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Home My Public Portal AboutA 2011-08-18 - PERSONNEL BOARD REGULAR MEETING OF THE PERSONNEL BOARD ' THURSDAY, AUGUST 18, 2011 5:00 PM I. CALL TO ORDER • II. ROLL CALL �� POS� Robert Robinson, Chairperson R E C E I V E D Jacqueline Espinoza, Vice-Chair Hilario Esparza AUG 1 5 2011 Francisco Perez . Paulette Bradley CITY OF LYNWOOD ' III: PLEDGE OF ALLEGIANCE CITY CLERKS OFFICE �1GWa C�,�.i�pn{L Led by Ci}� � ��, �S IV. APPROVAL OF MINUTES Regular meeting of July 21, 2011 Motion Second Vote V. PUBLIC ORALS . VI. INFORMATIONAL ITEMS 1. NEOGOV Electronic Recruitment and Applicant Tracking System . 2. Controller and Audit Manager Job Classification 3. 'Recruitments a. Building & Safety Manager b. Account Clerk � VII. COMMISSIONER & STAFF ORALS . VIII. ITEMS TO BE AGENDIZED IX. ADJOURNMENT Special Meeting — 3:30 PM on August 30, 2011 Motion Second Vote Time 1 i CITY OF LYNWOOD REGULAR MEETING OF THE PERSONNEL BOARD JULY 21, 2011 The regular meeting of the Personnel Board of the City of Lynwood was held on Thursday, July 21, 2011 at 5:00 p.m. in the Council Chambers of City Hall, 11330 Bullis Road, Lynwood, California. The agenda was duly posted as prescri6ed by , the Brown Act CALL TO ORDER The meeting was called to order at 5:01 p.m. by Chairperson Robinson. Roll call was taken by Diane Strickfaden, Sr. Human Resources Analyst. Commissioner Attendance: Present— Bradley, Robinson; Esparza; Espinoza; and Perez Staff Present: Diane Strickfaden, Senior Human Resources Analyst, Brenda Diederichs, Legal Advisor ' PLEDGE OF ALLEGIANCE . Led by Commissioner Perez. APPROVAL OF MINUTES Commissioner Bradley noted that on the May 2011 minutes, 4�" page, 5tn paragraph, Vice Chairperson Espinoza made the comment instead of Commissioner Bradley. The comment was related to her desire for involvement in employee relations issues. The motion was made by Commissioner Bradley and seconded by Vice-Chair Espinoza to approve the minutes of the regular meeting of May 19, 2011 with the noted correction. All in favor. Motion carried. PUBLIC ORALS - None INFORMATIONAL ITEMS Ms. Strickfaden informed the Board of a critical position that has an open , recruitment. The vacancy was created due to an existing employee who was promoted. The Information Systems Technician position opened on July 13th and is scheduled to close on August 11� She then informed the Board that the Human Resources Director, Alfredo Lopez followed up on the status of the Board's request regarding department -2- presentations. She stated that the presentations are still not authorized, but similar information was included during the City-wide proposed budget process. Commissioner Bradley stated that she spoke to a Councilmember about the department presentations and she was referred to the City's website. Ms. Strickfaden then stated that the MIS Division has recently updated the website and the proposed budget is currently posted. She also offered to provide the members with a copy of departmental mission statements and organizational charts that are in the budget. The Board indicated that they would greatly appreciate it. Ms. Diederichs also provided an overview of the League of California Cities legal action against the State of California regarding Redevelopment Agencies. COMMISSIONER & STAFF ORALS Chairperson Robinson discussed his uriderstanding of the Board's goals in conte� of a recent question regarding Board Goals and Objectives. His understanding is that the goals are to certify eligibility list(s) and to have special meetings for hearings. He also stated that the Board is a"watch dog" for the City to ensure and secure the best candidates. He asked how the Board knows that the names on an eligibility list are qualified for a position. Ms. Diederichs addressed the Board and explained that the Human Resources Department conducts pre-selection recruitment process and afterward, a list is composed with the names of the applicants who successfully passed those steps. Then the department head selects the candidate that best meets the departmenYs needs. The Board is indeed a"watch dog" for the city to ensure and secure the best candidates. If the director determines that the candidates in the list are not meeting their expectations, then the Board can abolish the list and the Human Resources Department would then proceed in establishing a new list. The Board discussed tentative dates for the appeal hearing. The Board agreed on August 18� 30�" and 31 CLOSED SESSION I The Board recessed into closed session at 5:50 p.m. ' � The Board came out of closed session at 6:17 p.m. and reported that the Eligibility � List for the position of Water Service Worker II was approved. All in favor. Motion carried. � ADJOURNMENT Vice Chair Espinoza made the motion to adjoum and Commissioner Bradley ! seconded. The meeting adjoumed at 6:19 p.m. All in favor. Motion carried. ' � � � i i _3_ I I � `��;> PERSONNEL BOARD AGENDA REPORT DATE: August 18, 2011 TO: Personnel Board Chair and Members of the Board FROM: Alfredo