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Job Description
Description and Essential Functions
Connected by Amazing Employees
The City of Murrieta is accepting applications for the position of Accounting Assistant to fill one (1) current vacancy in our Finance Department. The eligibility list established may be used to fill upcoming vacancies within this classification for up to one (1) year.
POSITION
This position resides in the Finance Department primarily performing business license, revenue collections and other functions as assigned within this job classification. Work involves assisting the business community by providing information and processing business license applications, and accepting payments.
DEFINITION
Under immediate supervision, performs a variety of responsible customer service functions, including receiving payments, checking account and application information, explaining procedures, receipting licenses and permits, and handling delinquent accounts by telephone and in-person; performs specialized clerical work in connection with the preparation, validation, examination, coding, and reconciliation of fiscal, financial, and statistical records; and performs related work as required.
SUPERVISION RECEIVED AND EXERCISED
Receives immediate supervision from assigned management and supervisory staff. Exercises no direct supervision over staff.
CLASS CHARACTERISTICS
This is an entry-level classification. Initially under close supervision, incumbents learn and perform routine accounts payable and accounts receivable duties. As experience is gained, assignments become more varied, complex, and difficult; close supervision and frequent review of work lessen as an incumbent demonstrates skill to perform the work independently. Work is usually supervised while in progress and fits an established structure or pattern. Exceptions or changes in procedures are explained in detail as they arise.
ESSENTIAL FUNCTIONS- Processes periodic invoice requests; creates and maintains new accounts
- Processes payments in batches and logs batch reports as appropriate; processes warrant writing on a weekly basis; prepares documentation for payment; confers with vendors as necessary; enters and verifies data into the automated accounts payable system to produce payment; may prepare manual checks; prepares payments for mailing and files copies with backup
- Audits, verifies, codes, and batches accounts payable transactions; matches purchase orders, packing slips, and invoices; researches discrepancies and unauthorized purchases; checks allocations against department budget appropriations; prepares payment requests; balances and maintains retention accounts; liquidates purchase orders; processes purchasing requisitions for the assigned department
- Maintains credit card accounts; processes receipts and reconciles to credit card statements
- Processes City-wide returned checks and contacts customers as appropriate; prepares delinquent item reports, initiates and monitors delinquent processing for collection; prepares and processes year-end write-offs for un-collectable accounts.
- Processes miscellaneous receipts
- Creates new vendor accounts; obtains necessary information and paperwork from vendors; prepares vendor invoice tracking; inputs vendor invoices and prints checks; totals and balances accounts
- Receives vendor inquiries via telephone, fax, or mail; resolves any issues, problems, or requests using established procedures
- Maintains the business license database; researches new businesses and notifies them of licensing requirements; mails application materials; processes closing accounts; reviews and reconciles payment ledger against database of notices; verifies bankruptcy information and performs other research about business and property information; initiates work orders for inspectors as needed
- Calculates necessary fees; accepts and processes payments at the front counter, over the phone, and by mail, in the form of cash, check, or credit card; makes change as necessary and maintains cash drawer as appropriate; balances payments and posts transactions in the accounting system daily
- Prepares monthly renewal, second, late, final, and delinquent notices
- Balances month end work and researches, compiles, enters, and classifies data for new business input
- Participates in the implementation of new business license rates
- Performs a variety of routine to complex administrative and technical account support duties related to accounts receivable, accounts payable, utility billing, business licensing, and/or department-specific technical account duties, including posting, balancing, adjusting, and maintaining manual and computerized account and financial records according to established policies and procedures
- Verifies, posts and records a variety of financial transactions; prepares and maintains databases, records, and a variety of periodic and special financial, accounting and statistical reports; generates reports by computer and balances them appropriately
- Enters and retrieves information and data using standard word processing and spreadsheet software, as well as accounting, financial, and other related electronic information systems specific to the department to which assigned
- Maintains a variety of ledgers, registers, and journals according to established account policies and procedures; reconciles transactions and data as directed; records changes and resolves differences; maintains the accuracy of accounting and financial records
