Account Clerk I

City of Coalinga•Coalinga, CA

2d•Onsite

About The Position

Under general supervision of the Financial Services Supervisor, performs a variety of routine and complex accounting duties as needed to expedite the processes and functions of the Financial Services Department including the maintenance and review of financial records and the preparation of reports pertaining to utility accounts, business licenses, accounts payable and receivable, and commercial cannabis operations. Assists customers at the front counter, answers and directs incoming phone calls, receives, distributes and processes mail, and completes other routine tasks as assigned. This is the entry-level class in the Account Clerk series. Under close supervision with detailed instruction and review, incumbents are expected to learn the common and most typical tasks of the position. As training proceeds and the work is done with less supervision, incumbents preparing for advancement to level II receive more difficult and complex tasks to perform. The progression of Account Clerk I to Account Clerk II requires an evaluation of employee skill, completion of cross training in each assignment within the classification, performance levels, training and education.

Requirements

Equivalent to completion of twelfth grade
One (1) year of general office experience including some financial recordkeeping and accounting experience
Knowledge of generally accepted accounting principles
Knowledge of internal control principles and methods of application
Knowledge of modern office maintenance and practices
Knowledge of computer accounting applications and various software spreadsheet programs
Knowledge of operations of standard office equipment
Knowledge of basic mathematics and accounting
Knowledge of interpersonal communication skills and telephone etiquette
Ability to analyze routine accounting problems and make standard adjustments
Ability to make accurate arithmetic calculations
Ability to balance cash receipts
Ability to maintain accurate records and files
Ability to produce written documentation
Ability to perform detailed clerical work and maintain attention to detail despite frequent interruptions
Ability to understand and follow written and oral direction
Ability to work independently and make sound judgments within established guidelines
Ability to research information and solve customer service problems
Ability to operate various types of office equipment such as a typewriter, 10 key calculator, etc.
Ability to operate personal computer to produce or compose documents, reports and records
Ability to express ideas clearly both orally and in writing in the English language
Ability to work under tight deadlines
Ability to effectively prioritize and manage time
Ability to successfully multi-task and keep organized
Ability to maintain strict confidentiality and unquestionable integrity
Excellent attendance and punctuality
Ability to develop effective working relationships with supervisors, fellow employees, and the public
Ability to work in a typical office setting with appropriate climate controls
Ability to hear and speak to exchange information in person and on the telephone
Vision sufficient to read written materials, including small print, and personal computer monitor
Ability to sit for extended periods of time
Occasional walking to other offices and standing for brief periods
Ability to bend and reach to place or retrieve files, office supplies, binders and other reference materials
Dexterity of hands and fingers to operate a personal computer, typewriter and other office equipment
Memory for details, verbal instructions, emotional stability, discriminating thinking and creative problem solving
Good judgment, flexibility and sensitivity in response to changing situations and needs
Communicate clearly and concisely, both orally and in writing

Nice To Haves

Specialized training or education in Accounting or a related field is highly desirable
Bilingual in English and Spanish is highly desirable

Responsibilities

Processes all accounts payables, including receiving purchase orders, verifying accuracy to invoices, ensuring correct signatures, assuring proper receipt of discounts, evaluating payment priorities, and contacting vendors to resolve discrepancies.
Generates and mails checks, prepares registers associated with accounts payable processing, tracks payments and petty cash, and may prepare correction journal entries.
Maintains various files and records related to accounts payable, such as vendor tax exemption information and travel requests; files purchase orders and related information; updates files and purges records.
Completes special projects and assignments, researches, analyzes and prepares reports, and composes correspondence, memos and letters.
Assists visitors at the front counter and on the phone, responds to customer billing and service inquiries, answers questions, provides information, and directs them to appropriate staff.
Operates computer daily to enter utility payments and receipts, prepares daily reports for balancing, updates daily receipts, and prepares bank deposits.
Prepares and enters changes, new accounts, and terminated accounts for utility billing.
Reviews and prepares meter changes before exporting data to/from the meter reading program.
Enters utility usage figures on computer input forms and ensures computer input records are current.
Confers with software representatives to ensure the correct preparation of utility billing.
Maintains a balance of delinquent utility accounts.
Provides information concerning policies, regulations of data and changes to departments and other individuals; provides training as needed.
Informs immediate supervisors of changes in utility status.
Researches and answers questions on utility inquiries for exactness, neatness, and conformance to policies and procedures.
Studies and standardizes resolutions and procedures to improve efficiency of policies.
Maintains detailed general ledger records through a computerized system.
Prepares and files accounting and financial transaction reports at various intervals.
Assists in the process of accounting and financial record keeping and reporting, including general ledger entries, cash receipts, and utility billing payments.
Prepares utility bills for mailing.
Provides assistance and training to other clerical employees regarding the utility billing system and other office machines.
Operates a 10-key calculator and other office machines.
Responds to customer inquiries at front counter for commercial cannabis operations, answers questions and addresses concerns.
Audits trails of cash relating to commercial marijuana operations both on and off site.
Calculates, collects and processes fees and taxes relating to commercial marijuana operations; issues receipts.
Verifies insurance coverages for commercial marijuana businesses and ensures policies remain in effect.
Reviews commercial marijuana operational reports; generates reports.
Monitors utility usage for commercial marijuana operations.
Reconciles commercial marijuana operational fees and taxes.
Keeps accurate records relating to commercial marijuana financial operations.
Answers telephone and screens calls and visitors, refers inquiries as appropriate and responds to minor questions and complaints on account status; provides information as requested.
Cross trains in all Account Clerk functions and backfills as needed.
Processes payment cash transactions from customers using accounting software; opens and processes payments from the mail and the drop box; processes and maintains daily cash receipts; prepares bank deposits on a rotational basis.
Performs general clerical accounting duties; prepares daily reconciliation of all payment transactions by reviewing and verifying all batch reports.
Responsible for maintaining utility customer files and various records.
Processes business license applications; reviews applications for accuracy and completeness; records and files documents; issues business licenses for owners of businesses.
Calculates fees and collects payments for business licenses; prepares bank deposits and balances daily cash reports.
Enters and retrieves data using accounting software; produces statements and various other documents, summaries and reports.
Maintains inventory and stock of supplies for department; orders supplies as needed.
Operates a calculator and various other office machines.
Responds to customer utility billing and service inquiries at front counter; answers concerns regarding service levels and options, service rates and fee structures.
Responsible for processing the main phone voicemail message system; logs in messages and distributes/relays to other departments daily.
Prepares daily work orders for public works; operates a two-way radio to maintain communication between office and field personnel.
Provides assistance to utility billing clerk; assists in reviewing customer accounts to identify areas of concern.
Assists utility clerk in preparing accounts for the collection process.
Schedules appointments for the billing transit system, assists with building inspections, permits and business license processing.