Note: The City of West Hollywood is closely monitoring the fluctuating public health emergency related to COVID-19. The recruitment process will be handled by the Human Resources division staff remotely. Candidates that are selected to the next step(s) of the recruitment process will be notified by email two weeks after the application filing date. If our city facilities remain unavailable to the public, the interview process will be conducted virtually (video conferencing). HR will provide information to eligible candidates (e.g. virtual interview format, necessary hardware and software requirements, etc.) in advance.
Performs administrative and technical processes related to financial processes (accounts payable, accounts receivable, payroll and purchasing), including: receiving and processing transactions; entering transactions into the computer system; balancing transactions; preparing deposits; and developing and distributing reports.
Position reports to: Revenue Manager
EXAMPLES OF DUTIES
ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)
Processes financial and payroll information, including: maintaining various financial records and information (accounts payable, accounts receivable, etc.); receiving and checking invoices for accuracy; processing various documents, fees and payments for services, documents, etc., provided by the City; processing invoices through computer system; balancing invoices to computer system reports; preparing deposits; coding transactions; gathering, tabulating and proofreading statistical and financial data; printing and distributing checks; and generating and filing reports.
Types letters, memos, labels, reports, purchase orders, requisitions, forms and/or other correspondence on a computer.Answers phone; takes messages; screens calls; determines nature and priority of call; provides information to callers, receives citizen complaints; and directs calls and messages to appropriate person.
Contacts vendors to obtain price quotes on office supplies, places orders, and researches billing and payment questions.
Opens, sorts, and distributes incoming mail.
Researches and corrects discrepancies; explains basic policies and procedures to staff and constituents in a courteous and helpful manner.
Enters information into a computer terminal; uses the computer system to retrieve a variety of daily, monthly and yearly reports.
Files and retrieves documents in an orderly fashion so that materials can be easily located.
IMPORTANT JOB FUNCTIONS:
Processes non-sufficient funds checks; sends information to related parties and collection agencies.
Maintains petty cash information.
Photocopies reports, memos, and other documents for staff.
Dissimilates a variety of information to various agencies, divisions, or departments via telephone, mail, email or FAX.
May serve as backup for other positions within the department.
Performs other related duties as assigned.
MATERIAL AND EQUIPMENT USED:
General Office Equipment
MINIMUM QUALIFICATIONS REQUIRED
Education and Experience:
Associate's degree or equivalent from a two-year college or technical school; and,
One to two years of progressively responsible related experience; or,
Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Licenses and Certifications:
KNOWLEDGE, SKILLS, AND ABILITIES
Basic accounting techniques, policies and processes.
Record keeping, report preparation, filing methods and records management techniques.
General office procedures, policies and practices, as well as basic knowledge of computer and other general office equipment.
Applicable state, federal and local ordinances, laws, rules, and regulations and legislative issues.
Standard business arithmetic, including percentages and decimals.
Using tact, discretion, initiative and independent judgment within established guidelines.
Identifying and resolving office administrative situations and problems.
Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Operating and routine maintenance of general office machines such as copiers, facsimile machines and telephone systems.
Using a computer and all computer applications to perform the essential and important functions of the job.
Preparing clear and concise reports, correspondence, and other written materials.
Communicating orally and in writing with staff, public, and City and governmental officials in order to give and receive information in a courteous manner.
Ability to learn policies and procedures, codes, ordinances and departmental operating standards in assigned department.
Ability to read and comprehend instructions, routine correspondence and memos.
Ability to learn and follow city and department policies, procedures, codes and ordinances.
Ability to understand and carry out oral and written instructions.
Ability to identify confidential material and information and maintain confidentiality of same.
Ability to establish and maintain effective working relationships with others.
Ability to communicate in English both orally and in writing at the appropriate level.
Ability to perform mathematical calculations at the appropriate level.
Ability to deal with problems involving several concrete variables in standardized situations.
While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to finger, handle, or feel objects; speak and hear; and push, pull and/or lift up to 10 pounds occasionally.
Work is performed in a normal office environment with some exposure to dirt and dust and little exposure to outdoor temperatures.
The incumbent's working conditions are typically moderately quiet.
This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.