City & Borough of Juneau

Transcription

1 / Classification Matrix I. FACTORS Basic or Lead Expert or KNOWLEDGE Basic knowledge of general/ standard clerical functions. (e.g., filing, sorting mail, copying documents) Basic knowledge of a wider variety of clerical functions (e.g., filing, typing, data entry, business software, telephones, photocopying); & of department I Considerable several clerical support procedures (account keeping, stock maintenance, filing, correspondence & reporting). Applies standard rules, regulations; ability to use standard word processing & related computer software packages. Provides solutions to a range of difficult problems which may require gathering & evaluating information from a variety of sources. Requires working all of the lower levels plus a technical skill or knowledge. Work at the technical level is equivalent to other technical job classes such as Accounting Technician I & Sr. Payroll Technician. Comprehensive detailed applicable Departmental policies; basic City entry level a technical or field when such knowledge is used to complete a project or approve transactions. Work at the technical level is equivalent to other technical job classes such as Accounting Technician II & Deputy City Clerk. ( ) level City infrastructure, journey level a technical or field when such knowledge is used for multiple functional areas. City infrastructure, advanced level a technical or field when such knowledge is used for multiple functional areas. Comprehensive detailed City infrastructure, expert level a technical or field when such knowledge is used for multiple functional areas.

2 / Classification Matrix I. FACTORS Basic or Lead Expert or INDEPENDENCE Immediate availability & close proximity to supervision; very specific oral &/or written instructions are provided as guidelines; anything not covered by the specific guidelines is referred to supervisor. Close supervision; specific oral &/or written instructions are provided as guidelines; anything not covered by the specific guidelines is referred to supervisor; responsible for routine & reoccurring processes &/or bits-&-pieces" of more complex processes. I General direction; responsible for a complete and complex processes; oral &/or written guidelines provided; apply wide variety of rules, regulations & Some provide the sole clerical support to an office that doesn t have other clerical support because of location. Work performed under general guidelines with a variety of objectives; responsible for several complete processes. Work performed under broad guidelines. Responsible for several complete processes. Often independently determines work methods & tasks. Work reviewed for meeting objectives. ( ) Works independently with limited supervision; drafts written procedures/ instructions when there are deviations from or changes in policy. Work performed under long-range direction; authority to act on day-to-day operational decisions with minimum supervision; work with general guidelines which may not be directly applicable or may not be clear. Authority to direct the work of an support unit & to act on day-to-day operational decisions with limited supervision; work with general guidelines which may not be directly applicable or may not be clear.

3 / Classification Matrix I. FACTORS Basic or Lead Expert or PROBLEM-SOLVING & DECISION- MAKING Solves routine problems to complete a specific task; application of narrow, routine, & standard office methods. Solves problems of average difficulty to complete specific tasks; application of routine, standard & established office methods. I Solves routine problems of a repetitive nature; resolution of factual information where there is a "right" answer or a precedent; uses judgment to select best means of doing a job; follows, but does not interpret guidelines. Solves routine technical level problems that are well-defined & require attention to detail; determines own schedule & work priorities; makes suggestions for process improvements; interprets oral &/or written guidelines to solve problems. Regular use of judgment & discretion to solve multiple functional areas where answer is not apparent or no precedent exists; selects best solution from several "right" answers. ( ) May commit department to obligations; makes recommendations to management; creates & strategies & plans. Applies skills of City infrastructure, procedures to determine workplace specific Effectively commits department to major obligations; makes recommenddations to management; creates & complex strategies & plans. Applies advanced skills of City infrastructure, Authority to create & implement the most complex strategies, plans & commitments that may impact employees or department operations. Solves complex operational problems. (e.g., supervision, staffing)

