Position Description
This vacancy may be filled at either the Account Specialist I or Account Specialist II level depending on qualifications.
Account Specialist I: $3,994.97 - $5,098.70 per month
Account Specialist II: $4,302.13 - $5,490.82 per month
OPEN UNTIL FILLED.
FIRST REVIEW OF APPLICATIONS: APRIL 8, 2024
The PositionUnder direct or general supervision, performs a variety of routine to more complex administrative, clerical, and technical account support duties in the preparation, maintenance, and processing of accounting records and transactions, including accounts payable, accounts receivable, utility billing, and business licensing; and performs related work as required.
The current vacancy within the Finance Department will focus on processing accounts payable, including reviewing vendor invoices, expense reimbursements, maintenance of appropriate City and vendor records, contractor purchase orders and payment records. Candidates who have a strong customer service background, the ability to address the needs of a variety of clientele in a positive and professional manner, and experience performing clerical accounting duties are most desirable.
The Account Specialist is the entry-level in the accounting clerical series and is distinguished from the Account Specialist II, which performs a greater range of more complex job functions under lesser supervision and possesses greater knowledge and depth of experience.
Example of Duties
Essential functions, as defined under the Americans with Disabilities Act, may include, but are not limited to the following characteristic duties, responsibilities, knowledge, skills, and other characteristics. The following duties are typical for this classification. Incumbents may not perform all the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Review vendor invoices for proper accounting coding and approval levels, process accounts payable, and print warrant checks using the City’s ERP system, assure that check records are complete and accurate and conform with accounting rules and procedures; and prepare extract for warrant register.
- Process a variety of accounts payable related transactions, including expense reimbursements; post and proof general ledger journal entries; maintain and update vendor database, contractor purchase orders and payment records; and prepare year-end 1099 forms.
- Verify claims, warrants, deposit slips, insurance reports and other records for accuracy, consistency, and budget classification; assembles, sorts, tabulates, codes and files fiscal data; makes arithmetical calculations and verifies totals and extensions; perform data entry or maintains manual records, as required, to post, adjust and balance accounts; allocate funds to correct accounts; balances and reconciles accounts; and generate reports and audits for accuracy.
- Maintain business license applications, renewals, and updates; track and follow up on delinquent business license renewals; receive payments and issue business licenses; calculate appropriate fees; research and identify unlicensed businesses for licensing.
- Research payments, deposits, and other files to resolve problems or discrepancies; prepare collection letters and routing correspondence.
- Respond to inquiries in person and by telephone; explain established procedures and work unit policies; direct citizens and others to appropriate destination.
- Establish positive working relationships with representatives of community organizations, state/local agencies and associations, City management and staff, and the public.
- Maintain petty cash; operates a cash register; verify payments and prepares deposits.
- May participate in payroll preparation; compile reports related to payroll activities; prepare or process taxes, deductions, special wage assignments, retirement; maintains payroll data files and employee leave bank hours; analyze and follow up on payroll system error reports.
- Prepare and reconcile bills, invoices, and purchase orders for disposition; prepare entries, tabulations, standard forms, and routine documents; identify, calculate, and initiate appropriate refunds; maintain related records and files; track past due accounts and resolve disputed billings; pursue collection procedures per City policy.
- May be exposed to confidential and privileged information during while performing duties, which should be maintained as such.
- May assist supervisor(s) with special projects as required.
- Performs other related duties as required.
Minimum Qualifications
Any combination of education, training, and work experience to demonstrate possession of the knowledge, skills, and abilities to successfully perform in the position is qualifying. A typical way of obtaining the required qualifications is to possess:
EDUCATION: High school diploma or G.E.D. equivalent.
-AND-
EXPERIENCE: One (1) to two (2) years of recent, full-time paid experience performing clerical accounting duties such as accounts payable, and accounts receivable (general office clerical experience will not be considered qualifying).
LICENSE/CERTIFICATION: Valid Class C California driver’s license, acceptable driving record, and evidence of insurance are required.
Associate's Degree or other field related credentials may be taken into consideration in replacing work experience.
DESIRABLE QUALIFICATIONS:
Training or coursework in basic accounting procedures.
Experience dealing with the public and handling cash.
Experience working in a government agency.
Accounts payable and purchasing experience.
Knowledge of Tyler Technologies – Incode 10, Time and Attendance, Advanced Scheduling, GovInvest or similar accounting software.
Skills, Knowledge and Abilities
KNOWLEDGE OF:
Basic methods, terminology, and practices of financial record keeping and governmental accounting; general bookkeeping, accounting principles and practices, financial record keeping practices, accounts payable, accounts receivable, and billing procedures; modern office practices, methods, procedures, and office equipment and computer programs used in fiscal record keeping; business license procedures; basic payroll and timekeeping procedures; basic math; effective customer service techniques; and laws, ordinances, rules and policies related to assigned programs.
ABILITY TO:
Complete basic accounting tasks; count cash, make accurate change, and balance cash drawer; post transactions and make accurate mathematical calculations; verify and review invoices and payments for completeness and accuracy; prepare basic accounting records; operate computer equipment and use spreadsheet, database, and word processing software applications; type at least 35 words per minute; operate calculator and standard office equipment; follow oral instructions; communicate effectively, both orally and in writing; establish and maintain effective working relationships with customers, staff, management, vendors, contractors, and the general public; and maneuver and steer equipment and machinery requiring simple, but continuous adjustments, such as the operation of an automobile.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
Work is performed primarily indoors in an office environment. Position requires sitting at a desk or table for extended periods of time at meetings, and sufficient hand/eye coordination to perform semiskilled repetitive movements, such as the use of a computer keyboard and screen and operation of office equipment. Tasks require sound and visual perception and discernment, as well as oral communications ability. Incumbent will frequently sit, stand, reach, lean, and grasp documents; occasionally lift and move documents weighing up to 25 pounds, push and pull drawers, and bend, squat, or kneel to access storage containers and documents. Tasks are regularly performed in standard office setting without exposure to adverse environmental conditions.
Specific vision abilities required by this class include close vision and the ability to adjust focus.
ADDITIONAL INFORMATION
The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice.
Selection Procedure:
All statements made on applications are subject to investigation and verification. Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification for this and future job opportunities with the City of Signal Hill. Resumes will not be accepted in lieu of a completed City application and supplemental questionnaire.
Admission to competitive examination may be limited to those whose applications show the best combination of qualifications in relation to the requirements and duties of the position. Any part of the examination process may be qualifying only.
Equal Opportunity Employer:
The City of Signal Hill is an Equal Opportunity Employer and supports workplace diversity.
Americans with Disabilities:
An applicant requiring reasonable accommodation during the selection process due to a qualified disability must inform the Human Resources Office at HR@cityofsignalhill.org or at (562) 989-7304/7307 no later than 5 business days before the scheduled testing date(s).
Fingerprinting:
A candidate who is selected for hire is subject to fingerprinted during the pre-placement processing period. All fingerprints will be processed with the Department of Justice.
Pre-Placement Medical Examination:
A conditional offer of employment is based upon the successful completion of a City paid pre-placement medical examination to determine a candidate’s fitness to perform the essential functions of the position. This examination will include a drug screening.
Oath and Disaster Service Worker:
All City employees are required to sign the Oath or Affirmation of Allegiance for Public Employees upon the beginning of employment. Pursuant to California Government Code Section 3100, all City employees are required to perform assigned emergency service duties in the event of an emergency or disaster and are required to sign a Disaster Service Worker Statement upon hire.
