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HomeMy WebLinkAboutCity Council - 2013-56 RESOLUTION NO. 2013-56 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF HUNTINGTON BEACH AMENDING THE CITY'S CLASSIFICATION PLAN BY ADDING THE JOB CLASSIFICATIONS OF PAYROLL SPECIALIST AND BUILDING MANAGER AND ESTABLISHING THE COMPENSATION WHEREAS, the City Council of Huntington Beach wishes to amend the City's Classification Plan; and The provisions of Personnel Rule 12-4 have been complied with, in that the changes to the City Classification Plan were considered by the Personnel Commission during a public hearing on August 21, 2013 and on September 18, 2013. The Commission voted to recommend to the City Council that the City's Classification Plan be amended to include the classifications of PAYROLL SPECIALIST and BUILDING MANAGER. NOW, THEREFORE, the City Council of the City of Huntington Beach does hereby resolve that the Classification Plan be amended to add the job classification of PAYROLL SPECIALIST and establish compensation at Range 554 ($5,989.20 - $7,420.73) as set forth in Exhibit A which is attached hereto and incorporated by this reference and BUILDING MANAGER and establish compensation at Range 644 ($9,384.00 - $11,625.00) as set forth in Exhibit B which is attached hereto and incorporated by this reference. PASSED AND ADOPTED by the City Council of the city of Huntington Beach at a regular meeting thereof held on the 21st dayof October, 2013. e ayor REVIEW APPROVED: APPROVED S TO FORM: 1 � Fred ' sPn, City Manager Jennifer McGrath, City Attorney OV D: irector o Human Resources Exhibit A - Resolution No. 2013-56 Su iig CITY OF HUNTINGTON BEACH = �y -CLASS SPECIFICATION TITLE: PAYROLL SPECIALIST PERSONNEL COMMISSION APPROVAL: AUGUST 21, 2013 COUNCIL APPROVAL: OCTOBER 21, 2013 JOB CODE: 0458 EMPLOYMENT STATUS: REGULAR FULL-TIME UNIT REPRESENTATION: MEA FLSA STATUS: NON-EXEMPT DUTIES SUMMARY Under general direction, performs a variety of difficult, complex, technical accounting work in the preparation and maintenance of an automated payroll system; including, payroll administration, processing, reporting and recordkeeping; regulatory compliance, and implementation of.technical accounting principles and procedures; performs other related duties as required. DISTINGUISHING CHARACTERISTICS The Payroll Specialist is an advanced journey-level classification and is distinguished from the Senior Payroll Technician by the performance of a variety of difficult, complex and specialized payroll accounting related tasks. The incumbent is expected to perform a full range of broad and complex duties, and works independently based upon specialized knowledge of payroll accounting functions and practices. EXAMPLES OF ESSENTIAL DUTIES ® Oversees and participates in the input of bi-weekly payroll processing; reviews payroll generated reports for accuracy; edits and corrects errors and balances payroll postings; generates manual paychecks and processes direct deposits; processes special check runs as needed ® Evaluates and reviews department data and time records and resolves inconsistencies to ensure conformance with MOU's, policy, regulations, resolutions, California Public Employee Retirement Systems (CalPERS) requirements and state and federal laws Reconciles payroll and tax withholding records; timely prepares and submits state and federal reports;.prepares W-2 forms and reports, processes insurance and other miscellaneous payroll-deductions related to deferred compensation and/or other related employee benefit programs Exhibit A - Resolution No. 2013-56 CITY OF HUNTINGTON,BE .CLASS SPECIFICATION TITLE: PAYROLL SPECIALIST DATE: JULY 2013 • Prepares reports and reconciliations of employment and payroll records; participates in year-end closing as it relates to payroll; prepares and records journal entries for payroll accruals and records • Updates salary, benefit, tax and related tables, reports, and schedules; audits payroll procedures to identify and develop system changes; .works with Information Services to evaluate and implement system modifications and improvements, tests and implements payroll system updates • Interprets FLSA and other payroll-related state and federal tax regulations, and assists management in interpreting and applying regulations regarding FMLA, ADA, Section 125 benefits, CaIPERS, Workers' Compensation, Unemployment Insurance and Deferred Compensation programs • Prepares, processes and edits insurance and other payments as required to facilitate employment, terminations, retirements, and deferred compensation • Develops spreadsheets, worksheets, manuals, policies and procedures for a variety of payroll related practices and activities; develops and coordinates payroll schedules with department timekeepers • Responds to data requests for payroll records and information,- researches data requests from auditors, vendors and employees; complies with court-issued data and payroll information requests; processes wage garnishments and tax levies • Maintains knowledge of the City's timekeeping system, payroll procedures and accounting, relevant legislative changes to rules, regulations and requirements, attends specialized training, workshops, and