Title
Human Resources Department and Community Development Services, Administration and Finance Division, recommending the Board adopt and authorize the Chair to sign Resolution 112-2018, amending the Authorized Personnel Allocation Resolution 109-2017 for the Community Development Services, Administration and Finance Division, to:
1) Delete 1.0 vacant full-time equivalent Fiscal Technician position;
2) Delete 1.0 vacant full-time equivalent Fiscal Services Supervisor position;
3) Delete 1.0 vacant full-time equivalent Fiscal Assistant I;
4) Delete 1.0 vacant full-time equivalent Senior Office Assistant;
5) Add 1.0 full-time equivalent Accountant I/II allocation;
6) Add 1.0 full-time equivalent Supervising Accountant/Auditor allocation;
7) Add 1.0 full-time equivalent Administrative Technician;
8) Direct that the above changes be added to the Fiscal Year 2018-19 Position Allocation Schedule; and
9) Provide authorization to the Director of Human Resources to make, if needed, any technical corrections to the authorized personnel allocations for the Community Development Services, Administration and Finance Division.
FUNDING: Various Funding Streams (General Fund, Non-General Fund, Road Fund, Permit Fees, and Taxes)
Body
DEPARTMENT RECOMMENDATION
Human Resources Department (Human Resources) and Community Development Services (CDS), Administration and Finance Division (Administration and Finance), recommending the Board adopt and authorize the Chair to sign Resolution 112-2018, amending the Authorized Personnel Allocation Resolution 109-2017 for CDS Administration and Finance, to:
1) Delete 1.0 vacant full-time equivalent Fiscal Technician position;
2) Delete 1.0 vacant full-time equivalent Fiscal Services Supervisor position;
3) Delete 1.0 vacant full-time equivalent Fiscal Assistant I;
4) Delete 1.0 vacant full-time equivalent Senior Office Assistant;
5) Add 1.0 full-time equivalent Accountant I/II allocation;
6) Add 1.0 full-time equivalent Supervising Accountant/Auditor allocation;
7) Add 1.0 full-time equivalent Administrative Technician; and
8) Direct that the above changes be added to the FY 2018-19 Position Allocation Schedule; and
9) Provide authorization to the Director of Human Resources to make, if needed, any technical corrections to the authorized personnel allocations for the Community Development Services, Administration and Finance Division.
The position allocation changes recommended above are not currently reflected in the FY 2018-19 Recommended Budget due to timing. If approved, the recommended allocation changes will be reflected in an amended Position Allocation Schedule that will be presented to the Board for approval following the release of the FY 2018-19 Recommended Budget.
DISCUSSION / BACKGROUND
CDS Administration and Finance is updating its staffing plan to place a strong emphasis on staff and service integration. The staff and service integration objective includes moving toward a more efficient organizational structure, with cross-training within Administration and Finance and with the help of staff from the three CDS departments, Environmental Management, Planning and Building, and Transportation. It is projected that assigning multi-skilled staff, along with advancements in information technology, will lead to continuous quality improvement and efficiency in service delivery. In addition, it will create an organization that is more resilient. The current structure and classifications allow for the loss of one employee to overly affect the level of service for programs such as capital improvement projects for roads, providing reimbursements to the public and developers, and obtaining reimbursements from different entities (e.g., Federal, State, and other government and private entities), etc.
In addition, the new updated staffing model will help with the workload of the CDS Administration and Finance Chief Fiscal Officer. After the merger of Community Development Services, the retiring Chief Fiscal Officer averaged 60-plus-hour weeks. The new Chief Fiscal Officer is also averaging about the same number of hours per week. This updated staffing model should help with the workload.
Capital Improvement Program Unit
Prior to the Community Development Agency merger in 2013, the Capital Improvement Program (CIP) was administered by an Administrative Services Officer (ASO), a Department Analyst (Dept. Analyst), and a Fiscal Technician (Fiscal Tech). After the merger, the staff assigned to administer the CIP was reduced to a Sr. Dept. Analyst and a Fiscal Tech. The work did not change but the ASO (e.g., the ASO is a much higher classification than a Sr. Dept. Analyst) work was split between the Sr. Dept. Analyst and the Fiscal Tech. The staffing of the CIP was decreased from three employees to only two employees.
