include, but are not limited to, the following: • Prepares and processes invoices, purchase orders, requisitions, check requests and other disbursements as required. • Establishes and maintains accounts payable files. • Maintains Town's vendor file and prepare necessary annual reports, such as 1099-Misc • Maintains and orders all office and general supplies. • Maintain the necessary accounting records to support processed transactions related to area of assignment; prepare cash deposits, as necessary. • Perform reconciliation of records of assigned function; verify accounting entries to determine the accuracy of each account or record. • Process, code, enter, upload, and verify numerical or financial data related to area of assignment into appropriate accounting/banking system(s) with accuracy; distribute data to appropriate department upon completion of assigned process. Resolution 40-21 Page 2 Town of Los Altos Hills Accounting Technician Job Class Specifications Approved June 17, 2021 • Respond to questions and concerns from operating departments and the public regarding area of assignment; correct errors in documents as necessary; explain processes and systems to Town employees, the public, and vendors. • Monitor progress payments on contracts, accounts receivable, or related area of assignment, and assure all payments are consistent with terms of contract or agreement: assure contracts are prepared according to Town policy. • Research and interpret rules and regulations, contracts, policies, and procedures, memorandum of understanding, or other documents as they are related to the assigned area of responsibility and accurately apply such interpretation in the performance of assigned responsibilities. • Assist in preparation for the annual audit, Comprehensive Annual Financial Report and the Operation and Capital Budget. • Additional duties as assigned by the Administrative Services Director. III. QUALIFICATIONS Ability to: Post, check, balance, and reconcile accounts; make mathematical computations rapidly and accurately; assist supervisor and Accountants in more complex accounting projects; compile complex data and records for accounting reports or as requested by departments; provide information on departmental procedures to others; operate automated office equipment and use a computer-based accounting system and download and upload files accurately; use a calculator, adding machine, and other office machines; accurately and thoroughly complete assignments under the pressure of deadlines while effectively handling several assignments at once; work independently with minimal supervision; prioritize assignments; develop and maintain accurate record-keeping systems; maintain confidentiality; use good judgment; operate a personal computer using Microsoft Office applications, accounting software, and database applications; ability to communicate clearly both orally and in writing; establish and maintain effective working relationships with those contacted in the course of work. Knowledge of: • Principles, practices, and methods of public and governmental accounting and financing, including budgeting, payroll processing, and auditing. Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to municipal financial operations. Resolution 40-21 Page 3 Town of Los Altos Hills Accounting Technician Job Class Specifications Approved June 17, 2021 • Windows based personal computers and current version Microsoft Office with a high proficiency in Microsoft Word and Excel. • Relational databases, INCODE preferred. • Business English, spelling, punctuation, and mathematics. • Basic cash receipting and handling principles. • Basic booldceeping practices. • California local government policies and regulations. • Fund Accounting/ Governmental Accounting. • Basic human resources functions Education Combination of relevant experience, education, and training that will satisfy the required minimum qualifications, knowledge, and abilities. Experience Three years of increasingly responsible accounting clerical experience. Equivalent to an associate of arts degree in accounting or a related field. Additional experience may be substituted for some of the required education on a year -to- year basis. Licenses and certifications Must possess and maintain a valid California class C driver's license and have a satisfactory driving record. Physical demands Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; 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 in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter and retrieve data using a computer keyboard, typewriter 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. Positions in this classification occasionally lift and carry reports and records that typically weigh less than 20 pounds. Resolution 40-21 Page 4 Town of Los Altos Hills Management Analyst II Job Class Specifications Approved June 17, 2021 Reports To: City Manager Supervises: Non -supervisory JOB SUMMARY MANAGEMENT ANALYST II FLSA: Non-exempt Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. Under Administrative direction of the City Manager, Director of Public Works, Director of Planning, or other Senior Level Manager, performs a wide variety of professional, administrative, analytical and management support within assigned program areas; develops, implements, and administers assigned program responsibilities, including budget preparation, financial management and grant coordination; conducts research; performs other related duties as assigned. I. SUPERVISION RECEIVED AND EXERCISED Reports to the City Manager but may receive supervision from the Director of Public Works, Director of Planning, or other Senior Level Manager. May exercise technical and functional supervision over technical and office support staff. II. ESSENTIAL DUTIES Essential and other important responsibilities may include, but are not limited to, the following: Performs a wide variety of professional level research, administrative, and analytical duties in support of assigned functions, operations, department, and/or division; performs duties in support of various administrative operations and activities within assigned area of responsibility including special projects, research studies, budget analysis and other specialized functions. • Ability to develop and implement