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STAFFREPORT CITY CLERK
DUBLIN CITY COUNCIL File #^'7^~0 0-OZ ~O
DATE: September 6, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni L. Pattillo, City Manager
SUBJEC . Revisions to the Personnel System
Prepared By: Julie Carter, Human Resources Director
EXECUTIVE SUMMARY:
The City Counci! will consider revisions to the City's Personnel System including amending the
Senior Finance Technician and Permit Technician job classifications.
FINANCIAL IMPACT: None
RECOMMENDATION:
Staff recommends that the City Council review the proposed modifications to the City's
Classification and Salary Plans and adopt the following resolutions: (1) Resolution Amending
the Classification Plan; (2) Resolution Amending the Salary Plan.
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Submitted By Revie ed
Human Resources Director - Assistant Ci y anager
DESCRIPTION:
The City's Personnel System is governed by several documents. Each document addresses a
specific set of issues. The staff report identifies proposed changes to the City's current
personnel system. As discussed below, these proposed adjustments are based on the need to
amend the job classifications of Senior Finance Technician and Permit Technician.
CLASSIFICATION PLAN AMENDMENT
Pursuant to the City's Personnel System Rules, a job description must be adopted for each
classification in the organization. The job description typically includes key elements,
Page 1 of 2 ITEM NO. .~
knowledge, skills, abilities and requirements of the position. The job descriptions make up the
City's Classification Plan.
In April 2011 the City received notice that two long tenured employees within the Administrative
Services Department/Finance were retiring. The City Manager requested the Department Head
review the current and future staffing needs of the Department and present a staffing plan for
filling the vacancies. The replacement staffing plan included the new classification of
Accountant which was adopted as part of the Fiscal Year 2011-2012 Budget and is currently in
the final recruitment stage. Additionally, the Department requested revisions to the existing
Senior Finance Technician classification. These modifications include new duties, revised
knowledge, skills and abilities and an increase in the educational requirements of the position.
The City Manager agreed with staffing plan and requested that Human Resources revise the
Senior Finance Technician classification pursuant to the redefined scope of duties. Attached to
the Resolution (Attachment 1) is Exhibit A, which amends the Senior Finance Technician job
description. The modifications to the scope of duties and responsibilities necessitate a review of
the salary range alignment within the City's Salary Plan as described below.
The Community Development Director has also requested minor modifications to the scope of
duties of the Permit Technician classification to include business license processing and
general front counter customer service duties. Attached to the Resolution (Attachment 1) is
Exhibit B, which amends the Permit Technician job description.
SALARY PLAN AMENDMENT
Included in the City's Personnel System are Resolutions that address salary ranges for part-
time and full-time personnel. The attached Resolution is a proposed amendment to the City's
Salary Plan (Attachment 2) for full-time personnel. Once a job description is developed, the
City's Human Resources Director takes the positions to market for development of the
appropriate salary range and alignment within the City's existing Salary Plan. The Resolution
also identifies positions that are exempt from the Federal Labor Standards Act (FLSA) overtime
provision and those that are not. The Salary Plan Resolution (Attachment 2) would establish
the following monthly salary range for the non-exempt position of Senior Finance Technician.
Senior Finance Technician: $5,271-$6,588 per month
There are no changes proposed the Permit Technician salary range.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None.
ATTACHMENTS: 1. Resolution Amending the Classification Plan (with Exhibit A& B.)
2. Resolution Amending the Salary Plan
Page 2 of 2
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RESOLUTION NO. - 11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AMENDING THE CLASSIFICATION PLAN
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted Resolution
No. 30-84 and subsequent resolutions which comprise the Classification Plan; and
WHEREAS, it is necessary to periodically amend job descriptions within the Classification Plan.
NOW, THEREFORE, BE IT RESOLVED that Resolution No. 30-84 and subsequent Resolutions shall
be further amended to include the following revised job descriptions:
Senior Finance Technician (Exhibit A)
Permit Technician (Exhibit B)
BE IT FURTHER RESOLVED that this document shall become a part of the official Classification Plan
for the City of Dublin; and that the changes contained herein shall be effective September 6, 2011.
PASSED, APPROVED AND ADOPTED this 6`h day of September, 2011.