CDS Administration and Finance would like to upgrade the Fiscal Tech position to take on more duties that require a higher-level skill set and an accounting background. The duties listed below are not within the job description of a Fiscal Tech and will become the responsibility of the Accountant I/II upgraded position:
• Processing and tracking Program Supplement Agreements;
• Funding-sheet processing for Accumulated Capital Outlay, Missouri Flat Master Circulation and Funding Plan, Sacramento Municipal Utility District, Traffic Impact Mitigation (TIM), and Tribe funding;
• Reconciling prepaid TIM fees with issued building permits;
• Tracking developer credit agreements;
• TIM fee refund processing and auditing of TIM fee deposits;
• Erosion control accruals, journal entries, and reversal journal entries;
• Compiling information for, and completing, the Federal Forestry Annual Report for submittal to the U. S. Forest Service;
• Creation of Legistar items, when Board of Supervisors approval is needed, for matters relating to the El Dorado County Transportation Commission, and the Regional Surface Transportation and California Tahoe Conservancy Programs, and
• Zones of Benefit for: audit, code, and route invoices for approval and payment processing, purchasing requests; budget preparation; bid openings, and contract preparation.
The addition of the Accountant I/II upgraded position will allow the incumbent to complete a higher level of tasks without being worked out of class. The upgrade will also assist CDS Administration and Finance in providing the necessary resources for the Unit to meet deadlines (e.g., reporting on large Federal and State road grants, bill payments, and reimbursement agreements, etc.), provide a better level of service to the associated CDS departments, and provide additional resources to assist in making quality improvements.
CDS Fiscal Unit (Fiscal Unit)
With the implementation of FENIX (enterprise resource planning system), TRAKiT (land management system), Cardknox (electronic payment method for TRAKiT customers), and IBS (inventory and buying program for Fleet), some fiscal staff will be assigned additional complex duties, which will bring a higher level of convenience to the public as well as the staff of the three CDS departments. In addition, the three departments and three programs that the Fiscal Unit services have six different funding types, have over three hundred employees, and have a large number of project strings (e.g., a process in the financial system that allows for tracking project expenses - CIP projects with multiple funding sources, road maintenance, and programs like rare plants). CDS Administration and Finance would like to upgrade the current Fiscal Services Supervisor position to take on more duties that require a higher-level skill set and an accounting background.
When the incumbent of the Fiscal Services Supervisor position resigned last December, an exit interview was conducted and the duties of the position were documented and evaluated. The incumbent in the position had taken on duties that were not included in the original job description. In the evaluation, it was determined that the position should be upgraded if the same level of service would be maintained.
Currently, there is an ASO position overseeing this Unit. For CDS Administration and Finance to work more efficiently, this ASO position is needed, in the near future, to manage both the Fiscal and the CIP units. In order to orchestrate this change, the Fiscal Services Supervisor position must be upgraded to a Supervising Accountant/Auditor. This upgraded position would take on additional complex, professional accounting duties, have signature authority of $10,000, and would supervise additional staff.
The duties listed below are not within the job description of a Fiscal Services Supervisor and will become the responsibility of the upgraded Supervising Accountant/Auditor position:
• Signature authority of $10,000 for claims and cost accounting journals. This position would provide the last CDS approval prior to the documents being sent to the Auditor’s office. The addition of this responsibility will make the Unit more efficient by having an extra person to be able to approve claims up to $10,000.
• Audit supporting documents to establish proper authorization and conformance with agreements, construction contracts, and state and federal regulations.
• Review accounting documents to ensure accuracy of information and calculations, and create adjusting journal entries for corrections.
• Audit documents in the FENIX system, to ensure the proper coding is selected for CDS Administration and Finance and the three CDS departments. Transportation alone has over 10,000 project strings to select from for coding, making it essential that the incumbent in this positon has excellent auditing skills to maintain accurate accounting records.
• Manage and administer the CDS payroll process, from beginning to end; manage and administer the CDS departments in transitioning to the new Kronos payroll system, to include training, overseeing, balancing, and interfacing with the Auditor’s Payroll Division.
