Accounting Administrative Assistant

Job Title

Accounting Administrative Assistant

Job Description

Department: Accounting

Clerk/Treasurer Exempt: No

Reports To: Director of Office Services

Accounting Administrative Assistant performs routine, non-routine and special assignments in connection with all phases of work in the City of Cudahy offices and must be available to cross-train in all areas and support all functions. To provide accounting support for the administrative and financial functions of the City.

Age: 18 years of age or older.

Work Hours: Full time 40 hours per week Monday through Friday. Generally, 7:30 a.m. to 4:30 p.m.

Benefits: Wisconsin Retirement Fund, health, dental, vision, life and disability insurance, sick, holiday and vacation days. This is a nonunion, non-exempt position. Wages are determined by the Common Council on an annual basis based on performance and skill.

Essential Duties and Responsibilities

The following duties are normal for this position. These are not intended to be all-inclusive. Other duties may be assigned as required.

Customer Service

• Customer Service/Public Assistance: handles routine telephone inquiries, etc.
• Answers telephone calls, takes messages, routes telephone calls.

Administrative Support

• Performs secretarial duties for assigned department: typing, data entry, transcription, filing, basic accounting, bookkeeping, auditing, etc.
• Develops and maintains filing system.
• Creates and maintains accurate and complete records.
• Prepares clear and detailed reports.
• Sorts and distributes mail.

Financial Management

• Create and mail City wide invoicing in Accounts Receivable Software.
• Maintain and balance Accounts Receivable System monthly.
• Annual November transfer of delinquent municipal billing to tax roll.
• Process invoices through Accounts Payable Software and distribute payments accordingly.
• Maintain and balance Accounts Payable System monthly.
• Maintain and train department staff on use of the Accounts Payable software.
• Process special assessment billing and assist with periodic reconciliations of the subsidiary records to the general ledger.
• Maintain and reconcile accounting balances that support City computerized functions including but not limited to:
• Accounts receivable.
• Accounts payable.
• Other general accounts.
• Perform periodic reconciliation of other asset and liability accounts as requested.
• Prepare financial reports as necessary.
• Process debt payments, wire transfers and ACH payments through the City financial institutions as directed by the Clerk/Treasurer or designee.
• Prepares purchase orders, check requests, letters, etc.
• Receive various payments, reconcile cash, perform various analysis and prepare reports as requested.
• Prepare Claims for Council approval monthly.
• Administration of the City issued credit cards, credit limits and monthly reconciliation of expenses for various departments.
• Process and maintain bankruptcy filings received by the City.
• Administration of delinquent balance collections related to municipal billings.
• Assist with preparation of information and documents to support the annual independent audit.

System Management

• Operate and troubleshoot software and other related computer systems.
• Implement updates and improvements as needed in coordination with IT.

• Maintain active access points and file various required State and Federal reports within the reporting deadlines and process any required payments.

Regulatory Compliance

• Ensure processes remain in compliance with City policies and procedures.
• Consult with City of Cudahy audit firm Baker Tilly and/or Ehlers regularly to maintain proper financial procedures as necessary.

Other Operations

• Cross train on all functions of Utility billing, performing all duties as a backup during absences or vacancies.
• Assists with organizing and preparing for elections of all types including but not limited to: processing absentee ballots, voter registration, general voter assistance, Election maintenance and filing.
• Assist with processing applications for various licenses.
• Assist with recording of various year end accruals.
• Maintain training required with all aspects of duties.

Qualifications

Experience

• Minimum of (2) two years' experience in a directly related roll. Local government experience preferred but not required.
• Minimum of (3) years of work experience in administrative duties.

Education and Certifications

• High School Diploma required.
• Certificate(s), associate or bachelor's degree in bookkeeping, accounting, business or public administration or closely related field preferred but not required.
• Other combinations of training and/or experience which can be demonstrated to result in the possession of the knowledge, skills and abilities necessary to perform the duties of this position will also be considered.

Knowledge, Skills and Abilities

• Knowledge, Skills and Abilities

  • Working knowledge of and the ability to work within financial control policies and procedures.
  • Working knowledge of modern accounting principles.
  • Ability to prepare and maintain accurate and complete reports, and to prepare clear and detailed reports and records.
  • Considerable ability to plan, organize, and work independent of others in an efficient and economical manner, maintaining departmental discipline in a teamwork atmosphere.
  • Ability to establish and maintain effective public and working relationships.
  • General knowledge of Federal, State, and Municipal laws relating to financial operations of the City of Cudahy.
  • Ability to attend various continuing education sessions.
  • Proficient in Microsoft Office suite of software.
  • Excellent communication skills, both written and verbal.

• Physical Demands & Working Conditions

  • Predominantly indoor office environment.
  • Occasionally required to lift and carry up to 20 pounds.
  • Standing, walking, sitting and stooping.
  • Kneeling, crouching, climbing, bending and twisting.
  • Reaching, feeling, talking and hearing.
  • Far vision at 20 feet or further, and near vision at 20 inches or less, corrected or uncorrected.
  • Lifting, carrying, pushing/pulling: 10 lbs. or less; on occasion, 20-40 lbs.
  • Handling, grasping and fingering: filing, typing, writing, etc.
  • Normal range hearing in normal office environment, corrected or uncorrected.

  The physical demands described here are representative of those that must be met by the 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.

  Equipment Used

  Calculator, copy machine, PC, fax machine, printing equipment, multi-line telephone and postage machine.