Sample Only
CITY OF ELLENSBURG
FINANCE DEPARTMENT
SENIOR ACCOUNT CLERK
REPORTS TO: FINANCE SUPERVISOR
MISSION:
To administer the City vendor payment process and provide customer service for utility customers.
SUMMARY:
To perform routine clerical, bookkeeping, accounting and administrative work in administering the accounts payable function. Research payments if needed. Provide necessary back-up for Utility Clerks and Assistant Treasurer. Prepare payroll spreadsheets for Finance Department, Council Members and Fire Relief & Pension.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
All of the following are to be performed while adhering to City of Ellensburg operational policies, safety rules, and procedures.
Process Purchase Orders, Vouchers, Invoices and Statements:
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Issue purchase order numbers; post department and amount
Verify payment made from invoices in correct amount
Prepare vouchers for Finance Department purchases; verify appropriate budget account
Prepare voucher for inter-department statements; follow up if payment not made
Monitor vendor statements to ensure City accounts are in balance
Research and resolve vendor payment discrepancies
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Organize purchase orders and vouchers alphabetically
Inscribe vendor number on purchase orders
Calculate total amount due vendor
Verify remittance address
Assign number for new vendors
Attach remittance copies
Enter new name and address or corrections in computer
Clear data files of previously entered bills
Input pre-pays indicating check number
Run edit listing and proofread
Input regular claims
Research vendor history to verify no prior payment; enter or delete information as needed
Review general ledger coding on claims during edit; make necessary corrections
Enter description for voucher list
Run checks and voucher list for approval; mail city checks
Forward claims checks to Kittcom for disbursal
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Collect timesheets from Finance Department employees
Verify council member attendance at meetings
Record on payroll spreadsheets and attendance sheet
Process checks through signer and prepare for distribution
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Evaluate claims payments to determine 1099 tax status forms
Mail W-9 form with letter; update computer records
Prepare annual 1099 tax forms
Mail to vendor and IRS
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Count cash in drawer
Prepare voucher from petty cash slips for reimbursement
Verify and balance checkbook, cash and claims receivable to imprest fund
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Answer utility clerk phones; provide rates and billing information
Resolve billing problems, make payment arrangements or direct calls
Provide connect/disconnect services to customers
Process utility and other payments
Balance cash drawer
Post service orders
Back-up for Assistant Treasurer:
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Balance and receipt money from various departments
Receipt payments for invoices
Balance daily cash; prepare bank deposit
Verify LID Sidewalk Assessments, receipt payments
This is a representative sample--not to imply a complete listing of responsibilities and tasks.
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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EDUCATION and/or EXPERIENCE:
High school diploma or general education degree (GED); and two to four years related experience and/or related training; or equivalent combination of education and experience.
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LANGUAGE SKILLS:
Ability to read and comprehend instructions, correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
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MATHEMATICAL SKILLS:
Ability to calculate figures and amounts such as discounts, interest, percentages. Ability to apply concepts of basic algebra.
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NECESSARY KNOWLEDGE, SKILLS AND ABILITIES:
(A) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; working knowledge of governmental accounting principles and practices.
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(B) Skill in operating listed tools and equipment. Periodically accesses sensitive
information required to perform job tasks, requiring the ability to maintain
confidentiality;
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(C) Ability to perform arithmetic computations accurately and quickly; ability
to communicate effectively verbally and in writing; ability to establish successful
working relationships; ability to work under pressure and/or frequent interruptions,
ability to work well with the public.
SPECIAL REQUIREMENTS:
Must be bondable.
TOOLS AND EQUIPMENT USED:
Personal computer, central mainframe computer; 10-key calculator, phone, base radio, fax and copy machine; typewriter, and check signer, burster.
CERTIFICATES, LICENSES, REGISTRATIONS:
PHYSICAL DEMANDS:
The physical demands described here 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 the essential functions.
While performing the duties of this job, the employee is regularly required to sit and use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand and walk.
The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision for data entry.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
KEY RELATIONSHIPS:
The key relationships described here are representative of those an employee encounters while performing the essential functions of this job.
While performing the duties of this job, the employee will provide information and coordinate projects with other departments and the public by telephone or in person.
The employee will collect information from other departments by telephone and/or in person.
NOTICE: The above job profile does not include all essential and nonessential duties of this job. All employees with disabilities are encouraged to contact the Personnel Department to review and discuss the essential and nonessential functions of the job. An employee with a disability can evaluate the job in greater detail to determine if she/he can safely perform the essential function of this job with or without reasonable accommodation.Department Head (date) Supervisor (date) Employee (date)
DISCLAIMER: Job profiles are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions or similar behaviors, attributes or requirements associated with a job. A job profile is not a comprehensive job description. It is intended for the sole purpose of acquainting a person who is unfamiliar with such position with a brief overview of the position's general direction and scope. This position profile is confidential, is intended for internal use only and may not be copied or reproduced by anyone for any purpose without written permission from the Director of Personnel or the City Manager.