seminars to maintain currency in payroll tax law and CalPERS system requirements • Updates payroll database due to changes in collective bargaining agreements, classifications, salary schedules, salary adjustments, and modifications to wage rates • Maintains the integrity of payroll files and the confidentiality of payroll, employment, and benefits information; provides work direction, technical guidance and training to others assisting with the payroll function The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. Management reserves the right to add, modify, change or rescind work assignments as needed. Page 2 of 5 Exhibit A - Resolution No. 2013-56 S' icy _ CITY OF HUNTfNGTON BEACH CLASS SPECIFICATION TITLE: PAYROLL SPECIALIST DATE: JULY 2013 MINIMUM QUALIFICATIONS: Knowledge of: — Principles and practices of payroll accounting preparation and reporting; methods and techniques of payroll processing; — Principles and procedures of financial record keeping and reporting; — Federal and State laws related to payroll and tax accounting; — Federal Labor Standards Act (FLSA) and rules related to eligibility and calculation of overtime and compensatory time; CalPERS retirement and deferred compensation; — Automated timekeeping system software, and payroll system software-, Ability to: — .Perform payroll accounting functions; prepare and reconcile journal entries; prepare and reconcile various payroll, accounting and financial records; prepare clear and concise financial reports; apply payroll accounting principles to the maintenance of voluminous payroll transactions, prepare a variety of specialized payroll-related reports and statements — Calculate percentages, fractions, decimals and ratios, interpret descriptive statistical reports and/or formulation data; compare, count, differentiate, measure, sort, assemble, copy, record, classify, compute, tabulate and categorize payroll-related data and information; — Analyze data and information using established criteria; utilize and interpret payroll and tax regulations, City policies, memorandums of understanding, state and federal laws and codes, ordinances and resolutions; — Reconcile payroll and related accounts between the City's timekeeping, accounting, and CalPERS automated systems — Exercise judgment, and decisiveness as required in evaluating information; exercise tact and diplomacy in dealing with sensitive and complex payroll issues-, make sound recommendations on payroll-related issues; evaluate alternatives and make appropriate recommendations; discern issues requiring policy determination by superiors-, — Establish and maintain effective working relationships with staff and external contacts; — Communicate effectively both orally and in writing; — Maintain confidentiality of employee-related information; — Act as lead over the payroll function; train other payroll staff; participate in the selection and oversight of staff assigned to the payroll function; Page 3of5 Exhibit A - Resolution No. 2013-56 CITY OF HUNTINGTON BEACH F f CLASS SPECIFICATION. TITLE: PAYROLL SPECIALIST DATE: JULY 2013 — Operate modern office equipment, including computer hardware and software; use of a variety of software applications including spreadsheet and database programs; specialized payroll and tax accounting software; electronic data management. Education: Bachelor's Degree from an accredited college or university in Accounting, Finance, Business, or a related field, including training in payroll, bookkeeping and accounting. Experience: Three years progressively responsible computerized payroll processing experience for a public-sector agency. Supervisory experience desirable. Certifications/License: A valid California drivers' license and an acceptable driving record are required by time of appointment. Fundamental Payroll Certification preferred; Certified Payroll Professional desirable PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS: Incumbents must be able to meet the physical requirements of the class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed. Work involves the performance of duties within an office environment that requires the ability to exert a minimal to moderate degree of physical effort. Office work is sedentary to light, involving movement from one area of the office to another; requires the ability to sit for prolonged periods, reach, twist, lean, and lift files (up to 35 Ibs.); frequent use of computer keyboard, monitor, mouse and related peripheral equipment. Requires grasping, repetitive hand movement, and fine motor coordination in the use of computer equipment. Near vision required in reading correspondence and statistical data. Acute hearing required while providing telephone service and communicating in person. Reasonable accommodation for an individual with a qualified disability will be considered on a case-by-case basis. SPECIAL CONDITIONS Employees regularly assigned/required to drive a city or personal vehicle in the course and scope of work shall be required to participate in the DMV Employer Pull Notice program; due to the performance of field duties that may require operation of a City vehicle. Page 4 of 5 Exhibit A - Resolution No. 2013-56 S i CITY`OF