Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
DEFINITION
Perform paraprofessional accounting duties and responsibilities involved in financial record keeping, reporting and invoicing for assigned area; maintain a variety of accounting records, logs and files; provide assistance to City departments, vendors and the general public in assigned areas; and perform a variety of duties relative to assigned areas of responsibility.
SUPERVISION RECEIVED AND EXERCISED
Receives general supervision from the Finance Supervisor or from higher level supervisory personnel in the area of assignment.
PRIMARY DUTIES--The following are examples of primary duties assigned to positions in this classification. Other related duties and responsibilities may be assigned.
1. Perform paraprofessional accounting work involved in financial record keeping and reporting for assigned area; verify, balance and adjust accounting records including journal entries; enter, verify, and administer data in assigned systems; make adjustments and update customer/vendor accounts, user tables, and screens; create, maintain and generate reports.
2. Process, prepare and review invoices, vendor accounts, insurance claims, City purchasing cards, travel authorizations, deposits and payments; check for discrepancies, correct inaccuracies and reconcile accounts.
3. Provide assistance and information to vendors and external customers; confer with vendors and external customers regarding purchase orders, invoices, claims and payments; determine benefit eligibility, receive and verify payments from customers; determine or assign revenue codes and customer files; enter information into computer; reconcile accounts; prepare, issue, and mail invoices.
4. Prepare, reconcile and submit weekly, monthly, quarterly and annual reports related to assigned area; maintain necessary records and logs.
5. Organize and maintain filing systems; maintain and update confidential files and records and respond to inquiries and requests for information for assigned areas.
6. Research and monitor all City bankruptcies, collection services, purchasing card information and travel expenses for employees; prepare appropriate journal entries, reconcile accounts, document information for legal needs and route appropriate records; keep detailed records of approvals, claims and other necessary information.
7. Review, track and process delinquent accounts in various areas; contact delinquent accounts with notices and certified letters; coordinate with outside collection agencies as necessary.
8. Provide customer service duties in person and over the phone; answer questions and provide information on department or division operations, activities, policies and procedures; research problems and prepare necessary adjustments.
9. Track and compile accounting and statistical data for various agencies.
10. Maintain current inventories of forms, applications, supplies and materials; update online documents.
11. Review and approve or deny applications for financial assistance; prepare notifications and apply billing adjustments as appropriate.
12. Perform other duties of a similar nature or level.
QUALIFICATIONS
Knowledge of:
Operations, services and activities in assigned accounting program area.
Principles and procedures of financial record keeping and reporting.
Methods and techniques of coding and balancing accounting records.
General accounting practices, methods, and procedures.
General mathematics including addition, subtraction, division and multiplication.
Customer service procedures and principles.
Database entry and utilization.
English usage, spelling, grammar and punctuation.
Principles of business letter writing and report generation.
Modern office technology and equipment, including computers and related software applications.
Applicable Federal, State and local codes, laws and regulations.
Ability to:
Perform technical accounting and clerical duties in support of an assigned program.
Collect, compile and research information and data.
Prepare and maintain accurate and confidential records and reports.
Operate and use modern office equipment including computer and various software applications.
Monitor and track accounting data in assigned area.
Respond to requests and inquiries from the general public and City staff.
Count, record and reconcile assigned transactions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training Guidelines
Minimum Requirements:
Experience:
Three years (3) of general clerical accounting experience including payroll experience.
Training:
High School Diploma or G.E.D; supplemented by specialized training in bookkeeping, accounting or related field.
Assignments in EMS Billing require a valid Ambulance Coder certification.
Other combinations of experience and education that meet the minimum requirements may be substituted.
WORKING CONDITIONS
Environmental Conditions:
The job is performed in the following working environment:
Office environment.
Physical Conditions:
The job is characterized by:
Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.
The following physical activities are very or extremely important in accomplishing the job’s purpose and are performed on a daily basis:
While performing the duties of this job, the employee is required to sit for prolonged periods. The employee is regularly required to see, hear, talk, stand, twist and use repetitive motions in the conduct of work. The employee is also required to perform light lifting.