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Accounting Assistant At City of Davis, CA

Location: Davis, California

Job Description

Description

The City of Davis is seeking experienced and dynamic individuals to join our team. We currently have (2) full time positions available in our Finance Department.

We offer excellent benefits to include: paid vacation, paid holidays, paid sick leave, monthly premium allotment toward medical and dental plans, flexible spending and dependent care accounts, deferred compensation plans, bike and computer loans, various voluntary plan options and excellent CalPERS retirement! For additional benefit information, please click the benefits tab on the job posting.

DEFINITION
To perform routine to moderate financial record keeping and clerical and technical accounting duties related to the processing and preparation of accounts payable, accounts receivable, and maintenance of accounting records; to performs a variety of customer service tasks, working directly with the public and other city staff in response to inquiries and complaints.
DISTINGUISHING CHARACTERISTICS
Accounting Assistant - This is the journey level in the Accounting Assistant series. Positions at this level perform a variety of difficult and responsible clerical and technical accounting duties on behalf of division operations. Once trained, employees at this level receive only occasional instruction or assistance as new or unusual situations arise. At this level incumbents are expected to have an understanding of the recordkeeping system and related transactions, and apply standard bookkeeping practices and basic accounting principles.
Senior Accounting Assistant - This is the advanced journey level in the Accounting Assistant series. Positions at this level perform more complex technical accounting tasks and respond to difficult customer service questions and situations. At this level, incumbents are expected to be fully aware of the operating procedures and policies of the division and demonstrated competency in the core functional area where assigned. Positions at this level are distinguished from the Accounting Assistant by the level of responsibility assumed, the complexity of duties assigned, the increased independence of action and concurrent increase in the consequence of error. Positions may provide technical and functional supervision over lower level staff.
This position may function in any of the functional areas within the division and once fully trained is expected to show demonstrated competency in at least one of three principal accounting functions: collection of revenues, disbursements of funds, or financial reporting.
SUPERVISION RECEIVED AND EXERCISED

Accounting Assistant
Receives general supervision from higher level supervisory or management personnel. May receive technical or functional supervision from higher level staff.

Senior Accounting Assistant
Receives direction from higher level supervisory or management personnel.
May provide technical and/or functional supervision to lower level staff.

Examples of Duties

EXAMPLES OF ESSENTIAL FUNCTIONS – Duties may include but are not limited to the following:
Perform a wide variety of accounting clerical and technical tasks, including routine calculating, posting, and verifying information to obtain primary financial data for use in maintaining accounting records such as accounts payable, accounts receivable, journals and ledgers.
Prepare batches for processing of payments and receipts; examine supporting documentation to establish proper authorization and ensure conformance with agreements, contracts, and city policies and procedures.
Calculate, prepare and issue bills, invoices, account statements, and other financial statements according to established procedures.
Check the accuracy of figures, documents, and postings for correct entry, mathematical accuracy and proper codes.
Reconcile or note and report discrepancies found in records.
Process payments received via cash, check, credit or debit transactions, whether over-the- counter, via mail, or electronic means.
Answer telephone and staff front counter; provide information in person or by telephone where judgment, common knowledge, and interpretation of division and city policies and regulations are necessary; provide customer and public assistance; resolve problems involving customer's statements, fees, payments and other service-related problems.
Interpret and explain charges, policies, procedures, special programs and rates.
Receive complaints and exercise judgment in determining proper course of action.
Update and maintain customer and vendor accounts and associated databases and/or spreadsheets.
Classify, record, and summarize numerical and financial data to compile and keep financial records using journals and ledgers or spreadsheets.
Access computerized financial information to answer general questions as well as those related to specific accounts.
Balance cash drawer; prepare bank deposits; verify and balance receipts.
Create, maintain, and monitor computerized files, databases and directories; scan documents,
conduct record searches, and prepare statistical work sheets and other documents.
Independently compose a variety of correspondence and other public information documents.
Perform general office duties such as filing, answering telephones, and handling routine correspondence.
Assist with special projects and studies, collect and compile statistical and financial data for special reports in any of the functional areas including, but not limited to, General Ledger, Payroll, Purchase Orders and Accounts Payable, Fixed Assets, Major Projects Financing, Redevelopment and Debt Financing Accounting, Parcel Accounting, Budget, Grants and Revenue Collection and Cash Management, Investments, Business Licenses and Utility Services billing, collection and auditing process.
Senior Accounting Assistant – In addition to the above:
Participate in and provide technical assistance in all work unit or division tasks necessary to maintain and operate the city's financial and treasurer assignments, which include, but is not limited to: maintaining the General Ledger, Payroll, Purchase Orders and Accounts Payable, Fixed Assets, Development Impact Fees, Redevelopment and Debt Financing Accounting, Parcel Accounting, Budge, Grants and Revenue Collection and Cash Management, Investments, Business Licenses, Citations and Utility Services billing, collection and auditing process.
Prepare, process, review and check the accuracy of figures, documents, and postings for correct entry, mathematical accuracy and proper code, completeness and conformance to applicable policies, rules and regulations.
Assist in generating, reconciling and recording payroll and ensuring appropriate wage/benefit cost distribution for general ledger purposes; prepare quarterly and yearly reports to Federal and State agencies.
Prepare journal entries to accurately record all payroll transactions and prepare justifications and make recommendations for the adjustment of journals or transfer of entries to make revenue or expenditure corrections.
Research and reconcile discrepancies found in records; prepare adjusting entries as needed.
Reconcile accounts and prepare journal entries and associated transactions to record electronically submitted revenues and disbursements.
Resolve the more complex customer service inquires involving research, analysis, and application of polices, procedures, and regulations.
Assist with maintaining a variety of databases and financial account records such as customer and vendor accounts, parcel accounting, utility accounting, and associated databases and/or spreadsheets. Coordinate, monitor, troubleshoot, and report on functions and processes in assigned area.
Assist in the preparation of various periodic reports.
Assist with financial statements, tax rolls, and special programs.
Assist with performing technical tasks related to period and year end processes.
Assist with the development of forecasting models for revenue and cash flow.
Provide technical assistance and guidance to personnel within the Finance Division and other departments on the computer modules in area of assignment.
Assist with preparing materials for small claims.
Assist in budget and financial statement preparation and administration.
Participate in the development and implementation of department programs, systems, procedures and methods of operations, including computer based systems.
Plan, prioritize and review the work of staff assigned to a variety of clerical accounting duties.
Develop schedules and methods to accomplish assignments ensuring work is completed in a timely and efficient manner.
Provide and coordinate staff training; work with employees to correct deficiencies.
NON-ESSENTIAL FUNCTIONS
Assist in preparation of the department budget.
Perform related duties as assigned.