- Generates and assists in the preparation of monthly, quarterly, and year-end financial, summary and technical reports
- Assists customers, departments, and employees by providing answers and information regarding specific account information, discrepancies, general accounting procedures, and/or department specific issues and problems; researches issues regarding specific transactions; and updates related files and departments on action items; may dispatch maintenance crews to assist with emergencies
- Assists supervisor(s) with special projects as required
- Observes and complies with all City and mandated safety rules, regulations, and protocols
- Performs other duties as assigned
Minimum Qualifications
EDUCATION AND EXPERIENCE
Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:- High School Diploma or equivalent (GED), supplemented by completion of high school level or above coursework in bookkeeping or accounting
- One (1) year of clerical accounting experience which included public contact work
- None
Knowledge, Skills and Abilities / Physical Demands and Environmental Conditions
KNOWLEDGE OF- Terminology and practices of financial and account document processing and record-keeping, including accounts receivable, accounts payable, utility billing, and business licensing
- Business arithmetic and basic financial and statistical techniques
- Record-keeping principles and procedures
- The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar
- Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed
- City and mandated safety rules, regulations, and protocols
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff
ABILITY TO- Perform detailed account and financial office support work accurately and in a timely manner
- Respond to and effectively prioritize multiple phone calls and other requests for service
- Interpret, apply, and explain policies and procedures
- Compose correspondence and reports independently or from brief instructions
- Make thorough and accurate arithmetic, financial, and statistical computations
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work
- Establish and maintain a variety of filing, record-keeping, and tracking systems
- Understand and follow oral and written instructions
- Organize own work, set priorities, and meet critical time deadlines
- Effectively use computer systems, software applications relevant to work performed, and modern business equipment to perform a variety of work tasks
- Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work
Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds.
ENVIRONMENTAL CONDITIONS
Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.
Supplemental Information
APPLICATION PROCEDURE
A City application form and resume must be submitted online. Applicants can apply online at www.MurrietaCA.gov .
SELECTION PROCESS
Candidates must clearly demonstrate through their application materials 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 position may consist of any combination of appraisal interview, performance test and writing exercise to evaluate the applicant's skill, 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 include a pre-hire physical and Live Scan background investigation.
EQUAL EMPLOYMENT OPPORTUNITY
The City of Murrieta is committed to providing equal employment opportunities to all employees and applicants for employment. All employment practices such as recruitment, selection, and promotions are administered in a manner designed to ensure that employees and applicants for employment are not subjected to discrimination on the basis of race, color, religion, sex, sexual orientation, national origin, age (over 40), marital or veteran status, genetic information, gender identity, gender expression, medical condition, disability, or any other basis that is inconsistent with federal, state or local laws.
THE COMMUNITY
Located just north of San Diego County, the city of Murrieta is home to approximately 116,000 people. Central to all of Southern California, residents of Murrieta live in one of the safest cities in the U.S. With top-ranked schools, 52 parks, and 1,300 acres of trails, it is consistently ranked the top place to live in Southwest Riverside County. Murrieta has a dynamic business environment, an educated population, and a high median income. All of these attributes support the exceptional quality of life residents enjoy and the engaged and connected community that sets Murrieta apart from the rest.
THE CITY OF MURRIETA ORGANIZATIONAL VALUES
Integrity
We are ethical, honest, and fair in all we do.
Public Service
We deliver responsive and caring service to our community, customers, colleagues, and region.
Professionalism
We exemplify professionalism through our knowledge, accountability, initiative, and dedication.
Teamwork
We thrive in a positive work environment noted for collaboration, support, diversity, and balance .
Leadership
We demonstrate leadership, guide stewardship of resources, and cultivate a vision for the future .
MURRIETA GENERAL EMPLOYEES ASSOCIATION
The following is a summary of the provided benefits to full-time employees in the represented unit. For further information, please refer to the unit's Salary Resolution or Memorandum of Understanding .- RETIREMENT : The City participates inthe California Public Employees' Retirement System (CalPERS).
