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2000/01/11 City Council Resolution (12)RESOLUTION NO. 2000 -13 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK AUTHORZING CERTAIN CLASSIFICATIONS AND SALARY ADJUSTMENTS FOR CITY POSITIONS WHEREAS, the City accomplished a review and study of the positions listed below; and WHEREAS, the City Manager has reviewed said positions and has determined the Class Title, Range, Salary and Class Specification; and NOW, THEREFORE, BE IT RESOLVED by the Rohnert Park City Council that the Class Title, the Range and Salary listed below and the Class Specification for Finance Services Manager, which is attached to this Resolution by reference, are hereby approved. The reallocation of the Office Assistant II position in the Recreation Department to Secretary I is approved. The Class Title and the Class Specification for Senior Programs Coordinator, which is attached to this Resolution by reference, are hereby approved. CLASS TITLE RANGE MONTHLY SALARY Finance Services Manager 92 X $5,101 - $6,200 Senior Programs Coordinator 66X $2,765 - $3,360 DULY AND REGULARLY ADOPTED this 11`" day of January 2000. CITY OF ROHNERT PARK ryor FLORES: AYE REILLY: AYE SPIRO: AYE MACKENZIE: AYE VIDAK- MARTINEZ: AYE AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0) City of Rohnert Park FINANCE SERVICES MANAGER DEFINITION Plans, organizes and supervises the City's revenue and collection activities; performs advanced professional accounting and auditing functions; designs and implements policies, programs, accounting and monitoring systems and performs special projects as assigned; performs other work as assigned. DISTINGUISHING CHARACTERISTICS The Finance Services Manager has responsibility for effectively overseeing the City's revenue collection activities including establishing and implementing policies, supervising staff and ensuring proper billing and accounting for revenue. The incumbent appears court and must deal with the public in situations relating to delinquencies, disputed claims, credit and collections that require great diplomacy and resourcefulness to resolve. The Finance Services Manager has discretion to decide how to apply regulations to specific situations, to develop and implement collection strategies and to impose or waive penalties. Using accepted accounting principles and procedures, the incumbent is expected to manage assigned financial functions and perform complex accounting, auditing and analysis work to accurately record and report the City's financial condition. SUPERVISION RECEIVED/EXERCISED The general direction is provided by the Finance Director /City Treasurer. The incumbent directly supervises finance services staff engaged in utility billing, business licensing, animal licensing, accounts payable and other assigned functions of the Finance Department. The incumbent is expected to provide direct assistance to the Finance Director and act in his /her absence. ESSENTIAL DUTIES Develops and directs the implementation of goals, objectives, policies and work standards for assigned areas of responsibility; plans, organizes, directs, supervises, and reviews the city's billing and revenue collection operations and other assigned areas of responsibility; trains, supervises and evaluates work of assigned staff, participates in the selection of staff, schedules work and solves problems; prepares or directs the preparations of account reconciliations, annual reports, audit: schedules, claims and budget schedules; analyzes major accounts and prepares monthly reconciliation of subsidiary accounts to General Ledger; coordinates and performs the City's collections and bankruptcy activities; works with the Probation Department, Youth and Family Services, District Attorney and City Attorney as necessary; develops collection strategies; manages the collection process; reviews small claims paperwork and represents the City in small claims court; reviews bankruptcy notifications, determines and prepares proof of City's claims; controls, updates and maintains fixed asset system; develops, coordinates, administers and reviews systems Page 2 of 3 and programs to meet special needs or to enhance the City's revenue collection efforts, designs and performs internal and external audits, analyzes and evaluates operations, systems and financial data; identifies inaccuracies, misclassification of funds or inefficiencies and suggests corrective measures; manages the administration and accounting for special programs, i.e. parking enforcement; researches costs of City services and compares with fees charged; updates fee schedule and notifies users; researches costs of projects and writes summaries; prepares year -end schedules and annual reports, State Controller's report and other annual financial reports; prepares resolutions and ordinances; prepares claims for reimbursements from State for costs of enforcing mandated programs; develops revenue forecasts and expenditure projections in conjunction with budget and financial issues; assists others in Finance Department in solving accounting problems and responds to inquiries from various sources; acts in the absence of the Finance Director. OTHER DUTIES Works on special projects requiring financial analysis, performs a variety of studies, analyses and special projects relating to organization, systems, procedures, cost - effectiveness and financial legislation as assigned by Finance Director. QUALIFICATIONS Experience/Education/Trainin Sufficient experience, education, and training to perform professional finance, accounting and auditing work and to supervise accounting personnel engaged in the revenue collection and payable functions of a City finance department. A typical way to obtain the required qualifications is to possess the equivalent of a Bachelor's Degree from an accredited college or university with at least twelve semesters or equivalent quarter units in accounting or business administration or possession of a Certified Public Accountant Certificate recognized by the Califbrnia Board of Accountancy and two years of responsible professional accounting and auditing work supplemented by experience in supervising clerical finance services staff. Experience in