Accounting Assistant III

Working alongside a dedicated Finance team the Accounting Assistant plays a key role in accounts payable and customer service contributing to accurate financial records responsive service and fiscally responsible operations for the Novato community.

• 9/80 work schedule - every other Friday off
• Accrue 80 hours of vacation to start
• Provided with 40 hours of sick leave upon hire
• 14 paid holidays per year
• Ability to earn comp time off
• Qualified Public Service Loan Forgiveness (PSFL) Agency
• Free parking on site
• Office is within walking distance of terrific restaurants shopping and the Downtown SMART Station

SUPERVISION RECEIVED AND EXERCISED

• Receives general supervision from a higher-level supervisor or manager; may receive technical supervision from a Senior Accounting Assistant.

• Perform clerical accounting duties involving the preparation and maintenance of accounts payable accounts receivable business license and payroll.
• Perform general business license functions; receive open review and process business license applications; calculate and receive fees; communicate with other departments for special permits or circumstances; and perform counter service duties and assist public with obtaining business licenses.
• Perform general accounts payable functions; sort calculate verify and record data; create vendor accounts; process and code invoices for payment; review for completeness and accuracy; input information; prepare and mail various checks; and track post or reconcile expenditures.
• Release replenish and maintain petty cash funds; post cleared checks for monthly bank reconciliation.
• Reconcile City credit card accounts; open change and request increases/decreases in limits; follow up on discrepancies and suspected fraud.
• Obtain required paperwork from independent contractors; provide required information to EDD and others as required; and issue 1099s annually.
• Perform general accounts receivable functions; receive payments and reconcile with statements or invoices for accuracy and additional charges relating to amounts due; process related paperwork; post and update account information; and prepare deposits.
• Verify receive and record all monies received; perform cashiering duties and services; prepare bank deposits; enter cash receipts and incoming wires; reconcile general ledger accounts; prepare and issue delinquent notices; prepare correspondence for collection agencies when necessary.
• Open and close accounts; post data to various ledgers; maintain registers and journals; audit invoices against purchase orders and verify encumbrance; research discrepancies; perform data entry of purchase orders; post to proper accounts.
• Research and answer customer questions regarding status of accounts and payments correct coding of transactions and other accounting related matters; assist departments and employees by explaining procedures and answering questions regarding accounting processes; interpret and explain rules and regulations; and research and resolve clerical accounting problems.
• Create and maintain a variety of databases; prepare and distribute a variety of reports.
• Assemble tabulate verify and maintain statistical and financial data; research discrepancies; prepare billings and related correspondence for accounts.
• Track order and receive office supplies and office equipment; monitor purchases; resolve discrepancies or damages to office supply and equipment orders.
• Receive and screen telephone calls from other departments or the public; answer questions and provide information to the public using judgment as to those requiring priority attention.
• Ensure that work is handled on a priority basis organized and completed in a timely manner; check documents and records for accuracy completeness and conformance to applicable policies rules and regulations.
• Assist the Maintenance Division with DMV registration of new vehicles and vehicles being taken out of service.
• Build and maintain positive working relationships with co-workers other City employees and the public using principles of good customer service.

• Perform various routine clerical duties such as answering telephone creating forms typing memos and letters receiving and distributing mail and maintaining files.
• Perform related duties and responsibilities as assigned.

• Basic mathematic principles.
• Modern office equipment and procedures including use of word processing and spreadsheet applications.
• English usage spelling grammar and punctuation.
• Principles and practices of customer service.

• Learn to perform a variety of clerical accounting duties.
• 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 with staff.
• Learn enterprise financial accounting software for performance of duties.
• Make accurate mathematical calculations.
• Operate a computer using word processing and business software and other office equipment.
• Communicate clearly and concisely both orally and in writing.
• Establish and maintain effective tactful and positive working relationships with those contacted in the course of work including various cultural and ethnic groups.
• Foster and contribute to a work environment that supports and exhibits honesty diversity integrity trust and respect.
• Demonstrate teamwork by contributing to the overall success of the organization with flexibility cooperation and communication.
• Provide high quality and fiscally responsible services to the Novato community while delivering responsive customer service.
• Demonstrate an entrepreneurial spirit by generating new innovative ideas and development of better methods to accomplish tasks and complete projects.
• Use principles of effective office safety including use of equipment in a proper and safe manner use of preventative personal ergonomic techniques and maintaining safe personal and common workspaces.

• Methods practices terminology and procedures used in general and governmental accounting.
• Principles and procedures used for financial and statistical recordkeeping.
• Municipal accounting system requirements and procedures.

• Independently and accurately perform mathematical calculations.
• Accurately count record and balance assigned transactions.
• Interpret and apply City municipal codes policies and procedures.
• Process accounts payable and accounts receivable; prepare checks; process invoices; create and maintain accounts; manage and reconcile cash; maintain inventories logs and ledgers.
• Intermittently review documents; observe identify and problem solve; understand interpret and explain department policies and procedures to the public and staff.
• Accurately and quickly input detailed data; perform mathematic computations; produce reports; use specialized software word processing spreadsheets databases and 10 key adding machines.
• Accurately review approve and issue licenses and permits.
• Apply administrative and departmental policies laws and rules; analyze situations carefully and adopt an appropriate effective course of action.
• Utilize electronic spreadsheet and database programs in regular assignments.
• Process accounts payable and receivable functions.
• Respond to inquiries related to financial accounting records and processes.
• Use an enterprise financial software package for performance of duties.
• Maintain a high level of confidentiality of a wide range of sensitive information when assigned to human resource or payroll business license or related functions.
• Prepare form letters and correspondence.
• Prepare financial and statistical reports.

• Two years of general clerical experience preferably including some financial and/or statistical record keeping.

• Equivalent to the completion of the twelfth grade; college level accounting classes are highly desirable.

• Two years of clerical accounting experience similar to an Accounting Assistant I with the City of Novato.

• Equivalent to the completion of the twelfth grade; college level accounting classes are highly desirable.

The City of Novato is an Equal Opportunity Employer