- Tier 1 (Classic Members hired prior to 12/30/2012)
- Final Compensation: Highest twelve (12) consecutive month period
- Member Contribution: 8.0% of compensation
- Formula: 2.7% at 55
- Tier 1 (Classic Members hired prior to 12/30/2012)
- Formula: 2.0% at 60
- Member Contribution: 7.0% of compensation
- Final Compensation: Highest thirty-six (36) consecutive month period
- Formula: 2.0% at 62
- Member Contribution: 50% of normal cost (currently 8.0% of compensation)
- Final Compensation: Highest thirty-six (36) consecutive month period
Note: The provisions of this summary do not constitute an expressed or implied contract. Any provision contained in this summary may be modified or revoked without notice. The types and levels of employee benefits provided, including City contributions toward benefit costs, are subject to change as a result of periodic contract negotiations between the recognized employee association and the City of Murrieta.
01
The information provided in your application must support your selected answers in the supplemental questions. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire, you are attesting that the information you have provided is accurate. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. Responses such as, "see resume" or "see application" will result in rejection of your application. Proof of education is required.- Yes, I understand and agree
- No, I do not agree
02
Please select your highest level of education.- High School Diploma or Equivalent
- Some college
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- Doctorate Degree
- I do not have a high school diploma or equivalent.
03
Have you completed coursework in accounting, bookkeeping, or a field related to the work?- Yes, I have completed coursework in accounting, bookkeeping, or a field related to the work.
- No, I have not completed coursework in accounting, bookkeeping, or a field related to the work.
04
How many years of clerical accounting experience do you have working in a Finance/Accounting Department? (General office clerical experience will not be considered the same as clerical accounting duties)- Less than one year.
- More than one, but less than two years.
- More than two, but less than three years.
- More than three years.
05
Please select the boxes that best describe your experience preparing, maintaining, and reconciling accounting/financial records.
Note: Your selection(s) should reflect one (1) year or more of experience.- No experience
- Petty cash
- Deposits
- Cashiering
- Assisting in the preparation of financial reports (balance sheets, income statements, statement of cash flows, etc.)
- Accounts receivable
- Preparing and reconciling general ledgers
- Reconciling accounts (i.e., checking for errors, balancing, verifying information with original source, etc.)
06
Describe your experience and level of responsibility preparing, maintaining, and reconciling each of your selections in the previous question. In your response, include:- The specific record, report, account, claim, etc.
- Your specific role during each phase (inception to completion) of the process
- The specific action performed (posting, computing totals, reconciling, reviewing, etc.)
- Frequency performing this job duty
- The type of computer software used
- Any applicable training you have taken
07
Please select your proficiency level of Microsoft Excel or comparable software.- No experience
- Basic: Creating spreadsheets/worksheets; data entry; using and creating simple formulas; etc.
- Intermediate: Using complex formulas; creating charts and graphs; using macros; freezing/unfreezing panes; filtering/sorting, hiding/un-hiding data; etc.
- Advanced: Creating macros; creating complex spreadsheets; importing/extracting data from multiple sources and worksheets; pivot tables, V-lookup, etc.
08
Describe your experience using Microsoft Excel or comparable software. In your response, provide a few examples to demonstrate your level of proficiency including the type of spreadsheets created; how and if you created the spreadsheets; the purpose of the spreadsheets; and your level of responsibility inputting, retrieving, and maintaining data. Also, include any specialized training you have taken in these areas. If you do not have any applicable experience, please indicate N/A.
09
Please select the boxes that best identify the customers you have assisted with their financial and/or accounting transactions.
Note: Your selection should reflect one (1) year or more of recurring customer service experience.- No experience
- Public
- Other department and outside agency representatives
- Vendors
Required Question
Closing Date/Time: 10/22/2024 12:00 AM Pacific -
ABOUT THE COMPANY
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City of Murrieta
Show moreThe City of Murrieta, located in southwest Riverside County, was incorporated under the general laws of the State of California on July 1, 1991 and currently supports a population of approximately 114,000 residents. While offering affordable housing and high quality schools, the City represents a blend of dynamic growth amid the traditional values of a historic rural community dating back to the 1890's. Every resident and employee of the City has the opportunity to be an integral part in shaping the Murrieta of today, and, more important, the Murrieta of tomorrow.
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