ACCOUNTING TECHNICIAN I

Under general supervision, perform complex and difficult paraprofessional duties in the preparation, maintenance, and processing of accounting records and transactions, including accounts receivable, utility billing, accounts payable, business licensing, general ledger, and/or payroll. Maintain City financial accounts and records and assist in the preparation of financial reports and analyses. Provide responsible technical and clerical accounting support to professional staff. Perform related duties as assigned.

DISTINGUISHING CHARACTERISTICS

Accounting Technician I:

This is the entry-level class in the Accounting Technician series. Initially, under close supervision, incumbents with administrative and technical accounting support experience learn technical and paraprofessional work in the following areas: accounts receivable, utility billing, accounts payable, and business licensing. As knowledge and experience are gained, the work becomes broader in scope, assignments are more varied and are performed under more general supervision. Positions at this level usually perform most of the duties required of the positions at the 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. This class is used as a training class for paraprofessional accounting duties but requires prior experience in technical accounting work and is distinguished from the Accounting Technician II class series in that it performs more complex and higher-level paraprofessional accounting duties that require more specialized knowledge, skill, and training. The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to this class. When performing the accounts receivable/utility billing assignment: Process periodic invoice requests; create and maintain new payer accounts; prepare and distribute billings and notices. Receive and balance cash receipts and general ledger debits; allocate revenue to proper cost accounts; post revenue; prepare bank deposits and related reports. Receive mail and direct payments from the public and from other City departments, balance monies received, and prepare receipts and bank deposits. Prepare delinquent item reports and initiate and monitor delinquent processing. Process City-wide returned checks and contact customers as appropriate; prepare delinquent item reports, initiate and monitor delinquent processing for collection; prepare and process year-end write-offs for uncollectible accounts. When performing the accounts payable assignment: Process invoices for payment; coordinate paperwork; classify, record, and balance revenues and expenditures to proper accounts; research invoices, match to purchase orders; obtain authorization for payment; contact vendors and City staff to resolve accounts payable problems; code invoices for payment; enter account numbers, vendor numbers, amounts of payables, and related data into computer finance application; assemble accounts payable documents for approval; audit and reconcile errors; prepare accounts payable checks for mailing and file copies with backup. Process purchase requisites and prepare purchase orders. Review source documents for compliance with rules, regulations, and procedures; determine proper handling for compliance. Review source documents for accuracy and receipt of information; collect, record, file, and distribute related paperwork. Receive vendor inquiries via telephone, fax, or mail and resolve any issues, problems, or requests using established procedures. Maintain, record, audit, and replenish petty cash accounts for various departments. Assist with the administration of the City's credit card program; receive new requests and process new users; monitor credit card transactions for proper allocation of funds; reconcile transactions and month-end. Issue 1099 forms.

When performing business licensing:

Administer business license ordinances, answer oral and written inquiries, and advise businesses and the public concerning business licensing requirements, procedures, and tax calculations. Maintain computer and hard-copy records on businesses operating in the City. Post new business information and changes to the accounting system. Verify and balance the audit trail. Print and mail licenses, renewal applications, and reminder postcards. Collect business license taxes. Compose correspondence, renewal instructions, and reports. Prepare statistical and accounting reports. When performing the payroll processing assignment: Receive, review, verify, and process timekeeping record documents to prepare and process payroll for all City employees, including bank wire transfers; audit such documents for completeness, accuracy, and compliance with rules and regulations. Process, calculate, and maintain records of a variety of payroll actions, including wage garnishments, benefits withholding, overtime hours, and workers' compensation claims; maintain employee records for voluntary and non-voluntary deductions; prepare reports and payments for various tax, financial, and insurance organizations. Apply provisions of collective bargaining contracts and personnel rules as they apply to payroll and leave usage. Apply applicable state and federal tax laws regarding employee benefits and earnings. Assist departments and employees by providing payroll information. Receive and verify timesheets; check for available sick leave and vacation days and other types of available leave days and input into the payroll system; advise supervisors and employees on requirements for time reporting. Process personnel actions, making appropriate adjustments/changes in the payroll system. Prepare reports and payments for employee retirement benefits; prepare quarterly Federal and State tax reports. Prepare insurance premium statements for payment; update insurance changes for City employees. Maintain a variety of files and records related to the City's payroll system; reconcile transactions and data as directed; record changes and resolves differences; maintain the accuracy of payroll records. Post data to various ledgers, registers, journals, and logs according to established accounting techniques and procedures. May be exposed to confidential and privileged information during the course of duties, which should be maintained as such.

When performing all assignments:

Perform complex paraprofessional accounting and financial support work. Process and maintain accounting, utility billing, and financial transactions in compliance with all applicable rules, regulations, and ordinances. Verify, post, and record a variety of financial transactions; prepare and maintain databases, records, and a variety of periodic and special financial, accounting, and statistical reports. Enter and retrieve information using standard accounting, word processing, and spreadsheet software applications. Reconcile transactions and data as directed; record changes and resolve differences; maintain the accuracy of the accounting and financial records. Generate and assist in the preparation of monthly, quarterly, and year-end financial, summary, and technical reports. Perform general office support duties such as opening and routing mail and deliveries, preparing correspondence, filing and record keeping, and duplicating and distributing various written materials. Assist customers, departments, and employees by providing answers and information regarding specific account information, discrepancies, and/or general accounting procedures; and updates related files and departments on action items. Ensure that assigned tasks are completed within established deadlines. Assist upper-level staff with special projects as required; research information and comply with special reports as directed. Operate current equipment such as a calculator, copier, fax machine, typewriter, computer, and assigned software. Prioritize workload in response to established timelines. Order and maintain inventory of office supplies. Perform duties of a disaster services worker in the event of an emergency. Perform other related duties as assigned.

