Job Abstract

Who We Are
The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high-performance organization. The municipal government (approximately 1,080 full-time and part-time employees) provides the highest quality safety services, recreational, municipal services, and physical environment.

What We Do
The Finance Department provides a variety of services to other City departments and to the public that includes finance/accounting, budget, and revenue. The Finance Department is responsible for the management and oversight of the City's budget, purchasing, accounts receivable and payable, investments, business tax collection, audits, business and transient occupancy tax collections, cashiering functions, utility billing and accounting activities.

What We're Looking For
The Revenue Division team oversees the City’s revenue administration functions including utility billing, cashiering, business tax, regulatory permits, Citywide fees, and other important revenue-generating operations and processes. As an Account Specialist on the Revenue team reporting to the Revenue Manager, you will assist on a variety of clerical, fiscal, and customer support tasks. This position creates and maintains a variety of customer accounts and processes financial and municipal transactions including utility billing, business tax, cashiering, accounts receivable, collections, and accounts payable tasks. Someone in this role will maintain and process financial records in an accounting system.

An Account Specialist will often communicate with members of internal City departments such as Finance, Public Works, Community Development, and Information Technology in addition to working with external customers, so strong relationship-building and communication skills are key to being successful in this position. Additionally, this person will be expected to assist customers face-to-face with any billing or utility account related issues.

We are looking for someone with a proactive approach to getting tasks done on-time, strong organizational skills, and the ability to multitask in a busy environment. This position requires strong attention to detail, critical thinking skills, high integrity, and the ability to exercise sound judgement when resolving issues. As an ideal candidate, you will possess knowledge of billing, call center operations, cash handling, and have experience adapting to new policies and processes (both large and small). Knowledge of MUNIS, Microsoft Teams and Excel is a plus!


Selection Process
Candidates who meet the minimum qualifications and whose interests and experience appear to meet the desired qualifications of the position will be invited to participate in the next steps of the recruitment process which will include:

• Supplemental Questionnaire
  • Please be sure to submit a resume
• Online multiple-choice assessment
• Virtual Interviews
• Departmental Interviews

DEFINITION
To perform a variety of moderately difficult clerical, fiscal, and customer support tasks; to create and maintain a variety of customer accounts and process financial and municipal transactions including utility billing, business tax, cashiering, accounts receivable, collections, and accounts payable tasks; to maintain and process financial records in an accounting system; and to provide clerical or technical support to an assigned supervisor.

EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:

1. Use various software applications to access, enter, log, and retrieve pertinent information; create new business/customer accounts; update and maintain accounts and/or associated accounting records as required; and generate routine reports. Process payments for City services or other municipal transactions using a variety of payment processing tools, equipment, and technologies.
2. Participate in the preparation and review of data entered into various databases and/or software applications related to various functional areas, e.g. accounting, payroll, budget, accounts payable, purchasing, and/or accounts receivable/revenue.
3. Review for accuracy and completeness a variety of source documents, e.g. applications, forms, tax returns, employment information, etc. prior to accepting/processing payment for department-issued permits, licenses, certificates, and identification cards; inform customers of any issues with submitted documentation; process documentation as specified by program/department policies, procedures, and protocols.
4. Perform cashiering functions; prepare daily cash drawer; receive and count cash, and make accurate change; reconcile daily receipts of monies received; prepare bank deposits and tickets, revenue summary sheets, and other related documentation as assigned.
5. Accept and process applications and/or payments for municipal transactions including, but not limited to, utility service, commercial refuse collection, business licenses, regulatory permits and fees, identification cards, citations, special taxes and other City payments; explain utility billing, business tax, and other regulatory permit policies and procedures to customers. Receive and post payments for other departments for various citations, permits, fees or services, and special events; distribute related documentation; research payment histories and records; resolve errors as needed.
6. Process lockbox payments for miscellaneous receivables using online banking decision tools: review deposit data, identify and address errors, accept remittance file, upload deposits into customer accounts in applicable databases, and electronically maintain files relating to these deposit transactions.
7. Determine or confirm appropriate business tax classification in accordance with Beverly Hills Municipal Code; contact businesses as needed; generate invoices for appropriate business tax category. Generate business tax license certificates and renewal and late notices.
8. Participate in a variety of discovery efforts related to business tax assessments and/or business tax classification, e.g. perform online research of businesses proposing to operate within city limits, compare data sets from different databases to identify unique records and determine if new business accounts may need to be setup, etc.. Recommend the creation/closing of business accounts and changes in business tax classification.
9. Prepare and process billings, notices, late notices, account closure notices and final bills, and related correspondence for commercial and residential utility accounts, and other accounts receivable including, but not limited to ambulance service, parking service, day care service, etc.
10. Research and answer employee and department questions regarding the status of accounts and payments, the proper coding of transactions, and other matters. Participate in the control and account verification of an accounting system.
11. And much more!

Experience:

Three (3) years of experience performing accounting recordkeeping, accounts payable, accounts receivable, bookkeeping, timekeeping, purchasing, and/or cashiering duties.

Equivalent to the twelfth (12th) grade supplemented by college coursework in accounting or finance.

Possession of, or ability to obtain, a valid California driver’s license as required by the position.

Knowledge of:

• Standard office practices, methods, procedures, and related equipment including applicable software applications.
• Principles and practices of cash handling, financial recordkeeping, and file management.
• Municipal accounting system requirements and procedures.
• Methods and procedures for English usage, spelling, grammar, and punctuation.

• Perform moderately difficult and varied clerical, bookkeeping, fiscal, and customer support tasks related to the creation and maintenance of a variety of customer accounts and processing of financial and municipal transactions including utility billing, business tax, cashiering, accounts receivable, accounts payable, and collections.
• On a continuous basis, know and understand all aspects of the job; understand and carry out written and verbal instructions; review and evaluate various forms, documents, and applications for accuracy and completeness related to department operations; observe, identify, and problem-solve office operations and procedures; explain department policies, procedures, and unit operations; problem-solve issues for the public and with staff.
• Operate and use standard office equipment including computers, applicable software applications, scanners, and printers.
• Operate a variety of payment processing tools, equipment, and related technologies.
• Receive and count cash, make accurate change, and balance cash drawer.
• Post financial data and make accurate arithmetical calculations.
• Apply basic financial record keeping principles.
• Reconcile differences within the accounting recordkeeping system, with or between other sub-ledgers, different databases, and/or software applications.
• Work independently in the absence of supervision.
• Use sound judgment in recognizing scope of authority; make independent judgments and decisions within established parameters of standard policies and procedures, when necessary.
• Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities.
• Utilize appropriate safety procedures and practices for assigned duties.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Work with various cultural and ethnic groups in a tactful and effective manner.
• Communicate clearly and concisely, both orally and in writing.