Accounting Assistant II

 Applicants are encouraged to apply early, as the posting may close at any time without notice.

DEFINITION

Learns to perform and performs a variety of clerical and technical accounting duties in support of the City’s financial programs including accounts payable, accounts receivable, purchasing, business licenses and other financial systems; provides customer service to members of the public by providing information and responding to questions related to area of assignment; and performs related work as required. 

DISTINGUISHING CHARACTERISTICS

The Accounting Assistant II is the journey level classification in the accounting support series in which incumbents are expected to perform the full scope of assigned duties, including accounts payable, accounts receivable, purchasing, business licenses and other financial systems with minimum supervision.  Assignments are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision when required.  This classification is distinguished from the next higher classification of Accounting Specialist in that the latter is responsible for the more advanced para-professional duties within the Finance Department.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from administrative and/or management staff of assigned department.  Incumbents in this class do not routinely exercise supervision.

ESSENTIAL DUTIES

Duties may include, but are not limited to, the following:

• Learns to perform and performs the full range of clerical accounting duties related to accounts payable and receivable, payroll, purchasing, citations, business licenses and other financial systems in accordance with departmental policies and procedures.
• Receives all incoming invoices; inserts vendor code; ensures that amounts are correct and distributes invoices to appropriate departments for approval.
• Receives all department approved invoices; ensures appropriate signature authority; batches invoices and enters all data into the financial system for payment processing.
• Prepares disbursements and obtains proper check signatures; mails disbursements and posts disbursements to general ledger.
• Generates a variety of reports and data relevant to payment processing.
• Maintains payment and vendor files.
• Cross trains and learns to assist in receiving, verifying and processing employee timesheets and supporting documentation for payroll processing; enters data into payroll system including payroll deductions; prints and distributes employee checks.
• Cross trains and learns to calculate payments, balance accounts and submit electronic payments to appropriate insurance and/or regulatory agencies including payroll taxes and retirement contributions.
• Receives and reviews business license submittals for a variety of businesses; submits to the appropriate City department for approval.
• Processes, prints and mails business licenses; prints and mails renewal notices annually; periodically generates delinquency notices.
• Processes and posts license payments; balances accounts.
• Reconciles and deposits cash and negotiable instruments from departments on a daily basis; prepares daily reports on deposits, receipts, and transmittals.
• Performs back up customer service support duties at the front counter by responding to questions and providing information to members of the public either on the telephone or in person.
• Performs related duties as assigned.

QUALIFICATIONS GUIDELINES

To qualify for this position, an individual must possess a combination of experience, education, and/or training that would likely produce the knowledge and abilities required to perform the work. A desirable combination of qualifications is described as follows:

Education:

Equivalent to a High School Diploma or GED.  Completion of college level accounting courses is highly desirable.  

Experience:

Two (2) years of clerical accounting experience, including financial or statistical record keeping or cashiering equivalent to that of an Account Clerk I in the City of Bell.  Ability to speak Spanish is desirable.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of:

• Operations, services and processes within a municipal finance department including accounts payable, accounts receivable, payroll, business licenses and related fiscal systems.
• Modern office practices and procedures, including the use of standard office equipment. 
• Basic computer applications such as Microsoft Office Suite to create various spreadsheets and word processing documents. 
• Basic mathematic functions such as addition, subtraction, multiplication and division.
• Methods and techniques of cash handling. 
• Methods and techniques of basic report preparation.
• Principles and practices of financial record keeping.
• Methods and techniques of providing quality customer service to City staff and members of the public.
• English usage, grammar, spelling, vocabulary, and punctuation. 
• Federal, State, and local laws, ordinances and regulations related to assigned area of responsibility.

Ability to:

• Learn to perform and perform clerical accounting duties in assigned areas of responsibility.
• Learn the City’s specialized financial operations, processes and software applications.
• Perform accurate mathematical calculations.
• Verify, reconcile and balance financial transactions.
• Enter data into the City’s financial system.
• Generate and compile data for reporting purposes.
•  Maintain a variety of financial records and files.
• Use sound, independent judgment within established policy and procedural guidelines.

• Communicate clearly and effectively, both verbally and in writing. 

• Understand and follow oral and/or written policies, procedures, and instructions.

• Establish and maintain effective working relationships with those contacted in the course of work. 

LICENSE, CERTIFICATE, AND REGISTRATION REQUIREMENTS:

Ability to obtain and retain a California Class C driver’s license by the time of appointment.  Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis.

PHYSICAL AND MENTAL REQUIREMENTS

Mobility – frequent standing or sitting for extended periods; frequent walking; occasional driving may be required depending upon assignment; occasional pushing/pulling; occasional bending, kneeling, squatting and crawling.  Lifting – occasional lifting up to 25 pounds.  Vision – constant use of good overall vision for reading/close up work; frequent use of color perception and eye/hand coordination; occasional use of depth perception and peripheral vision.  Dexterity – frequent repetitive motion from writing and using a computer keyboard; frequent grasping, holding and reaching.   Hearing/Talking - frequent hearing/talking to others on the telephone and in person; occasional hearing of faint sounds.  Emotional/Psychological – frequent concentration; frequent public contact; occasional working alone.

WORKING CONDITIONS

Work is typically performed in an indoor office environment, but occasionally requires travel to other locations.  May encounter angry or upset citizens.  Subject to frequent interruptions and extensive contact with the public.  Extension of the workday may be required due to meetings and workload.