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
City Clerk
Mayor
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ATTACHMENT 1
Exhibit A ~ ~ I u
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Date Adopted: June 19, 2001
Revised: September 6, 2011
Title: Senior Finance Technician
FLSA: Non-Exempt
General Purpose:
To perform a variety of responsible technical and specialized accounting duties in the preparation,
maintenance and processing of accounting records and financial transactions.
Distinguishing Characteristics:
This is the advanced journey level class in the Finance Technician series. Positions at this level are
distinguished from other classes within the series by the level of responsibility assumed, complexity
of duties assigned, independence of action taken, by the amount of time spent performing the duties,
and by the nature of the public contact made. Employees perform the most difficult and responsible
types of duties assigned to classes within this series including payroll processing, project accounting,
analysis and support. Employees at this level are required to be fully trained in all procedures related
to assigned area of responsibility.
Supervision Received and Exercised:
Receives direction from the Finance Manager.
Exercise technical and functional supervision over less experienced accounting and/or clerical
personnel.
Essential Duties and Responsibilities:
The following duties are normal for this classification. The o,mission of specific statements of
duties does not exclude them from the position if the work is similar, related or a logical
assignment to this class.
Prepare and enter payroll data; maintain records for employee deductions and prepare deductions;
prepare reports and payments to various taxing and financial organizations; implement guidelines
provided by other agencies related to payroll and deductions.
Assist in the preparation of the Capital Improvement Program (CIP), Annual Budget; maintain
project accounts; prepare and maintain information required for the preparation of the CIP
document; provide various budget and CIP reports; prepare background data of past
expenditures and compile data for projecting estimates; assist in the preparation of the
Comprehensive Annual Financial Report.
Exhibit A ~~ I v
Prepare and reconcile monthly transfers for cash balances to record Capital Project activity in the
General Ledger.
Using the integrated modules within the City Finance System establish and maintain records in
the Contract Management and Fixed Asset modules, including: accounting entries, coordinate
periodic inventories, and assist users.
Perform a variety of technical and clerical accounting duties in the preparation, maintenance and
processing of accounting records and financial transactions including payroll, budget, grants,
contract management, accounts payable, accounts receivable, , fixed asset, and purchasing
functions.
Maintain the necessary accounting records to support processed transactions related to area of
assignment; prepare documentation of transactions.
Perform reconciliation of records of assigned function; verify, analyze and reconcile accounting
entries in order to determine the accuracy of each account or record and completion of
adjustments as required; perform month end and year-end closing of accounting records.
Process, code, enter and verify numerical or financial data related to area of assignment;
distribute data to appropriate department upon completion of assigned process.
Using computer systems prepare technical reports and documentation related to area of
assignment; compile and prepare reports based on local, state and federal requirements.
Balance financial information system controls; balance and post cash receipts, payments and
registers; and balance various other statistical and financial transactions with source documents
and controls.
Provide technical support to the Finance Manager and Administrative Service Director; research
and compile technical information related to area of ass,ignment.
Respond to questions and concerns from public customers, internal customers, vendors, etc.
regarding area of assignment; correct problems in documents as necessary; explain processes,
policies, and systems.
Compose correspondence related to area of assignment.
Provide technical and functional supervision over assigned accounting clerical personnel.
Build and maintain positive working relationships with co-workers, other City employees, and the
public using principles of good customer service.
Perform related duties as assigned.
Minimum Qualifications:
Knowled~e of•
Principles and procedures of accounting and finance, and their application to governmental financial
transactions.
2
Exhibit A ~'~
Principles and practices of payroll.
Principles and practices of project accounting and budgeting.
Pertinent rules, laws and policy regarding accounting methods.
Modern office practices, methods, procedures and computer equipment.
Abilitv to:
Perform advanced journey level accounting clerical work related to payroll, grants management,
and project accounting.
Compose routine correspondence.
Research and compile technical and financial information.
Independently use a computer based accounting system.
Type and perform data entry accurately at a speed necessary for successful job performance.
Establish and maintain effective working relationships with those contacted in the course of work.
Communicate clearly and concisely, both orally and in writing.
