Finance Assistant I​/II

DEFINITION

Under immediate supervision (Finance Assistant I), or general supervision (Finance Assistant II), performs a variety of clerical, fiscal, and customer service duties in the preparation, maintenance, and processing of accounting records and financial transactions, including accounts payable, accounts receivable, cashiering, utility billing, and business licensing; maintains manual and computerized accounting and financial records; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives immediate supervision (Finance Assistant I), or general supervision (Finance Assistant II) from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISTICS

Finance Assistant I - This is the entry-level classification in the Finance Assistant series. Initially under close supervision, incumbents learn and perform routine basic clerical, fiscal, and customer service duties in support of accounts receivable, accounts payable, utility billing, and business licenses. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently.

Positions at this level usually perform most of the duties required of the positions at the Finance Assistant II level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods. Work is usually supervised while in progress and fits an established structure or pattern.

Exceptions or changes in procedures are explained in detail as they arise.

Finance Assistant II - This is the fully qualified journey-level classification in the Finance Assistant series. Positions at this level are distinguished from the Finance Assistant I by the performance of the full range of duties as assigned, working independently, and exercising judgment and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

May provide training and guidance to less experienced staff.

Positions in the Finance Assistant class series are flexibly staffed; positions at the Finance Assistant II level are normally filled by advancement from the Finance Assistant I level; progression to the Finance Assistant II level is dependent on (i) management affirmation that the position is performing the full range of duties assigned to the classification; (ii) satisfactory work performance; (iii) the incumbent meeting the minimum qualifications for the classification including any licenses and certifications;

and (iv) management approval for progression to the Finance Assistant II level.

EXAMPLES OF TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so qualified employees can perform the essential functions of the job.

Positions at the Finance Assistant I level may perform some of these duties and responsibilities in a learning capacity.

* Performs a variety of clerical, fiscal and customer services duties related to accounts receivable, accounts payable, utility billing, business licensing, and/or department-specific technical account duties, including posting, 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, records and files; generates reports by computer and balances them appropriately.

* Processes payments in batches and logs batch reports; prepares documentation for payment; confers with vendors; enters and verifies data into the automated accounts payable system to produce payment; prepares payments for mailing and files copies with backup.

* Accepts and processes payments at the front counter, over the phone, and by mail, in cash, by check, or by credit card; makes change and maintains cash drawer; processes automatic customer account debits through electronic bank transfers; balances payments and posts transactions in the accounting system daily; processes bank deposits and change requests; runs bank reports and verifies those records and transactions.

* Sets up new accounts or closes out terminated accounts; notifies Public Works Utilities & Operations Department of excessive water usage, potential leaks, or broken utility meters; calculates and processes billing adjustments due to leaks, penalty adjustments, or overestimating; processes escrow and changes in ownership transactions.

* Sends out late and final notices, collection notices, and performs necessary collections and delinquency processing; prepares monthly renewal, second, late, final, and delinquent notices.

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