Job Description

Description

Are you looking for a career offering excellent benefits, every other Friday off and working alongside an amazing team? The City of West Linn is hiring an Accounting Clerk II with these benefits and more.

Under the general supervision of the Finance Director and/or Finance Manager, the Accounting Clerk II performs a wide variety of regular and recurring bookkeeping and records maintenance duties which may be moderately complex. Some typical areas of work are: cash receipts, utility billing, assessment billing, business licensing, fixed assets, cashiering and accounts receivable. Prepares, distributes and collects utility billings, business licenses, LID assessments, fines and fees.

Examples of Duties

• Contributes to a positive work environment.
• Maintains a positive relationship with contacts specific to them and positions outside the City organization.
• Within the utility billing function, may perform any of the following duties: Maintain customer accounts through telephone, counter and mail contact; post and balance utility cash and receipts; prepare water and sewer billings; operate data processing equipment; maintain senior/low-income discounts; collection of delinquent accounts; request water service disconnects and reconnects. Authorized to make adjustments in customer accounts for water leaks. Coordinates meter readings with meter-reader and the Public Works Department.
• Perform front counter coverage.
• Serves as cashier receiving, posting, balancing and preparing fines, fees and other payments for daily bank deposits.
• Serves as back up Municipal Court Clerk and provides assistance to Court Administrator.
• Provides assistance with Accounts Payable and Payroll, as assigned.
• Responsible for task oversight as a lead worker of Accounting Clerks in regard to data entry and cashiering.
• Responsible for the administration of business licenses. Reviews applications for completeness and compliance, issues licenses, and maintains accounting software codes and files.
• Responsible for the petty cash box for the Finance Department.
• Responsible for the Accounts Receivable system, including accounting software file maintenance, code setup, and reporting.
• As assigned, orders and stocks central stores. May research purchase of large items within guidelines set by department requesting purchase. Issues purchase orders, as needed.
• Maintains assessment records and does weekly billing of outstanding accounts. May perform lien searches and provide other assessment information as requested.
• May compose routine letters and notices in accordance with established procedures. Operates standard office equipment, including typewriter, adding machine, postage machine, duplicating and copy machines and computer equipment, including personal computers and word processing.
• May assist Finance Department in performing special projects, as needed.

Qualifications

Graduation from high school or equivalent GED certificate supplemented by college or business school training in bookkeeping, accounting or computer sciences. Formal training in public relations or customer service, answering telephones and doing collection work, desirable.

Training in LEDS computer desirable; LEDS certification is required for this position and can be accomplished after hire date.

Requires three to four (3-4) years of experience preferably in a governmental agency, at least two of which consist of performing clerical and general bookkeeping or accounting duties at the Accounting Clerk I level. Experience working with the public in situations that may be adversarial, i.e. collections, is required. Two (2) years\' experience working with computers and computerized accounting systems desirable. Requires ability to use tact and courtesy when dealing with the public and other employees.

The position requires the knowledge, skill and ability to use general office equipment. Knowledge in Excel, Word and other Microsoft systems. The position also requires the skill and ability to organize, file, compile and maintain accurate records, and perform a variety of calculations accurately. Must have ability to work efficiently and effectively with frequent interruptions.

Supplemental Information

Supervision:

Received: Receives general supervision, as needed from the Finance Director and/or Finance Manager.

Exercised: Supervision is not a responsibility of this position. However, the position may train and/or direct the tasks of Accounting Clerks and seasonal or part-time employees.

Communication:

Relationships maintained outside the department include daily contacts with Public Works personnel for information on a variety of water related issues, i.e. new installation, reads, move-in and outs, re-reads and occupancy and property locations. Contacts with the Planning Department include obtaining and supplying information on owners of new construction, new meter slips, money for fees collected, etc. This position provides and receives information from Planning, Engineering and Police, regarding business licenses and information about ownership of property. This position notifies the Municipal Court of returned checks from court fines and fee collections. In addition, this position contacts departmental staff regarding purchases. Contact with City residents is daily by telephone, by mail or in person. Incidents may include questions about or payment of utility billings, LID assessment, business licenses, court fines and fees and requests for service or general City information. Dissatisfied residents may be encountered when responding to water turnoffs, billing questions, water leaks, sewer back-ups, etc. This position is entrusted with confidential and/or sensitive financial information as related to revenue collections, returned checks, overdue water/sewer accounts, accounts payable expenditures, certain payroll information and other financial records.

Cognitive Functions:

Work is governed primarily by written ordinances, policies and procedures with discretion allowed to some extent in dealing with customer utility payments and turnoff situations. May recommend solutions to problems affecting finance department operations. Errors due to inaccurate work could result in additional work for other departments and supervisor, poor public image and loss of credibility for the City and the Finance Department, unwarranted shutoffs and extra cost to the City for the recovering of lost data or re-entry of data lost because computer back-up was not performed. Precedent is available for most problem-solving in the course of work, based on past practice. Moderate ability to solve problems outside normal routine is desirable. Encouraged to make recommendations and implement methods and solutions with moderate supervisory review. Decisions most often made in the course of working include those determining the amount of leniency given delinquent accounts by setting up special schedules, whether or not to recommend write-off of small balances, making water/sewer adjustments and how to tactfully, courteously and respectfully deal with unhappy customers.

Working Conditions:

Occasional working conditions may include occasionally lifting ledgers and boxes of forms. Physical risks exposed to are limited to those physical injuries associated with occasional lifting and pulling. Works on a 9-80 work schedule.

Resource Accountability:

Is responsible for the safety and accounting of funds in the petty cash box, billing and collection of utility bills, assessments, and business licenses. Responsible for proper operation and maintenance of LEDS and personal computer and other office equipment and supplies of municipal court. Records maintained may include bank transactions, cash receipts, assessment lien and lien payoffs, log of lien searches, purchases made, central stores inventory and departmental use, business licenses, utility billing and LID assessments, data entry of accounts payable expenditures and daily cash receipts, Tri-City disbursement reports, NSF checks regarding outstanding and re-deposited checks and master files on water/sewer and LID accounts. May commit City resources within budget for purchases up to $500 without higher approval or, when purchasing for central stores, up to $2500, if budgeted.

The job classification description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

EEO Policy: The City of West Linn is committed to equal employment opportunity as a way to recruit, hire, and retain the most qualified employees. Moreover, it is the intent of the City to actively support and comply with local, state and federal law. Accordingly:

We conform to all the laws, statutes, and regulations concerning equal employment opportunities and affirmative action. We strongly encourage women, minorities, individuals with disabilities and veterans to apply to all of our job openings. We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, gender identity, or national origin, age, disability status, Genetic Information & Testing, Family & Medical Leave, protected veteran status, or any other characteristic protected by law. We prohibit Retaliation against individuals who bring forth any complaint, orally or in writing, to the employer or the government, or against any individuals who assist or participate in the investigation of any complaint or otherwise oppose discrimination.

Veterans Preference: The City of West Linn provides qualifying veterans and disabled veterans with preference in employment in accordance with state law. Any candidate wishing to have their qualifying veteran\'s preference applied to the process must submit a qualifying document (DD Form 214 or 215) at the time of application, providing proof of eligibility that includes discharge status. Disabled veterans must also submit a copy of their Veteran\'s disability preference letter from the US Department of Veterans Affairs at the time of application, unless the information is included in the DD Form 214 or 215.

City of West Linn