01-19-2021 - AGENDA ITEM 25 CONSIDERATION OF REPEAL AND REPLACEMENT OF ASSISTANT FINANCE DIRECTOR JOB DESCRIPTION AND ADJUST PAY GRADEAGENDA ITEM NO.25
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: January 19, 2021
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF REPEAL AND REPLACEMENT OF ASSISTANT FINANCE
DIRECTOR JOB DESCRIPTION AND ADJUST PAY GRADE
RECOMMENDATION:
Staff and the Human Resources Commission recommend that the City Council approve to repeal and replace
Assistant Finance Director job description and adjust the pay grade, by adopting the following resolution:
RESOLUTION NO.2021-09 - A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
WEST COVINA, CALIFORNIA, APPROVING THE REPEAL AND REPLACEMENT OF THE
ASSISTANT FINANCE DIRECTOR CLASS SPECIFICATIONS AND ADJUSTING THE PAY
GRADE FOR SAID CLASSIFICATION
BACKGROUND:
As part of the City's ongoing process of maintaining its position classification plan, the Human Resources
Department, as needed, reviews job descriptions and/or pay grades to ensure that our position specifications
and compensation are in alignment with current demands and comparable with similar classifications within
the public sector labor market.
DISCUSSION:
Staff has made minor changes such as formatting, and wordsmith to the Assistant Finance Director job
description, and recommending that the proposed pay grade is as follows:
Steps 11
13
15
Monthly 110,970
111,518
112,094
112,699 113,334
Annual 1131,640
1138,216
1145,128
1152,388 1160,008
LEGAL REVIEW:
The City Attorney's Office has reviewed the resolution and approved it as to form.
OPTIONS:
The City Council has the following options:
1. Approve the Human Resources Commission's recommendation; or
2. Provide alternative direction.
Prepared by: Helen Tran, Director of Human Resources/Risk Management Department
Fiscal Impact
FISCAL IMPACT:
Due to vacancies in the finance department during the current fiscal year, the salary savings in the finance
department's budget is adequate to firnd the proposed salary change for this position.
Attachments
Attachment No. 1 - Assistant Finance Director Class Spec Proposed
Attachment No. 2 - Assistant Finance Director Class Spec Current
Attachment No. 1 - Resolution No. 2021-09
CITY COUNCIL GOALS & OBJECTIVES: Achieve Fiscal Sustainability and Financial Stability
Attachment No. 1
PROPOSED
CITY OF WEST COVINA
JOB CLASSIFICATION
Class Title:
ASSISTANT FINANCE DIRECTOR
Bargaining Unit:
MID -MANAGEMENT
Class Code:
ASST FIN DIR
Salary Grade:
MMXXX
Salary:
$131,640.00-$160,008.00 Annually
FLSA:
EXEMPT
Date Updated:
JOB SUMMARY
Under general direction from the Finance Director, supervises and manages the Finance
Department; assists in developing and implementing financial planning, investments, debt
management and budgeting procedures; evaluates, develops and implements accounting
systems and procedures; and, provides direct supervision over professional, technical, and
clerical personnel as assigned.
ESSENTIAL FUNCTIONS
The duties listed below are intended only as illustrations of the various types of work that may
be performed. The omission of specific statements of duties does not exclude them from the
position if the work is similar, related or a logical assignment to this class.
1. Assists the Finance Director in managing the services and activities of the Finance
Department, including supervision of staff, general accounting, grant accounting,
budgeting, purchasing, cashiering services, business licensing, information
technology, and treasury functions and services; directs and oversees the work of
designated functions of the Department.
2. Participates in managing the development and implementation of departmental goals,
objectives and priorities for each assigned service area
3. Develops and administers policies and procedures.
4. Participates in establishing appropriate service and staffing levels.
5. Monitors and evaluates the efficiency and effectiveness of service delivery methods
and procedures.
6. Allocates resources accordingly.
7. Selects, trains, motivates, and evaluates assigned personnel.
8. Provides or coordinates staff training; works with employees to correct deficiencies
9. Participates in the implementation of discipline and termination procedures.
10. Manages and participates in the preparation of the City's annual and mid -year budget
and provides staff support to the Finance Director and other Department Directors in
budget development.
