Resolution - 5914RESOLUTION NO. 5914
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST
COVINA, CALIFORNIA, AMENDING THE CLASS SPECIFICATIONS
FOR THE CLASSES OF SENIOR ACCOUNT CLERK, ACCOUNT CLERK
AND POLICE RECORDS CLERK.
The City Council of the City of West Covina does resolve as follows:
SECTION,l. Pursuant to the recommendation of the Personnel Board:
(a) The class specifications for the class of Senior Account
Clerk are hereby repealed, and new class specifications for the class of
Senior Account Clerk, as attached hereto marked Exhibit A, by this reference,
incorporated herein, are hereby adopted;
(b) The class specifications for the class of Account Clerk are
hereby repealed,and new class specifications for the class of Account Clerk, as
attached hereto marked Exhibit B, by this reference incorporated herein, are
hereby adopted; and
(c) The class specifications for the class of Police Records Clerk
are hereby repealed, and new class specifications for the class of Records
Clerk Typist, as attached hereto marked Exhibit C, by this reference incorpo-
rated herein, are hereby adopted.
SECTION 2. The City Clerk shall certify to the adoption of this
resolution.
ADOPTED AND APPROVED this 14th day of May 1979.
ATTEST:
c:7�
City Clerk
I hereby certify that the foregoing resolution was duly adopted by
the City Council of the City of West Covina at a regular meeting thereof held on
the 14th day of May , 1979, by the following vote of the Council.
AYES: Councilmen: Miller, Tice, Shearer, Browne, Chappell
NOES: Councilmen: None
ABSENT: Councilmen: None
City Clerk
APPROVED AS TO FORM:
' ` A
City Attorney "A—�\
CITY OF WEST COVINA "EXHIBIT A" CLASS SPECIFICATION
MAY 1979
Salary Range G-5a
SENIOR ACCOUNT CLERK
JOB SUMMARY
• Under general supervision - maintains account records for one or more major
financial activities such as payroll or purchasing; compiles, checks, and
types varied and specialized statistical reports dealing with financial records;
and performs related duties as required.
Representative Duties
Checks and processes all purchase requisitions for purchase order or payment; pre-
pares purchase orders and types specifications; obtains quotations and places
buying orders for standard office supplies used by City departments, and assists
as required on other buying activities; checks and processes all invoices for
payment and charges proper departments and accounts; maintains central purchasing
record files such as purchase order controls, bid folders, equipment service
agreements, and vendor lists; follows up on late, damaged or improper deliveries;
handles telephone and personal inquiries from vendors and departments.
Processes payroll transactions on all regular and part-time City employees by
preparing key-punch forms for salary changes and calculating retirement, tax, and
other deductions; maintains payroll files; balances and reconciles payroll
journals; distributes payroll to salary account; prepares retirement, federal
employment, and other payroll reports; prepares attendance, sick leave, annual
leave, and similar data for key punch; runs payroll warrants on data processing
equipment.
Checks, posts, and maintains record of daily cash balances in all City funds and
accounts; reconciles City Clerk and City Treasurer reports of revenues received
and deposits made; prepares journal vouchers for posting to general ledgers;
assists in preparing cash flow projections.
Posts, balances, and maintains 1911 Bond Act registers; processes bond coupons
and makes out checks to bond holders; types payment notices; records and follows.
up on delinquent payments.
May perform a variety of financial record -keeping activities, such as maintaining
project equipment or other cost records by allocating and posting time and charge
from advice memos from other departments; prepares bank deposit forms and recon-
ciles bank statements; acts as back-up to other account activities during
leaves and absences.
May type input record data using a computer remote terminal, retrieve data, and
operate printer as required in accordance with departmental policy and procedure.
Organizational Responsibilities
A Senior Account Clerk assumes responsibility for maintaining account records for
one or more of the important sub -activities of the City's financial operations
such as those for payroll, purchasing, unit costs, cash balance, and improvement
bonds. This class is promotional from Account Clerk and may invoke some
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CITY OF WEST COVINA CLASS SPECIFICATION
MAY 1979
Salary Range G-5a
SENIOR ACCOUNT CLERK (Continued)
supervisory responsibilities over an Account Clerk or Clerk Typist position.
This class ranks below and is promotional to the class of Junior Accountant,
which is responsible for a major accounting activity, such as the primary ledgers
of the City. Positions in the Senior Account Clerk class normally are supervised
by a professional employee, such as an Administrative Analyst and are expected
to accept training to become proficient in all account activities for purpose of
back-up, relief or rotation.
QUALIFICATIONS GUIDE
Training and -Experience
Graduation from high school, including or supplemented by courses in bookkeeping,
accounting, and office management; and
Four years of progressively responsible office clerical experience, involving
bookkeeping of financial record -keeping in one or more of the activities covered
by this class.
