ACCOUNTS PAYABLE/FINANCE CLERK I

JOB SUMMARY

Performs routine clerical, administrative, and data processing in administering accounts payable and cash collection functions of the city.  This position will be cross-trained in both areas and will have primary responsibility for one area.

PRINCIPAL DUTIES AND RESPONSIBILITIES

1. Records financial transactions and other account information to update and maintain accounting records.

2. Posts transactions to accounting records such as work sheet, ledger, or computer files.

3. Receives telephone calls and citizen visits concerning utility billings or services; handles questions and matters of a more technical nature; responds to citizen complaints.

4. Balances cash on hand against daily receipts.

5. Enters invoices into vendor files and maintains master vendor list.

6. Enters new vendors into the system and confirms all information needed has been received and filed in master vendor file.

7. Processes invoices for payment; matches invoices with purchase order; checks all claims for accuracy; verifies account codes for proper assignment of budget expenditure; verifies extensions on invoices.

8. Enters accounts payable expenditures into financial system.

9. File all payment documentation on a monthly basis.

10. Maintain Aging report and contact with vendors regarding payments, refunds, credits, and all pending activity

11. Assists in reconciling general ledger to various expenditures reports.

12. Prepares periodic financial, statistical or operational reports as assigned.

13. At least once a month, prepares utility bills and final notices or prepares accounts payable for payment and handles cash collections.

14. Collects utility deposits, miscellaneous and utility payments and posts to Cash Collections.

PERIPHERAL DUTIES Provides clerical support to other finance staff as required. Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness. Serves as back-up to other Utility/Finance Clerk position. DESIRED MINIMUM QUALIFICATIONS Education and Experience: (A) Graduation from high school or GED equivalent with specialized course work in general office practices such as typing, accounting, data processing; and (B) Two (2) years of increasingly responsible related experience; or (C) Any equivalent combination of education and experience. Necessary Knowledge, Skills and Abilities: (A) Working knowledge of computers and electronic data processing; working knowledge of modern office practices and procedures; (B) Skill in operating listed tools and equipment; (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 with angry or difficult customers.   SPECIAL REQUIREMENTS Must be bondable.  TOOLS AND EQUIPMENT USED Central financial computer, 10-key calculator, phone, base radio, fax and copy machines. 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. Work involves sitting, talking hearing, using hands to feel or operate objects and reaching with hands and arm.  The employee is occasionally required to walk. Vision abilities required by this job include close vision and the ability to adjust focus. The employee must occasionally push, pull, lift and/or carry up to 25 pounds. 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 quiet. SELECTION GUIDELINES Formal application, rating of education and experience; oral interview and reference check; drug screen; job related tests may be required; final selection and pre-employment medical examination.  NOTE:  Appointees will be subject to completion of a standard probationary period. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. The City of Commerce is an “at will” employer.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.