Senior Accounting Assistant

Classification Definition

***** THIS JOB ACCOUNCEMENT WILL CLOSE ONCE THE FIRST 100 APPLICATIONS ARE RECEIVED*****

DEFINITION

To perform journey level clerical tasks in support of finance, accounting and treasury programs; to maintain files and records; to process employee payroll, deposits, billings, accounts payable and accounts receivable transactions; to conduct various financial reconciliations; and to perform a variety of clerical tasks relative to assigned area.

DISTINGUISH CHARACTERISTICS

This is the full journey level class within the Accounting Assistant series. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit. This class is distinguished from the Senior Accounting Assistant in that the latter performs the most complex and difficult duties assigned to the class and may provide lead work direction and training over lower-level clerical staff.

SUPERVISION RECEIVED AND EXERCISED

Receives general supervision from higher level management or supervisory staff.

Essential Duties and Responsibilities

Essential Functions:

1. Performs journey level clerical tasks in support of finance, accounting, treasury and other programs.

2. Assembles, audits and verifies purchase orders for correct coding and totals; sorts and distributes invoices to appropriate departments; issues checks for payment.

3. As assigned, participates in utility or usage fee billing functions; resolves customer complaints; sends collection letters and submits to appropriate collection agency; initiates new service accounts; closes old accounts as appropriate.

4. Prepares or checks invoices, requisitions, purchase orders and other similar documents; expedites orders as necessary; contacts vendors as needed to resolve discrepancies.

5. Inputs financial data into the computer in small batches; calculates and compares batch total with computer total for accuracy; resolves discrepancies.

6. Verifies, balances and adjusts accounts; maintains journal entries; balances, checks and corrects irregularities.

7. Batches stubs and checks; runs tapes; encodes and endorses checks; prepares and makes bank deposits; balances cash drawers.

8. According to area of assignment, processes employee time sheets; verifies and returns incomplete time sheets to employees to correct; reconciles discrepancies; enters payroll data into automated system; conducts regular quality control reviews.

9. Responds to public and employee inquiries in a courteous manner; provides information within the area of assignment; resolves complaints in an efficient and timely manner.

10. Assist with Accounts Receivable functions such as creating AR billings, printing AR invoices, mailing out AR invoices, communicating with departments, and answering any questions related to Accounts Receivable.

Minimum Qualifications

EXPERIENCE AND TRAINING GUIDELINES Minimum requirements as a condition of hire:

Experience:

One year of clerical accounting experience.

Training:

High school diploma or equivalent.

Knowledge of:

• Operations, services and activities of assigned accounting program area.
• Principles, procedures and methods of clerical accounting.
• Principles and practices of payroll processing, utility billing, delinquent account collection and lien processing as assigned.
• Proper English usage, spelling, grammar and punctuation.
• Principles and practices of data collection and report preparation.
• Modern office procedures, methods and equipment including computers and supporting word processing and spreadsheet applications.
• Principles and procedures of financial record keeping.
• Methods and techniques of data processing and computer input.
• Pertinent Federal, State and local laws, codes and regulations.

Ability to:

• Perform journey level clerical accounting duties in assigned program area.
• Apply bookkeeping and financial record keeping principles in the maintenance of accounting records.
• Maintain financial and accounting records.
• Prepare and analyze data for computer input.
• Type at a speed necessary for successful job performance.
• Understand and follow oral and written instructions.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Communicate clearly and concisely, both orally and in writing.
• Maintain effective working relationships with others.
• Operate assigned equipment.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities.

Supplemental Information

Application Procedure:

A City application form and supplemental questionnaire (if applicable) MUST be submitted and received by the closing date. Please apply online at All other employment inquiries can be directed to The City of Rialto, Human Resources Department. 246 S. Willow, Rialto, CA 92376. Telephone: View phone number on click.appcast.io.

Selection Process:

Candidates must clearly demonstrate through their application material that they meet the employment standards outlined above. All properly completed applications will be reviewed, and the most appropriately qualified individuals will be invited to continue in the selection process. Examinations for the positions may consist of any combination of written, performance, and oral exams to evaluate the applicant's skills, training, and experience for the position. Successful applicants will be placed on an eligibility list. The City may also merge lists. The selected candidate(s) must successfully complete pre-employment clearances which may include a physical, drug screen, and fingerprinting.

Veterans Preference Credit Eligibility:

Veterans of the armed forces, who have been discharged or released from active duty under conditions other than dishonorable (Government Code: 18540.4), shall receive an additional five (5) points to their final examination score for ranking purposes only. This preference will apply only to the first appointment to any regular full-time City appointment. A copy of your valid DD214 must be submitted on or before the final filing date in order to be eligible for Veterans Preference Credit. For more information, please see the City's Veteran's Preference Policy. (Download PDF reader)

E-Verify:

The City of Rialto is an E-Verify employer. E-Verify is an internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.