goals, objectives, and priorities for assigned functions or programs; implements resulting policies and procedures; creates and modifies policy and procedural manuals and guidelines. Resolution 40-21 Page 5 Town of Los Altos Hills Management Analyst Il Job Class Specifications Approved June 17, 2021 • Ability to resolve operational and administration issues; identifies, issues and conducts research to find alternatives. • Coordinates, implements, and monitors special projects within assigned area of responsibility; performs complex research and analysis of new programs, services, policies, and procedures; prepares and presents reports. • Plans, coordinates, and evaluates activities associated with assigned contracts; participates in research and evaluation of proposed contractual obligations and agreements; assists in contract negotiations and administration; monitors compliance with applicable contractual agreements. • Coordinates grant administration activities; prepares, writes, reviews, and monitors grant applications; monitors existing programs for compliance with regulations. • Analyzes federal, state, and local legislative proposals for impact on assigned operations. • Ability to provides staff support to a variety of committees, boards, and commissions; prepares and presents staff reports and other correspondence as appropriate and necessary. • Collaborates with departments, divisions, and outside agencies; serves as a liaison with public and private organizations, community groups and other social organizations; provides information and serves as a resource. • Oversee administration of the Trakit Permit Tracking system including being the main point of contact for updates and additional modules. • Attends and participates in professional group meetings; stays abreast of new developments within assigned area of responsibility; maintains awareness of federal, state, and local regulations. • Responds to and'resolves difficult and sensitive citizen complaints and inquiries. Resolution 40-21 Page 6 Town of Los Altos Hills Management Analyst II Job Class Specifications Approved June 17, 2021 Administers areas of program responsibility may include one or more of the following areas: Grants Program, FOG Program, GIS/Mapping, Solids Waste, Public Information Officer/Outreach, Technology, floodplain Manager, Vehicle & Equipment, Assessment Districts, Stormwater Management Program, Water Resources, Inspection Services, Backflow Prevention Device Program. • Performs related duties as required. III. MINIMUM QUALIFICATIONS Knowledge of • Modem principles, practices and methods of administrative and organizational analysis and public administration policies and procedures. • Principles of grant proposal writing and administration. • Research and reporting methods, techniques, and procedures: • Structure and organization of public sector agencies. • Pertinent Federal, State, and local laws, codes, and regulations. • Methods and techniques for record keeping and report preparation and writing. • Modem office procedures, methods, and computer equipment. • Applicable software programs. • Oral presentation techniques and practices. Ability to. - 0 o: • Analyze financial, budgetary, administrative, operational, and organizational problems. • Consult effectively with management, staff, and the public. • Develop, coordinate, and administer assigned work programs and grants. Resolution 40-21 Page 7 Town of Los Altos Hills Management Analyst II Job Class Specifications Approved June 17, 2021 • Identify private, state, and federal funding sources. • Serve as a liaison between various public agencies. • Interpret, explain, and apply applicable laws, codes, and regulations. • Read, interpret, and record data accurately. • Organize, prioritize and follow-up on work assignments. • Work independently and part of a team. • Make sound decisions within established guidelines. • Analyze a complex issue and develop and implement an appropriate response. • Follow written and oral directions. • Observe safety principles and work in a safe manner. • Communicate clearly and concisely, both orally and in writing. • Establish and maintain effective working relationships. • Prepare clear and concise administrative documents and reports; analyze, interpret, summarize, and present a variety of fiscal, statistical, and administrative reports in an effective manner. • Maintain effective audio-visual discrimination and perception needed for: Making observations. ➢ Communicating with others. ➢ Reading and writing. ➢ Receiving feedback and input. • Maintain mental capacity which allows the capability of. ➢ Making sound decisions. ➢ Demonstrating intellectual capabilities. ➢ Prioritizing of projects and. services. Resolution 40-21 Page 8 Town of Los Altos Hills Management Analyst II Job Class Specifications Approved June 17, 2021 IV. EXPERIENCE AND CERTIFICATION(S) Any combination of experience and training what would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education: Master's degree from an accredited college or university with major course work in business or public administration, accounting, or related field. Experience: Two years of progressively responsible administrative, analytical, and technical experience in a public agency. License or Certificate: Possession of a valid Class C California Driver's License at the time of appointment. V. PHYSICAL REQUIREMENTS Environmental Conditions: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. While performing the duties of this job, the employee regularly works in an office environment. The noise level in the work environment is moderately low. There may be intermittent interruptions from phones, public inquiries, and other staff. Physical Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential function of this job. While performing the duties of this job, the employee is regularly required to sit for extended periods of time. The employee is frequently required to use hands and fingers to use computer keyboard, file, writing and answering phones. The employee is frequently required to walk and talk or hear. The employee is occasionally required to climb or balance; stoop, kneel, crouch, or crawl. May be expected to lift and/or move up to 25 pounds, Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Resolution 40-21 Page 9