General Accounting Clerk

POSITION TITLE: General Accounting Clerk – Finance Department

REPORTS TO: Accounting Manager

SUPERVISES:

PURPOSE OF POSITION: Responsible for related clerical duties and administrative support functions in the daily operation of the Finance Department.

ESSENTIAL FUNCTIONS:

Answers the telephone, takes messages and refers caller to appropriate source for assistance or provides information to callers, as needed.

Reconciles the daily activity of the City's online utility payment service including resolution of data pump errors and other issues affecting customer's real time balances.

Completes electronic application forms for new water/sewer service and updates any changes of address or name changes to utility accounts.

Completes requests for final readings/terminations of accounts and enter forwarding addresses in computer and tracks all related electronic documents.

Serves as cashier by maintaining cash register; receives a variety of payments from the general public such as utility payments, licenses and permits, and business occupation taxes; completes standardized forms regarding the receipts of payments; posts changes to account ledgers.

Responsible for coding and posting electronic payments deposited directly into City accounts.

Scans invoices and other records into electronic file cabinet along with coding pertinent data using various templates into each document record.

Uses Microsoft Excel daily to create various files for import into the accounting system, and conversely to download data from the accounting system.

Updates accounts receivable records by posting and allocating payments to correct invoices and updating related electronic records.

Greets individuals who come to City Hall, determines their needs, directs them to the appropriate source for assistance and/or provides information as appropriate.

Opens all incoming utility payments, including those in the payment drop box.

Prepares and makes daily deposits of all monies received at City Hall.

Sorts all incoming mail received at City Hall to the various departments.

Enter customer read meter cards into the utility billing software.

Coordinates with utility billing clerk to update customer account information related to ACH withdrawals, paperless billing requests, statement turnoffs, disconnect and reconnect work orders, and other items as necessary.

Prepares for annual bank audit of ACH records.

Establishes and maintains an appropriate file system by accurately filing and organizing departmental records and documents.

Responsible for preparing and maintaining an accurate utility billing shut-off list throughout the monthly disconnect period. This includes notifying other departments daily of the status of accounts disconnected or eligible for disconnection. Involves extensive communication by phone and email with utility customers.

This position requires the employee to be physically present at the workplace to fully engage with the team and participate actively in all aspects of their role.

MARGINAL FUNCTIONS:

The job description is not designed to cover or contain a comprehensive list of activities, duties, or responsibilities that are required of the employee. Other duties, responsibilities, and activities may change or be assigned.

ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY:

Knowledge of and ability to apply routine office procedures and standard clerical techniques.

Knowledge of and ability to apply general record keeping/bookkeeping principles and procedures.

Knowledge of and ability to perform input and retrieval functions utilizing a variety of computer programs dealing with word processing, spreadsheet and databases as they pertain to financial and accounting systems.

Knowledge of and ability to utilize proper telephone etiquette.

Knowledge of and ability to perform accurate mathematical calculations such as addition, subtraction, multiplication and division, using a calculator, ten-key adding machine or manually.

Knowledge of city responsibilities and ability to use independent judgment in the performance of duties.

Ability to learn the various community resources and agencies available to the general public.

Ability to post numerical data accurately.

Ability to accurately prepare, maintain and analyze departmental budget and finance information, records and reports.

Ability to accurately prepare and maintain various records, reports and other departmental documents.

Ability to maintain the confidentiality of appropriate communications, documents and transactions.

Ability to plan and organize a personal work schedule, set priorities and meet deadlines.

Ability to perform job duties efficiently while managing frequent interruptions.

Ability to deal with the general public in a courteous and tactful manner.

ESSENTIAL KNOWLEDGE, EXPERIENCE AND ABILITY (continued):

Ability to operate standard office equipment.

Ability to key accurately using a personal computer.

Ability to understand and follow both oral and written instructions.

Ability to communicate effectively, verbally and in writing, in English.

Ability to establish and maintain effective working relationships with the public, other employees, other governmental agencies and municipal officials.

Ability to maintain regular and dependable in office attendance on the job, including attendance and job performance for possibly prolonged periods of time when called out on short notice due to weather conditions, emergencies, and similar situations of public necessity.

ESSENTIAL EDUCATION, CERTIFICATION AND/OR LICENSES:

1. Must possess a valid driver's license at the time of hire.
2. Must possess Associates Degree and /or successful completion of sixty (60) semester credit hours from an accredited college of university with major work in accounting, finance, business administration or a related field, or an equivalent combination of education, training and experience.
3. Must have working knowledge and experience in computer software for accounting and spreadsheets.
4. Must be bondable.

ESSENTIAL PHYSICAL DEMANDS AND TYPICAL WORKING CONDITIONS:

Work is generally performed indoors in an office setting and requires routine bending, lifting and carrying office supplies, books, files and other materials. The incumbent is required to frequently sit for extended periods of time, talk, hear and must have the ability to transport themselves to and from various locations within City Hall. Hand-eye coordination is necessary to operate computers and various other pieces of equipment. While performing the duties, the incumbent is required to use hands to finger, handle, feel or operate objects, tools or controls and to reach with hands and arms. Work hours may occasionally be required in times of darkness. Vision abilities required include close vision and the ability to adjust focus. The noise level is usually quiet or moderate.

Work requires extensive interaction with the general public and may be stressful when dealing with citizens and/or meeting deadlines.