ACCOUNT CLERK - Financial Services

Overview Under the direction of the Financial Services Supervisor, this position performs a variety of moderate to complex accounting tasks including but not limited to Accounts Payable transactions, vendor management, purchasing, and serves as the backup to the Accounts Receivable and Payroll clerk. This position also provides clerical support for other financial programs as needed. The incumbent must have excellent mathematical, communication, multi-tasking, problem-solving, and computer skills with attention to detail and accuracy. This person will be expected to acquire an extensive amount of clerical knowledge regarding KWU operations, purchasing and accounting processes, and related policies, practices, regulations and ordinances. The incumbent must work well independently and in a team environment. Work Schedule: 7:00 a.m. to 3:30 p.m., Monday‑Friday. Occasional overtime may be required. Audit and Accounts Payable Responsibilities Audits purchase order requests for completeness, general ledger account, and adherence to Utility internal control policies for single, continuous and contractual orders. Analyzes vendor invoices for accuracy, approval and adherence to terms of purchase order or other supporting documentation; reconciles vendor statements to payment records and outstanding invoices. Prepares and schedules payment of invoices on a bi‑weekly basis, allocating expenditures to proper general ledger account and accounting period. Communicates with vendors and Utility staff to resolve discrepancies with orders, invoices/statements, packing slips, or other documentation. Maintains computerized and manual vendor files. Orders and maintains office supply inventory. Maintains petty cash fund; records charges and balances fund; prepares general ledger account distribution; generates request to reimburse fund. Maintains records of fleet and gas charges, and allocates charges to appropriate account; resolves discrepancies with City Public Works Department. Analyzes and records cumulative gas and electric utility charges. Other Duties and Responsibilities Provides clerical support to Business Services management staff and Utility Accountant in the research and collection of data, and preparation of spreadsheets or reports; prepares various calculations and journal entries. Reviews and sets up new ACH direct debit customer payments. Attends job‑related training and meetings. May be required to be cross‑trained to assist with Customer Service clerical duties. Performs other related work as assigned or required. Duties and Responsibilities as back‑up Accounts Receivable Clerk Obtains, analyzes, adjusts and assembles hourly and salary payroll data from a variety of sources (i.e., computerized timekeeping system, time sheets, leave documents, verbal communication); enters data into payroll computer system by established deadlines. Calculates special pay, including: overtime, compensatory time, shift differential, back pay, leave payout upon termination of employment, workers' compensation, etc. Maintains, updates and audits payroll and leave records for accuracy and completeness; resolves discrepancies or missing information; assists employees with reconciliation of their leave balances. Reconciles payroll control sheet to the balance report; reconciles pension, FICA and Medicare balances for labor cost distribution; enters appropriate adjustments. Prepares payroll journal entries to allocate or correct charges to Utility funds and general ledger accounts. Calculates cross‑charges when employees work for other City of Kenosha departments; compiles and provides data to reimburse City for payroll expenditures. Prepares various payroll reports used for budgeting, financial reporting and management review. Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or necessary; summarizes data in preparation of standardized reports. Analyzes, calculates and assembles billing invoices (i.e., hydrant meters, wholesale sewer bills, waste hauls). Records payment of accounts receivable; prepares statements and various A/R reports. Required Education, Training and Experience High school diploma or GED, preferably supplemented by some accounting or bookkeeping coursework. A minimum of three (3) years progressively responsible experience in clerical accounting or bookkeeping using computer applications. Or any equivalent combination of education, experience and training which provides the required knowledge, skills and abilities. Required Knowledge, Skills and Abilities Thorough knowledge in the principles and practices of accounting/bookkeeping as related to accounts payable, accounts receivable, and purchasing. Knowledge of the principles and practices of general office work. Strong analytical and mathematical skills, with attention to detail and accuracy. Demonstrated ability to interpret and apply laws, regulations, and policies to accounting processes. Skill in the operations of standard office equipment such as computer, multi‑line telephone, copier, calculator, printer, etc. Demonstrated ability in maintaining accounting records, and to prepare reports from such records with accuracy and timeliness. Ability to handle multiple tasks and interruptions throughout the day. Ability to make decisions in accordance with established policies and procedures, and in accordance with related ordinances and regulations. Ability to understand and follow complex verbal and written directions. Ability to communicate effectively, both orally and in writing, with employees, vendors, other City departments and the general public. Ability to present a positive image of KWU to the public. Ability to establish and maintain effective working relationships and work as a team. Ability to work independently and efficiently. Ability to demonstrate tact, initiative, good judgment, and confidentiality. Ability to handle reasonably necessary stress. Physical Requirements Job duties involve some physical effort: standing, walking, bending, stooping, reaching and grasping, or frequent light lifting (5–20 pounds) and infrequent median lifting (20–30 pounds). Job duties involve dexterity in the use of fingers, limbs, or body in the operation of office equipment. Job duties involve extended periods of time sitting at a desk. Job duties require the repetitive use of a multi‑line telephone system and computer screen with mouse and keyboard. Environmental Requirements Job duties are routinely performed in an office environment without exposure to adverse environmental conditions. Sensory Requirements Job duties require sound perception and discrimination. Job duties require visual perception and discrimination. Job duties require oral communication ability. #J-18808-Ljbffr City of Kenosha