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HomeMy WebLinkAboutItem 11b - Revenue Collection Supervisor Classification STAFF REPORT ADMINISTRATIVE SERVICES DEPARTMENT DATE: July 21, 2026 TO: Honorable Mayor and City Council FROM: Henry Chen, Administrative Services Director SUBJECT: RESOLUTION NO. 7627 AMENDING RESOLUTION NO. 7594 ESTABLISHING COMPENSATION AND RELATED BENEFITS FOR EMPLOYEES REPRESENTED BY THE ARCADIA CITY EMPLOYEES’ ASSOCIATION (“ACEA”) FOR JULY 1, 2026, THROUGH JUNE 30, 2027 (REVENUE COLLECTION SUPERVISOR) CEQA: Not a Project Recommendation: Adopt SUMMARY The Administrative Services Department (“ASD”) handles the revenue collections for the City through a centralized Cashiering Office, which is currently staffed with a Revenue Collection Specialist and two Accounting Technicians. To facilitate service requirements and ensure ongoing efficiencies, the Cashier’s Office took on additional responsibilities. As a result, the ASD is proposing to reorganize the Cashiering Office by creating a Revenue Collection Supervisor position. The new Revenue Collection Supervisor position would be placed in Salary Range 61, which ranges from $6,820/month to $8,516/month. The change would result in an increased cost of approximately $13,500 for the Fiscal Year. Additionally, the California Public Employees’ Retirement System (“CalPERS”) requires changes to the salary schedule to be adopted publicly. Accordingly, it is recommended that the City Council approve Resolution No. 7627 amending Resolution No. 7594, establishing compensation and related benefits for employees represented by the Arcadia City Employees’ Association (“ACEA”) for July 1, 2026, through June 30, 2027 (Revenue Collection Supervisor). Establishing the Revenue Collection Supervisor Classification July 21, 2026 Page 2 of 4 BACKGROUND In December 2023, the ASD was reorganized, and the Human Resources function was separated into its own department. As part of this reorganization, the Financial Services Manager position, which had previously overseen the ASD’s finance division, was vacated. Subsequently, the City also implemented a new cashiering Point of Sale (POS”) system as part of the larger upgrade of the City’s financial Enterprise Resource Planning (“ERP”) system. The new Teller POS system provides a host of new tools to help the City offer more payment options, as well as better integration with systems in other departments to handle cash receipts. DISCUSSION Based on the December 2023 reorganization of the ASD and the implementation of a new POS system, it was necessary to conduct a review of the Department’s overall organizational structure, service delivery methods, and operational efficiencies. This review resulted in the need to introduce support in two key areas. The first area that was identified is the Accounting Section of the Administrative Services Department. Thus, during the Fiscal Year 2024-2025 budget process, the Accounting Supervisor position was reintroduced. Previously, the accounting and purchasing sections were directly supervised by the ASD Director. The Accounting Supervisor will now be directly responsible for supervision of the accounting and purchasing functions within ASD, which will provide immediate support to both the ASD Director and staff. The second functional area that requires support is the Cashiering Office. This office took on additional responsibilities to manage the new POS program. The POS program, which can now integrate with the collection functions of other departments, can also accept more types of electronic payment. The existing Revenue Collection Specialist has assumed overall administrative responsibilities over the new POS program. Although the new POS program has many worthwhile new features that will create efficiencies Citywide, the work to manage it is substantially more complex. Notably, the Cashiering Office is now responsible for providing system administration, access management, permissions, and work rules to ensure the appropriate level of access for City staff. The Cashiering Office is also responsible for maintaining and troubleshooting the POS system’s integration with programs in other departments as well