Accounting Assistant

Overview

This recruitment is to fill 1 vacancy in the Finance Department. A written examination will take place as part of this recruitment. The ideal candidate would have customer service and accounting experience but are not required. This position will be positioned at the front counter and have face-to-face contact with community members. This is an in-office position, therefore, remote work is not an option.

• Under immediate supervision, performs routine accounting support and administrative work in the preparation, maintenance, and processing of daily accounting records and financial transactions, including accounts payable, purchasing, and accounts receivable; maintains manual and computerized accounting and financial records; accepts payments, processes licenses, performs mail and duplicating services, reception, and telephone support; and performs related duties as assigned.
• Performs a variety of clerical accounting and customer service duties related to accounts receivable, accounts payable, utility billing, business licensing, and/or department-specific technical account duties, including posting, balancing, adjusting, and maintaining manual and computerized account and financial records according to established policies and procedures.
• Verifies, posts, and records a variety of financial transactions; prepares and maintains databases and records; generates reports and summaries from the automated fiscal management system.
• Enters and retrieves information and data using standard word processing and spreadsheet software, as well as accounting, financial, and other related electronic information systems specific to the functional area to which assigned.
• Performs general office support duties such as opening and routing mail and deliveries; prepares correspondence; distributes various written materials; orders and keeps inventory of office supplies.
• Assists customers, departments, and employees in person, by phone, or via voice or email, by providing answers and information regarding specific account information, discrepancies, general accounting procedures, and/or department specific issues and problems including business, animal, and bicycle licenses, parking citations, fire invoice payments, and cardroom permits; researches issues regarding specific transactions; updates related files and departments on action items.
• Receives and enters cash, credit card, or check payments at the front counter or via mail into the City’s finance software or licensing programs; collects and verifies deposits from other departments that collect payments; balances cash drawer and moneys taken in at end of day.
• Receives and processes applications for licenses; facilitates review and enters information into the correct computer system for approval.
• Files, scans, and sorts invoices, deposits, appeals, citations, and various batches; allocates wire transfer payments to appropriate fund codes.
• Processes and completes parking citation reconciliations and Turbo Data invoices.
• Prepares and processes bills, checks, and invoices; assists with preparation of payroll.
• Prepares and maintains financial records; types, indexes, and files financial information, statistical reports, letters, and memoranda; processes and inputs purchase orders; posts information to records; balances municipal accounts and inputs journal entries.
• Coordinates and performs duplicating services for all departments.
• Provides back-up assistance to Senior Accounting Assistants.
• Observes and complies with all City and mandated safety rules, regulations, and protocols.
• Performs other duties as assigned.

Knowledge of:

• Basic methods, practices, and terminology used in financial and account document processing including, but not limited to, accounts receivable, accounts payable, purchasing, utility billing, and business licensing.
• Methods and techniques of preparing and maintaining records of financial transactions.
• Methods and techniques of researching and resolving processing transactional discrepancies.
• City policies and procedures with respect to receiving and/or processing monetary transactions.
• City utility billing processes and procedures.
• Methods and techniques of generating transaction reports in assigned fiscal area.
• California Vehicle codes and City municipal codes regarding parking.
• City municipal codes regarding business licenses and animal licenses.
• Standard operating procedures, including cash handling, licensing software, finance software, and internet searches.
• Business arithmetic and basic financial techniques.
• Recordkeeping principles and procedures.
• City and mandated safety rules, regulations, and protocols.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and…