11. Assists in forecasting budget revenues; analyzes reserves; attends all budget
meetings and hearings held with various departments and divisions; assists with
Assistant Finance Director- PROPOSED
Page 2 of 4
review of all budget documents for the City; performs analysis; reviews cash flow
projections; prepares long-term financial analyses for the City.
12. Manages and assists in the preparation of the Comprehensive Annual Financial
Report and annual budget in conformance with CSMFO and GFOA established
guidelines; assists in the preparation of the Budget Letter of Transmittal,
Management's Discussion and Analysis and CAM Letter of Transmittal.
13. Assists in monitoring and evaluating legislative, regulatory, and other governing body
rulemaking changes that may have a financial impact on the City; reviews City financial
policies and Finance Department procedures to enhance financial management
internal controls over various types of financial transactions.
14. Prepares draft agenda item reports as assigned; conducts a variety of organizational
studies, investigations, and operational studies; recommends modifications to finance
programs, policies and procedures as appropriate.
15. Supervises the collection of business license taxes, transient occupancy taxes and
the billing and collection of accounts and loans receivable; manages the preparation
of various annual and periodic reports to a variety of external entities.
16. Assists in the City's cash management program and the investment of idle funds as
directed by the Finance Director; monitor cash balances in all funds; review
transactions in relation to community facilities districts, assessment districts, and long-
term debt investments.
17. Serves as Acting Finance Director when so designated.
18. Performs related work as assigned
GENERAL QUALIFICATIONS
Knowledge ok
1. Principles and practices of municipal administration, governmental accounting,
auditing, budgeting, purchasing, payroll, cashiering, investments, accounts
receivable, accounts payable, business license.
2. Computer applications in administrative functions.
3. Pertinent Federal, State and local laws, codes and regulations pertaining to public
finance and accounting.
4. Principles of research, statistical analysis and report preparation.
5. General office procedures; operation and care of general-purpose computer
equipment.
6. Principles and practices of supervision, training and performance evaluation;
Economic/business cycles
7. Microsoft Excel, Word and PowerPoint.
8. City finance policies and procedures, Civil Service Rules and labor contract provisions.
Ability to:
1. Plan, organize, manage and coordinate the work of staff engaged in preparing and
maintaining City-wide financial records and reports
2. Analyze and make sound recommendations on complex accounting and financial
issues, data and operations.
Assistant Finance Director- PROPOSED
Page 3 of 4
3. Understand, interpret, explain and apply federal, state and local policy, law,
regulations and court decisions regulating the City's financial accounting, reporting
and record keeping.
4. Develop and implement sound financial and accounting procedures and controls.
5. Communicate clearly and effectively, orally and in writing.
6. Define issues, analyze problems, evaluate alternatives and develop sound,
independent conclusions and recommendations in accordance with laws, regulations,
rules and policies.
7. Prepare clear, concise and comprehensive correspondence, reports, studies and
other written materials.
8. Exercise sound, expert independent judgment within general policy guidelines.
9. Exercise tact and diplomacy in dealing with sensitive and complex issues and
situations.
10. Establish and maintain effective working relationships with the City Manager, Mayor
and Council Members, department heads and managers, staff, representatives of
other agencies, the public and others encountered in the course of work.
MINIMUM QUALIFICATIONS
Education, Training, and Experience
A Bachelor's Degree from an accredited college or university with a major in accounting,
finance, business or public administration or related field is required.
Master's Degree in a related field is desirable.
Five (5) years of progressively responsible experience in governmental accounting including
at least three years in a high-level municipal finance supervisory capacity or at least three (3)
years of auditing experience in a supervisory capacity.
Licenses/ Certifications
Certified Public Accountant (CPA) designation or other accreditation in a related field is
desirable.
PHYSICAL REQUIREMENTS:
This position requires extensive and repetitive physical activity involving the arms, wrists, and
hands, including writing and using a keyboard. It also requires physical abilities associated
with the ability to read, write and communicate in a work environment requiring no
extraordinary physical strength or other special physical qualifications
Assistant Finance Director- PROPOSED
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SUPPLEMENTAL INFORMATION
The City of West Covina is an Equal Opportunity Employer. In compliance with the
Americans with Disabilities Act, the City will provide reasonable accommodation to
qualified individuals with disabilities and encourages both prospective and current
employees to discuss potential accommodations with the employer.