Knowledges and Abilities
Good knowledge; of arithmetic, record -keeping, files, and elementary statistic
procedures; of general bookkeeping, including posting, verifying, and reconciling
procedures; of terminology used in bookkeeping, accounting, and financial record -
keeping work; of English, grammar, and composition; knowledge: of modern office
appliances, methods, and procedures; of principles and practices of effective
supervision.
Ability to do difficult clerical and financial record -keeping work; to write
letters and draft reports independently; to lay out and supervise the work of one
or two other clerical personnel; to understand and carry out general or technical
oral and written directions precisely; to interpret general policies and technical
bookkeeping procedures and to apply them to specific situations; to make and check
arithmetic calculations rapidly and accurately; to learn and adapt to new proce-
dures and assignments rapidly.
Skills
General typing: 40 words per minute
Statistical typing: 125 number strokes per minute
NCR, Key Punch, and Data Processing equipment: Familiarity with/or ability to learn.
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CITY OF WEST COVINA "EXHIBIT B" CLASS SPECIFICATION
MAY 1979
Salary Range G-3
ACCOUNT CLERK
Under supervision - assists in preparing and maintaining financial, accounting,
• traffic warrant, and statistical records; performs general clerical work of
average difficulty; and does related work as required.
Representative Duties
Posts, tabulates, and proofreads statistical and financial data; prepares, re-
ceives, sorts, stamps, maintains, and verifies records; indexes and files such
documents as bills, invoices, vouchers, requisitions, purchase orders, and ship"
ment records; makes and checks arithmetic calculations, such as in computing
extensions and discounts, applying standard quides and procedures; segregates,
posts, and balances routine account records, such as summarizing data related
to time, mileage, material, and equipment from work reports; assists in pre-
paring payroll, in processing purchasing records, and in distributing accounts;
takes first balances; performs recording, communication, and reporting tasks
related to the functional desk to which assigned; may operate adding, calculating,
key punch, and bookkeeping machines; may type input record data using a computer
remote terminal, retrieve data, and operate printer as required in accordance
with departmental policy and procedure.
QUALIFICATIONS GUIDE
Training and Experience
Graduation from high school or equivalent supplemented by, or including, courses
in bookkeeping, accounting, business practices, or related fields; and
two years of experience in regularly maintaining bookkeeping, financial, and
statistical records, and in clerical and typing work.
Knowledge and Abilities
Good knowledge of modern office methods, basic arithmetic functions, posting,
record -keeping, and filing; knowledge of the methods, practices, and terminology
used in elementary bookkeeping, financial, and statistical clerical work and
record keeping; of office machines such as calculators, adding machines,,and
billing machines.
Ability to perform moderately difficult financial and statistical clerical work
following prescribed routines; to make arithmetic computations rapidly.and
accurately; to read, interpret, and make minor decisions in accordance with
established policies, regulations, and ordinances; to prepare detailed reports,
to keep records on specialized subjects, and to extract information for summaries
and reports; to maintain good working relationships.with others; to follow
written and oral directions explicitly and to learn new clerical procedures
quickly.
Skills
General Typing 40 Words Per Minute
Statistical Typing: 100 Number Strokes Per Minute
NCR, Key Punch, and Data Processing equipment: Familiarity with/or ability to learn.
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CITY OF WEST COVINA
"EXHIBIT C"
POLICE RECORDS CLERK
JOB SUMMARY
CLASS SPECIFICATION
MAY 1979
Salary Range G-2a
Under general supervision on a rotating shift basis, types a variety of reports
• and other materials from cassette tapes or rough drafts; maintains and searches
records related to police activities; performs general clerical work; and does
related work as required.
Representative Duties
Types reports on police activities from cassette tapes and rough drafts includ-
ing the correction of minor errors in grammar, punctuation, and spelling; files
reports and makes up case folders; types, files and pulls cards on police con-
tacts and stolen property; provides information from police files to law enforce-
ment personnel, public and private agencies, and citizens within established
regulations; accepts bail and bail bonds and issues receipts; responds to
questions and complaints from City residents in accordance with departmental
procedures; receives calls for police services and relays pertinent information;
types formats for forms, memos, letters, and forms; may compile data on police
activities and prepare related reports; searches female prisoners for contraband
and weapons and may temporarily take charge and care for juveniles; may be re-
quired to appear in court to testify on work related matters; and may type in-
put record data using a computer remote terminal, retrieve data, and operate
printer as required in accordance with departmental policy and procedure.
QUALIFICATIONS GUIDE
Training and Experience
Educational achievement equivalent to graduation from high school preferably
including or supplemented by courses in typing and office procedures; and
Some experience in general clerical work which included typing tasks is required.
Knowledge and Abilities
Considerable knowledge of business English and letter forms; working knowledge
of office procedures, methods and machines; some knowledge of the functions of
a police department.
Ability to maintain filing systems; ability to speak clearly and distinctly;
ability to deal effectively with the public including people who may be upset
or irritated; ability to make simple arithmetical computations quickly and
accurately.
Skills
General Typing: 50 words per minute
NCR, Key Punch and Data Processing equipment: Familiarity with/or ability to learn.