Finance Assistant-Deputy Clerk

Finance Assistant – Deputy Clerk

The City of Baraboo is seeking candidates for the Finance Assistant – Deputy Clerk position to report to the Finance Director. This is a fulltime position with benefits. The scheduled work hours are 7:30 am – 4:30 pm Monday - Friday. An associate degree and 3 years' accounting experience required, municipal setting/fund accounting preferred. Advanced working knowledge of financial accounting software, Microsoft Office Suite and customer service in a professional business setting are required.

Serve as an integral part of the Finance Department. Performs day-to-day accounts receivable and accounts payable, cash receipting, cash handling, balancing cash draws, and customer service functions. Responsible for various reporting, reconciliations, and record keeping duties. Creates and maintains reports. Assist in administration and processing of election activities and office inventory.

Work under the direct supervision of the Finance Director and general supervision of the City Treasurer and City Clerk according to an established work routine. Work independently and be able to concentrate while experiencing frequent interruptions.

Essential Duties and Responsibilities:

Serving the General Public:

• Responsible for opening before 7:30 am and closing at 4:30 pm, the front counter and drive-up window every day.
• Serve as a primary point of contact with customers in person or via telephone.
• Post, collect, and distribute the city mail.

Clerk:

• Respond to requests for public records and open records requests.
• Register voters; process absentee voters; assist with elections. Set-up and take down at election site, assist with opening and closing polls as needed.
• Prepare and process absentee ballots for voting at Assisted Living facilities, train special voting deputies.
• Maintain computerized voter records in WisVote.
• Assist the City Clerk with processing license applications and tax-exempt property letters

Cash Receipting:

• Serve as a collection point for all monies of the City and CDA including residential lease payments and housing deposits, utility payments, loan payments, pet and other licenses, and property tax collections.
• Maintain balanced reports concerning collections, including online and credit card payments. Record online payments into both the cash receipting and the financial software packages thus insuring the transaction register submissions are balanced and posted to the proper general ledger accounts.

Accounting:

Routine:

• Primary for creating, tracking, reconciling and researching the special assessment letters.
• Communicate with local merchants and marketplace providers to ensure proper reporting of room tax as well as follow up with late filers and maintenance of the files.

Payroll responsibilities:

• Responsible for entering, reconciling, preparing and submitting reports for every bi-weekly payroll. Complete timely associated payroll withholding payments to agencies.
• Prepare, reconcile and submit quarterly payroll reports, 941s, UC101s and year-end W-2s.
• Collect, reconcile and make payments for city-wide credit card statements.

Accounts Payable assistance:

• Assist with invoices input and purchase orders for payment on behalf of CDA Director, City Administrator and Finance Director.
• Assist with check runs for accounts payable and creation of summarized batch listing for council packet.
• Assist with the processing of electronic, credit card, ACH, and online payments to vendors.
• Assist with the maintenance of electronic vendor files.

Accounts Receivable:

• Responsible for the preparation of timely accounts receivable invoices, follow up with past due notices and submit accounts to collections. Reconcile and correspond with outside agencies.
• Prepare Sales and Use Tax report and file it on a timely basis.

Capital Asset Assistance:

• Assist with the entering of capital assets.

Peripheral Duties:

• All other duties as assigned by Finance Director.
• Be sworn as a Deputy Clerk.
• Provide backup for the City Clerk.
• Notary Public Commission and recertification every 5 years.
• Assist with preparation of the annual budget covers, spines and tabs.
• Attend and clerk evening meetings as assigned.
• Update and monitor City's website and Facebook page as necessary.

Desired Minimum Qualifications:

• Proficient with computers, multiple accounting software systems, and Microsoft Office Suite.
• Detailed oriented with the ability to work in a fast-paced environment with minimal errors.
• Skilled in the operation of office tools and equipment.
• Able to meet and assist the public, communicate effectively verbally and in writing, follow oral and written instructions, meet deadlines, work under pressure and/or frequent interruptions.
• Knowledge of business, spelling, arithmetic, deductive reasoning, and vocabulary.
• Cash handling and balancing cash drawers.

Education and Experience:

1. Must have Associate's Degree in accounting or a Bachelor Degree, preferred.

2. 1-3 years accounting experience (municipal setting preferred)

Please attach transcripts to this application.

Key Competencies:

• Organizing and prioritizing
• Attention to detail and accuracy
• Confidentiality
• Judgment
• Communication skills
• Information management skills
• Problem-solving skills
• Teamwork
• Ability to meet deadlines

Tools and Equipment Used: Telephone, personal computer, copy machine, scanner, software programs: customized accounting and general ledger, tax collections, Microsoft Office Suite including Word, and Excel.

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 accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to sit, talk, and hear. The employee is further required to walk, use hands to finger, handle or operate objects, tools or controls; and reach with hands and arms, bend and stoop.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is moderately noisy and with frequent interruptions.

Selection Guidelines: Formal application; rating of education and experience; oral interview and reference check; job related tests may be required.

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 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.

Vacation/Paid Time Off (PTO) Schedule: One (1) Year of Service Seven (7) Days Two (2) Years of Service Fourteen (14) Days Five (5) Years of Service Twenty-one (21) Days Twenty (20) Years of Service Twenty-four (24) Days Twenty-Five (25) Years of Service Twenty-Five (25) Days

Retirement Fund: All employees eligible under the State of Wisconsin Retirement System will be participants in the Wisconsin Retirement Fund. The City and the employee shall make such contribution to the WRS as may be required by law.

Health Insurance: All employees eligible under the State of Wisconsin Retirement System (WRS) are eligible to participate in the City's Health