as the City’s main finance ERP program, NetSuite for Government. These added responsibilities warrant upgrading the Establishing the Revenue Collection Supervisor Classification July 21, 2026 Page 3 of 4 current Revenue Collection Specialist position to a Revenue Collection Supervisor. The current Revenue Collection Specialist position will be vacated and replaced with the Revenue Collection Supervisor position. The net result will be the same number of employees within the Administrative Services Department, but with additional duties assigned in the customer service and revenue collections environment. The proposed organizational chart is attached. Although the first phase of ASD’s restructuring has been completed with the reinstatement of the Accounting Supervisor position, an operational need remains within the Cashier’s Office. Reclassifying the Revenue Collection Specialist position to a Revenue Collection Supervisor would strengthen daily operations, improve workflow efficiency, and enhance support provided to other City departments. The proposed Revenue Collection Supervisor position would be assigned to Salary Range 61, which currently spans from $6,820 to $8,516 per month, and is estimated to increase personnel costs by approximately $13,500 annually. The new Revenue Collection Supervisor position has been discussed with the Arcadia City Employees’ Association, and they have agreed to the proposed changes. ENVIRONMENTAL ANALYSIS The proposed action does not constitute a project under the California Environmental Quality Act (“CEQA”), under Section 15061(b)(3) of the CEQA Guidelines, as it can be seen with certainty that it will have no impact on the environment. FISCAL IMPACT The new position of Revenue Collection Supervisor would be placed in Salary Range 61, which ranges from $6,820/month to $8,516/month. Establishing this position will result in an increase in expenditure of approximately $13,500 in the Fiscal Year 2026- 27. There is sufficient capacity in the ASD Operating Budget to absorb this increase. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and Establishing the Revenue Collection Supervisor Classification July 21, 2026 Page 4 of 4 adopt Resolution No. 7627 amending Resolution No. 7594 establishing compensation and related benefits for employees represented by the Arcadia City Employees’ Association (“ACEA”) for July 1, 2026, through June 30, 2027 (Revenue Collection Supervisor). Attachment No. 1: Resolution No. 7627 (includes Salary Schedules as Exhibit “A”) Attachment No. 2: New Classification Specification for Revenue Collection Supervisor Attachment No. 3: Administrative Services Department Current and Proposed Organizational Charts 1 RESOLUTION NO. 7627 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA, AMENDING RESOLUTION NO. 7594 ESTABLISHING COMPENSATION AND RELATED BENEFITS FOR EMPLOYEES REPRESENTED BY THE ARCADIA CITY EMPLOYEES’ ASSOCIATION (“ACEA”) FOR JULY 1, 2026, THROUGH JUNE 30, 2027 (REVENUE COLLECTION SUPERVISOR) WHEREAS, City Council Resolution No. 7594 approved a Memorandum of Understanding (“MOU”) by and between the City of Arcadia and the Arcadia City Employees Association (“ACEA”) for compensation and related benefits; and WHEREAS, salaries and benefits for ACEA Employees that are adjusted by resolution are then reflected on the City’s salary schedule; and WHEREAS, salary schedules are adopted publicly in accordance with Government Code Section 20636 and Title 2 of the California Code of Regulations Section 570.5 and as required by the California Public Employees’ Retirement System (“CalPERS”). NOW THEREFORE THE CITY COUNCIL OF THE CITY OF ARCADIA, CALIFORNIA DOES HEREBY FIND, DETERMINE AND RESOLVE AS FOLLOWS: SECTION 1. Effective upon the beginning of the pay period commencing July 26, 2026, the ACEA MOU’s Monthly Salary Schedule is amended by adding the position of Revenue Collection Supervisor to Salary Range No. 61, as set forth in Exhibit “A” attached hereto. Attachment No. 1 2 SECTION 2. This Resolution shall become effective upon its adoption. SECTION 3. The City Clerk shall certify to the adoption of this Resolution. Passed, approved, and adopted this 21st day of July, 