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City of Novato · 2 days ago

Accounting Assistant I/II

Novato, CA

Full-time

Onsite

Entry, Mid Level

2+ years exp

The City of Novato is excited to invite detail-oriented, service-minded professionals to apply for our Accounting Assistant I/II position within the Finance Division. The role involves performing a wide variety of responsible clerical accounting support duties, including accounts payable, accounts receivable, payroll, and providing customer service to ensure accurate financial records and operations for the community.

GovernmentNon Profit

Responsibilities

Perform clerical accounting duties involving the preparation and maintenance of accounts payable, accounts receivable, business license, and payroll

Perform general business license functions; receive, open, review, and process business license applications; calculate and receive fees; communicate with other departments for special permits or circumstances; and perform counter service duties and assist public with obtaining business licenses

Perform general accounts payable functions; sort, calculate, verify and record data; create vendor accounts; process and code invoices for payment; review for completeness and accuracy; input information; prepare and mail various checks; and, track, post or reconcile expenditures

Release, replenish, and maintain petty cash funds; post cleared checks for monthly bank reconciliation

Reconcile City credit card accounts; open, change, and request increases/decreases in limits; follow up on discrepancies and suspected fraud

Obtain required paperwork from independent contractors; provide required information to EDD and others as required; and issue 1099's annually

Perform general accounts receivable functions; receive payments and reconcile with statements or invoices for accuracy and additional charges relating to amounts due; process related paperwork; post and update account information; and prepare deposits

Verify, receive and record all monies received; perform cashiering duties and services; prepare bank deposits; enter cash receipts and incoming wires; reconcile general ledger accounts; prepare and issue delinquent notices; prepare correspondence for collection agencies, when necessary

Open and close accounts; post data to various ledgers; maintain registers and journals; audit invoices against purchase orders and verify encumbrance; research discrepancies; perform data entry of purchase orders; post to proper accounts

Research and answer customer questions regarding status of accounts and payments, correct coding of transactions and other accounting related matters; assist departments and employees by explaining procedures and answering questions regarding accounting processes; interpret and explain rules and regulations; and research and resolve clerical accounting problems

Create and maintain a variety of databases; prepare and distribute a variety of reports

Assemble, tabulate, verify, and maintain statistical and financial data; research discrepancies; prepare billings and related correspondence for accounts

Track, order, and receive office supplies and office equipment; monitor purchases; resolve discrepancies or damages to office supply and equipment orders

Receive and screen telephone calls from other departments or the public; answer questions and provide information to the public using judgment as to those requiring priority attention

Ensure that work is handled on a priority basis, organized, and completed in a timely manner; check documents and records for accuracy, completeness and conformance to applicable policies, rules and regulations

Assist the Maintenance Division with DMV registration of new vehicles and vehicles being taken out of service

Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service

Perform various routine clerical duties such as answering telephone, creating forms, typing, memos and letters, receiving and distributing mail, and maintaining files

Qualification

Accounts payableAccounts receivableFinancial recordkeepingMathematical calculationsCustomer serviceEnterprise financial softwareWord processingSpreadsheet applicationsData entryTeamwork

Required

Basic mathematic principles

Modern office equipment and procedures including use of word processing and spreadsheet applications

English usage, spelling, grammar and punctuation

Principles and practices of customer service

Learn to perform a variety of clerical accounting duties

Intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and with staff

Learn enterprise financial accounting software for performance of duties

Make accurate mathematical calculations

Operate a computer using word processing and business software and other office equipment

Communicate clearly and concisely, both orally and in writing

Establish and maintain effective, tactful and positive working relationships with those contacted in the course of work including various cultural and ethnic groups

Foster and contribute to a work environment that supports and exhibits honesty, diversity, integrity, trust and respect

Demonstrate teamwork by contributing to the overall success of the organization with flexibility, cooperation, and communication

Provide high quality and fiscally responsible services to the Novato community, while delivering responsive customer service

Demonstrate an entrepreneurial spirit by generating new, innovative ideas and development of better methods to accomplish tasks and complete projects

Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintaining safe personal and common workspaces

Two years of general clerical experience, preferably including some financial and/or statistical record keeping

Equivalent to the completion of the twelfth grade; college level accounting classes are highly desirable

Preferred

Methods, practices, terminology, and procedures used in general and governmental accounting

Principles and procedures used for financial and statistical recordkeeping

Municipal accounting system requirements and procedures

Independently and accurately perform mathematical calculations

Accurately count, record and balance assigned transactions

Interpret and apply City municipal codes, policies and procedures

Process accounts payable and accounts receivable; prepare checks; process invoices; create and maintain accounts; manage and reconcile cash; maintain inventories, logs, and ledgers

Intermittently, review documents; observe, identify and problem solve; understand, interpret and explain department policies and procedures to the public and staff

Accurately and quickly input detailed data; perform mathematic computations; produce reports; use specialized software, word processing, spreadsheets, databases, and 10 key adding machines

Accurately review, approve and issue licenses and permits

Apply administrative and departmental policies, laws and rules; analyze situations carefully and adopt an appropriate, effective course of action

Utilize electronic spreadsheet and database programs in regular assignments

Respond to inquiries related to financial accounting records and processes

Use an enterprise financial software package for performance of duties

Maintain a high level of confidentiality of a wide range of sensitive information when assigned to human resource or payroll, business license, or related functions

Prepare form letters and correspondence

Prepare financial and statistical reports

Benefits

9/80 work schedule - every other Friday off

Accrue 80 hours of vacation to start

Provided with 40 hours of sick leave upon hire

14 paid holidays per year

Ability to earn comp time off

Qualified Public Service Loan Forgiveness (PSFL) Agency

Free parking on site

Office is within walking distance of terrific restaurants, shopping, and the Downtown SMART Station

Employee Assistance Program: A City-paid EAP is available for employees and members of their household.

Long-term Disability Insurance is provided as an optional benefit. Employee pays $9.78 per month if opting in.

State Disability Insurance (SDI) is provided. Employee pays 0.6% of salary (pre-tax).

Deferred Compensation Savings Plans (457) are available to employees through a deferred compensation program.

The City offers 14 paid holidays;

80 hours of vacation after 1 year (graduates to 21 days for 20 years of service); Employees currently working for another agency (state, federal or local) will have their vacation rate adjusted to account for their years of service with that public agency.

New employees will receive 40 hours of sick leave on their start date. (unused leave applied to service credit at retirement).