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Principal Clerk Utility

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  1. Principal Clerk Utility GUIDE FOR EXAM PREPARATION

  2. LADWP Background • Department Purpose: Charter Sec.601- In connection with, or for the production and delivery of water and electric power, and for the promotion of the conservation of water and power resources. • Read General Provisions for Proprietary Departments

  3. LADWP Background • Powers and Duties of the Board • Powers and Duties of the General Manager • Water Revenue Fund • Power Revenue Fund • Use of Funds • Contract Authority of the GM related to Energy Efficiency Projects • Read Charter Section 670-679, and Section 23.138, 23.141 • Read Rules of the Board of Water and Power Commissioners

  4. Office of Public Accountability • Provide public independent analysis of department actions as they relate to water and electricity rates • Headed by an Executive Director, who shall be exempt from civil service and appointed by a citizens committee to a 5 year term, subject in appointment to confirmation by the Council and Mayor. Employees include the Ratepayer Advocate. • Read Charter Section 683

  5. LADWP Divisions & Functions • Power System • Water System • Corporate Safety • Customer Services • Human Resources • Economic Development • Finance • Sustainability Programs & External Affairs • Systems Support • Retirement • Refer to LADWP Employee Handbook

  6. Organization

  7. Principal Clerk Utility • Class Specifications • Duties Description Record (DDR) • Exam Bulletin Requirements

  8. General Accounting Practices • Purchasing • Invoice/ Voucher Processing • Travel & Expense Procedures • Mileage Reimbursement • RCAS • Work Order • Meals Away from Home

  9. Purchasing • Authority per L.A. City Charter – gives the LADWP Board the authority to enter into contracts that exceed $150.0 • Charter Amendment 5 or Prop 5 – City Council review • Contracts exceeding $500 be in writing • Contracts exceeding $25.0 be competitively bid • City Attorney approval for contracts >$500

  10. Purchasing • Purchases under $150.0 require a Purchase Order (PO) • Blanket POs cover small, spot purchases and infrequent, recurring purchases • Contracts that do not require POs: Board Resolutions, Legal Agreements, Lease Agreements, and Utility charges for remote LADWP locations. • Purchasing Card used to procure miscellaneous, low dollar, non-inventory, non-capital items.

  11. Invoice/Voucher Processing • What does it take to pay invoices? • A proper Purchase Authority • An invoice or Request for Payment • Verified receipt of goods/services • Approval by Contract Administrator

  12. Invoice/Voucher Processing • Manual Processing • Automated • Check Processing • FileNet Image Processing

  13. Travel & Expense Procedures • Travel and Attendance Authority Form (TA). • Advanced authorization • Arrangements with LADWP Traffic Office • Employee Expense Statements • Read Administrative Manual Section 40-01through 40-04

  14. Mileage Reimbursement Process • Generated once per month • Employee Mileage Report and Claim • Mileage Coordinators submit Mileage Summary (Form 02261) to AP • Mileage reimbursements distributed with paycheck statements

  15. Responsibility Cost Accounting (RCAS) • RCAS is the Department’s primary Cost Accounting system and was placed in service in 1980. • Its main function is to accumulate expenditures in detail to provide cost data for management purposes and provide cost information for preparing financial statements. • Work Order: Annual, Regular, Capital • Read Accounting Manual, pages 367-395 • Refer to Personal Service Contracts Guide • Documentation Requirements for Expense Reimbursement

  16. Pay Periods and Payroll Funds • Employees paid bi-weekly. • Two Types of Payroll: Water Services Fund 705 and Power Services Fund 704 • Water & Power Employees Payroll Fund 826 • Direct Deposits • Invoice Collectible (IC) • Retroactive Pay Adjustments • Read: Accounting Administrative Manual, pages 356-366

  17. Timekeeping • 8,900 employees • 2,076 DDRs • 55 Payrolls • 13 Bargaining Units • Rules & Regs: MOUs, Working Rules, City, State, Federal • Read LADWP Timekeeping Manual, Accounting Administrative Manual on Payroll/Timekeeping, and Administrative Manual Sections 60-01 through 60-13, • Working Rules Sections 5.2 through 5.10