a public sector agency is desirable. Knowledge /Skill /Ability Thorough knowledge of Generally Accepted Accounting and Auditing Standards; principles and practices of general, fund, and government accounting and reporting; of standard financial office procedures, practices and equipment; computerized accounting and information systems; effective employee supervision, training and evaluation; budget preparation and administration; IRS regulations, vehicle code, collection and bankruptcy laws and other laws, codes and regulations governing the financial operations of the City. Ability to apply accounting principles and practices to a wide variety of standard and non- standard transactions; perform complex mathematical calculations with speed and accuracy; use spreadsheets and other computer applications related to financial operations; Page 3 of 3 set up, maintain, and reconcile financial transaction records; prepare a variety of financial statements, reports and analyses with supporting statistics and data; analyze and evaluate operations, systems and financial data, detect inaccuracies or inefficiencies and suggest corrective action; analyze needs and develop and implement systems or programs to meet them; deal diplomatically with the public, especially in difficult situations such as those dealing with collections and small claims; plan and coordinate the work of others; train and supervise others and evaluate their work. Working Conditions Position requires prolonged sitting in the performance of daily duties and frequent repetitive keyboarding motion for inputting data and preparing reports and other documents. The position also requires walking, standing, stooping, some pushing, dragging, light and heavy lifting while obtaining and returning journals, printouts or boxes of paper and documents. The incumbent often juggles multiple tasks, works under pressure of deadlines and with frequent interruptions. 1/11/00 City of Rohnert Park SENIOR PROGRAMS COORDINATOR DEFINITION Performs a variety of Senior Center activities; participates in planning and organizing programs and activities for seniors; develops and coordinates fundraising events; distributes information to the public; compiles and prepares reports; performs other work as required. DISTINGUISHING CHARACTERISTICS The Senior Programs Coordinator is expected to perform a variety of duties related to senior activities and programs including organizing, coordinating events and programs at the Senior Center and maintaining records and databases related to program participation. Incumbents may be required to provide back -up for other Senior Center staff. A Senior Programs Coordinator should enjoy working with senior citizens and be able to demonstrate patience and a sense of humor when necessary. The class is distinguished from the Senior Programs Specialist which oversees the operations of the Senior Center. SUPERVISION RECEIVED/EXER,CISED General supervision is provided by a Senior Programs Specialist. This position oversees assigned volunteers. EXAMPLES OF DUTIES Oversees a variety of programs and activities at the Senior Center; responds with information and referrals to a variety of inquiries about senior activities and programs; attends meetings related to Senior activities and programs; compiles and prepares monthly reports and statistics; develops and coordinates fundraising events; recruits, trains, schedules, and oversees volunteers; participates and chairs various committees; writes articles for newsletters; prepares and distributes flyers and press releases; schedules a variety of activities and events; maintains mailing lists; maintains a variety of records for reporting fiscal, statistical and other information; maintains inventory of informational material. May perform a variety of office and clerical functions, including, but not limited to, typing, filing, copying, receiving and screening calls as needed. QUALIFICATIONS Experience/Education/Trainin Sufficient experience, education, and training to perform the duties of a Senior Programs Coordinator. A typical way to obtain the required qualifications is to possess the equivalent of two years of experience in recreation, cultural, or other senior programs that included coordinating fund- raising events and preparing promotional materials. Page 2 of 2 Knowledge /Skill/Ability Knowledge of principles and concepts of senior recreational programs and activities; senior abuse reporting guidelines; basic principles of marketing and public relations; fundraising techniques; proper English usage, spelling, grammar and punctuation; basic mathematics; modern office practices, basic fiscal record keeping techniques. Ability to recruit and motivate volunteers; communicate effectively with persons of all ages and from a variety of backgrounds; prepare clear and concise publicity materials and reports; maintain records and databases; coordinate fund- raising activities; follow oral and written directions; establish and maintain cooperative working relationships including those in the business community and non - profits; think clearly and act quickly in emergency or unusual situations; organize and prioritize work; keep supervisor up -to -date on the status of projects; compile information and prepare accurate reports; problem solve and handle complaints quickly and positively; maintain courteous and tactful, but professional relationships with the public and representatives of other agencies. Working Conditions Position requires prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting, and stooping in the performance of daily activities. The position also requires grasping, repetitive hand movement, and fine coordination in the preparing of statistical reports and data, using a computer key board. Additionally, position requires near vision using the computer, and hearing is required when providing phone and counter service. The need to lift, drag, and push files and computer reports weighing up to 15 pounds also is required. The position works with seniors and the general public who may, at times, become ill or need special attention. LICENSE /CERTIFICATE Possession of a Class C California driver's license by date of appointment. 1/11/00