2026. _____________________________ Mayor of the City of Arcadia ATTEST: ________________________ City Clerk APPROVED AS TO FORM: ________________________ Michael J. Maurer City Attorney Range Number Title Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J 42 Library Assistant 4,267$ 4,372$ 4,485$ 4,595$ 4,710$ 4,829$ 4,950$ 5,076$ 5,201$ 5,331$ 43 Accounting Technician I 4,372$ 4,485$ 4,595$ 4,710$ 4,829$ 4,950$ 5,076$ 5,201$ 5,331$ 5,461$ 44 4,485$ 4,595$ 4,710$ 4,829$ 4,950$ 5,076$ 5,201$ 5,331$ 5,461$ 5,600$ 45 Office Assistant 4,595$ 4,710$ 4,829$ 4,950$ 5,076$ 5,201$ 5,331$ 5,461$ 5,600$ 5,737$ 46 Library Technician I Museum Education Coordinator 4,710$ 4,829$ 4,950$ 5,076$ 5,201$ 5,331$ 5,461$ 5,600$ 5,737$ 5,880$ 47 Accounting Technician II Senior Citizens Project Specialist 4,829$ 4,950$ 5,076$ 5,201$ 5,331$ 5,461$ 5,600$ 5,737$ 5,880$ 6,027$ 48 Library Technician II 4,950$ 5,076$ 5,201$ 5,331$ 5,461$ 5,600$ 5,737$ 5,880$ 6,027$ 6,178$ 49 Administrative Assistant City Clerk Technician Senior Citizens Program Specialist 5,076$ 5,201$ 5,331$ 5,461$ 5,600$ 5,737$ 5,880$ 6,027$ 6,178$ 6,337$ 50 Building Technician I 5,201$ 5,331$ 5,461$ 5,600$ 5,737$ 5,880$ 6,027$ 6,178$ 6,337$ 6,491$ 51 Recreation Coordinator 5,331$ 5,461$ 5,600$ 5,737$ 5,880$ 6,027$ 6,178$ 6,337$ 6,491$ 6,654$ 52 Senior Library Technician 5,461$ 5,600$ 5,737$ 5,880$ 6,027$ 6,178$ 6,337$ 6,491$ 6,654$ 6,820$ 53 Senior Accounting Technician Utility Billing Specialist 5,600$ 5,737$ 5,880$ 6,027$ 6,178$ 6,337$ 6,491$ 6,654$ 6,820$ 6,992$ 54 Building Technician II Senior Administrative Assistant 5,737$ 5,880$ 6,027$ 6,178$ 6,337$ 6,491$ 6,654$ 6,820$ 6,992$ 7,163$ 55 Fire Administrative Specialist 5,880$ 6,027$ 6,178$ 6,337$ 6,491$ 6,654$ 6,820$ 6,992$ 7,163$ 7,345$ 56 Arborist 6,027$ 6,178$ 6,337$ 6,491$ 6,654$ 6,820$ 6,992$ 7,163$ 7,345$ 7,525$ 57 Accounting Specialist Circulation Services Supervisor Revenue Collection Specialist 6,178$ 6,337$ 6,491$ 6,654$ 6,820$ 6,992$ 7,163$ 7,345$ 7,525$ 7,713$ 58 Code Services Officer Deputy City Clerk 6,337$ 6,491$ 6,654$ 6,820$ 6,992$ 7,163$ 7,345$ 7,525$ 7,713$ 7,908$ 59 Engineering Assistant Historical Museum Curator Information Systems Specialist Librarian I Office Coordinator 6,491$ 6,654$ 6,820$ 6,992$ 7,163$ 7,345$ 7,525$ 7,713$ 7,908$ 8,106$ 60 Business License Officer Senior Building Technician 6,654$ 6,820$ 6,992$ 7,163$ 7,345$ 7,525$ 7,713$ 7,908$ 8,106$ 8,308$ EXHIBIT A CITY OF ARCADIA MONTHLY SALARY RANGE JULY 1, 2026 - JUNE 30, 2027 ACEA - 5.0% Range Number Title Step A Step B Step C Step D Step E Step F Step G Step H Step I Step J EXHIBIT A CITY OF ARCADIA MONTHLY SALARY RANGE JULY 1, 2026 - JUNE 30, 2027 ACEA - 5.0% 61 Revenue Collection Supervisor 6,820$ 6,992$ 7,163$ 7,345$ 7,525$ 7,713$ 7,908$ 8,106$ 8,308$ 8,516$ 62 Public Works Inspector Senior Code Services Officer 6,992$ 7,163$ 7,345$ 7,525$ 7,713$ 7,908$ 8,106$ 8,308$ 8,516$ 8,730$ 63 7,163$ 7,345$ 7,525$ 7,713$ 7,908$ 8,106$ 8,308$ 8,516$ 8,730$ 8,947$ 64 Assistant City Clerk Assistant Planner Building Inspector Librarian II Senior Engineering Assistant 7,345$ 7,525$ 7,713$ 7,908$ 8,106$ 8,308$ 8,516$ 8,730$ 8,947$ 9,170$ 65 7,525$ 7,713$ 7,908$ 8,106$ 8,308$ 8,516$ 8,730$ 8,947$ 9,170$ 9,403$ 66 Senior Public Works Inspector 7,713$ 7,908$ 8,106$ 8,308$ 8,516$ 8,730$ 8,947$ 9,170$ 9,403$ 9,636$ 67 7,908$ 8,106$ 8,308$ 8,516$ 8,730$ 8,947$ 9,170$ 9,403$ 9,636$ 9,878$ 68 Fire Prevention Specialist Public Works Customer Service/Administrative Supervisor Code Services Supervisor 8,106$ 8,308$ 8,516$ 8,730$ 8,947$ 9,170$ 9,403$ 9,636$ 9,878$ 10,124$ 69 Assistant Engineer Associate Planner Senior Building Inspector Plans Examiner 8,308$ 8,516$ 8,730$ 8,947$ 9,170$ 9,403$ 9,636$ 9,878$ 10,124$ 10,377$ 70 8,516$ 8,730$ 8,947$ 9,170$ 9,403$ 9,636$ 9,878$ 10,124$ 10,377$ 10,638$ 71 Senior Fire Prevention Specialist 8,730$ 8,947$ 9,170$ 9,403$ 9,636$ 9,878$ 10,124$ 10,377$ 10,638$ 10,905$ 72 8,947$ 9,170$ 9,403$ 9,636$ 9,878$ 10,124$ 10,377$ 10,638$ 10,905$ 11,173$ 73 Principal Librarian 9,170$ 9,403$ 9,636$ 9,878$ 10,124$ 10,377$ 10,638$ 10,905$ 11,173$ 11,451$ 74 Associate Civil Engineer 9,401$ 9,634$ 9,874$ 10,123$ 10,375$ 10,633$ 10,901$ 11,173$ 11,451$ 11,739$ 75 Senior Planner 