  18. Timekeeping Process • Prepare timesheets • Gather supporting documents • Enter into WorkTech – EIS • Review time • Distribute paychecks • Time Roll Correction Authorities (TRCA)

  19. Time Codes and Timekeeping Supporting Documents • Overtime, penalty and premium –no standard form • Allowed Time – Notice of Absence (8702728) • Vacation- Vacation Form(01113) • Jury Service - Confirmation of time off for Jury Duty (03075) • Accumulated OT Used – Application for OT off with Pay (02549) • Sickness – Employee Certificate of Disability(02864) • Disability or Leave of Absence – Request for Leave of Absence(38) • Injury – State of CA Employer’s Report of Occupational Injury or Illness (5020) • Workers Compensation – Employee’s Claim for WC Benefits (DWC 1) • Personnel Status Changes: DDR, Return From LOA, Termination of Employment

  20. Time Codes • The rules for reporting employees’ time and payment for such time are found in the Department’s Working Rules and the employees MOUs.

  21. Sickness • Sickness is absence from work on the first ten consecutive workdays (14 consecutive calendar days) due to illness • The payment of benefits for sickness depends on the employee’s retirement status code under the Department’s Retirement, Disability, and Death Benefit Plan (Retirement Office)

  22. Disability • Disability is absence from work on the 11th consecutive workday (15th consecutive calendar day) and beyond due to an illness. It is also illness within 30 calendar days after an employee’s return from disability. • Payment of Benefits governed by the Department’s Retirement, Disability and Death Benefit Plan administered by the Office of Disability (Retirement Office).

  23. Injury and Workers’ Compensation • Injury is the first three consecutive calendar days of a work-related injury and absence from work on workdays during the first three calendar days. • WC is absence on the 4th consecutive calendar day and beyond due to a work-related injury. • Payment for WC absences is governed by CA State WC Laws as determined by WC Office and is based on the employee’s retirement status code.

  24. Memoranda of Understanding (MOU) • Agreements negotiated between the LADWP and employee organizations which affect wages, hours, and conditions of employment are contained in documents known as Memoranda of Understanding or MOUs.

  25. Supervisor Responsibility • With regards to the MOU, the supervisor is to act in accordance with department policy and in doing so, avoid actions which are in violation of MOU provisions. To the extent that MOUs set forth terms and conditions of employment agreed to by both management and employees, it is important for you to be familiar with those provisions affecting your employees. • Read the IBEW MOU, Supervisory Clerical

  26. Human Resources Management System (HRMS) • When employees are initially hired, Personnel Services Office (PSO) will enter all of their job data and pertinent personal data information into HRMS. It becomes the responsibility of the individual Division to maintain any changes (i.e. address change, payroll section, emergency contact information, etc.) • The Personnel Data Panel Group is where most of the changes are made/entered.

  27. Human Resources Management System (HRMS) • A complete history of employee data is in PeopleSoft system (HRMS). It includes job changes such as promotions, leaves of absence, layoffs, retirement, pay rate changes, etc. Input is done by PSO only.

  28. Human Resources Management System (HRMS) • Reporting Options • Get up to the minute data • Printed “batch” reports are also provided. These provide info on multiple employees; are defined by information systems specialists and cannot be easily changed; are scheduled to run at predetermined times such as weekly or monthly and typically at night when database activity is low; and are used for recurring needs for information gathered on large groups of employees. • Work Station Reports created upon request of a specific Division. These are listed on the Report menu and when you select one of the reports from the menu, you are asked to either create or use a “Run Control ID.”

  29. Human Resources Management System (HRMS) • Predefined Reports • Administer Workforce – to locate a report associated with employee job information • Develop Workforce- to locate reports associated with employee training • Administer Workforce>Manage Labor Relations –to locate reports associated with employee relations • Compensate Employees>Administer Base Benefits –to locate reports associated with health plans

  30. Records Retention • Automated records retention management system • Only authorized employees may request services • Records Transfer Control Form • Read the Records Management Program Procedures

  31. Employee Safety and Policies • It is the policy of the Department to achieve the greatest practical degree of freedom from injuries and illnesses and to ensure that every employee is provided a safe and healthful workplace. • Supervisor’s Role • Read Administrative Manual Section110-01 through 110-33. • See template of Injury and Illness Prevention Program

