Civil Service

Job ID:
ANNOUNCEMENT NO. V42 FY 19-20 ENTRANCE & PROMOTIONAL

Issue Date:
NOVEMBER 25, 2019

Department:
FINANCE

Application Deadline:
4:00 PM, DECEMBER 12, 2019

General Statement of Job:
Under general supervision, performs a variety of finance work in the maintenance and preparation of financial accounts and records for the City. Work involves processing invoices and distributing work the others; maintaining vendor master file for new vendors and address changes; ensuring accurate and timely processing of invoices, check request, and direct disbursements; setting up, maintaining, and monitoring contracts; maintaining records of utility bills and operating leases; making corrections and/or deletions after approval by Assistant Director; communicating with various vendors, individuals, department personnel, and Assistant Finance Director. Reports to the Assistant Finance Director.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
ESSENTIAL JOB FUNCTIONS Sets up vendor information into financial system; assigns contract numbers; checks for authorized signatures; maintains contracts; scans and files hard copies. Checks for authorized signature if forms are attached; enters vendors number order on invoices, purchase orders, check requests, etc.; distributes paperwork to Clerks for entry into system for payment. Processes bills; assigns General Ledger account numbers; figures amount due to each department; completes requisition for payment. Answers vendor or department inquiries or problems pertaining to an invoice or payment. Maintains new and old vendors with W-9 information. Writes checkbook checks for accounts not processed through the financial operating system; enters information into system for direct disbursement and recordation. Makes corrections and/or deletions from final edit after approval from Assistant Finance Director. Processes end/beginning of month checks. Processes stop payments and voids. Assists Assistant Finance Director with analysis and reports as needed. Reviews forms, scope of work, and amounts of contracts in order to properly set up contracts in the financial operation system; refers contract documentation to ensure that purchases and/or services meet the scope of work on contracts as related to invoices being processed for payment. Reviews documentation provided by departments to ensure policies and procedures of the City are followed; reviews cash advances for proper approval and provided to Accounting Clerk for reconciliation; reviews petty cash reimbursements to ensure proper use of public funds and verification of total to be reimbursed. Receives and/or reviews various records and reports such as contracts, check request, purchase orders, invoices, utility bills, operating leases, and final edit. Prepares and/or processes various records and reports such as stop payments, void checks, edits, utility log, and vendor checks. Refers to contracts, vendor log, utility log, vendor inquiry, invoice inquiry, policy and procedure manuals, codes / laws / regulations, publications and reference texts, etc. Operates a variety of office equipment and machinery such as adding machine, scanner, sealer, printer, burster, computer, etc. Uses a variety of tools such as calculator, folder sealer, electric stapler, etc.; a variety of supplies such as check stock, letterhead / forms, staples, paperclips, file folders, storage boxes, general office supplies, etc; and a variety of computer software such as Munis, Accuterm, Paperless, Papervision, etc. Interacts and communicates with various groups and individuals such as the Assistant Finance Director, vendors, other department personnel, and the general public. ADDITIONAL JOB FUNCTIONS Answers calls for property tax. Serves as backup to balance Cashier and scanner for payable records for contracts. Orders supplies when Accounting Clerk is not present. Performs routine clerical tasks as required, including but not limited to preparing reports and correspondence, copying and filing documents, answering the telephone, sending and receiving faxes, entering and retrieving computer data, etc. Performs related duties as required.

Communication Skills:
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the receiving of information and instructions from supervisor.

Physical Requirements:
Requires the ability of speaking and/or signaling people to convey or exchange information. Includes the receiving of information and instructions from supervisor.

Mental Involvement:
Requires the ability to apply principles of rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in oral, written, diagrammatic or schedule form. Requires the ability to learn and understand relatively complex principles and techniques; to make routine independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.

Minimum Training and Experience Qualifications:
Requires a high school diploma or equivalent supplemented by three years of successful, paid experience in accounting/bookkeeping work including responsibility for accounts payable duties. NOTE: An accredited degree in Accounting and Finance may substitute for one year of the required experience.

Interpersonal Relationship Skills:
Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines. The worker may be subject to tension as a regular, consistent part of the job.

Test Required:
RATING OF TRAIINING AND EXPERIENE . . . . . . . Weighted 100%

Salary Requirements:
$16.0673 PER HOUR / 35 HOURS PER WEEK