Attachment No. 2
CURRENT
CITY OF WEST COVINA
JOB CLASSIFICATION
Class Title:
ASSISTANT FINANCE DIRECTOR
Bargaining Unit:
MID -MANAGEMENT
Class Code:
ASST FIN DIR
Salary Grade:
MM455
Salary:
$84,432.00 - $113,988.00 Annually
FLSA:
EXEMPT
Date Updated:
DESCRIPTION:
Job Summarv:
Under general direction from the Finance Director, supervises and manages the Finance
Department; assists in developing and implementing financial planning, investments, debt
management and budgeting procedures; evaluates, develops and implements accounting
systems and procedures; and, provides direct supervision over professional, technical, and
clerical personnel as assigned.
EXAMPLES OF DUTIES:
1. Assists the Finance Director in managing the services and activities of the Finance
Department, including supervision of staff, general accounting, grant accounting, budgeting,
purchasing, cashiering services, business licensing, information technology, and treasury
functions and services; directs and oversees the work of designated functions of the
Department.
2. Participates in managing the development and implementation of departmental goals,
objectives and priorities for each assigned service area; develops and administers policies
and procedures.
3. Participates in establishing appropriate service and staffing levels; monitors and
evaluates the efficiency and effectiveness of service delivery methods and procedures;
allocates resources accordingly.
4. Selects, trains, motivates, and evaluates assigned personnel; provides or coordinates
staff training; works with employees to correct deficiencies; participates in the
implementation of discipline and termination procedures.
5. Manages and participates in the preparation of the City's annual and mid -year budget
and provides staff support to the Finance Director and other Department Directors in budget
development; assists in forecasting budget revenues; analyzes reserves; attends all budget
meetings and hearings held with various departments and divisions; assists with review of
all budget documents for the City; performs analysis; reviews cash flow projections;
prepares long-term financial analyses for the City.
Assistant Finance Director- CURRENT
Page 2 of 3
6. Manages and assists in the preparation of the Comprehensive Annual Financial Report
and annual budget in conformance with CSMFO and GFOA established guidelines; assists
in the preparation of the Budget Letter of Transmittal, Management's Discussion and
Analysis and CAFR Letter of Transmittal.
7. Assists in monitoring and evaluating legislative, regulatory, and other governing body
rulemaking changes that may have a financial impact on the City; reviews City financial
policies and Finance Department procedures to enhance financial management internal
controls over various types of financial transactions.
8. Prepares draft agenda item reports as assigned; conducts a variety of organizational
studies, investigations, and operational studies; recommends modifications to finance
programs, policies and procedures as appropriate.
9. Supervises the collection of business license taxes, transient occupancy taxes and the
billing and collection of accounts and loans receivable; manages the preparation of various
annual and periodic reports to a variety of external entities.
10. Assists in the City's cash management program and the investment of idle funds as
directed by the Finance Director; monitor cash balances in all funds; review transactions in
relation to community facilities districts, assessment districts, and long-term debt
investments.
11. Serves as Acting Finance Director when so designated.
12 .Performs related work as assigned
TYPICAL QUALIFICATIONS:
Required Knowledge:
Considerable knowledge of the principles and practices of municipal administration,
governmental accounting, auditing, budgeting, purchasing, payroll, cashiering, investments,
accounts receivable, accounts payable, business license; computer applications in
administrative functions; pertinent Federal, State and local laws, codes and regulations
pertaining to public finance and accounting; principles of research, statistical analysis and
report preparation; general office procedures; operation and care of general purpose
computer equipment; working knowledge of City policies and procedures; principles and
practices of supervision, training and performance evaluation; economic/business cycles;
knowledge of Microsoft Excel, Word and PowerPoint.
Education: A Bachelor's Degree from an accredited college or university with a major in
accounting, finance, business or public administration or related field is required. Certified
Public Accountant designation, Master's Degree or other accreditation in a related field is
desirable.
Experience: Five years of progressively responsible experience in governmental
accounting including at least three years in a high-level municipal finance supervisory
capacity or at least three years of auditing experience in a supervisory capacity.
Physical Requirements: This position requires extensive and repetitive physical activity
involving the arms, wrists, and hands, including writing and using a keyboard. It also
Assistant Finance Director- CURRENT
Page 3 of 3
requires physical abilities associated with the ability to read, write and communicate in a
work environment requiring no extraordinary physical strength or other special physical
qualifications