Job Descriptions

DEFINITION

Under general supervision provides technical, financial, statistical and other analytical support; performs research and special project management; supervises sensitive, confidential specialized record maintenance; oversees and ensures legal compliance and budgetary expenditures; supervises staff; and may fulfill other assignments in functional areas such as supervising various other administrative, accounting or technical functions. The incumbent may be required to assist in public activities or meetings, and coordinate with other service areas, agencies, committees, boards, and commissions. Performs other job related work as required.

This position is designated management for Labor Relations purposes and is considered exempt under the Fair Labor Standards Act (FLSA).

SUPERVISION RECEIVED AND EXERCISED

General supervision is provided by a Department Director as assigned. The job incumbent provides direct supervision to subordinate level technical staff within assigned service area.

DISTINGUISHING CHARACTERISTICS

This is a manager classification responsible for the supervision of discrete sub-divisional organizational component(s) and programs/functions within a department as determined by the Department Director, City Manager or City Council. Exercises policy interpretation and application for assigned program/functional area. The incumbent is expected to demonstrate technical competence while working as a team member and exercise independent judgment in a number of confidential and sensitive assignments. Duties and responsibilities are performed in accordance with municipal codes, ordinances, City policy, and related regulating entities.

ESSENTIAL FUNCTIONS Duties may include, but are not limited to:

• Supervises complete payroll process; provides required employee notices related to payroll; ensures payroll is accurate and timely and meets all legal requirements; processes electronic payroll deposits and oversees issuance of checks and statements.
• Generates and balances tax payments and tax reports, including processing W2’s; provides financial submission of data to appropriate federal and state agencies.
• Oversees and processes payments for deferred compensation plans and other benefit and retirement related plans; negotiates and monitors contracts, changes and costs.
• Manages and processes payments and projects for all employee Insurance Trust Funds (TCEA, Management/Confidential, Fire and Police); works with actuarial on updates and changes for Trust Funds.
• Manages, sets up Plan Documents and processes all new Vantage Care retiree health plans that are negotiated with MOU’s by bargaining unit; processes plan changes and keeps City abreast of IRS and plan changes; processes semi-monthly payments and updates document plans with employee changes and retirements; determines if withdrawals are within plan document rules and approves withdrawal forms for those that are.
• Manages information technology infrastructure, architecture, systems, networks, software and resources across multiple platforms.
• Supervises City GIS under Information Technology department, including design, implementation, update and development of new processes for GIS; plans and meets with departments to assess needs; works with outside vendors to develop and implement new processes.
• Provides appropriate and timely solutions to individual, inter-divisional and system-wide information technology problems or complaints; ensures communication of changes in equipment, software, systems and processes to staff in clear, timely and appropriate manner.
• Plans, establishes and oversees operational protocols and standards for information technology systems, including system security, backup and recovery activities.
• Oversees the selection, testing, timely acquisition and installation of needed software, hardware, facilities and other information technology related equipment, systems and materials; maintains and monitors inventory of needed items.
• Meets with departments to determine software needs and coordinates with vendors to find solutions, including programming on i-Series (also known as AS400); coordinates maintenance plan for computers, including minimum specifications, requirements, and funding costs for replacement computers.
• As it relates to payroll, works closely with Human Resources department on employee policies, FMLA, Long Term Disability, PERS disability retirements, MOU implementation, active health insurance plan, retiree and Cobra health plans, Section 125 plans, employment retirement and terminations.
• Provides specialized support services and supervision within assigned area.
• Performs research, compiles data, and conducts studies, as assigned.
• Prepares a variety of technical reports, including reports for City Council, City Manager and Department Director; develops, recommends, implements and documents policies and procedures.
• Assists with audits or requests for information by providing research and reports, as needed.
• Prepares specialized budgets related to assigned activities; assists in budget implementation; organizes and prepares department’s Annual Report; participates in budget forecasts; alerts Director of problems detected in budget related to planned programs, projects or expenditures.
• Researches, prepares, submits, reviews, coordinates and follow up on grant requests from state and federal funding sources or other contracts or agreements, as assigned; ensures insurance and other requirements are met.
• Orders or purchases and distributes or assigns materials, equipment or supplies; maintains related records and inventories.
• Reviews and submits semi-monthly payroll variances for department or assigned staff.
• Provides, assists with or coordinates training to others, as needed.
• Supervises staff including provision of timely performance evaluations; recommends and implements approved discipline; provides staff development; and maintains high standards necessary for efficient, professional operations.
• Builds and maintains respectful, positive working relationships with staff, supervisors, outside agencies and the public using principles of good customer service; provides effective conflict resolution, as needed.
• Models appropriate professional managerial conduct; maintains appropriate confidentiality of sensitive information; complies with and supports City policies and procedures, labor laws, and MOU provisions.
• Attends assigned meetings and training; interacts with outside agencies and commissions; participates in teams, or committees, as needed.
• Ensures staff works in a safe manner; follows safety requirements; monitors and ensures compliance with regulations and other legal requirements.
• Plans, develops and implements or directs the implementation of goals, objectives, policies and priorities relating to multi-department and City-wide information technology and payroll programs and functions.
• Establishes and coordinates a variety of committees and other work groups involved in the development and implementation of information technology and payroll programs, systems and procedures and policies.
• Performs other duties, as assigned.