  32. Absences and Time Off • Authorized Absences • Substituting sick time and/or disability leave for vacation time • Leave of Absence without Pay • FMLA • Military Leave • Returning from a Leave of Absence • Attendance Improvement Program (AIP) • Read Administrative Manual Section 60-01-60-13 and Section 60-30

  33. Employment Screening • Medical Screening • Drug and Alcohol Testing • Fingerprints • Certificates and Licenses • Read LADWP Employee Handbook, and Administrative Manual Sections 100-02 and 100-03

  34. Medical • Return to Work • Work Fitness • Limited Duty • Employee Assistance Program • Read Administrative Manual Sections 100-10 through 100-13

  35. Work Performance • Notice of Commendation • Notice to Correct Deficiencies (NTCD) Form Gen. 78 • Disciplinary Pay Status • Guide to Employee Discipline • Read Administrative Manual, Sections 50-01- 50-04

  36. Grievances • Grievance policy • Grievance Process • Discrimination Complaint procedure • Read Administrative Manual Section 70-01 and 70-02, Working Rules Section 8.2, and MOUs

  37. Equal Employment Opportunity (EEO) • The right of all persons to work and advance on the basis of merit, ability, and potential • EEO BASICS: • All personnel decisions must be based on job or performance criteria • Elimination of discrimination in all personnel decisions • Personnel actions and decisions include: selection/hiring, assignments, evaluation, training, promotion, discipline, compensation, overtime

  38. EEO Responsibilities of Supervisors • Communicate LADWP EEO policy • Ensure a work environment free from unlawful discrimination by demonstrating and fostering sensitivity, respect, and tolerance for differences in the workplace. • Respond to employee discrimination complaints in a sensitive, supportive, objective manner • Justify personnel actions • Assist employees in preparing for civil service promotions • Provide employees with training and development • Administrative Manual (Personnel) Section 141-1

  39. Related Policies • City of L.A. Discrimination Free Workplace Policy Resolution • GM Bulletins: • EEO, Aug 26, 2004 • Violence in the Workplace, August 26, 2004 • Workplace Behavior, March 16, 2000 • Harassment in the Workplace, June 30, 1995 • Zero Tolerance Policy, October 9, 2007 • Reasonable Accommodation and Interactive Process Policy, March 19, 2007 • Mayoral Executive Directives related to EEO

  40. WORKING RULES STUDY GUIDE • Glossary of terms • Interpretation of Section Headings, Tenses, & Gender References • Powers & Duties of the Board • Salaries & Wages • Pay Differentials • Hours of Work, OT Vacations, Holidays, etc. • Absences from Duty • Grievances

  41. Definition of a Supervisor • The National Labor Relations Act definition: Any individual having the authority, in the interest of the employer, to hire, transfer, suspend, lay off, recall, promote, discharge, assign, reward, or discipline other employees, or responsibility to direct them, or to adjust their grievances, or effectively recommend such action, if in connection with the foregoing the exercise of such authority is not of a merely routine or clerical nature, but requires the use of independent judgment.

  42. What Supervisors Do • Set objectives • Plan and Organize • Motivate and Communicate • Measure and Control • Develop people

  43. Supervisory Responsibilities • Establish task-related performance standards for each job • Assign work and delegate authority • Monitor work in progress and correct errors • Administer employee discipline • Provide training on basis of individual needs • Promote employee safety and accident prevention • Maintain a discrimination-free workplace • Comply with City personnel regulations and MOUs • Work with Union representatives • Follow policies, procedures, and guidelines • Follow effective joint labor management practices

  44. Supervisory Practices that Pay Off • Be accessible • Open door policy • “No” surprises • Be consistent • Communicate expectations clearly and often • Be firm but fair • Hold stand-up meetings often • Delegate effectively • Coach to provide a supportive environment • Evaluate performance • Provide positive praise & recognition • Acknowledge “efforts beyond the call”

  45. Supervisory Skills • Guiding the Work • Organizing the Work • Developing your Staff • Managing Performance • Managing Relations

  46. Guiding the Work • Guiding the work means understanding what the needs of the organization are and planning your group’s work effectively to meet those needs.

  47. Organizing the Work • Organizing the work involves assigning people and allocating resources to accomplish work goals