Training and Experience:
Any combination of experience and training that would provide the required knowledge and
abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of an Associate Degree or two years of college
level course work in business, accounting ar a related field. A Bachelor's degree
in Accounting, Finance, Business Administration or a related field is desirable.
Experience: Four years of accounting clerical experience including Finance Department
duties similar to the Finance Technician II with the City of Dublin.
Physical Standards:
The physical standards described are representative of those that must be met by employees to
successfully perform the essential functions of this class. Reasonable accommodations may be
made to enable individuals with disabilities to perform the essential functions.
An employee is regularly required to, sit at desk and in meetings for long periods of time; talk or
hear, in person, in meetings and by telephone; use hands and fingers to handle, feel or operate
standard office equipment; and reach with hands and arms. Intermittently, twist to reach
equipment surrounding desk; walk to observe department activities; bend and squat to perform
file searches; perform simple grasping and fine manipulation; use telephone and write or use a
keyboard to communicate through written means; operate an automobile to attend various
meetings and workshops. While performing duties, the employee is regularly required to use
Exhibit A ~ ~ O
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written and oral communication skills; analyze budget and technical reports; interpret and
evaluate staff reports; know laws, regulations and codes; remember personnel rules, legal and
code requirements; explain and interpret codes, policies and procedures; and interact with City
management, other governmental officials, contractors, vendors, employees and the public.
Licenses; Certificates; Special Requirements:
Possession of a valid California Class C drivers' license and Certificate of Automobile Insurance for
Personal Liability.
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Exhibit B ~~ ~~
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Date Adopted: September 21, 2004
Date Revised: ' September 6, 2011
Title: Permit Technician
FLSA: Non-Exempt
General Purpose:
Under general supervision, the Permit Technician performs technical / clerical duties in the processing, plan
reviewing and issuance of Building, Planning and Engineering permits and issuance of business licenses.
Distinguishing Characteristics:
This classification is distinguished from all other City clerical and technical classifications through the specialized
type of work performed which requires prior experience in the processing and issuance of building and zoning
permits.
Supervision Received and Exercised:
Receives general supervision from management or supervisory personnel.
May exercise technical and functional supervision over assigned clerical positions, temporary and/or contract
employees.
Essential Duties and Responsibilities:
The following duties are normal for this classification. The omission of specific statements of duties does not
exclude them from the position if the work is similar, related or a logical assignment to this class.
Functions as the initial contact with applicants both in person and on the telephone; reviews documents and enters
required information in the computer system; determines the type of permit process being sought, the number of days
required for processing, and the number of other City operating units to be involved;.
May act as a receptionist; screen calls and visitors, and refer inquiries as appropriate; respond to complaints and
requests for information based upon deparhnental policies and procedures.
Coordinates processing with applicable staff and applicants; provides applicants with the date of completion; routes
applications to appropriate staff for additional processing, including detailed plan checking; monitors processing
time and receives completed reviews; ensures that all necessary documentation and review are complete;
Prepares applications for corrections or issuance; computes and collects fees; completes the paperwork to issue
permits; and conducts research and answers basic building and zoning code questions.
E~chibit B ~ I O
Reviews and processes building, planning, engineering permit applications and associated documents to ensure all
relevant plans, forms and information accompany the application; checks permit application information for
compliance with all appropriate regulations;
Perform elementary plan checking duties at the public counter, reviewing for completeness and for conformance to
building, planning and other appropriate policies and procedures as assigned. Reads and interprets less complex
blueprints and building plans for compliance to codes;
Performs elementary plan check including encroachments; setback, decks, fences, spas, reviewing completeness and
for conformance to building codes and City ordinances;
Reviews and issues routine less complicated building, planning, engineering permits. Building Permit may include
but is not limited to: spas, swimming pools, HVAC equipment, bath and kitchen remodels, re-roofs. Planning
Permits may include: temporary use permits, sign permits and review of spas/swimming pools and additions for
zoning compliance. Engineering Permits may include: issuance of grading permits and checking swimming pool and
room addition plans for easements.
Responds to inquires and confers with builders, engineers, contractors, architects, and the public concerning
submittal requirements, building codes and permit regulations at the counter and over the telephone;
Enters information and maintains the City's automated building permit system
Calculates various building valuations, performs, simple mathematical calculations.
