Under general supervision, 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, purchasing, accounts receivable, payroll, customer service, cash handing, utility billing, and business licensing; maintains manual and computerized accounting and financial records; prepares and assists with business license applications; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from assigned supervisory or management personnel. Exercises no direct supervision over staff.
This journey level classification is responsible for independently performing clerical, fiscal and customer service duties in support of accounts receivable, purchasing, accounts payable, payroll, utility billing, and/or business licensing. Positions at this level exercise judgment and initiative in their assigned tasks, 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. This class is distinguished from the Senior Account Clerk in that the latter is responsible for more complex work assigned to the series requiring a higher level of discretion and independent decision-making, and providing technical and functional direction over lower level staff.
Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
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 department 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 by providing answers and information regarding specific account information, discrepancies, general accounting procedures, and/or department specific issues and problems; researches issues regarding specific transactions; and updates related files and departments on action items.
Performs other duties as assigned.
When performing the accounts receivable assignment:
Processes periodic invoice requests; creates and maintains new accounts.
Receives and balances cash receipts and general ledger debits; allocates revenue to proper cost accounts; posts revenue; prepares bank deposits and related reports.
Receives mail and direct payments from the public and from other City departments, balances monies received, and prepares receipts.
Processes City-wide returned checks and contacts customers as appropriate; prepares delinquent item reports, initiates and monitors delinquent processing for collection; prepares and processes year-end write-offs for un-collectable accounts.
Maintains and updates IRS W-9 information of vendors for IRS 1099-year end tax reporting and processing.
When performing the accounts payable assignment:
Prepares documentation for payment; confers with vendors as necessary; enters and verifies data into the automated accounts payable system to produce payment; prepares manual checks; prepares payments for mailing and files copies with backup.
Audits, verifies, codes, and batches accounts payable transactions; matches purchase orders, packing slips, and invoices; researches discrepancies and unauthorized purchases; checks allocations against department budget appropriations; prepares payment requests; balances and maintains retention accounts; liquidates purchase orders; processes purchasing requisitions for the assigned department.
Sets up new vendor accounts; obtains necessary information and paperwork from vendors; prepares vendor invoice tracking; inputs vendor invoices and prints checks; totals and balances accounts.
Maintains credit card accounts; processes receipts and reconciles to credit card statements.
Reviews source documents for accuracy, receipt of necessary information, and compliance with rules, regulations, and procedures; determines proper handling for compliance.
Receives vendor inquiries via telephone, fax, or mail; resolves any issues, problems, or requests using established procedures.
Maintains warrant control log for check stock.
Maintains signature authorization listing used to verify payment authorization signatures.
Verifies bankruptcy information of vendors; participates in audits of vendors and other City departments; maintains vendor W-9 information for 1099 processing.
Prepares and reviews purchase requisition and change order submissions in accordance with City's purchasing policy.
When performing the payroll assignment:
Receives, reviews, verifies, and processes time recording documents to prepare payroll for all City employees; audits such documents for completeness, accuracy, and compliance with rules and regulations; prepares and balances payroll reports and records.
Processes personnel transactions making appropriate adjustments/changes in the payroll system.
Prepares reports and payments for employee retirement benefits; prepares quarterly Federal and State tax reports.
Processes, calculates, and maintains records of a variety of payroll actions, including overtime hours, cost-of-living adjustments, incentive and/or premium pay, retroactive pay, benefits withholdings, wage garnishments, and final paychecks and pay-offs based on appropriate provisions; maintains employee records for voluntary and non-voluntary deductions; prepares payroll warrants and wire transfers; prepares reports and payments for various tax, financial, and insurance organizations.
Maintains a variety of files and records related to the City's payroll system and general accounting techniques and procedures; reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of the accounting and financial records.
When performing the utility billing assignment:
Performs customer service tasks; 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 as appropriate; processes automatic customer account debits through electronic bank transfers; balances and reconciles payments and posts transactions in the accounting system daily.
Processes service requests from customers and field staff; generates and compiles work orders and trouble tickets; coordinates field personnel including turn-ons, turn-offs, and other service requests; assists in the preparation of special reports.
Exports and imports meter files to and from field staff; audits meter readings in preparation for billing, checking for faulty/bad meters or errors; prepares list for field staff to perform additional meter verification; adds or edits meter reads as necessary.
Processes, prepares and prints bi-monthly water billing; generates and reviews billing reports.
Processes mailed lockbox or Automated Clearing House (ACH) transactions; verifies amounts from bank data summary reports; imports and processes online water payments; batches and compiles mail and drop box payments; corrects misapplied payments and transfers funds.
Sets up new accounts or closes out terminated accounts; notifies customers of excessive usage and initiates work orders to investigate for high consumption, potential leaks, or broken utility meters; calculates and processes billing adjustments due to leaks, penalty adjustments, or overestimating.
Processes and prepares the necessary documents and/or notices with regard to meter exchanges; adds new meter installations to utility inventory.
Receives and processes various invoices for water services; sends out late and final notices, collection notices, and performs necessary collections and delinquency processing.
Maintains current billing book by downloading reads, printing and investigating problem accounts (e.g., high reads, missing reads, etc.); generates investigation list for the field personnel.
Composes and prepares routine correspondence to the public according to established standards.
Maintains accurate billing information through data entry, calculations, and verifications.
When performing the business licensing assignment:
Maintains the business license database; researches new businesses and notifies them of licensing requirements; mails application materials; processes closing accounts; reviews and reconciles payment ledger against database of notices; verifies bankruptcy information and performs other research about business and property information; selects, schedules and conducts audits on businesses to ensure proper business licensing reporting requirements are followed.
Prepares monthly renewal, second, late, final, and delinquent notices.
Balances month end work and researches, compiles, enters, and classifies data for new business input.
Terminology and practices of financial and account document processing including 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.
Payroll reporting and payment requirements of various State and Federal agencies and benefit providers.
City utility billing processes and procedures.
Methods and techniques of generating transaction reports in assigned fiscal area.
Business arithmetic and basic financial techniques.
Record-keeping principles and procedures.
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 program, project, and task coordination, including computers and software programs relevant to work performed.
Perform detailed account and financial office support work accurately and in a timely manner.
Respond to and effectively prioritize multiple phone calls and other requests for service.
Understand and comply with City financial transaction standards, policies and procedures.
Make accurate arithmetic, financial, and statistical computations.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Establish and maintain a variety of filing, record-keeping, and tracking systems.
Understand and follow oral and written instructions.
Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks.
Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:
EDUCATION Equivalent to completion of the twelfth (12th) grade. College courses in accounting, business, computers or related field preferred.
EXPERIENCE One (1) year of experience providing clerical support to finance or accounting program, preferably in a municipal agency.
LICENSES AND CERTIFICATIONS:
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
E-Verify: The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.