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Job Description
The City of Healdsburg's Finance Department is currently recruiting to fill one full-time, limited term Accounting Assistant I/II position. This limited term position has a 1 year assignment duration. This front-counter position at City Hall supports the Utility Billing division and plays a key role in providing responsive customer service to the community. Primary responsibilities include processing payments, assisting customers by phone, email, and in person, filing, data entry, and conducting account research as needed. Placement of the individual at a particular level will be based on a combination of factors including education, experience, and certifications. Ideal candidates will have experience with the Office 365 suite, standard office equipment and phone systems, cash handling, and customer service. Bilingual skills in English and Spanish are highly desirable Applications will be reviewed weekly. Interviews may be scheduled at any time until the position has been filled. This recruitment may be closed at any time, without notice. Prompt application is encouraged.
DEFINITION
To perform a variety of financial and accounting support duties for assigned accounting functions; to process payments for City services; to perform general office duties; and to provide clerical support to an assigned supervisor.
DISTINGUISHING CHARACTERISTICS
Accounting Assistant I - This is the entry level class in the clerical Accounting Assistant series. Positions in this class typically have little or no directly related work experience and work under immediate supervision while learning job tasks. The Accountant Assistant I class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned. Accounting Assistant II - This is the journey level class in the clerical Accounting Assistant series and is distinguished from the I level by the assignment of the full range of duties. Employees at this level receive only occasional instruction or assistance as new, unusual or unique situations arise and are fully aware of the operating procedures and policies within the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the I level. This class is distinguished from the Senior Accounting Assistant in that the latter performs the more difficult accounting and specialized financial duties and provides technical and functional supervision over assigned staff.
SUPERVISION RECEIVED AND EXERCISED
Accounting Assistant I Receives general supervision from assigned supervisor; and may receive technical and functional supervision from more experienced staff. Accounting Assistant II Receives general supervision from assigned supervisor; and may receive technical and functional supervision from more experienced staff Duties may include, but are not limited to, the following: Perform a variety of financial and accounting support duties for assigned functions. Provide customer service in person at counter as assigned, via email, mail and on the phone; receive utility and other payments, issue receipts, balances cash receipts at the end of the day; make computer entries and enter data including utility payments, meter readings, charges; process collection notices including reminder notices, delinquency notices, and turn-off notices; process business licenses and related requests, as assigned. Post cash and credits to a variety of financial records; balance payment records; generate and reconcile various reports; maintain subsidiary ledgers, auditing and reconciling reports and information posting data as required. Review invoices and related documents; reconcile differences; verify authorizations; distribute invoices to other departments for coding and approval; prepare accounts payable for payment; research and assemble information from a variety of sources for completion of forms or the preparation of reports. Process checks for payment; create POs and contracts that have been approved; process and mail out 1099's. Perform general office support duties including filing, typing and other clerical duties as assigned. Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. Foster an environment that embraces diversity, integrity, trust, and respect. Be an integral team player, which involves flexibility, cooperation, and communication. Perform related duties as assigned.
MINIMUM QUALIFICATIONS
Accounting Assistant I Knowledge of :
Methods of basic recordkeeping Principles of basic accounting bookkeeping. Basic office procedures and cash handling. Principles of providing customer service in person, on the phone or via email. Ability to : Maintain and organize accurate accounting, billing and related records; review reports; and provide customer service. Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff. On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less. Review and balance payment records. Use sound judgment in recognizing scope of authority. Operate and use modern office equipment including computers and applicable software. Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities. Utilize appropriate safety procedures and practices for assigned duties. Establish and maintain effective working relationships with those contacted in the course of work. Work with various cultural and ethnic groups in a tactful and effective manner. Communicate clearly and concisely, both orally and in writing. Experience and Training Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Experience :
Some responsible customer service, accounting and office support experience is desirable.
Training :
Equivalent to the completion of the twelfth grade License and Certificate Possession of a valid California Class C Driver License may be required at the time of appointment. Failure to obtain or maintain such required license(s) may be cause for disciplinary action. Individuals who do not meet this requirement due to a physical disability will be considered for accommodation on a case-by-case basis. Accounting Assistant II In addition to the qualifications for the
Accounting Assistant I:
Knowledge of:
Basic government accounting principles, financial record keeping processes. Billing processes used for utility and related municipal services provided to residential and commercial customers. Relevant local, State, and Federal laws, rules and regulations related to area of assignment.
Ability to:
Maintain and organize detailed and accurate accounting, billing and related records; issue notices and bills; create and review detailed reports; and provide customer service. Intermittently, review and evaluate documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve issues for the public and with staff. On a continuous basis, sit at desk for long periods of time or stand at public counter; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone; write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less. Balance payment records; conduct research and reconcile discrepancies. Use sound judgment in recognizing scope of authority. Operate and use modern office equipment including computers and applicable software. Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities. Utilize appropriate safety procedures and practices for assigned duties. Establish and maintain effective working relationships with those contacted in the course of work. Work with various cultural and ethnic groups in a tactful and effective manner. Communicate clearly and concisely, both orally and in writing. Experience and Training Any combination of experience and training that would provide the required knowledge and abilities is qualifying. A typical way to obtain the required knowledge and abilities would be:
Experience:
Two years of responsible experience similar to an Accounting Assistant I with the City of Healdsburg.
Training :
Equivalent to the completion of the twelfth grade. License and Certificate Possession of a valid California Class C Driver License may be required at the time of appointment. Failure to obtain or maintain such required license(s) may be cause for disciplinary action. Individuals who do not meet this requirement due to a physical disability will be considered for accommodation on a case-by-case basis.
HOW TO APPLY
Applicants must submit a clear, concise, completed online City Application along with any required supplemental application materials with the Human Resources Department by the filing deadline. If you do not submit your online application by the filing deadline, you will not be considered for this position. Please note, applications may be rejected if incomplete. All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process. Resumes, CVs and cover letters may not be reviewed as part of the application screening process, unless the application specifically requests supporting materials.
HELPFUL TIPS WHEN APPLYING
Your application information and your responses to the supplemental questions are evaluated and taken into consideration throughout the entire selection process. List all employers and positions held within the last ten (10) years in the work history section of your application. Be as thorough as possible when responding to the supplemental questions. You may include history beyond ten (10) years if related to the position for which you are applying. If you held multiple positions with one (1) employer, list out each position separately. Failure to follow these instructions may impact your competitiveness in this process or may result in disqualification.
BACKGROUND SCREENING
Candidates who have successfully completed all prior phases of the selection process will be subject to fingerprinting and a background investigation prior to employment. Failure to comply with the background will result in the candidate not being considered further for that vacancy. Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer are contingent will be outlined in the conditional job letter.
EQUAL OPPORTUNITY EMPLOYER
The City of Healdsburg values diversity and is dedicated to creating an inclusive workplace environment that is representative of the community. The City is proud to be an equal opportunity employer and strives to build balanced teams without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces and diversity of our employees where all aspects of employment are based on merit, competence, performance, and business need. The City does not discriminate on the basis of disability in employment. Requests for reasonable accommodations needed to participate in the recruitment process may be made by contacting Human Resources within five (5) business days of being noticed that an event requiring accommodation is occurring. You may also contact the Human Resources Department at (707) 431-3376.
