DEFINITION
Under direction, performs a variety of complex technical and administrative accounting support duties in the preparation, maintenance, and processing of accounting records and transactions, including accounts payable, accounts receivable, and account reconciliation; balances and maintains manual and computerized accounting and financial records; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS
This journey level classification is responsible for independently performing technical duties in support of accounts receivable, accounts payable and payroll, in addition to performing a variety of record keeping, reconciliation, and account support activities. 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.
EXAMPLES OF TYPICAL JOB FUNCTIONS(Illustrative Only)
Essential duties may include, but are not limited to, the following:
- Performs a variety of complex administrative and technical account support duties related to accounts payable, project accounting, general accounting, payment processing, and/or department-specific accounting duties including posting, adjusting, and maintaining manual and computerized account and financial records according to established policies and procedures.
- Provides assistance to payroll staff with processing and maintaining records of a variety of payroll actions, including new-hire set up, retroactive pay, benefits withholdings, wage garnishments, Worker’s Compensation processing, and final paychecks and pay-offs based on appropriate provisions; assists with maintaining employee records for voluntary and non-voluntary deductions; assists with preparation of payroll warrants and wire transfers; prepares reports and payments for various tax, financial, and insurance organizations.
- Prepares or assists with audit schedules and audit preparation; provides requested documentation for City audits, and other accounting tasks.
- Records transactions and account corrections by adjusting journal entries; processes monthly internal transactions; processes corrections received from other departments, and any related journal entries.
- 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; obtains additional signature authorization and distributes payments.
- Provides administrative support including editing staff reports, presentations, budget and other documents; and assists with projects as assigned.
- Maintains a variety of ledgers, registers, and journals according to established account policies and procedures; reconciles transactions and data as directed; records changes and resolves differences; maintains the accuracy of accounting and financial records; verify banking reports to ensure accuracy.
- Reviews source documents for accuracy, receipt of necessary information, and compliance with rules, regulations, and procedures; determines proper handling for compliance.
- Prepares statements and processes payments for redevelopment and individual home loans; researches and completes audit confirmations for housing loans.
- Runs reports, mails letters and follows up on customer’s unclaimed funds and related public records requests.
- Updates Finance Department records to reflect residential housing permits issued by the Community Development Department and major project fees received for properties.
- Process Finance Department’s purchase orders and invoices; track and process debt service payments.
- Enters and retrieves information and data using standard word processing and spreadsheet software, as well as accounting, financial, and other related electronic information systems.
- Assists customers, departments, and employees by providing information regarding account information, discrepancies, general accounting procedures, and/or department specific issues and problems; researches issues regarding transactions; and updates related files and departments on action items.
- Performs other related duties as assigned.
Knowledge of:
- Terminology and practices of financial and account document processing and record keeping, including accounts receivable, accounts payable and payroll.
- Public agency finance and accounting functions and techniques.
- Methods and techniques of posting journal entries.
- Principles and practices of auditing financial documents.
- Applicable Federal, State, and local laws, regulatory codes, ordinances, and procedures relevant to assigned area of responsibility.
- Mathematical principles.
- Record keeping principles and procedures.
- Techniques for providing a high level of customer service by effectively interacting 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.
Ability to:
- Perform detailed technical accounting tasks in support of the City’s finance programs.
- Review financial documents for completeness and accuracy.
- Review, post, balance, reconcile, and maintain accurate financial records.
- Respond to and effectively prioritize multiple phone calls and other requests for service.
- Prepare statements and process financial transactions.
- Maintain general ledgers, registers and journals.
- Make thorough and accurate arithmetic, financial, and statistical computations.
- Maintain sensitive and confidential information.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
- Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
- Use tact, initiative, prudence, and independent judgment within general policy and procedural guidelines.
- 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.
Education and Experience:
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 an associate degree with major coursework in finance, accounting,or a related field.
Experience:
- Two (2) years of increasingly responsible technical accounting experience.
Licenses and Certifications:
- Supplemental Information
Physical Demands
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.
Environmental Elements
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.
Working Conditions
N/A.
