Accounting Clerk

CITY OF CASHMERE (WA) Job Description Title: Accounting Clerk Department: Administration Reports To: City-Clerk Treasurer Supervises: None Work Schedule Schedule: Monday to Friday Hours: 8:00 AM – 5:00 PM Hours per Week: 40 Lunch Break: 1-hour unpaid lunch break daily CASHMERE COMMUNITY Cashmere is a charming, supportive small town that perfectly balances career growth with an exceptional quality of life. Nestled in a beautiful rural setting surrounded by rich agriculture, Cashmere offers an idyllic community complete with quality schools, a quaint downtown filled with unique shops, local parks, river access, and a historical museum. While you enjoy the safety and comfort of small-town living, major healthcare facilities, big-box retailers, and diverse dining options are just minutes away in neighboring Wenatchee and Leavenworth. It is also a true mecca for outdoor enthusiasts, offering year-round adventures right outside your front door—from hiking, mountain biking, golfing, and boating in the summer, to skiing, snowboarding, and snowmobiling in the winter. Position Summary The City of Cashmere is seeking a dedicated Utilities Accounting Clerk to join our close-knit, collaborative municipal team. Because we operate as a small team, it is essential that the person we hire is a versatile team player who is eager to cross-train into other areas—such as payroll, accounts payable/receivable, and website maintenance—and step in seamlessly to ensure uninterrupted operations when others are absent. In this multi-faceted role, you will handle customer service, utility billing, records management, and cemetery administration while, at times, managing high-volume transactions under strict operational deadlines. The ideal candidate will possess a minimum of three years of experience in secretarial, clerical, and bookkeeping procedures, alongside advanced MS Office skills. Essential Duties and Responsibilities Water & Wastewater Utility Functions Account Management: Set up new customer accounts and process final closings for water and sewer services. Billing Operations: Calculate, generate, and mail monthly utility bills; process adjustments, leak credits, and payment arrangements. Delinquency Control: Manage delinquent accounts, issue past-due notices, and coordinate service shut-offs. Data & Maintenance: Import and review monthly water meter readings for anomalies; maintain the utility billing software database. Database Tracking: Manage and update the cross-contamination database and utility reimbursement spreadsheets. Work Orders: Create work orders for public works crews to check meters, re-read data, or fix leaks. Reporting: Generate monthly consumption and revenue reports for city management and state regulatory agencies. Customer Support: Answer questions regarding water rates, sewer fees, and usage spikes; create and mail leak letters. Compliance Assistance: Help process low-income senior/disabled utility discounts and assist with Department of Ecology and Department of Health documentation. Cemetery Clerk Responsibilities Records Management: Maintain official cemetery records, burial maps, deeds, and plot ownership databases. Interments: Record all interments, plot transfers, and structural installations accurately. Deed Processing: Issue certificate deeds for burial plots and process transfers of ownership. Customer Service: Assist families and funeral directors with plot selections, purchasing, and historical genealogy research. Crew Coordination: Coordinate burial schedules and grave location markings with Public Works crew. Financials: Process payments for plot purchases, opening/closing fees, and maintenance funds; track cemetery accounts receivable. General Administration & Customer Service Front Desk: Assist customers at the counter and on the phone with positive public relations. Cash Handling: Process utility, financial, and development payments; perform daily balancing procedures. Office Support: Prepare work orders for city departments, compose correspondence, and create/update office forms. Council Support: Assist with preparing City Council packets. Records Retention: Organize and maintain the city filing system and official records. Performs other duties as assigned to support team goals, including cross-training in other office functions and responsibilities. Process Improvement Advocates for improvements and participates in office process improvement events and activities. Cross-Training Requirements Accounts Payable: Must cross-train on the preparation, processing, verification, and payment of City claims and vendor invoices. Accounts Receivable: Must cross-train on miscellaneous accounts receivable statements, billing, collections, and financial balancing. Payroll Operations: Cross-training in payroll processing is required. Permit & Licenses: Cross-training in processing, tracking, and issuing city permits (including deposits) and managing the BLS licensing database. Program Compliance: Cross-training to manage Fire/Life/Safety permit data, the annual Tree City application, and annual census updates. Digital Media: Cross-training to maintain and update the City of Cashmere website. Desk Coverage: Cross-training across all core administrative, clerical, and utility desks to ensure seamless office coverage during staff absences. Performs other duties as assigned to support team goals, including cross-training in other office functions and responsibilities. Additional Job Functions Provide Notary Public services when necessary. Performs other duties as assigned. Qualifications & Requirements Time Management & Execution Skills Demonstrated ability to meet strict project deadlines and manage competing priorities. Strong time-management skills with the ability to track progress and adjust plans to meet target dates. Proactive communicator who flags potential project delays or bottlenecks early. Capable of thriving in an occasional fast-paced environment while maintaining high-quality output. Prioritize tasks effectively based on shifting project scopes and urgent operational requirements. Process periodic heavy transaction volumes without sacrificing accuracy. Minimum Qualifications & Education High school diploma or GED equivalent. Three (3) years of progressively responsible administrative support, bookkeeping, or clerical office experience. Any equivalent combination of education and experience that provides the necessary skills. Preferred Qualifications Associate degree in Accounting, Business Administration, Public Administration, or a closely related field. Prior utility billing processing and account management experience. Prior payroll experience Prior public sector or municipal government experience. Able to obtain a Valid Notary Public license (Fees Utility Billing Software: Experience with specialized municipal utility billing or accounting systems. Website Administration: Ability to update maintain the city website. Required Computer Software Proficiencies Microsoft Office Suite: Advanced knowledge of Word for correspondence and Excel for utility spreadsheets. Working Conditions and Physical Demands Environment: Work is performed in an indoor office setting at a public service counter with, at times, high customer volume. Noise Level: The noise level in the work environment is usually moderate, typical of a busy municipal office. Physical Demands: Sit or stand at a desk for extended periods; frequently walk, bend, reach, and handle office documents. Vision & Hearing: Must have the visual acuity to read computer screens and printed text, and the hearing capacity to communicate clearly via telephone and in person. Lifting: Ability to occasionally lift and move office supplies or record boxes weighing up to 20 pounds. Mental Demands: Handle frequent interruptions, multi-task effectively, and interact professionally with frustrated or emotional customers. Benefits 100% Employer paid - Medical, Dental and Vision for Employee and Family Vacation leave will be earned at a rate of 8-hours per month. Sick leave will be earned at a rate of 8-hours per month. Annual Paid Holidays (1st year prorate): Eleven 8-hour designated holidaysone 8-hour floating holiday. Membership in the WA State Public Employee Retirement System (PERS). #J-18808-Ljbffr