Accounting Clerk III

Mcfarland City • McFarland, CA

2d • $24 - $31 • Onsite

About The Position

The primary purpose of this position is to perform the full cycle payroll process and the full cycle accounts payable process for the City of McFarland. This includes end-to-end payroll functions such as new employee setup, timesheet review, payroll processing, statutory and voluntary deductions, payments to federal/state agencies and third parties, quarterly and annual reporting, and year-end W-2 processing. It also includes all responsibilities associated with accounts payable, such as vendor setup, invoice processing, verification of documentation, timely payment processing, weekly check runs, and annual 1099 issuance. Under general supervision, this position performs complex paraprofessional accounting work in support of payroll and accounts payable, maintains accurate financial records, and ensures compliance with federal, state, and local requirements. This classification requires strong analytical skills, attention to detail, and the ability to exercise discretion and independent judgment when handling confidential information. This is a journey-level clerical accounting classification responsible for performing complex financial recordkeeping duties with a focus on payroll and accounts payable. Employees in this class are expected to work independently within established procedures and exercise initiative in resolving discrepancies, interpreting payroll and AP policies, and maintaining compliance. The position routinely handles confidential employee, vendor, and financial information and requires tact, accuracy, and sound judgment.

Requirements

• knowledge of – Principles and practices of financial record keeping and accounting; basic principles of payroll; computers and computer software including spreadsheets, databases, and word processing; modern office procedures and equipment; effective customer service; applicable laws and regulations including wage and hour; clerical accounting methods, forms, and techniques.
• Processing of invoices and purchase orders and ability to understand, interpret and apply purchasing policies and procedures.
• Skilled in – Financial recordkeeping practices and techniques; statistical report preparation; research methods; customer account reconciliation.
• Ability to - Understand and interpret the principles, laws, and procedures involved in financial record keeping and accounting functions; prepare financial reports and maintain on-line ledgers and journals; analyze data and draw logical conclusions; understand, interpret, multi-task, problem solve, and prioritize work; key data into spreadsheets, databases, on-line ledgers an journals quickly and accurately; communicate effectively, both verbally and in writing; establish and maintain effective working relationships with others; communicate effectively in written and oral form; follow oral and written directions; develop and maintain effective working relationships; operate regular office equipment, including calculator and minicomputer.
• Licenses and Certificates – A valid California Driver’s License and a driving record acceptable to the City’s insurance company.
• Experience completing full cycle payroll, including new employee setup, pay changes, timesheet review, payroll processing, deductions and withholdings, agency payments, quarterly and annual reporting, and W-2 processing.
• Experience completing full cycle accounts payable, including vendor setup, invoice review, matching to purchase orders or contracts, weekly check runs, statement reconciliation, and 1099 processing.
• Minimum of three (3) years of financial or accounting recordkeeping experience, including at least one (1) year involving payroll or accounts payable.
• Associate Degree (AA) in accounting, finance, business, or a related field, or an additional two (2) years of related experience in accounting, payroll, or accounts payable may substitute for the AA.
• Strong written and verbal communication skills; bilingual Spanish preferred.

Nice To Haves

• Experience processing payroll in a municipal or public sector environment is preferred.
• Knowledge of the CalPERS retirement system and payroll reporting requirements is desirable.
• Ability to reconcile accounts, research and resolve discrepancies, and maintain accurate financial records.
• Proficiency with computerized financial systems, spreadsheets, and standard office software.
• Strong written and verbal communication skills; bilingual Spanish preferred.

Responsibilities

• Full Cycle Payroll Processing Coordinate with Human Resources to set up new employees in the payroll system, ensuring correct entry of classifications, benefits, deductions, and tax elections.
• Process personnel/pay changes based on approved Personnel Action Forms (PAFs).
• Review biweekly timesheets for accuracy, policy compliance, and completeness.
• Process and transmit payroll, including direct deposit and check issuance, ensuring accurate calculation of base pay, overtime, leave usage, reportable/taxable earnings, and all wage-related adjustments.
• Verify and reconcile all deductions and withholdings in accordance with employee elections and federal/state laws.
• Prepare and remit payments to federal and state agencies for taxes and wage withholdings.
• Process payments to third-party providers for medical insurance, flexible spending accounts, retirement contributions, and other voluntary deductions.
• Prepare and file quarterly payroll reports including IRS Form 941 and applicable EDD reports.
• Complete annual payroll reporting requirements including W-2 processing and submission to federal and state agencies.
• Maintain, update, and reconcile master payroll records; research and resolve payroll discrepancies.
• Respond to employee inquiries regarding payroll, deductions, and leave balances.
• Full Cycle Accounts Payable Set up new vendors and verify information including obtaining and reviewing W-9 forms.
• Review invoices for accuracy, completeness, and compliance with purchasing policies.
• Match invoices to purchase orders, contracts, receiving documents, and other supporting materials.
• Process invoices in accordance with due dates and weekly check run timelines.
• Maintain AP records, reconcile statements, and request monthly vendor statements to ensure timely payment and prevent missed invoices.
• Prepare and issue vendor payments, including checks and electronic payments.
• Prepare annual 1099s and ensure accurate and timely year-end reporting.
• Provide customer service to vendors related to payments, invoices, and account status.
• General Accounting Duties Prepare and reconcile accounting information for data processing; research and resolve discrepancies.
• Assist with annual audit preparation including payroll and AP documentation.
• Input, review, and reconcile statistical and accounting reports, registers, and journals.
• Handle sensitive employee, vendor, and City information with a high level of confidentiality.
• Perform related duties as assigned.

Benefits

• Comprehensive City paid medical, dental, and vision benefits for the employee and Dependents
• Life insurance equal to 1 yr. base salary with a minimum of $50,000
• Retirement - Deferred Compensation 401(k)-The City of McFarland contributes an additional 10% of an employee’s pay each pay period into 401(k) plan, at no cost to the employee.
• Supplemental life insurance (Optional)
• Aflac Insurance (Optional)
• Section 125 plan participation
• 10 vacation days, and 12 days sick pay accrued annually
• 12 Paid Holidays
• 1 Paid Personal Day

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree