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. Assists with recording of delinquent utility balances with Yolo County through filing of a property lien. Maintains accurate billing information through data entry, calculations, and verifications. Maintains credit card accounts; processes receipts and reconciles to credit card statements. 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. Creates new vendor accounts; obtains necessary information and paperwork from vendors; prepares vendor invoice tracking; inputs vendor invoices and prints checks; totals and balances accounts. Calculates business license fees; accepts and processes payments at the front counter, over the phone, and by mail, in cash, by check, or by credit card; makes change as necessary and maintains cash drawer as appropriate; balances payments and posts transactions in the accounting system daily. Calculates, processes and reconciles cannabis gross receipts; schedules appointments for monthly payments; collects supporting documentation for tax calculation and verification; maintains cannabis businesses database. Ensures compliance with City cannabis ordinance and regulations. Processes invoices for payment; classifies, records, and balances revenues and expenditures to proper accounts; enters account numbers, vendor numbers, amounts of payables, and related data into financial system using computer terminal; assembles accounts payable documents for approval; audits and reconciles errors; prepares accounts payable checks for mailing. Receives and responds to vendor inquiries; resolves any issues, problems, or requests using established procedures. Responds to a variety of customers, departments, and employees' questions 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. 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. Balances month end work and researches, compiles, enters, and classifies data for new business input. Assists other accounting and finance personnel in performing a variety of customer service and accounting support duties in the preparation, maintenance, and processing of accounting records and financial transactions, including utility billing, business licensing, accounts payable, and/or accounts receivable. Maintain confidentiality of records and information as required. Performs other related duties as assigned.

QUALIFICATIONS

Knowledge of:

Terminology and practices of financial and account document processing and record-keeping, including accounts receivable, accounts payable, utility billing, and business licensing. Cash handling procedures. City policies with respect to receiving and processing monetary transactions. Methods and techniques of researching and resolving transactional discrepancies. Business arithmetic and basic financial techniques. Record-keeping principles and procedures. City and mandated safety rules, regulations, and protocols. 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 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. Interpret, apply, and explain policies and procedures. Compose correspondence and reports independently or from brief instructions. Perform cashiering duties. Make thorough and accurate arithmetic and financial 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. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal 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:

Finance Assistant I/II :

Equivalent to completion of the twelfth (12 th ) grade supplemented by courses in accounting or bookkeeping.

Experience:

Finance Assistant I :

One (1) year of specialized accounting, clerical, or administrative experience.

Finance Assistant II:

Two (2) years of increasingly responsible specialized accounting, clerical, or administrative experience

Licenses and Certifications:

None

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

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