9,634$ 9,874$ 10,123$ 10,375$ 10,633$ 10,901$ 11,173$ 11,451$ 11,739$ 12,033$ 76 9,874$ 10,123$ 10,375$ 10,633$ 10,901$ 11,173$ 11,451$ 11,739$ 12,033$ 12,333$ 77 10,123$ 10,375$ 10,633$ 10,900$ 11,174$ 11,451$ 11,738$ 12,033$ 12,333$ 12,641$ 78 Senior Civil Engineer 10,375$ 10,634$ 10,901$ 11,173$ 11,452$ 11,738$ 12,032$ 12,333$ 12,640$ 12,958$ Salaries are effective the beginning of the pay period containing July 1, 2026 Arborist added and approved 06/16/2026, effective the beginning of the pay period containing 7/01/2026 Revenue Collection Supervisor added and approved 07/21/2026, effective on 07/26/2026 CITY OF ARCADIA REVENUE COLLECTION SUPERVISOR DEFINITION Under direction of the Administrative Services Director or their designee, to plan and perform a variety of the most complex and difficult technical accounting duties involving cashiering and revenue collection; supervise the work of technical accounting staff in the City’s centralized cashiering office; administer the City’s revenue collection information systems; manage the City’s administrative citation review process and coordinate with other department and City staff in order to consolidate information necessary for the preparation of financial reports, statements, and special financial analyses; and to perform other related duties as assigned. SUPERVISION EXERCISED Exercise direct technical and functional supervision over technical accounting staff in the Cashier’s Office. EXAMPLES OF IMPORTANT AND ESSENTIAL DUTIES Assign, schedule, and supervise functions related to the daily collection of revenue at the City’s centralized cashiering office, maintain payment and deposit records; prepare monthly revenue comparison reports; develop procedures for proper collection control and deposit of funds to bank; ensure accurate recording of revenues to proper general ledger account number; ensure a high level of customer service; investigate and resolve customer problems and complaints; participate in the selection, training, motivation, evaluation, and discipline of staff. Participates in the development of goals and objectives as well as policies and procedures; makes recommendations for changes and improvements to existing standards, policies and procedures; participates in the implementation of approved policies and procedures; monitors work activities to ensure compliance with established policies and procedures. Responsible for ensuring proper administration, maintenance, and operations of the City’s cashiering and point of sale system, including direct administration of integration with the City’s Enterprise Resource Planning (ERP) software, other City systems, electronic payment processors and the City’s primary bank. Attachment No. 2 City of Arcadia Revenue Collection Supervisor (Continued) Page 2 of 6 Review all additions, deletions and changes in daily cash receipts for accuracy; direct the daily cashiering activity including direct supervision of the cashier. Receive, review, and enter payments received for City services; maintain a variety of files and records related to the City’s cashier system; prepare daily deposit of receipts. Ensure that cashier records are maintained in accordance with the City’s retention policy. Assist City residents with dog licensing applications by receiving required documentation, such as rabies vaccination and spay/neuter certificates, along with applicable fees; submit documentation and fees to Pasadena Humane Society, which is responsible for collection, processing, and all other aspects of dog licensing management. Receive and review revenue, ensuring compliance with City policies, procedures, and regulations; enter revenue into system as assigned; process, calculate and post a variety of revenue entries. Supervise the work of technical accounting staff responsible for providing accounting services and activities; plan, direct, and participate in the performance of complex accounting procedures, services, and activities. Train assigned accounting staff including work assignments, methods, techniques, and the use and operation of equipment in the assigned area; verify work of assigned employees for completion of assignment, accuracy, proper work methods, techniques, and compliance with applicable standards and guidelines. Supervise and coordinate accounting and cashiering activities with other departments, divisions, and City staff to consolidate information necessary to ensure an accurate and orderly recording of cash and revenue transactions for monthly close; ensure transactions are completed accurately and on time. Provide technical information and instruction regarding applicable procedures and methods; interpret and explain rules and regulations; answer questions and resolve problems or complaints. Research and answer department questions regarding status of accounts, the proper coding of transactions, and other matters; provide information and explanations for auditors. Perform the full range of complex and difficult duties including those involving responsibility for projects and issues. City of Arcadia Revenue Collection Supervisor (Continued) Page 3 of 6 Review, calculate and perform accounting adjustments; audit and reconcile registers, cash and City accounts; reconcile various bank accounts and make adjustments due to cancellations and corrections. Post entries from supportive records and balance against other records; verify accuracy of adjustment journal, all city journals processed by Cashier’s Office, receipts and warrants. Prepare and adjust journal entries to reconcile cash accounts; set up records/instructions to initiate wire transfers, direct deposits, debits and credits from the City’s primary bank. Prepare accounting and payroll checks for distribution; maintain general and subsidiary ledgers, daily logs, and other records according to established revenue and expenditure account classifications. Assist City Treasurer in investment of City funds, dealing with outside investment advisors and trustees to ensure proper processing and recording of investment transactions, including principal and interest payments. Assist City Treasurer with analysis of cash transactions to ensure that the City maintains sufficient cash balance for City operations Coordinate the City’s administrative citation review process, including scheduling hearings and ensuring proper records are prepared for monthly hearings Mark or flag annual parking permit applications to be reviewed and inspected by Code Services throughout the year. Coordinate with the City’s parking enforcement agency to assign equipment and troubleshoot issues related to software, printers, and also assign mobile devices; train new users on proper use of equipment, and update units with current user fee information. Coordinate the City’s parking permit process, managing the online portal, and making sure that the renewal processes function properly Perform assessment district billing and collection as needed. Implement any future payment and receipt methods that become available and ensure their proper integration with existing payment processes. Prepare revenue analysis report as needed for the annual budget process Day-to-day administration of third-party vendor contracts/agreements involving the City’s cashiering function. City of Arcadia Revenue Collection Supervisor (Continued) Page 4 of 6 Oversee and coordinate the preparation of documents necessary for collecting delinquent accounts through collection agencies and civil court actions. Prepare payroll taxes for State and Federal quarterly return, verifying that payments are made timely. Check records and papers for clerical and arithmetic accuracy, completeness and compliance with established standards and procedures. Direct information services report writing consultant to develop analytical reports for reconcilement. Be familiar with regulatory banking requirements regarding safekeeping and investing of City funds. Serve as liaison with banks, brokers, auditors, other municipalities and City departments on revenue/cashiering issues. Perform related duties and responsibilities as assigned. JOB RELATED AND ESSENTIAL QUALIFICATIONS Knowledge of: Advanced accounting and financial record keeping principles, procedures, and methods. Banking and business principles; business license tax methods and procedures; cash receipting and control; municipal revenue sources; and cash