Typical Qualifications

MINIMUM QUALIFICATIONS

Accounting Assistant
Knowledge of:
English usage, grammar, punctuation and business letter writing.
Principles and practices of business functions and financial record keeping.
Basic accounting principles and practices.
Basic knowledge of governmental fund accounting.
Basic auditing procedures.
Business math.
Cash handling, balancing, and checkbook maintenance procedures.
Computer systems and software related to job tasks including word processing, spreadsheets and databases.
Modern office procedures, methods and computer equipment, including computer?based accounting systems.
Division operations, policies, and procedures.
State, federal, and local regulations relative to area of assignment.
Techniques for dealing with a variety of individuals from various socio-economic, cultural and ethnic backgrounds, in person and over the telephone.
Principles and practices of customer service.
Ability to:
Intermittently review documents related to department operations; observe, identify and problem solve office operations and procedures; understand, interpret and explain department policies and procedures; explain operations and problem solve office issues for the public and staff.
Make arithmetical calculations, postings, and comparisons rapidly and accurately; review work of others.
Type and operate a 10?key calculator with speed and accuracy necessary for successful job performance.
Interpret input, retrieve and transmit statistics and other communications to and from the public or computer; analyze data and draw sound conclusions.
Perform job tasks with minimal supervision.
Plan and organize work to meet deadlines on a timely basis.
Operate a computer terminal and personal computer for data entry, inquiry and report generation.
Use a computer?based accounting and database software systems and to perform basic accounting analyses using spreadsheet applications.
Read and interpret regulations, policies and procedure.
Use initiative and sound independent judgment within established guidelines.
Maintain composure and exercise good judgment when answering demanding questions.
Work under pressure while meeting time deadlines.
Understand and follow written and oral instructions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective working relationships with those contacted in the course of work.
Experience and Training
Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two years of responsible specialized accounting clerical, clerical, or administrative/business experience, with an emphasis on communications and public contact.
Training:
Equivalent to graduation from twelfth grade supplemented by courses in accounting and bookkeeping.
License or Certificate
May be required to possess a valid California Class C driver's license as required by the position.

Senior Accounting Assistant
In addition to the qualifications required for Accounting Assistant:
Knowledge of:
Accounting principles and practices.
Principles and governmental fund accounting and auditing procedures.
Advanced principles and practices of customer service.
Computer systems and software related to job tasks including intermediate to advanced word processing operations, complex spreadsheets, and databases.
Principles and practices of technical and functional supervision and training,
Ability to:
Provide direction and work review for lower level staff.
Prepare, maintain, and reconcile various financial and statistical records; perform general accounting duties and payroll analysis.
Work independently.
Use initiative and sound judgment in resolving non-routine issues within established guidelines.
Maintain neat and accurate files and records.
Provide technical and functional supervision over assigned staff; effectively train staff.
Experience and Training
Any combination of experience and training would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Experience:
Two years experience equivalent to that of Accounting Assistant with the City of Davis. Municipal or governmental agency experience preferred.
Training:
Equivalent to graduation from twelfth grade supplemented by the equivalent to 30 units of coursework in accounting, bookkeeping, or financial recordkeeping, or a related field.
License or Certificate
May need to possess an appropriate California driver's license as required by the position.

Supplemental Information

PHYSICAL/SENSORY REQUIREMENTS
On a continuous basis, sit at a desk and/or stand at a counter for long periods of time. Intermittently twist and reach office equipment; and use a ten key, write and use keyboard to communicate through written means; run errands; lift or carry weight of 10 pounds or less.


CITY OF DAVIS
BENEFIT SUMMARY SHEET

PASEA

Longevity: Effective January 1, 2016, the base wages for employees covered by this Agreement shall increase based on their years of continuous employment with the City as follows:

10 years 2.5% of base salary

20 years 2.5% of base salary

Each longevity pay increase shall be built off base salary to a maximum of 5%.

Vacation: New employees accrue 15 days of vacation per year.

Sick Leave: Eligible for use after one month of employment. Sick leave accrues at 12 days per year.

Holidays: Employees receive the following 12 holidays plus 2 and 1/2 floating holidays.

125 Cafeteria Plan

City provides a comprehensive benefit plan.

Retirement: Eligible date of hire. The city contracts with the Public Employees Retirement System (PERS) 2.5 % @ 55 retirement formula for current miscellaneous PERS members without a break in service. New employees who are brought into CalPERS membership for the first time on or after January 1, 2013, and who have no prior membership in any other California public retirement system, fall under the new defined benefit formula of 2 % @ 62 for miscellaneous members.

Survivor Benefit: The city contracts with the Public Employees Retirement System for the 1959 Survivor Benefit Level Four (4).

Bilingual Pay: $150.00 per month per certified employee

Medicare: Date of hire, all employees contribute 1.45% of gross salary to Medicare per federal regulations.

PASEA MOU: MOU for Program Administrative and Support Employees Association (PASEA) 6 30 2021