4 / Classification Matrix II. FUNCTIONS Specialty Basic or Lead I Expert or ( ) ACCOUNTING BUDGET ADMINISTRATION Sorts checks; runs routine reports. Prepares & codes invoices; routine forms; may maintain small petty cash fund; routine posting; billing; reviews forms for accuracy & completeness; basic word processing; Type forms; photocopies & assembles material. Prepares wide variety of accounting forms; receives cash; responsible for accuracy; identifies discrepancies & makes corrections; may maintain petty cash fund; Sets up & monitors accounts; monitors expenses; status reports; applies rules, regulations, & past precedents; compiles information from readily available sources & types forms. Prepares & reviews forms applying basic accounting principles; resolves problems by performing qualitative review of individual cases; compiles budget information from a variety of sources & types forms. Supervise forms processing; monitors expenditures; applies entry level basic accounting principles; may have responsibility for multiple accounts with special requirements; resolves non-routine problems. Provides preliminary analysis & develops budget recommendations & projections; provide s advice re: budget projections; monitors expenses for different agencies; transfers funds; content of status reports; recommends budget allowances & makes Researches, compiles, analyzes information to prepare moderately complex budget for director s review & approval; provides budget projections for a general operating budget & monitors associated expenditures. Independently & analyzes highly complex biennial budgets & all interim budget adjustments; participates in overall budget strategy & helps determine program priorities. Monitors expenditures & revenue reports to assure finances are available. Makes recommenddations; budget graphs, charts & tabulations for presentations Independently & analyzes highly complex biennial budgets & all interim budget adjustments; participates in overall budget strategy & helps determine program priorities. Monitors expenditures & revenue reports to assure finances are available. Makes recommenddations; budget graphs, charts & tabulations for presentations to the City &

5 / Classification Matrix projections; reviews for format & content structure based on agency specifications; solve problems & responds to requests for information. to the City & Assembly; establishes & maintains CIP budget control system; audits expenditures & cash flow projections. Assembly; establishes & maintains CIP budget control system; audits expenditures & cash flow projections. CONTRACTS & GRANTS ADMINISTRATION None None None Gathers data & information from diverse sources; may assist in researching grant sources; tracks monies spent; maintains updated files for each grant; may prepare related reports. Gathers data & information from diverse sources; may assist in researching grant sources; tracks monies spent; maintains updated files for each grant; may prepare related reports. Ensures grants & contracts conform to CBJ & departmental policy & monitors grants; maintains records; interim & final reports; may close out grant. Oversees multiple contracts & grants with multiple funding sources; drafts, monitors & manages contracts with service providers; addresses issues; renewals; tracks grants & audits control grant reports. Oversees multiple contracts & grants; drafts, monitors, & manages contracts with service providers; serves as contract manager; renewals; tracks grants & audits control grant reports. Ensures projects are in compliance with policy & grant conditions.

6 / Classification Matrix II. FUNCTIONS Specialty Basic or Lead I Expert or ( ) PAYROLL None Prepares forms; verifies information (e.g., account numbers); performs simple tabulations. Processes limited variety of transactions for small staff; performs routine payroll actions; checks on status of actions; processes action to resolve discrepancies. Completes payroll function for larger number & varied accounts. (e.g., Contracts & Grants) Oversees preparation of payroll forms for complex payroll. (e.g., shift differential, overtime, multiple funding sources) Manages time accounting system; ensures correct allocation of time on timesheets. supervises highly complex payroll activity for a large department; problems; interprets contracts; new department supervises highly complex payroll activity for a large department; problems; interprets contracts; new department HUMAN RESOURCES None Types forms Prepares & types forms, checks for entry discrepancies, tracks information; gathers information from various sources; interview Initiates full range of processing for personnel actions; resolves personnel processing problems; explains, interprets & applies personnel procedures, departmental May evaluate subordinate s work performance; recommends & participates in recruitment selections; gives direction & provides advice & counseling to employees regarding personnel Supervises or performs HR functions including analyzing departmental policy & procedures recommending & implementing Supervises or performs HR functions including analyzing departmental policy & procedures recommending & implementing In consultation with Human Resources, responsible for all departmental recruitment processes; participates in the evaluation of recruitment strategies &

7 / Classification Matrix packets; maintains electronic payroll forms. procedures & union contracts. rules & department policies; assigns work. changes for the department; & problems. changes for the department; & problems. Advises managers. planning; recommends & changes; may draft departmental selection processes for HR review. PURCHASING None Orders & stocks routine supplies; reviews LPO s for completeness; processes routine forms for travel, purchasing, etc. Orders general office supplies; purchase orders/ requisitions; performs order entry; may obtain sourcing & pricing information & vendors to resolve discrepancies; follows up to assure delivery. Researches & recommends vendors/ prices/ equipment; identifies substitutes for supplies; may place orders for supplies based on Department needs; serves as preparer or reviewer of purchase. Ensures purchase orders, purchase requests & credit card purchases are in compliance with regulations & ordinances; tracks purchase orders & ensures proper delivery; codes bills resolves problems; turns over accounts for collection when necessary. Establishes inventory levels & control; authorizes & signs LPO s & Purchase Requests; researches & recommends vendors & prices; problem solves issues; responsible for payments of invoices. Department Purchasing Officer in preparing & reviewing contracts, agreements specifications, bid modification waivers, change orders &/or purchase requests for correct account coding, accuracy & compliance with regulations & ordinances; purchase requests for contracts, bids & requests for proposals; drafts comparative cost analyses. Department Purchasing Officer preparing specifications & requests. Authorizes field purchases & acceptance or rejection of deliveries from vendors; drafts & reviews RFP s for compliance to Oversees billing function.

