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