Job Abstract

The City of Manhattan Beach is now actively recruiting for the position of Account Specialist to join the Finance Department’s team of dedicated individuals. The City is looking for detail-oriented and highly organized candidates with great communication skills.
City Hall is located steps from downtown and the beach in beautiful Manhattan Beach, CA. Join an engaged team of employees in weekly wellness activities, walks to the Pier and the local farmer's market for lunch on Tuesdays. Enjoy all that Manhattan Beach has to offer while growing your career in a AAA-rated City with a history of balanced budgets and financial stability.

Under general direction, the incumbent performs a variety of clerical and fiscal support duties involving financial transactions and record keeping including cashiering, accounts receivable, licensing, utility billing, transient occupancy taxes, parking permits, and citation processing; responds to general requests and inquiries; and does other related work as required.

Distinguishing Characteristics:

Account Specialist I is an entry-level position. Initially, the incumbent’s work is observed and reviewed both during performance and upon completion; any changes in procedure or exceptions to rules are explained in details as they arise. As experience is gained, the incumbent is expected to perform the full range of duties with increasing independence.

Account Specialist II is distinguished from the Account Specialist I by the difficulty and complexity of work performed. Account Specialist II can perform the full range of job duties, possesses specialized knowledge, abilities and skills, and often exercises independent judgment in the performance of his/her duties.

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the class.

• Accesses, enters, logs, and retrieves pertinent customer and account information; creates new accounts; updates and maintains accounts and/or associated accounting records as required; and generates routine reports.
• Accepts, verifies and processes payments for City receivables; retrieves, validates and processes payment import files from third-party vendors; prepares and submits bank deposits; performs daily reconciliation of cash receipts and prepare daily cash report; and balances cash drawer.
• Assists customers and employees by providing information, explains tax and fee schedules, and answers questions in a professional manner via phone, in-person, or electronic communications.
• Calculates, prepares, and processes billings, notices, final bills, and related correspondence for accounts receivable, business licenses, animal licenses and residential and commercial utility accounts; utilizes mail merge templates; reviews and verifies posting reports.
• Generates, reviews, and validates recurring and ad hoc Accounts Receivable (AR) bills; generates and reviews monthly aging report to ensure accuracy; enters AR invoice adjustments to resolve discrepancies.
• Tracks, validates, and logs Transient Occupancy Tax remittances and other City receivables; creates monthly statistical reports on collections; communicates with third-party vendors to verify and reconcile payments for citation processing, ambulance billing, etc.
• Verifies accuracy of tax and fee calculations and payments; reviews documents for accuracy and completeness prior to accepting or processing payment for department-issued permits, licenses, and certificates; informs customers of any issues with submitted documentation; issues licenses and permits; distributes and maintains parking permits; files documentation as specified by program/departmental policies, procedures, and protocols.
• Processes orders for initial installation of water service, meters, sewer connections, and changes in billing.
• Imports water consumption data to ERP financial/billing system; generates, reviews, and validates utility bills for residential and commercial customers; works collaboratively with Public Works to ensure accurate water meter billing and consumption reporting; investigates consumption data and prepares work orders for field staff to confirm the existence of water leaks; makes adjustments to billing as required.
• Audits invoices against services rendered by checking vendor contracts; follows up and corrects any discrepancies in invoice transmittals, billed prices, discounts, and terms of payment; and withholds payments of invoices pending submission of sufficient evidence for claims.
• Contacts vendors to resolve errors, reconciles statements, and processes invoices for payment.
• Generates reports for delinquent accounts; contacts customers regarding set-up of payment plans; and initiates collection procedures for lack of payment.
• Compiles and verifies data from a variety of sources for accuracy and completeness; operates cashiering system and enters data into ERP financial/billing system; inputs adjustments and corrections; and generates reports as scheduled and/or requested.
• Provides administrative support to the Department or Division on special projects that may require research, surveys or other administrative functions; checks and tabulates statistical and financial data; collects and compiles required information to put into a written report, spreadsheet and/or public outreach materials.
• Reviews program budget at cursory level.
• Communicates with other departments, coordinates with field personnel and distributes work (e.g. large mailings, sorting, filing, etc.) to clerical staff.
• Periodically provides intermittent relief for the City’s receptionist; maintains electronic and historical records; opens and distributes the mail.
• Account Specialist II may train Account Specialist I.
• Performs other related duties as assigned.

Education/Training/Experience:

• High school diploma or G.E.D. is required.
• One (1) year of customer service, cash handling, or clerical experience including some financial and statistical record keeping is required.
• An Associate of Arts (A.A.) degree is desirable.

• High school diploma or G.E.D. is required.
• Two (2) years of increasingly responsible experience in customer service, cash handling and reconciliation, preparation and maintenance of financial, billing and related statistical records is required.
• An Associate of Arts (A.A.) degree is desirable.

Basic mathematical principles, financial record keeping practices and procedures, including elementary accounting, and modern office practices, procedures, and equipment; customer service techniques; general City codes and ordinances; and administrative rules and regulations affecting departmental operations.

Ability to:

Operate an ERP financial and billing software system; a 10-key calculator; Microsoft Excel, Word, and Outlook; maintain accurate and clear financial and statistical records; understand, interpret and successfully communicate the principles, rules, regulations, and procedures involved in the area of assignment; communicate effectively verbally and in writing; use sound judgment and confidentiality in maintaining critical and sensitive information; shift priorities as departmental workload demands require; and work cooperatively and effectively with others.

The application filing deadline is Sunday, July 7, 2024.

All applicants will be screened in relation to the criteria outlined in this job announcement. Candidates will be reviewed and only those candidates determined to be most qualified on the basis of experience, training, and education, as submitted, will be invited to participate further in the selection process. Meeting the minimum requirements listed in this job announcement does not guarantee advancement in subsequent phases of the selection process. The selection process may be changed as deemed necessary by the City Human Resources Department.

The selection process will consist of the following component and weight: Oral Interview (100%)
* The oral interview exam is tentatively scheduled for Tuesday, July 23, 2024.

If you need special assistance in the recruitment process please contact the Human Resources Department at (310) 802-5258.

NOTE: The provisions of this brochure do not constitute a contract, express or implied, and any provisions contained in this bulletin may be modified or revoked without notice.