Accounts Payable, Sales Tax and Business License Clerk

JOB OVERVIEW
Title: Accounts Payable, Sales Tax and Business License Clerk
Department: Administration
Classification: non-Management, at-will
FLSA Status: Hourly, Overtime non-Exempt
Salary Range: $23.28-$35.50 per hour
Reports To: City Accountant/CFO
*This is an at-will position serving under the direction of and may be terminated by the City Accountant.

ESSENTIAL KNOWLEDGE, SKILLS & ABILITIES
Applicants who do not meet all listed qualifications will be considered if they demonstrate a combination of education, experience, and training.

Education & Certification

·         High school diploma or general education degree (GED); post-high school education or professional certificate from college or technical school preferred

·         Training in accounts management and bookkeeping expected.

Must possess accounting education, skills, and experience demonstrating the ability to maintain financial records.
May be required to type accurately at a speed of at least 40 wpm and/or operate a calculator by touch.
Experience

·         More than three years of experience in bookkeeping or as general administrative assistant.

Ability to understand and carry out oral and written instructions and to request clarification when needed.
Ability to maintain established records of sales tax and City business license files.
Ability to communicate effectively with the public; answering questions, addressing problems, and seeking assistance when needed.
Ability to establish and maintain effective working relationships with co-workers and other City officials.
·         Ability to communicate effectively orally and in writing.

·         Skilled in the operation of personal computers, specifically spreadsheet and word processing software, central financial computer programs, calculator, copy machine, and fax.

Knowledge

·         Use of addition, subtraction, multiplication and division of numbers including decimals and fractions. Use of simple formulas, charts, tables, schedules; checking reports, forms, records and comparable data where some interpretation is required. Intermediate knowledge of basic computer and technical skills.

·         Considerable knowledge of modern office and clerical procedures and practices.

·         Considerable knowledge of accounts receivable and accounts payable functions.

·         Considerable knowledge of internal control procedures and management information systems, financial software applications and public finance and fiscal planning.

·         Some knowledge of payroll functions.

 

PERFORMANCE MEASURES
(Determined by City Accountant, Mayor and City Council)

·         Successful applicants must pass a background check.

·         Performance evaluation after completing three months, immediately prior to completion of the one-year probationary period and on an ongoing annual basis.

 

FUNCTIONS & DUTIES
This position is primarily responsible for data entry of a varied nature, maintaining complex accounting records and providing customer service to the public.  Under direction, this employee performs clerical work with a variety of integrated software applications (Casselle, Tyler Technologies, Microsoft, Adobe) to produce correspondence, reports and/or other documents in a variety of formats.  Work is evaluated on the basis of accurate and timely completion of assignments.

Maintain up-to-date written procedures for the AP function.
Performs check runs and helps maintain processes for Accounts Payable functions.
Maintains all customer accounts for sales tax and business licenses.
Files applicable bank deposit records and sales tax forms.
Uses computers and other office equipment and appropriate software applications to develop, utilize and maintain databases and prepare correspondence.
Checks, analyzes, and classifies or alphabetizes materials, conducting limited research when necessary.
Coordinates with City Department Heads to ensure purchasing procedures are followed, and purchase orders are received.
Indexes records and information.
Provides assistance to outside auditors by preparing documents and financial reports as required.
Attends City Council and other meetings at the Accountant’s request.
OTHER: Other duties as assigned by the City Accountant/Fiscal Agent

 

JOB CONDITIONS AND GENERAL WORK ENVIRONMENT
Physical Demand

Infrequent lifting of heavy objects that generally does not require assistance. General office work with minimal recurring movement including filling of documents, lifting standing, bending, stooping, walking, or climbing.
Mental Demand

·         Requires moderate independent decision making / interpretation within duties or daily operations within a functional area.  Requires reading and comprehending simple instructions. Prepare simple correspondence and memos, effectively present information to supervisor and Council members as needed. Occasionally receives guidance from supervisors when performing tasks.

Working Conditions

·         Position requires regular contact with employees, business owners and external customers and may require attention to special projects that may necessitate consultation and assistance from external sources.

·         Demonstrates resilience and agility when navigating changes to work methods, team collaborations and City business priorities and objectives.  Ability to maneuver evolving workflows with a positive, solutions oriented mindset.

·         Must develop and maintain courteous and effective working relationships with citizens, vendors, representatives of external organizations, governmental agencies and elected officials.

·         Demonstrate excellent time management and commitment to meeting all deadlines and attendance standards.

·         Must maintain courteous, professional, and effective working relationships with employees at all levels of the organization and public.

·         Professionally manage the multifaceted business operations and organizational flow of a busy office environment.

·         Work is generally performed indoors in a climate-controlled office environment with ability to sit, stand and lift objects.

·         Must be able to work Monday through Friday, 8:00am-5:00 pm with occasional attendance at council meetings when requested by supervisor.

Additional Information