Temporary Account Clerk I - Merced, United States - City of Merced (CA)

Description

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class.

Specifications are not intended to reflect all duties performed within the job.


SUMMARY DESCRIPTION

Under supervision (Account Clerk I) or general supervision (Account Clerk II), perform a variety of account and statistical recordkeeping work in connection with the development, maintenance, and processing of City fiscal and statistical records; provide customer service for utility billings and business licenses; perform general office support assignments; and perform related work as required.

DISTINGUISHING CHARACTERISTICS
Account Clerk I

This is the entry and first working level in the Account Clerk class series. Incumbents learn and perform a variety of basic account and statistical record keeping work.

This class is distinguished from Account Clerk II in that incumbents perform a lesser scope of assignments which does not require the same level of knowledge of City fiscal record keeping systems and procedures.

Many of the assignments are performed in a training and learning capacity with the expectation that an incumbent will increasingly perform the assignments on a more independent basis, as the requisite work background is acquired on-the-job.

When an incumbent becomes familiar with City fiscal record keeping policies and procedures and demonstrates good sustained work performance, they may be promoted to the Account Clerk II level.

Account Clerk II

This is the first experienced working level in the Account Clerk class series. Incumbents perform a variety of account and statistical record keeping work.

This class is distinguished from Account Clerk I in that Account Clerk I incumbents perform many assignments in a training and learning capacity.

This class differs from the next higher classification of Account Clerk III which requires the performance of more complex, specialized work and more in-depth knowledge of City fiscal processes and procedures.

REPORTS TO
Assigned supervisory and/or designee.


CLASSIFICATIONS SUPERVISED
This is not a supervisory classification.


REPRESENTATIVE DUTIES
The following duties are typical for this classification.

Incumbents may not perform all of the listed duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices.

• Perform a variety of accounting clerical duties involving financial record keeping and generating, collecting, processing and recording City revenue.
• Maintain a variety of financial and statistical records; process warrants, bills, payments and other documents involved with financial record keeping; and post information to expenditure records and assist with the maintenance of work and time records and subsidiary ledgers.
• Audit payment authorizations and match them with purchase orders and verify purchase orders.
• Receive and process business license applications and audit applications and renewals.
• Prepare, receive, and process deposits, bills and payments for utility services and set up automatic bank drafts for customer utility accounts.
• Monitor late payments, prepare notifications and collection letters, and initiate turn-offs for delinquent accounts and assist customers with restoring service in receiving payments and processing work orders.
• Assist with accounts receivables including responding to lien inquiries, processing liens for accounts, which are forwarded to collection agencies; run weekly and monthly invoices and send out.
• Accept and process payments for parking citations; track receipts and work with Department of Motor Vehicles (DMV) media; reconcile parking citation transactions; record and audit parking citations to ensure accuracy of citation amount; and process refunds and appeals and prepare monthly cite reports to obtain citation totals and reconcile monthly invoices.
• Perform data entry of account adjustments.
• Maintain inventory of fixed assets and issue materials from central stores.
• Assist with preparation of bid packets for purchasing.
• Receive monies for a variety of purposes and maintain records of receipts and balance cash received and prepare deposits.
• Assist in developing and preparing monthly, quarterly, and yearly financial and statistical reports.
• Assist with budget preparation and process adjustments.
• Operate computerized financial information systems and on-line computer systems used in the City and work with spreadsheets and word processing programs, as needed.
• Perform a variety of general office assistance assignments; place orders and requisitions for supplies and other related items for the department and distribute supplies and maintain filing room including stamping, filing, and auditing accounts payable files and deposits.
• Perform various mailroom duties; open, process, sort and post mail; process return mail and send out accordingly; process payments for utilities, business licenses, and other various accounts; and sort and deliver mail to other departments and process outgoing mail for other departments.
• Provide customer support by collecting payments, cashiering, and answering questions regarding the billing process, policies, payment systems, licenses and services and answer phones and receive customers at a public counter.
• Notify customers of returned checks and bank drafts and make appropriate updates in the system.
• Perform related duties as required.

QUALIFICATIONS

The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties.

Knowledge of:
Basic accounting principles.

Methods and practices of financial and statistical recordkeeping.

Basic principles and techniques of public relations and customer service.

Basic mathematical principles.

Basic methods and techniques of data collection, research and analysis.

Basic principles of business letter writing and basic report preparation.

Maintenance of files and information retrieval systems.

Basic knowledge of City purchasing.

Methods and techniques of cash handling.

English usage, spelling, grammar and punctuation.

Office procedures, methods, and equipment including computers and applicable software applications such as word processing, spreadsheets, and databases.


Ability to:
Perform a variety of accounting clerical duties.

Perform a variety of administrative duties.

Maintain and order office supplies.

Learn and perform a variety of financial and statistical record keeping work.

Operate a multi-line telephone system and transfer calls to appropriate personnel.

Follow oral and written directions.

Read and understand codes, statutes, and information related to financial and statistical record keeping work.

Gather and organize data and information.

Maintain a variety of financial records and files.

Perform mathematical calculations quickly and accurately.

Work with computerized financial information systems and use a computer for financial and statistical record keeping work.

Deal tactfully and courteously with the public and other staff when explaining the functions and policies of the work area where assigned.

Prepare clear and concise reports.

Work independently in the absence of supervision.

Analyze specific problems and situations.

Adopt effective procedures to resolve problems.

Accomplish multiple tasks simultaneously.

Effectively work in a loud environment.

Operate office equipment including computers and supporting word processing, spreadsheet, and

database applications.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective working relationships with those contacted in the course of work.

Education and Experience Guidelines - Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying.

A typical way to obtain the knowledge and abilities would be:

Account Clerk I


Education/Training:
Equivalent to the completion of the twelfth grade.


Experience:
One year of work experience performing office support work. Experience in maintaining financial and statistical records and dealing with the public, is desirable.


License or Certificate:
Possession of a valid California Driver License.

Account Clerk II


Education/Training:
Equivalent to the completion of the twelfth grade.


Experience:

One year of work experience performing fiscal support work at a level comparable to Account Clerk I with the City of Merced.

License or Certificate:
Possession of an appropriate California Driver License.


PHYSICAL DEMAND AND WORKING ENVIRONMENT

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential job functions.

Environment:
Work is performed in an office environment; continuous contact with staff and the public.

Physical:

Sit for extended periods; frequently stand and walk; normal manual dexterity and eye-hand coordination; lift and move objects weighing up to 25 pounds; corrected hearing and vision to normal range; verbal communication; and use of office equipment, including computers, telephones, calculators, copiers, FAX, typewriters, scanners, postage machines, credit card machines, cash counters, binding machines, and laminators.