Performs other permit related duties as may be assigned.
Issues permits and calculates fees according to specified fee and plan check schedules
Process licenses and collects and process fees and charges.
Schedule inspections and appointments as assigned.
Minimum Qualifications:
Knowled~e of:
Procedures related to the processing of building and zoning permit applications and their issuance.
Basic building and zoning codes. -
Personal computer systems and software.
Proper format far report and letter writing.
Proper English usage, spelling, and grammar.
Basic mathematics to consistently and accurately calculate building and other fees.
Federal, state and local laws, regulations and court decisions applicable to assigned areas of responsibility.
Customer service techniques.
Exhibit B p I o
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Abilitv To:
Learn and apply the City's processes and regulations.
Acquire a working knowledge of overall Building and Planning Division operations and other applicable Divisions
and City operations.
Take the initiative to keep important work progressing to completion within prescribed time limits.
Learn and operate computer system.
Relate effectively with co-workers.
Establish and maintain effective, tactful, and courteous relations with the general public, homeowners, and
contractors.
Read and interpret blueprints, compose routine correspondence.
Calculate building areas and apply fee formulas to specific buildings or projects.
Wark on multiple projects and effectively set priorities.
Exemplify an enthusiastic, resourceful, and effective service attitude with those contacted in the course of wark.
Communicate effectively orally and in writing.
Understand and carry out both oral and written directions.
Work independently with limited supervision and exercise initiative and sound judgment.
Type at a speed necessary for successful job performance. ~ '
Physical Standards:
The physical standards described are representative of those that must be met by employees to successfully perform
the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities
to perform the essentiat functions.
An employee is regularly required to sit and/or stand for long periods of time; talk and hear, in person, in meetings
and by telephone; use hands and fingers to handle, feel and operate standard office equipment; and reach with hands
and arms. The employee is frequently required to, bend and twist to reach files, walk and stand. While performing
duties, the employee is regularly required to use written and oral communication skills; read and interpret complex
data, information, documents and plans; analyze and solve problems; interact with City management, other
governmental officials, contractors, vendors, employees and the public. The employee must be able to safely lift and
carry plans weighing up to 30 pounds.
Training and Experience:
Any combination equivalent to education and experience is likely to provide the required knowledge and abilities. A
typical way to obtain the knowledge and abilities would be:
Education: To qualify for this position, a candidate must have a High School Diploma or equivalent. An AA
degree and/or college courses in building/zoning codes or related filed is highly desirable.
ExhibitB~ I~
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Exuerience: At least two (2) years of related experience involving extensive public contact with at least one (1)
year experience in the processing, issuance and review of building, planning ar engineer permits.
Training: Any recent training such as academic courses and/or certifications programs which are relevant to
this job classification.
Licenses; Certificates; Special Requirements:
Must have the ability to obtain ICC Permit Technician certification within 1 year of appointment. Other ICC
certifications (Plan review or Building Inspector) are desirable.
Possession of a valid California Class C Drivers' License and Certificate of Automobile Insurance for Personal
Liability.
Willingness and ability to work scheduled and emergency overtime; and attend meetings, workshops and seminars
during work and non-work hours.
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RESOLUTION NO. - 11
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
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AMENDING THE SALARY PLAN FOR FULL-TIME PERSONNEL
WHEREAS, in accordance with the City's Personnel System Rules, the City Council adopted
Resolution No. 85-01 and subsequent resolutions which comprise the Salary Plan for full-time personnel.
NOW, THEREFORE, BE IT RESOLVED that the position of Senior Finance Technician shall be
amended and covered under Article I, Section B of the Salary Plan; and
BE IT FURTHER RESOLVED that the following positions shall be paid an hourly rate within the
following salary range with the exclusion of any Performance Pay Adjustment granted in accordance with
the adopted Personnel Rules:
Senior Finance Technician $5,271 - $6,588 ($30.4096 - $38.0077)
BE IT FURTHER RESOLVED that this clocument shall become a part of the official Salary Plan
for the City of Dublin; and that the changes contained herein shall be effective September 6, 2011.
PASSED, APPROVED AND ADOPTED this 6t" day of September, 201 l.
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor
ATTEST:
City Clerk
ATTACHMENT 2