Account Clerk I/II

Under general supervision, performs routine technical and specialized clerical accounting work involving the preparation, review and maintenance of financial and statistical records; performs related duties as required.

Account Clerk I- The entry level class in which incumbents perform the simpler more routine clerical accounting work.

Account Clerk II- The journey or fully experienced level class in which employees perform the more complex and clerical accounting, bookkeeping or document preparation tasks.

The duties listed below are examples of the work typically performed by employees in this class or division. Employees may be assigned to different divisions or tasks as required, such as Utility Billing, Accounts Receivable, Purchasing, Business Licensing, and Accounts Payable. An employee may not be assigned all duties listed and may be assigned duties which are not listed below. Marginal duties are those which are least likely to be essential functions for any single position in this class. 

General Duties and Responsibilities

1. Compiles, calculates, and reviews accounting records for accuracy and conformance with established procedures; enters data into manual and automated systems. 
2. Balances, resolves, or reconciles discrepancies between payments, receipts, accounts and/or source documents; post transactions in accounts, journals, and ledgers.
3. Prepares financial, statistical, and narrative reports or statements relating to assigned segment(s) of the accounting system; responds to inquiries regarding assigned areas of accounting system.
4. Receives the public and provides general information relating to City services; explains rate billing procedures; refers to other departments as necessary; acts as cashier; processes financial transaction documents; receives, sorts, and stamps such documents as bills, invoices, vouchers, applications and permits.
5. Coordinates with collection agencies to assist in the recovery of outstanding debts.
6. May be assigned to lead the work of clerical employees engaged in accounting activity or assist in more complex operations. 

Division-Specific Duties

Business License (Planning & Engineering Department): Receive, review and process new business license and renewal applications in accordance with city regulations; issue business licenses; maintain and update business license records in filing system, ensuring all information is accurate and current; ensure that businesses are in compliance with local ordinances and regulations; provide information and assistance to business owners regarding the licensing process, requirements, and fees; coordinate with code enforcement as necessary to address and resolve violations or compliance issues with unlicensed businesses; work closely with other city department to ensure all businesses meet necessary operational requirements.

Utility Billing: Accept and process payments for utility billing, accounts receivable, business licenses, and various municipal services; receive payments by cash, check, credit/debit cards, electronic transfers; checks and balances cash and negotiable instruments against receipts and register tapes on a daily basis; establish new utility accounts; prepare work orders for service connections, disconnects, and meter problems or meter re-reads; communicates with customers to address overdue accounts; negotiate payment plans; effectively resolve customer complaints and inquiries; verifies and balances deposits; prepares bank deposits; identify and resolve discrepancies.

Accounts Receivable: Generate, verify, and send invoices to customers according to the billing schedule, ensuring accuracy and completeness of all billing information; regularly reconcile accounts receivable ledgers to verify that payments are correctly applied and outstanding balances are accurate; monitor and follow up on overdue accounts; resolve discrepancies or billing issues; prepare regular accounts receivable reports, including aging summaries and outstanding balances for department review; post fiscal year end receivable accrual entries.

Purchasing: Assembles bid packages, calendars bid opening, records bids, prepares approval for purchases lists; create, review and issue purchase orders ensuring accuracy in item descriptions, quantities and pricing; matches invoices with purchase orders; enters pertinent account information and forwards for payment; initiate orders for replenishment as needed; maintain accurate and organized records of purchase orders, contracts, and supplier information; ensure all purchasing activities comply with policies, budgetary constraints, and legal regulations.

Accounts Payable: Review and verify accuracy of invoices, purchase orders, and receiving documents before processing; check documents for proper authorizations and budget codes; efficiently and accurately enter invoices and payment information into accounting software, process and post all payables; review checks for accuracy; reconcile monthly vendor statements and maintain vendor records; research outstanding invoices and resolve issues related to accounts payable payments; respond to vendor and department inquiries regarding account status; prepare and post fiscal year end accounts payable accrual entries; collect and verify W-9 forms from vendors and contractors; prepare and file Form 1099s for applicable vendors.

Education and/or Experience:

Account Clerk I - One year of general office clerical experience or any combination of training and experience that provides the desired knowledge and abilities.

Account Clerk II - One year of clerical accounting experience including review and maintenance of financial records and fiscal/account transactions or any combination of training and experience that provides the desired knowledge and abilities.

Ability to:

Both Classes - perform arithmetical calculations; manage a high volume of transactions efficiently and accurately; balance cash receipts; operate cash register and office equipment; detect errors in coding; deal effectively and courteously with public; establish and maintain effective working relationships with superiors, peers and the general public; understand and follow verbal and written instructions; type at a rate sufficient to perform assigned duties and 10-key proficient.

Account Clerk II - maintain financial and statistical records; perform clerical record keeping work; understand and apply specific record keeping procedures; detect errors in coding, arithmetic and record processing; make arithmetical calculations; understand the principles and procedures of fiscal record keeping and accounting functions; reconcile differences in the record keeping system; understand the relationship among accounting records and documents; prepare financial reports.

Knowledge of:

Both Classes - cashiering and financial record keeping practices, office procedures, and machine operations; basic arithmetic.

Account Clerk II - clerical accounting practices, record keeping and automated accounting applications; modern office practices and machine operation; municipal accounting system procedures.

Requirements:

Possession of a valid California Drivers’ License.