• Review and analyze departmental and County payroll and fiscal procedures for conformance with laws, regulations, and accepted practices, and to recommend procedural improvements to ensure compliance with Memorandums of Understanding, laws, and regulations.
• Audit payroll and fiscal documents to ensure accuracy of information and calculations, and make correcting entries as needed.
• Work directly with the County Payroll office on complex payroll tasks, such as employee payouts, error payments, and withholdings.
• Work directly with the County Auditor’s office on complex fiscal operation tasks.
• Be able to direct staff on tasks that are correlated with contracts for services, task orders, and procurement.
• Manage and supervise CDS accounts payable transactions.
Note these activities are in addition to the work being done by the Fiscal Services Supervisor.
The duties listed below are not within the job description of a Fiscal Assistant I, and will become the responsibility of the upgraded Administrative Technician:
• Approving complex deposits;
• Paying specialized contract invoices and pay estimates with project strings;
• In-depth research projects and new specialized and complex fiscal reconciliations;
• Acquisitions Reports-conducts extensive research and routine analysis to ensure contract compliance;
• Researches, interprets, and ensures compliance with laws, codes, rules, and regulations, and County program guidelines, policies, and procedures related to assigned areas of responsibility;
• Verifies and reviews calculations, forms, and reports for accuracy, completeness, and conformance with established regulations and procedures; and
• Composes, edits, proofreads, and submits Board of Supervisors, commissions, and committee agendas items; staff, financial, budgetary, operational, and other technical and programmatic charts, reports, contracts and agreements; technical documentation; and various correspondence and informational material regarding assigned activities; may compile and process confidential material.
60% of the proposed duties are consistent with the Administrative Technician class specification and would provide support and recommendations to the managers and supervisors as well as the Chief Fiscal Officer. The position provides more flexibility for CDS Administration and Finance.
As part of this item, one vacant Senior Office Assistant position is being eliminated. This action is part of a continued analysis of business processes with new technology being implemented.
Summary
CDS Administration and Finance is requesting the addition of three full-time equivalent staffing allocations, 1.0 Accountant I/II, 1.0 Supervising Accountant/Auditor, and 1.0 Administrative Technician; and the deletion of four vacant full-time equivalent staffing allocations, 1.0 Fiscal Technician, 1.0 Fiscal Services Supervisor, 1.0 Fiscal Assistant I, and 1.0 Senior Office Assistant, which will provide a professional administrative level of service for CIP and fiscal administration needs. If approved, CDS Administration and Finance will work with Human Resources to conduct the recruitments to fill these three positions.
The fiscal result of these staffing allocation changes represents an approximate annual decrease of $20,240.
Due to the time, fiscal year-end, new system implementations, and position vacancies, it has made this the appropriate time to make the position allocation additions and deletions, so that these positions can be filled to complete the upcoming deadlines.
ALTERNATIVES
The Board could decline to adopt the attached Resolution amending the Authorized Personnel Allocation Resolution 109-2017, and maintain the current personnel structure.
OTHER DEPARTMENT / AGENCY INVOLVEMENT
Transportation, Environmental Management, and Planning and Building
CAO RECOMMENDATION
It is recommended that the Board approve this item.
FINANCIAL IMPACT
The staffing allocation changes result in an approximate annual decrease of $20,240. CDS Administration and Finance will continue to work to find more efficiencies to lower the amount of General Fund dollars that are needed in CDS.
CLERK OF THE BOARD FOLLOW UP ACTIONS
1) Clerk of the Board to obtain the Chair’s signature on the one (1) original copy of Resolution XX-XXXX.
2) Clerk of the Board will provide one (1) copy of the signed Resolution to Human Resources, and one (1) copy of the signed Resolution to CDS Administration and Finance, attention of Creighton Avila, Deputy Chief Administrative Officer.
STRATEGIC PLAN COMPONENT
Good Governance
CONTACT
Tameka Usher, Director
Human Resources
Creighton Avila, Deputy Chief Administrative Officer
Community Development Services, Administration and Finance