Accounting Assistant

Job Description:

Accounting Assistant

Description

Position Description

The ideal candidate is a team player who can collaborate across departments, work independently, and effectively manage multiple tasks in a fast-paced environment. Strong candidates will possess one or more years of professional accounting experience and general reconciliation experience is desirable. The ideal candidate will possess outstanding attention to detail and accuracy. This position requires strong Accounts Payable experience and matches invoices to purchase orders which may involve research and communication with City departments and vendors.

DEFINITION

Under direct supervision, performs a variety of clerical functions including financial and statistical transactions. May assist the public at the cashier counter or over the phone.

DISTINGUISHING CHARACTERISTICS

The Accounting Assistant is the Entry level classification in the Accounting Support series. The employee performs a variety of accounting support functions related to accounts payable, accounts receivable and cashiering.

SUPERVISION RECEIVED AND EXERCISED

Receives direct supervision from the Director of Finance or his/her designee.

No supervision is exercised.

Examples of Duties

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

• Assists customers at the counter and on the telephone, answering inquiries, providing information, and explaining City and department policies and procedures.
• May serve as backup to Cashier or Business License Assistant.
• Verifies invoices, purchase orders, checks, deposit slips, cash payments and other records for arithmetical accuracy and consistency; checks for proper account coding and record keeping practices; resolves discrepancies within established procedures; maintains files and records of payment.
• Inputs and retrieves data in City's computerized accounting system, and posts, adjusts, balances, and reconciles cash receipts and accounting records.
• Prepares and processes various bills and invoices; prepares bank deposits; prepares a variety of statements and reports.
• Assists with maintaining City Business License system data; processes new business license applications, delinquent licenses, and license renewals in accordance with established procedures; issues business license certificates; advises proprietors and answer inquiries and concerns regarding business license requirements; reviews applications for completion, accuracy, and compliance with City guidelines.
• Assists with sorting and distributing departmental mail.
• Provides assistance to the public, City staff and other government agencies.
• Performs back-up assistance in sections of the Finance Department.
• Prepares and writes a variety of reports and documentation, including detailed Risk Management incident reports.
• Performs other duties of a similar nature.

Minimum Qualifications

EDUCATION AND/OR EXPERIENCE

High School Diploma or equivalent; and one (1) year of work experience and demonstrated knowledge of technical or clerical accounting, bookkeeping or purchasing.

KNOWLEDGE, SKILLS & ABILITIES

Knowledge of:

• Basic administrative, accounting and financial record.
• Principles and procedures of record keeping and reporting.
• Principles and practices of customer service.
• Occupational hazards and safety measures appropriate to work performed.

Skill to:

• Operate various types of standard office equipment, including a personal computer and related software.
• Operate a motor vehicle in a safe manner.

Ability to:

• Utilize automated accounting systems and input complex codes.
• Plan and organize tasks to meet deadlines.
• Prepare and maintain accurate and precise records and reports.
• Establish and maintain courteous, cooperative, and effective working relationships with those encountered in the course of work.
• Communicate clearly and effectively, both orally and in writing.
• Understand and follow oral and written instructions.
• Use proper English, spelling, grammar and punctuation.
• Perform basic mathematical calculations with accuracy and speed.
• Serve as emergency services worker in the event of an emergency.

LICENSES AND/OR CERTIFICATES

Possession of a valid California Class C driver's license and an acceptable driving record may be required based on area of assignment.

SPECIAL REQUIREMENTS

• Satisfactory results from a background investigation and administrative screening. The administrative screening may include a pre-employment drug screening for positions which are designated as safety sensitive or security sensitive, including but not limited to being responsible for the care and custody of children and operating heavy equipment.
• Credit check.

Supplemental Information

WORKING CONDITIONS & PHYSICAL DEMANDS :

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand and sit; talk or hear both in person and by telephone; use hands to finger, handle, feel or operate equipment needed to carry out duties of the position; and reach with hands and arms. The employee frequently stands or walks, and lifts and moves records and documents or objects weighing up to 50 pounds alone, and up to 100 pounds with assistance. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus.

The employee is regularly required to use written and oral communication skills; read and interpret data; use math and mathematical reasoning; analyze and solve problems; learn and apply new information; perform highly detailed work on multiple, concurrent tasks; meet intensive and changing deadlines and interact with City staff, customers, vendors, contractors, and the public.

The employee typically works in office conditions; the noise level is frequently quiet or moderately quiet, at or below 50 decibels.

This recruitment will establish an eligibility list which may be used to fill future vacancies in the same classification or below in the same classification series for both project and authorized positions.

Note: A Project employee is an employee who is hired to work a specific period of time in a Fiscal Year. Project employees are: scheduled at the convenience of the City; not eligible for City sponsored benefits (e.g., health, dental, or vision insurance) unless otherwise specified; serve at the pleasure of the City Manager; and, specifically excluded from the Discipline policy (i.e. may be terminated at any time with or without notice). Typically, project positions do not exceed 1,000 hours in a fiscal year.

PLEASE NOTE: If you are a CalPERS annuitant, please be advised that this position does not meet the statutory criteria for post-retirement employment because the incumbent will be performing regular staff duties for an undetermined duration. Employment in this capacity would require you to rescind your retirement and reinstate as a current member of CalPERS.

SUPPLEMENTAL INFORMATION :
Flexibly Staffed: No
FLSA Status: Non-Exempt
Conflict of Interest: Not Required
Department: Finance
Bonding Required: No

We are an Equal Opportunity Employer. We do not discriminate on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, mental condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. If you require a reasonable accommodation to assist with the application, examination or interview process, please contact our Human Resources Department at 951-694-6490 as soon as practicable.

Benefits for Project Employees

Employees who are hired in a temporary or "project" position do not receive benefits other than those mandated by state and federal law. These benefits include paid sick leave(PSL)as well asparticipation in Medicare, Worker's Compensation,OBRAand/orCalPERSRetirement System.

Sick Leave
In accordance with California State Law, all non-regular, temporary and seasonal employees will receive 40 hours of paid sick leave (PSL) upon hire. PSL will be available for use beginning on each employee's90thday of employment. Thereafter, in each pay period that includes July 1, employees will receive a new 40-hour lump sum of PSL. Any unused PSLhours will not carry over.

Closing Date/Time: 5/2/2025 11:59 PM Pacific

Salary:

$28.64 - $36.67 Hourly