HUNTINGTON BEACH CLASS SPECIFICATION " TITLE: PAYROLL SPECIALIST DATE: JULY 2013 Public Employee Disaster Service Worker: In accordance with Government Code Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster. Est.8/2013 Page 5 of 5 Exhibit B - Resolution No. 2013-56 CITY OF.HUNTINGTON BEACH ` 4 Su iW =' �. r ryCLASS SPECIFICATION. TITLE: BUILDING MANAGER PERSONNEL COMMISSION APPROVAL: SEPTEMBER 18, 2013 COUNCIL APPROVAL: OCTOBER 21, 2013 JOB CODE: 0598 EMPLOYMENT STATUS: REGULAR FULL-TIME UNIT REPRESENTATION: MEO kSA STATUS: EXEMPT DUTIES SUMMARY Under administrative direction, oversees the operations, services and activities of the Building Division within the Planning and Building Department; serves as the City's Building Official. DISTINGUISHING CHARACTERISTICS This is a division manager position in the Planning and Building Department having overall responsibility for the administration and interpretation of a variety of Federal, State and Municipal codes related to building inspection, plan check services, permitting and code enforcement. Work is performed under the direction of the department director. Building Manager exercises supervision over assigned technical, professional and clerical staff. EXAMPLES OF ESSENTIAL DUTIES • Provides overall management of the Building Division, oversees the work of staff engaged in building inspections, plan check services, permit issuance, and code enforcement activities • Applies advanced and complex technical knowledge in the review of plans and specifications for conformance to the requirements of building and other requisite codes, ordinances, and/or regulations adopted by the city • Develops and implements division goals and objectives; recommends new policies and procedures and implements changes to existing operational policies and procedures • Develops and administers the division budget; monitors expenditures-, • Prepares written and oral presentations for the City Council, city administration, business and civic organizations regarding division projects and activities • Directs the plan review of complex buildings and structures to determine compliance with pertinent codes, requirements and standards Page 1 of 4 Exhibit B - Resolution No. 2013-56 41 CITY OF HUNTINGTON BEACH 5n z CLASS SPECIFICATION TITLE: BUILDING MANAGER • Interacts with architects, engineers, designers, contractors and homeowners concerning pertinent building regulations, local building codes, State and Federal laws related to building, building safety standards and construction practices • Assigns work activities, projects and programs; monitors work flow; reviews and evaluates work products, methods and procedures • Selects, trains, motivates and evaluates work of assigned personnel; provides or coordinates staff training; works with employees to correct deficiencies; implements discipline procedures • Responds to difficult and complex inquires, disputes and complaints related to permitting, building codes and regulations • Recommends and drafts model code and ordinance changes • Prepares reports and provides systematic identification and assessment of earthquake hazards in existing structures and new construction • Plans, directs and operates the Building & Safety emergency/disaster response program for building safety assessment and public assistance • Acts as liaison between the division and other City divisions and department, and outside agencies; administers and directs coordination with fire and health agencies as required; serve as staff on a variety of committees as assigned; participate in professional organizations related to assignment • Provides technical and administrative assistance to the Planning and Building Director • Administers, interprets and enforces the provisions of the building codes, municipal regulations and other applicable codes as they relate to building inspection and plan check matters • Conducts operational studies, develops and presents reports, memoranda, letters and other forms of correspondence • Performs other related duties as required. The preceding duties have been provided as examples of the essential types of work performed by positions within this job classification. Management reserves the right to add, modify, change or rescind work assignments as needed. MINIMUM QUALIFICATIONS: Any combination of education, training, and experience that would likely provide the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical combination includes: Knowledge of: • Pertinent Federal, State and local laws, codes and regulations including California Building, Plumbing; Mechanical, Electrical and Fire Codes • Municipal codes, zoning plans, ordinances regulations enforceable by the City Page 2 of 4 Exhibit B - Resolution No. 2013-56 .CITY O.F HUNTI.NGT61 BEACH CLASS SPECIFICATION TITLE: BUILDING MANAGER • Professional standards, principles, and practices of building plan checking, inspections, permitting, and code enforcement • Building construction methods and materials, principles of structural design, engineering statistics, advanced mathematics and building inspection; • Adopted building code, disability and energy regulations and other applicable legislation • Principles and practices