8 / Classification Matrix II. FUNCTIONS General Support Basic or Lead Expert or I ( ) WORD PROCESSING/ TYPING REPORTS None Prepares form letters, simple memos, labels, & routine correspondence using typewriter or personal computer. Prepares technical/ statistical reports; proofs for spelling & grammar; uses more than one word processing software package to prepare equations, statistics, & tables; compiles information from edited drafts. May serve as note taker for public meetings. Serves as unit expert or lead over other clerical/ positions; independently responds to & composes correspondence; Prepares reports & statistics based on information compiled from various sources; determines report format & elements; identifies trends. Researches, compiles, & analyzes information; statistics; writes/drafts reports; makes recommendations based on subject matter knowledge. Researches, compiles, & analyzes information; statistics; writes/drafts reports; makes recommendations based on subject matter knowledge. May supervise & trains staff; edits for style, correspondence & reports based on knowledge/ research of relevant topic/ field; may require subject matter knowledge. Develops correspondence & reports based on knowledge/ research of relevant topic/ field; may require subject matter knowledge.

9 / Classification Matrix II. FUNCTIONS General Support Basic or Lead Expert or I ( ) SCHEDULING & COORDINATING None Verifies meeting dates; schedules rooms. Maintains routine calendar; schedules meetings; makes & cancels appointments; schedules rooms for meetings, conferences, etc; arranges for routine audio visual, training equipment, refreshment requests. Manages supervisor's calendar; may require negotiating time & place; researches & negotiates with hotels, etc. for best logistical arrangements for rooms; makes complex scheduling arrangements involving multiple parties & conferences under minimum direction; sets up & cancels meetings based on the subject & attendees; recognizes & identifies what information can be disseminated May supervise or coordinate large conferences/ meetings/ programs. Requires sensitivity to issues, priorities, etc. May supervise or coordinate large conferences/ meetings/ programs. Requires sensitivity to issues, priorities, etc. May supervise or coordinates large & complex conferences/ meetings/ programs. Requires sensitivity to issues, priorities, protocol, etc. May supervise or coordinate large & complex conferences/ meetings/ programs. Requires sensitivity to issues, priorities, protocol, etc.

10 / Classification Matrix & to whom; arranges for special room or equipment needs &/or multiple locations & individuals. RECEPTION/ PUBLIC CONTACT None Refers calls; provides routine information; greets public; answers inquiries & gives standard answers to the public & City employees by phone or inperson Makes & cancels appointments/ explains departmental policy/ procedure; answers require reference to a variety of sources & utilize department & the City. Oversees or situations based on established interprets same; interprets departmental & City rules & regulations to employees & public using discretion as to proper application or making exceptions to standard Oversees or situations based on established interprets same; interprets departmental & City rules & regulations to employees & public using discretion as to proper application or making exceptions to standard Supervises; recommends & procedural changes; answers non-routine &/or sensitive inquiries; provides oral &/or written interpretations/ procedures for problems referred by front line staff. Supervises; recommends & procedural changes; answers nonroutine &/or sensitive inquiries; provides oral &/or written interpretations/ procedures for problems referred by front line staff. Supervises; recommends & implement procedural changes; answers nonroutine &/or sensitive inquiries; provides oral &/or written interpretations/ procedures for problems. Public Information Officer for department.

11 / Classification Matrix II. FUNCTIONS General Support Basic or Lead Expert or I ( ) OFFICE MANAGEMENT/ SUPERVISION None None Provides support & implement May lead the work of lower level staff or volunteers. supervises several functions; May lead or supervise the work of lower level staff. supervises several functions; May supervise lower level staff. supervises several functions; May supervise lower level staff. supervises several dissimilar or highly specialized functions for a department; devises procedures for complex or specialized functions; solves problems; acts as member of a management team. supervises several dissimilar or highly specialized functions for a unit/department; devises procedures for complex or specialized functions; solves problems; acts as member of a management team; serves as a unit supervisor; & establishes unit