management and collection practices. Methods, practices, and procedures used in payroll, accounts payable, accounts receivable, and financial record keeping and reporting. Operations, services, and activities of modern accounting, word processing and spreadsheet programs and cashiering/point of sale program. Integration or data sharing and connection between finance, billing and cashiering software programs to ensure proper recording of transactions. Principles of lead supervision and training. Basic principles of municipal budget preparation and control. City of Arcadia Revenue Collection Supervisor (Continued) Page 5 of 6 Pertinent Federal, State, and local laws, codes and regulations. Modern office practices, methods, and computer equipment. Principles and practices used in dealing with the public. Mathematical principles. Skill to: Operate modern office equipment including computer equipment. Type and enter data at a speed necessary for successful job performance. Ability to: Independently plan and perform duties with minimal supervision; work professionally and tactfully with the public. Plan, organize, and provide lead supervision and training of assigned staff. Independently perform the most difficult technical accounting and financial operations work including projects and activities. Interpret and apply the policies, procedures, laws, codes, and regulations pertaining to assigned programs and functions. Analyze problems, identify alternative solutions, project consequences of proposed actions, and implement recommendations in support of goals. Research, collect, compile, and analyze information and data. Handle multiple concurrent projects and manage priorities and tasks. Apply accounting principles to the maintenance of general governmental financial and accounting transactions and audit of financial records. Understand the organization and operation of the assigned department and the City necessary to assume assigned responsibilities. Prepare, examine, and verify financial documents, statements, reports, and analyses. City of Arcadia Revenue Collection Supervisor (Continued) Page 6 of 6 Perform comparisons of data quickly and accurately. Accurately tabulate, record, balance, and audit assigned transactions. Classify fiscal documents and transactions. Respond to questions from the public and City personnel regarding policies and procedures for assigned accounting area. Perform mathematical computations quickly and accurately. Plan and organize work to meet schedules and deadlines. Prepare and maintain accurate and complete financial records. 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: Education/Training: Any combination of education and/or experience that has provided the knowledge, skills, and abilities necessary for successful job performance is qualifying. An example would be: Bachelor’s degree from an accredited college or university with major course work in accounting, business administration, or a related field. OR an associate degree from an accredited college or university with major course work in accounting, business administration, or a related field and two years of experience in municipal finance. OR a high school diploma or equivalent and four years of experience in municipal finance. Special Requirements: Essential duties require the following physical skills and work environment: Ability to work in a standard office environment. Effective Date: April 2002 Revised: May 2008; July 2026 ADMINISTRATIVE SERVICES DEPARTMENT Current Organization Chart ADMINISTRATIVE SERVICES DIRECTOR PURCHASING OFFICER/BUYER INFORMATION SYSTEMS (CONTRACT) ACCOUNTING SPECIALIST SENIOR ACCOUNTING TECHNICIAN REVENUE COLLECTION SPECIALIST ACCOUNTING TECHNICIAN I (2) ACCOUNTING SUPERVISOR IT MANAGER SENIOR ACCOUNTANT SENIOR ACCOUNTING TECHNICIAN ACCOUNTANT ACCOUNTANT Attachment No. 3 ADMINISTRATIVE SERVICES DEPARTMENT Proposed Organization Chart ADMINISTRATIVE SERVICES DIRECTOR PURCHASING OFFICER/BUYER INFORMATION SYSTEMS (CONTRACT) ACCOUNTING SPECIALIST SENIOR ACCOUNTING TECHNICIAN REVENUE COLLECTION SUPERVISOR ACCOUNTING TECHNICIAN I (2) ACCOUNTING SUPERVISOR IT MANAGER SENIOR ACCOUNTANT SENIOR ACCOUNTING TECHNICIAN ACCOUNTANT ACCOUNTANT