of public policy, organization, management, administration, budgeting, effective supervision, training and personnel management • Principles and practices of supervision • Modern office procedures and methods • Quality customer service practices • Safety issues and liability reduction Ability to: • Exercise management authority over staff engaged in building inspections, plan check services, permit issuance, and code enforcement activities • Administer and conduct a variety of building plan check and related code activities; prepares or directs the preparation of enforcement complaints for legal action regarding code violations • Analyze and categorize and information, evaluate problems and identify alternative solutions, project consequences of proposed actions and recommend implementation options • Read, interpret and analyze construction plans, blueprints, manuals and specifications; utilize consulting and advisory data and information involving technical, legal, economic, operational and organizational analytics • Develop and modify departmental budgets, policies, procedures and regulations • Exercise sound judgment, decisiveness and creativity in the performance of complex technical and analytical review processes and oversight of division programs; communicate effectively both orally and in writing • Write detailed reports, recommendations, correspondence and specifications; develop and effectively manage contractual agreements • Establish and maintain cooperative and effective working relationships with those contacted in the course of work • Manage and direct staff, ensure professional work standards are met, deliver quality customer service • Act as custodian of records for Building Code Enforcement, Permitting and Plan Check Education: A Bachelor's degree from an accredited college or university in civil or structural engineering, architecture, construction technology or other directly related Page 3 of 4 Exhibit B - Resolution No. 2013-56 CITxOF HUNTINGTON Y BEACH Su ity {< . CLASS SPECIFICATION TITLE: BUILDING MANAGER field. A Master's degree desirable. Experience: Five (5) years of increasingly responsible experience performing building plan checking, building inspection, or municipal building construction, including two (2) years' experience in a supervisory capacity. License/Certificate: A valid California Class C driver's license with an acceptable driving record required by time of appointment. Certification by the International Code Council (ICC) or an equivalent nationally recognized organization as a Building Plans Examiner and as a Certified Building Official required. State of California registration as a Professional Engineer (PE) desirable. PHYSICAL TASKS AND ENVIRONMENTAL CONDITIONS The incumbent must be able to meet the physical requirements of the class and have mobility, balance, coordination, vision, hearing and dexterity levels appropriate to the duties to be performed. Ability to coordinate eyes, hands, feet and limbs in performing semi-skilled movements such as drawing and data entry. Work is performed indoors and outdoors. The incumbent uses a computer keyboard and related equipment, sits, stands, walks, climbs, stoops, crouches, twists, bends, pushes, pulls, reaches, grasps, lifts and moves tools and equipment weighing 50 pounds or less. When work is performed outdoors, there is full exposure to various weather and temperature conditions. Exposure to noise, dust, grease, smoke, fumes and gases; work at heights and/or in confined spaces. Requires sufficient physical ability and mobility to stand or sit for prolonged periods, walk on uneven terrain, loose soil, and sloped surfaces. Must utilize approved safety equipment and protective gear, including but not limited to, hard hats, respirators and/or hearing protective devices. Reasonable accommodation(s) for an individual with a qualified disability will be considered on a case-by-case basis. SPECIAL CONDITIONS Employees regularly assigned/required to drive a city or personal vehicle in the course and scope of work shall be required to participate in the DMV Employer Pull Notice program; due to the performance of field duties that may require operation of a City vehicle. Public Employee Disaster Service Worker- In accordance with Government Code. Section 3100, all Huntington Beach city employees are required to perform assigned disaster service worker duties in the event of an emergency or a disaster. Est. 09/18/13 Page 4of4 Res. No. 2013-56 STATE OF CALIFORNIA COUNTY OF ORANGE ) ss: CITY OF HUNTINGTON BEACH ) I, JOAN L. FLYNN the duly elected, qualified City Clerk of the City of Huntington Beach, and ex-officio Clerk of the City Council of said City, do hereby certify that the whole number of members of the City Council of the City of Huntington Beach is seven; that the foregoing resolution was passed and adopted by the affirmative vote of at least a majority of all the members of said City Council at a Regular meeting thereof held on October 21, 2013 by the following vote: AYES: Sullivan, Hardy, Harper, Boardman, Carchio, Shaw, Katapodis NOES: None ABSENT: None ABSTAIN: None CityL-Clerk and ex-officio Berk of the City Council of the City of Huntington Beach, California