Job Description

Posting number: 1002579

Department: Finance

Division: Accounting

Job classification: Senior Account Clerk - Finance

Posting type: Open

Categories: Accounting and Finance

Summary

Provides skilled administrative support to management, the department, and city residents, and intermediate clerical and technical work. Maintains various accounting controls and records; performs accounting tasks involving the preparation of various fiscal and statistical reports; processes accounts payables; maintains the telephone system billing; keys semi-monthly payroll; assists in preparing annual budget; maintains records of vehicles and equipment; keys and receives inventory; keys and processes purchase requisitions and credit card charges.

Examples of duties

The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.

When assigned to Finance - Accounting:

• Processes travel accounts by issuing travel advances and reimbursements in accordance with established policies and procedures; processes Accounts Payable by receiving, keying, and posting invoices; matches checks to invoices; keys log and proofs ACH and wires transfers; validates accounts payable batches; and daily reconciliation of accounts receivable.
• Performs tasks required for the end of the month closing, including filing utility and sales and use tax; reconciling accounts; keying journal entries; and assisting accounting staff.
• Completes other administrative and accounting functions including answering telephones; ordering office supplies; performing daily fuel and cash interfaces; administration of vehicle and equipment records; administration of W-9s and year-end Form 1099 preparation; quarterly administration of LODA; assisting with annual audit; and management of the document retention and destruction process for the department.

When assigned to Finance - Real Estate:

• Reviews, analyzes, interprets, and processes recorded deeds, deeds of trust, wills, probate records, affidavits of heirship, plats, court orders, easements, right-of-way documents, and other legal instruments affecting real property ownership.
• Verifies ownership transfers, property interest, legal descriptions, parcel identification information, and tax liability assignments for accuracy and compliance with applicable laws and regulations.
• Conducts title and ownership research utilizing land records, tax records, GIS mappings systems, court filings, probate records, and historical property information.
• Reviews chains of title and identifies discrepancies involving ownership interests, legal descriptions, acreage, parcel configurations, split or combined parcels, and assessment records.
• Coordinates with attorneys, court personnel, title companies, surveyors, financial institutions, neighboring jurisdictions, and state agencies to obtain and verify property ownership information.
• Reviews legal documentation for completeness and consistency prior to entry into assessment and taxation systems.
• Investigates ownership disputes, conflicting legal descriptions, deceased owner records, and other issues affecting assessment and billing accuracy.
• Provides customer service and administrative support related to property ownership and assessment records by assisting customers, processing record updates, and preparing and distributing forms and documents. Administers mortgage-related codes to support accurate ownership, billing, and taxation data. Researches returned tax bills to identify and verify current mailing addresses through available public records, legal documents, and internal databases; updates records accordingly and coordinates the remailing of tax bills to ensure accurate delivery and billing.
• Maintains departmental administrative operations by preparing office activity reports, transferring assessment updates to the billing system on a weekly basis, monitoring office supply inventories, assisting with Veterans Relief applications, and supporting the efficient operation of the Real Estate Assessment office.

ADDITIONAL DUTIES

• Performs additional duties to support operational requirements as assigned.

Finance - Accounting

• Acts as backup to payroll process including periodic execution of weekly and/or monthly payroll; acts as custodian of the petty cash account for the department.

Qualifications

Education and Experience

Associate’s Degree from a college, technical, business or vocational school, and one to five years of experience.

An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above

Certifications/Licenses

• Valid driver’s license and acceptable driving record according to City criteria

Job Knowledge

Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.

Reading

Advanced: Ability to read literature, books, reviews, scientific or technical journals, abstracts, financial reports, and/or legal documents.

Writing

Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.

Math

Intermediate: Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement.

Communication Skills

Requires providing basic information to others outside direct reporting relationships on procedures or general policies. Contact may require the consideration of different points of view to reach understanding and gain cooperation and acceptance of ideas.

Independence and Decision-Making

Normally performs the job by following established standard operating procedures and/or policies. There is a choice of the appropriate procedure or policy to apply to duties. Performance reviewed periodically.

Technical Skills

Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.

Fiscal Responsibilities

Completes research for documents, compiles data for computer entry, and/or enters or oversees data entry. Has responsibility for monitoring budget/fiscal expenditures (typically non-discretionary expenditures) for a work unit of less than department size (programs, activities, projects or small organizational units) or responsibility for fiscal management of capital project(s). May recommend budget allocations.

Supervisory Responsibilities

No responsibility for the direction or supervision of others.

Supplemental information

PHYSICAL DEMANDS

Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.

NON-PHYSICAL DEMANDS

• Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
• Regular and predictable attendance is expected.
• May frequently experience time pressure, frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work.
• May occasionally work closely with others as part of a team.
• May rarely experience emergency situations, irregular work schedule/overtime.

MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE

Typically requires use of standard office equipment and telephone, including computer, Microsoft Office and related software and hardware; and any other equipment as appropriate or as assigned.

WORK ENVIRONMENT

This work is performed in an office environment where there are no health, safety, or environmental factors. The employee must wear appropriate protective equipment as apparent or assigned, if any.