EDUCATION AND EXPERIENCE

Accounting Technician I High school diploma or equivalent; and Completion of 18 units of college-level coursework in basic accounting, bookkeeping, finance, public administration, business administration, or a closely related field; and Two years of experience in processing financial documents, maintaining financial or accounting records, utility billing, collections, or related field. Relevant experience may be substituted for education on a year-for-year basis.

Knowledge of:

Terminology and practices of financial and accounting document processing and record keeping, including accounts receivable, utility billing, accounts payable, business licensing, general ledger, and/or payroll. Basic principles and practices of fund accounting and public agency budgeting. Record keeping, information processing requirements, and rules and policies related to accounts receivable, utility billing, accounts payable, business licensing, general ledger, and/or payroll. Computerized finance systems and computer software and systems related to accounting and payroll processes. Federal, State, and local laws, codes, ordinances, regulations, policies, and procedures related to assigned area(s) of responsibility, including memorandums of understanding. Principles and practices of auditing accounts receivable, utility billing, accounts payable, business licensing, general ledger, and/or payroll, and other accounting and finance documents. Record keeping and filing principles and practices. Modern office practices, methods, and computer equipment. Computer applications related to work, including word processing and spreadsheet software. Oral and written communication skills; standard English usage, grammar, spelling, vocabulary, and punctuation. Interpersonal skills using tact, patience, and courtesy. Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff. Mathematical calculations. Safe work practices.

Skilled in:

Setting priorities and being able to meet assignment deadlines. Good judgment, dependability, and adaptability. Advanced Database skills, such as the ability to sort and retrieve records; create layouts and reports; add, edit, and delete fields and reports. Advanced spreadsheet skills, including the ability to insert formulas and mathematical calculations; create workbooks, use multiple worksheets; format and print worksheets; sort lists; create graphs and charts.

Ability to:

Respond promptly to requests of internal and external clients; provide needed information, assistance, training, materials, and resources. Plan, organize, and prioritize own work to meet deadlines and accomplish tasks within established timelines, including maintaining accurate records and files. Maintain an orderly work environment and perform tasks in a prescribed and safe manner. Establish and maintain effective working relationships with City management, staff, the public, and others encountered in the course of work. Maintain and improve professional skills and knowledge. Be flexible and receptive to change. Understand and apply principles, techniques, and procedures required for effective job performance; apply and interpret pertinent laws, codes, regulations, policies, and procedures. Understand and carry out both oral and written directions in an independent manner. Prepare and evaluate comprehensive accounting reports and statements. Review, process, evaluate and verify a variety of financial information. Reconcile differences within established record-keeping systems and related transactions. Type or enter data containing a large percentage of numerical or tabular data at a rate for successful job performance. Operate current equipment including a computer and assigned software, including complex spreadsheets, databases, and other financial record-keeping systems. Perform mathematical calculations accurately and rapidly. Quickly identify and correct errors in a variety of mathematical computations and financial documents. Effectively communicate in both oral and written forms. Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Analyze data and draw logical conclusions; identify and troubleshoot problems.

SUPPLEMENTAL INFORMATION

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

PHYSICAL DEMANDS

Sit for prolonged periods of time. Verbally communicate to exchange information. Hear, understand, and distinguish speech and/or other sounds, in person and by telephone. Use hands to fingers, feel computers and standard business equipment; make repetitive hand movements in the performance of daily duties. Lift, carry, push, and/or pull up to 25 lbs. amounts of weight. Occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Visual requirements include close vision and the ability to adjust focus.

MENTAL DEMANDS

Use written and oral communication skills. Interpret data, information, and documents. Analyze and solve complex problems. Work under deadlines with constant interruptions. Interact with City management, staff, the public, and others encountered in the course of work, some of whom may be dissatisfied or quarrelsome.

WORK ENVIRONMENT

Work is performed primarily in an indoor environment. All City of Shafter employees are designated "Disaster Service Workers" through state and local laws (CA Government Code Section 3100-3109). As Disaster Service Workers, all City employees are expected to remain at work or report to work as soon as practicable following a significant emergency or disaster. The City of Shafter is an Equal Employment Opportunity Employer. Reasonable accommodations for disabilities may be requested from the Human Resources Department at (661) 746-5008 or hr@shafterca.gov .

APPLICATION PROCESS

Incomplete application packets will be rejected. Application packets must contain and meet the following criteria: 1.

City of Shafter Employment Application :

M ust list each position in chronological order with start/end dates and duties/responsibilities for each employer. 2. High School Diploma, or equivalent: A high school transcript is acceptable in lieu of the diploma. If you have higher education, submitting a transcript will be accepted as proof of high school completion and for verification of the required units.

SELECTION PROCESS

The following are steps in the selection process. Candidates must pass each step before proceeding to the next step: 1. Submit a complete employment application as listed under Application Process 2. Application Review 3. Panel Interview 4. Name Placed on Eligibility List 5. Conditional Offer 6. Background Investigation 7. Medical Examination 8. Formal Offer 9. Begin Employment - 6 month probationary period