QUALIFICATIONS

Knowledge of:

• Required training and certification requirements related to assigned program area.
• Technical and operational aspects of assigned function or program area.
• Statistical methods and principles.
• Modern office procedures, and methods including computer equipment, word processing, spread sheet, data base, graphic presentations and other needed specialized software applications, and internet and electronic communication usage and methods.
• Principles of financial record keeping and reporting; auditing; technical report writing and grant writing.
• Budgeting procedures and techniques.
• Principles and practices of supervision, staff selection, training and personnel management.
• Principles of effective record, file and archival management related to area of assignment.
• Principles of effective time management.
• Safe work practices and related regulations.
• Principles of conflict resolution and excellent customer service.
• Provisions, principles and practices of municipal structure and organization.
• Applicable federal, state and local laws, regulations and guidelines.

• Principles and practices of business office automation and information technology analysis and design, including network infrastructure, application systems, software, hardware, database administration and operating systems.
• Common application programming languages.
• Security systems and methodologies for network computer and communications systems.
• Troubleshooting techniques used in resolving operational problems with computer networks, operating systems, software and hardware.
• Modern governmental accounting and financial practices, procedures and standards related to payroll and related accounting functions.

Ability to:

• Understand and comply with complex state and federal regulations, laws, codes, policies as related to assigned program area.
• Perform research; compile and analyze data and prepare technical reports.
• Understand City processes and procedures and specific requirements of assigned program area.
• Diagnose and troubleshoot complex problems and provide and coordinate appropriate solutions.
• Work with and control sensitive and confidential information and ensure security for assigned program area.
• Create and maintain accurate and detailed record keeping systems.
• Facilitate and coordinate meetings or training.
• Develop and implement policies and procedures.
• Estimate, track and project revenues and expenditures.
• Plan, initiate, manage and complete complex and multiple simultaneous work assignments or projects with a minimum of direction.
• Research and write complex loan, grant and program documents and monitor processes, as assigned.
• Oversee contracts and legal agreements for requirements and compliance.
• Work irregular hours, which may include late night meetings.
• Lead, manage, evaluate and train personnel effectively and maintain discipline.
• Organize, implement and supervise assigned program goals and City objectives.
• Use computer and needed programs in a highly effective manner.
• Organize, analyze, manage and implement a variety of programs.
• Prepare, forecast and administer a budget.
• Establish and maintain respectful, effective and cooperative working relationships with those contacted in the course of work.
• Communicate effectively, orally, electronically and in writing.

EXPERIENCE AND EDUCATION

Experience:

Three years of increasingly responsible technical, administrative or analytical experience in a public agency in related function areas or any experience that would have provided the opportunity to develop the required skills, knowledge and abilities.

Education and Training:

Equivalent to a Bachelor’s degree from an accredited college or university with significant course work in the areas of Business Administration, Public Administration, or related fields.

LICENSE AND/OR CERTIFICATE

Possession of a valid California Driver’s License in the category necessary to perform essential duties of the position may be required at the time of appointment. Maintenance of a valid California Driver’s license and proof of automobile liability insurance is a condition of continued employment.

DESIREABLE QUALIFICATIONS

Certified Netware Engineer (CNE), is desirable.

Microsoft Certified Engineer (MSCE), is desirable.

Vision adequate to operate vehicles and office equipment, read instructions and follow directions; hearing adequate to converse on telephone and in person; body mobility adequate to drive and perform required office duties including reaching and bending for files and related office items; use of hands and fingers adequate for operating vehicles, writing, typing, computer, copier, and fax machine and related functions; ability to lift office files, binders and small office equipment, as needed.

Reviewed and Approved:

______________________________

Personnel Officer

______________________________

Date

November 2006

February 2008