Finance Assistant-Deputy Clerk

The City of Baraboo is seeking candidates for the Finance Assistant – Deputy Clerk position to report to the Finance Director. This is a fulltime position with benefits. The scheduled work hours are 7:30 am – 4:30 pm Monday - Friday. An associate degree and 3 years’ accounting experience required, municipal setting/fund accounting preferred. Advanced working knowledge of financial accounting software, Microsoft Office Suite and customer service in a professional business setting are required.

Serve as an integral part of the Finance Department. Performs day-to-day accounts receivable and accounts payable, cash receipting, cash handling, balancing cash draws, and customer service functions. Responsible for various reporting, reconciliations, and record keeping duties. Creates and maintains reports. Assist in administration and processing of election activities and office inventory.

Received:
Work under the direct supervision of the Finance Director and general supervision of the City Treasurer and City Clerk according to an established work routine. Work independently and be able to concentrate while experiencing frequent interruptions.

Exercised:
Not applicable.

• Responsible for opening before 7:30 am and closing at 4:30 pm, the front counter and drive-up window every day.
• Serve as a primary point of contact with customers in person or via telephone.
• Post, collect, and distribute the city mail.

• Respond to requests for public records and open records requests.
• Register voters; process absentee voters; assist with elections. Set-up and take down at election site, assist with opening and closing polls as needed.
• Prepare and process absentee ballots for voting at Assisted Living facilities, train special voting deputies.
• Maintain computerized voter records in Wis Vote.
• Assist the City Clerk with processing license applications and tax-exempt property letters

• Serve as a collection point for all monies of the City and CDA including residential lease payments and housing deposits, utility payments, loan payments, pet and other licenses, and property tax collections.
• Maintain balanced reports concerning collections, including online and credit card payments. Record online payments into both the cash receipting and the financial software packages thus ensuring the transaction register submissions are balanced and posted to the proper general ledger accounts.

• Primary for creating, tracking, reconciling and researching the special assessment letters.
• Communicate with local merchants and marketplace providers to ensure proper reporting of room tax as well as follow up with late filers and maintenance of the files.

• Responsible for entering, reconciling, preparing and submitting reports for every bi-weekly payroll. Complete timely associated payroll withholding payments to agencies.
• Prepare, reconcile and submit quarterly payroll reports, 941s, UC101s and year-end W-2s.
• Collect, reconcile and make payments for city-wide credit card statements.

• Assist with invoices input and purchase orders for payment on behalf of CDA Director, City Administrator and Finance Director.
• Assist with check runs for accounts payable and creation of summarized batch listing for council packet.
• Assist with the processing of electronic, credit card, ACH, and online payments to vendors.
• Assist with the maintenance of electronic vendor files.

• Responsible for the preparation of timely accounts receivable invoices, follow up with past due notices and submit accounts to collections. Reconcile and correspond with outside agencies.
• Prepare Sales and Use Tax report and file it on a timely basis.

• Assist with the entering of capital assets.

• All other duties as assigned by Finance Director.
• Be sworn as a Deputy Clerk.
• Provide backup for the City Clerk.
• Notary Public Commission and recertification every 5 years.
• Assist with preparation of the annual budget covers, spines and tabs.
• Attend and clerk evening meetings as assigned.
• Update…