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HomeMy WebLinkAboutItem 1m - Revisions to Accounting Specialist ClassificationRw M r.�o� STAFF REPORT Administrative Services Department DATE: May 20, 2014 TO: Honorable Mayor and City Council FROM: Hue C. Quach, Administrative Services Director By: Jeannette Flores, Human Resources Administrator SUBJECT: REVISIONS TO THE CLASSIFICATION SPECIFICATION FOR ACCOUNTING SPECIALIST Recommendation: Approve SUMMARY In an effort to provide the Administrative Services Department with more flexibility when considering applicants for Accounting Specialist, it is recommended that the City Council approve the proposed modifications to language that designates specific experience and education requirements with more flexible language. The proposed changes have been agreed to by the Arcadia City Employees Association ( "ACEA ") and approved by the Human Resources Commission on May 5, 2014. DISCUSSION The Accounting Specialist performs a variety of complex and technical accounting duties related to the City's payroll operation, including the setup of new employees' payroll records, configuring the payroll system for accounting related entries, updating salary and benefit schedules, processing bi- weekly paychecks, preparing payroll related journal entries, and reviewing and reconciling payroll records to ensure accurate payments. The current classification requires candidates to have three years of increasingly responsible payroll accounting experience and education equivalent to the completion of twelfth grade, supplemented by college level course work in bookkeeping, accounting, or a related field. To provide the Administrative Services Department with flexibility and the possibility of finding individuals with advance accounting experience fitting for complicated reconciliations, it is recommended that the existing classification specification be modified to require "three years of increasingly responsible payroll OR advanced technical accounting experience" and education "equivalent to the twelfth Accounting Specialist Specifications May 20, 2014 Page 2 of 2 grade supplemented by 12 units of college level course work in bookkeeping, accounting, or a related field." In addition to those proposed qualification changes, language for preference of "an Associate's degree or Bachelor's degree in Accounting, Finance, or a related field" was also added to encourage degreed applicants. As payroll accounting experience is the only required experience currently, this change will allow candidates with advanced technical accounting experience, such as an Accountant, but no payroll related background to apply for this position. The City has five bargaining units plus four other benefit groups. Each group has different conditions of benefits and terms to manage, which adds to an extremely complicated payroll process. The candidates will be required to be familiar with accounting principles and have experience working with complicated accounting reconciliations. Also based on past recruitments, most applicants have had only payroll experience working with Automatic Data Processing Payroll System ( "ADP "). This experience is often limited to the data entry portion of Payroll and lacks the more complicated knowledge of payroll taxes and benefits reporting as well as accounting reconciliations for those two areas. Applicants with advanced technical accounting experience are familiar with analytical accounting related tasks and could quickly learn and transition to the paycheck processing function. The proposed job specification also reflects a few minor changes to more accurately reflect the essential duties of the position. These proposed changes were discussed and have been agreed to by the Arcadia City Employees Association ( "ACEA ") as well as approved by the Human Resources Commission on May 5, 2014. FISCAL IMPACT The proposed changes to the existing classification specification have no fiscal impact. RECOMMENDATION It is recommended that the City Council approve revisions to the classification specification for Accounting Specialist. Approved: Dominic Lazzare City Manager Attachment: Accounting Specialist Specification CITY OF ARCADIA ACCOUNTING SPECIALIST 11 NINW N @ . Under direction, to perform a variety of the most complex and technical accounting duties related to City -wide payroll operations; to coordinate City payroll activities; providing expertise and resolving payroll related problems; to prepare reports, statements, and special financial analyses; and to perform a variety of other general accounting duties as necessary. SUPERVISION EXERCISED May exercise technical and functional supervision over technical accounting staff. EXAMPLES OF POPORTANT AND ESSENTIAL DUTIES Coordinate and supervise the daily operations of the City's payroll system; review all additions deletions and changes in payroll information for accuracy. Receive and review payroll records ensuring compliance with City policies, procedures, and regulations; enter payroll into system as assigned; process, calculate, and post a variety of payroll actions including wage garnishments, benefits withholding, overtime hours, and workers' compensation claims; prepare, balance, and correct payroll reports. Maintain a variety of files and records related to the City's payroll system; enter new employees, retirements, and terminations; set up records to indicate payroll deductions; make permanent payroll employee changes to benefits, taxes, address, deductions, accruals, and add pays—,pest4o Prepare payroll and all related payroll reports including tax deposits, quarterly reports, and W -2's; balance and prepare payroll taxes for State and Federal quarterly and annual returns. Verify time sheets reflecting vacation time, sick time, holiday time, compensatory time, and leaves of absence; document actions onto payroll master files; file action forms in employee folders. Post entries from supportive records and balance against other records. Check records and papers for clerical and arithmetic accuracy, completeness and compliance with established standards and procedures. Prepare accounting records and financial and statistical reports. Process DMV reports including attachments, payments, rejects, and voids. City of Arcadia Accounting Specialist (Continued) Page 2 of 3 EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Research and analyze regulatory updates and other information impacting the payroll system; implement required changes to system. Direct payroll - related records retention activities; assist in development of computer -based payroll systems. Serve as liaison with financial institutions, auditors and City departments and offices regarding payroll - related issues. Prepare and entries for all payroll related activities; to bro alp reconcile payroll entries including deductions and benefit pays aecounts; prepare and send electronic transfers. OTHER JOB RELATED DUTIES Perform related duties and responsibilities as required. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Pertinent Federal, State and local laws, codes and regulations. Principles, procedures and methods of payroll preparation and administration. Principles and procedures of bookkeeping and accounting. Principles and procedures of financial record keeping and reporting. Skill tn: Enter data at a speed necessary for successful job performance. Operate modern office equipment including computer equipment. Create and maintain Excel spreadsheets. Ability to: Review all additions, deletions and changes in payroll information for accuracy. City of Arcadia Accounting Specialist (Continued) Page 3 of 3 Complete various statistical reports to meet Federal and State reporting requirements. Close and balance all monthly, quarterly, year -to -date and special payrolls. Pay all deductions, including taxes, insurances, and garnishments. Research and analyze regulatory updates and other information impacting the payroll system and implement necessary changes to the system. Coordinate records retention activities. Prepare adjusting journal entries to balance payroll accounts. Assist in development of computer -based payroll systems. Communicate clearly and concisely, both orally and in writing. Establish, maintain and foster positive and harmonious working relationships with those contacted in the course of work. Minimum Qualifications: Experience: Three years of increasingly responsible payroll or advanced technical accounting experience. Some lead supervisory experience is highly desirable. Training: Equivalent to the completion of the twelfth grade supplemented by 12 units of college level course work in bookkeeping, accounting, or a related field. An Associate's degree or Bachelor's degree in Accounting, Finance, or a related field is desirable. Special Requirements: Essential duties require the following physical abilities and work environment: Ability to work in a standard office environment. Effective Date: January, 1999 Revised: May, 2008