J. Lopez III, Director of Human Resources � SUBJECT: NE Electronic Recruitment and Applicant Tracking System Recommendation: To receive and file this report. The City of Lynwood recently entered into an agreement with NEOGOV, which is the preferred e-recruitment and applicant tracking software system for government entities. i More than 400 public agencies nationwide use NEOGOV for their e-recruitment and I selection needs. Cities such as Beverly Hills, Downey and Compton are NEOGOV � customers. NEOGOV also is the administrator of the Government Jobs website ' (www.governmentiobs.com) where public sector applicants are able to view and apply � for many federal, state and municipal openings nationwide. � I The implementation of NEOGOV will allow the City of Lynwood to accept and process ! job applicants online, as well as greatly increase HR functionality and compliance with I labor laws, such as Equal Employment Opportunity. In addition, the City will have direct i access to the Government Jobs website, saving hundreds of doliars in recruiting and , advertising costs. Use of this website also will allow the City to concentrate a job ! outreach at a local as well as national level, and the site is specifically for public sector applicants. ; Through aggressive negotiations with NEOGOV, HR obtained a very competitive � contract under our administrative authority, which will pay for itself with the amount � normally spent on advertising one or two recruitments. Therefore, implementation of this � system is cost neutral and will result in recruitment savings over time. i In addition, using NEOGOV will allow HR to "go green". HR currently receives at least i 50 paper applications for every one vacancy. The use of an electronic application and � applicant tracking system will significantly reduce costs as well as staff time and paper ' waste. Implementation of the e-recruiting system will begin this month. ' i f I � � ` PERSONNEL BOARD �'��'� AGENDA REPORT DATE: August 18, 2011 .., TO: Personnel Board Chair and Members of the Board FROM: Alfredo J. Lopez lll, Director of Human Resources� SUBJECT: C ontroller and Audit Manager Job Classification Recommendation: Approve the establishment of.the job classification. Attached is the job classification for the position of Controller and Audit Manager in the Department of Finance and Administration. 7he position responsibilities, duties, . distinguishing characteristics, and requirements were prepared after extensive research of similarpositions across the industry and taking into consideration the City's needs. The position is currently budgeted in the Council-approved Fiscal Year 2011-12 adopted . budget. The salary band is Management 61 (M-61) with a range from $74,406 to � $90,441, depending on qualifications (DOQ). The M-61 band is equivalent to a Deputy Director classification. In summary, the position is: ' • Under general direction of the Assistant City Manager, the Controller and Audit Manager is responsible for coordinating, planning and directing the Finance- - Accounting function, reviewing accounting and cashier/billing division staff work ' and performance, and supervising and performing diverse and specialized financial, pertormance and operational audits of various City operations and functions using accepted audit programs and practices; and requires • Five years of increasingly responsible experience in supervising a City or local government accounting function, auditing, accounting and/or financial analysis; including two yeacs of supervisory experience. Experience with a municipal agency highly desirabte. Bachelor's degree from an accredited college or university with major course work in accounting finance, public administration, business administration, or a related field is required. A Master's degree is desirable. Certification as an Internal Auditor or Public Accountant is preferred. This is a new classification. Following Board action, staff will conduct a competitive recruitment open to all applicants. Please see the attached job classification for more information. ', i , l , ,. . CITY OF LYNWOOD CONTROLLER AND AUDIT MANAGER � ;: DEFINITION ' Under general direction of the Assistant City Manager, the Controller and Audit Manager is responsible for coordinating, planning and directing the Finance-Accounting function, reviewing accounting and cashier/billing division staff work and performance, and supervising and performing diverse and specialized financial, performance and opea tional audits of various City , operations and functions using accepted audit programs and,, plans, budgets and schedules audit assignments to ensure that audit objectives;;�'are met in accordance with • .�•h , VY.fi.