Part-Time Accounting Aide

DEFINITION

Under general supervision, the Part-Time Accounting Aide provides entry-level administrative and accounting support to the Finance Department. This position assists with routine accounting, payroll, accounts payable, utility billing, cashiering, filing, scanning, records retention, data entry, mail distribution, and other clerical finance functions. The position is intended to support the Finance Department with low-level accounting and administrative tasks to improve workflow, document organization, customer service, and record maintenance.

EXAMPLES OF ESSENTIAL DUTIES AND FUNCTIONS

: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks to address business/organizational needs and changing business/organizational practices: Assist with payroll support functions, including printing timesheets, organizing payroll documents, scanning records, filing payroll backup, and maintaining payroll files. Assist with Accounts Payable filing, scanning, invoice organization, and records retention. Assist with utility billing customer service, including receiving payments, processing routine transactions, answering basic customer questions, and directing complex matters to appropriate staff. Assist with cashiering and payment processing for utility payments, business licenses, permits, fees, and other City revenues. Assist with filing, scanning, indexing, and maintaining Finance Department records in accordance with City records retention procedures. Assist with preparing, organizing, and maintaining supporting documentation for journal entries, deposits, invoices, and other accounting records. Assist with preparing and entering routine journal entries under the direction of Finance staff. Assist with routine data entry into the City's financial, payroll, utility billing, or document management systems. Assist with sorting and distributing Finance Department mail. Assist with organizing and maintaining department files, reports, forms, and financial documentation. Provide general clerical support to Finance staff as needed. Maintain confidentiality of payroll, personnel, customer, vendor, and financial information. Follow established City policies, procedures, internal controls, and cash-handling requirements. Perform related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES TO

Basic office procedures, filing systems, and records management practices. Basic math and accounting concepts. Customer service principles and practices. Cash handling and payment processing procedures. Modern office equipment and computer applications. Microsoft Office applications, including Word, Excel, and Outlook. Proper English usage, grammar, spelling, and punctuation. Basic principles of confidentiality and handling sensitive information. Perform routine clerical and accounting support work accurately and timely. Maintain organized files and records. Enter data accurately into financial or administrative systems. Process payments and handle cash with accuracy and integrity. Follow written and verbal instructions. Learn City finance procedures, systems, and internal controls. Maintain confidentiality of sensitive Finance Department information. Communicate professionally with City staff, vendors, and the public. Provide courteous customer service. Prioritize routine tasks and complete assigned work within established timelines. Work independently within established guidelines and seek clarification when needed. Establish and maintain effective working relationships with coworkers, supervisors, and the public.

EXAMPLES OF ESSENTIAL DUTIES AND FUNCTIONS

: Essential functions, as defined under the Americans with Disabilities Act, may include any of the following tasks, knowledge, skills, and other characteristics. The list that follows is not intended as a comprehensive list; it is intended to provide a representative summary of the major duties and responsibilities. Incumbent(s) may not be required to perform all duties listed, and may be required to perform additional, position-specific tasks to address business/organizational needs and changing business/organizational practices: Assist with payroll support functions, including printing timesheets, organizing payroll documents, scanning records, filing payroll backup, and maintaining payroll files. Assist with Accounts Payable filing, scanning, invoice organization, and records retention. Assist with utility billing customer service, including receiving payments, processing routine transactions, answering basic customer questions, and directing complex matters to appropriate staff. Assist with cashiering and payment processing for utility payments, business licenses, permits, fees, and other City revenues. Assist with filing, scanning, indexing, and maintaining Finance Department records in accordance with City records retention procedures. Assist with preparing, organizing, and maintaining supporting documentation for journal entries, deposits, invoices, and other accounting records. Assist with preparing and entering routine journal entries under the direction of Finance staff. Assist with routine data entry into the City's financial, payroll, utility billing, or document management systems. Assist with sorting and distributing Finance Department mail. Assist with organizing and maintaining department files, reports, forms, and financial documentation. Provide general clerical support to Finance staff as needed. Maintain confidentiality of payroll, personnel, customer, vendor, and financial information. Follow established City policies, procedures, internal controls, and cash-handling requirements. Perform related duties as assigned.

KNOWLEDGE, SKILLS, AND ABILITIES TO

Basic office procedures, filing systems, and records management practices. Basic math and accounting concepts. Customer service principles and practices. Cash handling and payment processing procedures. Modern office equipment and computer applications. Microsoft Office applications, including Word, Excel, and Outlook. Proper English usage, grammar, spelling, and punctuation. Basic principles of confidentiality and handling sensitive information. Perform routine clerical and accounting support work accurately and timely. Maintain organized files and records. Enter data accurately into financial or administrative systems. Process payments and handle cash with accuracy and integrity. Follow written and verbal instructions. Learn City finance procedures, systems, and internal controls. Maintain confidentiality of sensitive Finance Department information. Communicate professionally with City staff, vendors, and the public. Provide courteous customer service. Prioritize routine tasks and complete assigned work within established timelines. Work independently within established guidelines and seek clarification when needed. Establish and maintain effective working relationships with coworkers, supervisors, and the public.