Account Clerk

City of Clearlake•Clearlake, CA

About The Position

Under general supervision, the Account Clerk performs accounting and bookkeeping work involving the processing, maintenance, and receipt of records in accounts receivable, accounts payable, payroll, and other assigned functional areas. The position also performs general office clerical work and provides information and assistance to the public, City departments, and employees. Depending on the assignment, the role may support billing, business licenses, revenue collection, cash management, or grant accounting and administration. Duties and assignments may overlap based on department operations and staffing levels. Account Clerk I is the entry-level class, handling routine and less complex accounting support and customer service assignments while learning City policies and procedures. Work is generally supervised while in progress, and employees exercise less independent judgment than Account Clerk II. The classification is flexibly staffed; advancement to Account Clerk II depends on demonstrated proficiency and management discretion. Account Clerk II is the full journey-level class, performing the full range of assigned clerical accounting, financial recordkeeping, customer service, and related support duties with only occasional instruction or assistance. The position may be filled through advancement from Account Clerk I or, when hired externally, by candidates with prior experience. The position maintains and reconciles ledgers, reports, and account records; processes and reviews financial documents and transactions; and provides clerical and technical accounting support. Account Clerk II may also perform grant accounting and administrative work, including preparing applications, maintaining grant records, tracking compliance and deadlines, processing reimbursements, and coordinating with funding agencies, participants, consultants, and contractors. This classification is distinguished from Senior Account Clerk, which handles more complex technical duties and may provide lead direction.

Requirements

Two years of increasingly responsible experience maintaining financial and related statistical records.
Education equivalent to completion of twelfth grade, supplemented by courses in accounting or business practices.
Knowledge of financial recordkeeping and reporting principles and procedures.
Knowledge of basic payroll administration recordkeeping and reporting principles and practices.
Knowledge of generally accepted accounting and bookkeeping principles and procedures and their application to basic accounting transactions.
Knowledge of modern office methods, procedures, and equipment, including computer equipment.
Knowledge of arithmetic principles applied to financial recordkeeping.
Skill in operating modern office and computer equipment, including ten-key.
Ability to type and enter data at a speed necessary for successful job performance.
Ability to learn Federal and State payroll tax reporting requirements.
Ability to interpret and apply bookkeeping principles and procedures for maintaining record controls and preparing financial statements.
Ability to prepare and maintain routine financial statements, reports, records, and files.
Ability to perform mathematical calculations quickly and accurately.
Ability to understand and follow oral and written instructions.
Ability to communicate clearly and concisely, orally and in writing.
Ability to establish, maintain, and foster positive and harmonious working relationships with people contacted in the course of work.

Responsibilities

Maintain and reconcile ledgers, reports, and account records; prepare, post, adjust, balance, and reconcile transactions, and examine and correct transactions for accuracy.
Receive, sort, organize, and review financial documents, including bills, invoices, and payments, for accuracy and completeness.
Review payroll records for compliance with City policies, procedures, and regulations; verify, process, and calculate payroll data and payroll actions such as garnishments, benefit withholdings, and overtime.
Enter payroll changes, including new hires, retirements, and terminations; assist with distributing payroll checks; and prepare and balance payroll reports.
Prepare payroll reports, tax deposits, quarterly reports, W-2s, and State and Federal quarterly and annual payroll tax returns.
Sort, audit, match, and distribute vendor and service-provider invoices; address purchase order, invoice, and payment matters with vendors; route invoices for approval and prepare payments for mailing.
Perform accounts receivable activities, including preparing and processing invoices for municipal taxes, licenses, and fees; receiving revenue; and preparing bank deposits.
Contact delinquent account holders and customers with nonsufficient-funds checks; prepare delinquency notices and letters.
Coordinate Loan Committee meeting schedules and administration; prepare agendas and minutes; maintain loan files and a tracking system for review, analysis, and collection of grant-related loans.
Prepare and maintain financial statements, records, and reports, including personnel and fixed-asset records, inventories, vehicle registrations, credit report applications, franchise tax reports, transient occupancy reports, PERS reports, and State Compensation Insurance Fund reports.
Gather, check, and tabulate data for records and reports.
Review business license applications, collect revenues, issue licenses, and follow up on renewals.
Enter and retrieve fiscal and statistical information using a computer terminal and verify computer-generated reports.
Perform general clerical duties, including typing, maintaining files and records, processing mail, and ordering and distributing supplies.
Assist customers, departments, and employees by providing fiscal information, explaining procedures, and answering questions.
Maintain, monitor, and reconcile petty cash.
For Account Clerk II grant assignments: maintain grant records and ensure proper preparation of grant reports; gather, organize, analyze, maintain, and present data for obtaining and administering grants.
For Account Clerk II grant assignments: develop and maintain detailed fiscal and program records; discuss grant requirements and progress with funding agencies; monitor ongoing grant compliance; and perform grant-related special projects and financial support work.
For Account Clerk II grant assignments: reconcile grants monthly; review costs and verify grant invoices, reimbursement requests, contracts, pay estimates, payroll data, purchase orders, check requests, and receiving documents for coding, project and contract numbers, authorizations, signatures, and compliance.
For Account Clerk II grant assignments: monitor and administer contracts and agreements; coordinate grant activities with participants, consultants, and contractors; assist with developing grant programs and projects; and maintain systems for tracking grant compliance, expenditure deadlines, reporting, and completion of activities.