Civil Service

Job ID:
ANNOUNCEMENT NO. V46 FY 19-20 ENTRANCE & PROMOTIONAL PROVISIONALLY FILLED.

Issue Date:
JANUARY 14, 2020

Department:
COMMUNITY DEVELOPMENT

Application Deadline:
4:00 PM, JANUARY 28, 2020

General Statement of Job:
Under occasional supervision, performs various routine-to-moderately complex bookkeeping and clerical work to ensure efficient and effective fiscal operations for the department. Work involves maintaining accounts for the department; preparing check requests for payments; tracking grants for the department; preparing payroll and maintaining leave time; preparing quarterly and yearly report to Housing and Urban Development; preparing reports to Director on salaries and capital projects; preparing reimbursement payments from HOME grant; tracking contractor expenditures for homeowner grants; generating new account numbers each fiscal year; preparing line item changes and journal entries to Finance; collecting money for the department; maintaining petty cash; preparing work orders; and ordering supplies. Reports to the Director.

Specific Duties and Responsibilities (This is descriptive, not restrictive as to all tasks included in this position):
ESSENTIAL JOB FUNCTIONS Process invoices for the department; receives invoices; prepares check request through the computer system; assigns account numbers to invoices; makes copies of invoices; forwards invoices to Finance; posts invoices to correct accounting on a spreadsheet. Prepares biweekly payroll for employees through the computerized time clock system; authorizes payroll; forwards payroll to Finance; tracks employee time for vacation, sick, etc. Prepares quarterly report to Housing and Urban Development on expenditures; drawdowns, and program income; prepares drawdown request to obtain reimbursement from Housing and Urban Development. Prepares reports for the Director on expenditures for different accounts on employee salaries, expenditures on contracts, and grants. Tracks budgets and expenditures on Emergency Shelter Grant from the State. Requests payments for reimbursement to the City from Jefferson Parish on �Home� grant; tracks spending on each homeowner�s contract through the Home Funding. Prepares line item changes for the department; prepares memorandums; reviews with the Director; forwards to Mayor for signature. Prepares journal entries; reviews with the Director; forwards to Finance for posting. Gathers invoices, reports, etc. that are needed for auditors; works with City accountants and auditors for yearly audit report yearly. Prepares with other assigned staff the �Capers� report for the Housing and Urban Development yearly. Orders supplies for office and resource centers; prepares requisitions for approval; coordinates ordering supplies with Purchasing Department; receives supplies; verifies orders; stocks supplies in the proper location. Prepares work orders to the Public Works Department for maintenance problems; places calls to outside vendors for maintenance work required at various locations; coordinates times for maintenance repairs. Prepares Department of Justice grant; answers questionnaire. Serves as relief person to Secretary such as answering telephone, greeting visitors, etc. when needed. Assists other employees with reports on various projects. Reviews and makes corrections to quarterly payroll reports; verifies balances and time used by employees. Checks and maintains inventory for department; performs a physical check on equipment and office furniture for office; reviews inventory report for resource centers; tags new equipment, computers, and furniture for office. Receives and/or reviews various records and reports such as invoices, payroll records, and contracts. Prepares and/or processes various records and reports such as check requests, payroll, Housing and Urban Development reports, �Capers�, and �Home� reports. Refers to invoices, purchase requisitions, detailed expenditure reports, policy and procedure manuals, codes / laws / regulations, publications and reference texts, etc. Operates a department vehicle and a variety of office equipment and machinery such as adding machine, typewriter, postage machine, telephone, computer, etc. Uses a variety of tools such as stapler, standard office tools, etc.; a variety of supplies such as paper, writing instruments, general office supplies, etc.; and a variety of computer software such as Microsoft Office, Check Request System, Integrated Disbursement and Information System, Bio-Time System, etc. Interacts and communicates with various groups and individuals such as Director, Assistant Director, Community Development staff, other department employees, and the general public. ADDITIONAL JOB FUNCTIONS Collects and distributes mail to various departments. Maintains office machines by changing cartridges, clearing paper jams, refilling postage machine, changing ribbons on typewriter, etc.

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

Physical Requirements:
Must by physically able to operate a variety of automated office machines and equipment, which includes a computer, typewriter, printer, telephone, copier, etc. Must be able to exert up to ten pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time. Must be able to lift and/or carry weights of up to five pounds.

Mental Involvement:
Requires the ability to apply principles of common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variable in or from standardized situations. Requires the ability 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 and to understand and implement basic computer and office machinery functions.

Minimum Training and Experience Qualifications:
Requires an Associate�s degree in accounting or related field supplemented by one to two years of general bookkeeping experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must possess a valid Louisiana State Driver�s License. PREFERENCE MAY BE EXTENDED TO THOSE WITH GOVERNMENTAL BOOKKEEPING/ACCOUNTING EXPERIENCE.

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

Test Required:
RATING OF TRAINING AND EXPERIENCE . . . . . . Weighted 100%

Salary Requirements:
$16.8779 PER HOUR / 35 HOURS PER WEEK