�'a generally accepted auditing standards, prepares work papers in`accordance with appropriate standards; makes recommendations regarding improvements�in systems, controls, procedures, or other corrective actions as necessary to assist management to maintain a comprehensive frame work of intemal controls and ensure e�ciency�and effectiveness in ope�rations; leads the financial and operational analyses during the budget�:development; maintains�regular control on citywide spending and performance and reporting to�th`e�,City �Council; and perfo�ms other duties as assigned. '�i�'�� . . � � �<�� ' CLASS CHARACTERISTICS ��;s � }`�£��,� , � ��';� x �' � t �,�� s :��"� � � This position requires excellent knowledge of theu�theones and principles of auditing and governmental accounting, financial and �operational:�analyses; municipal administrative practices; intemal audit standards; electronic processing systems; administrative and accounting controls and the atiilitySo logically develop audit reports and recommendations and interact with all levels�of�management and the'� officials. Under direction, exercises discretion in decision=makmg which� may impactt�the` implementation and application of fiscal policy, practices and stand�a��ds �� $ This��position directs and provides technical/functional supervision o�r accounting, auditing, technie al5and support staff. �� <z� EXAMPLE,OF DUTIES r , � �.,` riuY# J},i�.., a,�?:. � . ::, Documents, "evafuates and vecifies internal controls in accordance with stated policies and the Standards for Practice of Internal Auditing; identifies risks; develops audit programs, financial"and operational audits; utilizes a consultative approach; partners with ��_> n;, external auditors and�internal3`clients; prepares and leads internal audits over the authorization rocessin contracts,� " p g, grants, recording and reporting of financial transactions for compliance � with generally accepteda`practices and specific City policies and procedures, financial and operational performance; and analysis of City operation; makes recommendations as necessary to ensure efficiency in the utilization of resources and effective achievement of program goals; performs periodic audits of outside entities coilecting revenues ensuring compliance to -- municipal codes and other administrative regulations; conducts research and data gathering ', activities related to financial and operational performance; leads special studies and analyses focusing on the development and improvement of financial controls and compliance techniques : and procedures; develops and implements operating policies and procedures to ensure � ° adequate internal controls and the accuracy and reliability of financial information; may facilitate the work of external auditors and provide advice on follow-up procedures; executes follow-up activities and acts as a technical resource for audit issues; may conduct financial and program audit of grant sub-recipients as necessary to ensure compliance with specific grant provisions and general requirements; provides technical assistance to grant sub-recipients on fiscal administration issues as required; leads the financial and operational analyses during the budget development; maintains regular control on spending and performance reporting to the City Council; and performs other duties as assigned. SPECIAL REQUIREMENTS Possession of a CPA or CIA certificate is preferred. Possession of an appropriate California driver's license issued by the State Department of Motor Vehicles. � �""�'<a, a � �, , - � �� { � ` DESIRABLE QUALIFICATIONS <'� ��,��`"�'� � . f t��0� t ti < ' Knowledge of: �,� ;�� , Municipal finance administration and regulations � k'� Principles and practices of muniapal .accounting s'ystems and controls, budgeting, procurement, and investments; �> fi �.;"X' '�. a�'�` Modem techniques of auditing, financial and operational analyses; research and data collection; �;,�� ;f�".� Integrated' computer based financial �� • Computer based analytical tools practices administraUve:and fiscal controls. � i � � B€^'. t , �,� ,� �b;k} � ,;;:�, t . . �<, �and + - ��2` a��'�� v'� A . - Ability to: $ f � . r, Design and prepare divers"e and complex audit, financial and operationai reports, Analyze financial andfoperational data �" Develop condusions and make logical�r�ecommendations; � Develop �implement and,zinterpref' goals, objectives, policies, procedures and intemal ��ss�ta controls � � Plan�organize, and coordinate� of professional, technical and support staff; Communicate effectively„ both qrally and in writing Work n'�der pressure and deal"�with high levels of stress; Establisli��`and maintain"�effective working relations with City officials, employees, and N�Y}.b, other::audiences;' �.�� Constantly maintain,a'professional demeanor. �,��«� REQUIREMENTS � , Five years of increasingly responsible experience in supervising a City or local government accounting function, auditing, accounting and/or financial analysis; including two years of supervisory experience. Experience with a municipal agency highly desirable. Bachelor's degree from an accredited college or university with major course work in accounting finance, public administration, business administration, or a related field is required. A Master's degree is desirable. Certification as an Internal Auditor or Public Accountant is preferred.