Accounting Technician I/II

The City of Rohnert Park is currently recruiting for a limited term Accounting Technician I/II position to backfill existing staff during the City's implementation of a new Enterprise Resource Planning (ERP) system.  

This limited term position will not exceed three (3) years and may be eliminated sooner due to a lack of business need for the position or in the event the funding for the position ends.  Limited term employees receive all benefits provided to regular full-time employees, including but not limited to retirement, health and welfare benefits and paid annual leave.

The Accounting Technician I/II provides excellent customer service while assisting the public with Utility Billing, Business Licenses, Collections and Animal Licensing.  This position also processes accounts payable and provides payment information as needed. Please Note: There will be no payroll duties associated with this limited term position.

The ideal candidate would have completed college level course work in accounting or bookkeeping with 2 to 3 years of recent accounting experience that includes public contact, preferably in a government agency. The position will be filled at either the I or II level as set forth below, based on qualifications.

Accounting Technician I:  $4,558.09 - $5,540.37 monthly
Accounting Technician II:  $5,031.29 - $6,115.54 monthly


TO APPLY:
To be considered for this opportunity, please visit "Job Opportunities" at www.rpcity.org for an online application and the required supplemental questionnaire.  Work history must include all employment for the last 10 years.  All applications will be screened for completeness and possession of minimum qualifications.  Applications will be reviewed in detail to identify the most qualified candidates to interview.

PLEASE NOTE: 
You may submit a resume or other relevant documents to further describe your qualifications; however, "See Resume" will not meet the requirements to submit a complete application, including employment history, or be accepted in lieu of responses to supplemental questions.

If you need assistance applying online, please click on the Application Help/FAQ's link:  www.governmentjobs.com/home/faq.

If you are a CalPERS retiree, you may not work for the City of Rohnert Park more than 960 hours per fiscal year, July 1st through June 30th, nor in a regular, i.e., permanent, position.  Work assignments must be temporary, i.e., typically limited to 12 months.


DEFINITION
Under direct or general supervision, performs a variety of routine to complex technical and administrative account support duties in the preparation, maintenance, and processing of accounting records and transactions, including payroll, accounts payable, accounts receivable, utility billing, and business licensing, in addition to balancing and maintaining manual and computerized accounting and financial records; may be responsible for contract administration, and performs related duties, as assigned.
 
SUPERVISION RECEIVED AND EXERCISED
Receives direct or general supervision from the assigned supervisory or management personnel.  Exercises no direct supervision over staff.
 
CLASS CHARACTERISTICS

Accounting Technician I: 
This is the entry-level class in the Accounting Technician series.  Initially under close supervision, incumbents with general administrative experience perform work in payroll, accounts receivable, accounts payable, utility billing, and in addition to performing a variety of record keeping, reconciliation, and account support activities.  As knowledge and experience are gained, the work becomes broader in scope, assignments are more varied, and are performed under more general supervision.  Positions at this level usually perform most of the duties required of the positions at the journey-level but are not expected to function at the same skill level and usually exercise less independent discretion and judgment in matters related to work procedures and methods.  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.  Since this class is often used as a training class, employees may have only limited or no directly related work experience.
 
Accounting Technician II: 
This is the journey-level class in the Accounting Technician series.  Incumbents perform the full range of technical work in all the following areas: payroll, accounts receivable, accounts payable, utility billing and/or other billing, and, in addition to performing a wide variety of record-keeping, reconciliation, and account support activities including contract administration.  Positions at this level are distinguished from the entry-level by the performance of the full range of duties as assigned, working independently and exercising judgment and initiative.  Positions 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 Technician in that the latter is responsible for more complex and higher-level technical accounting work, exercises a higher level of discretion and independent decision-making, and provides technical and functional direction to lower-level finance support staff.
 
Positions in the Accounting Technician class series are flexibly staffed and positions at the Accounting Technician II level are normally filled by advancement from the Accounting Technician I level after gaining the knowledge, skill, and experience which meet the qualifications for and after demonstrating the ability to perform the work of the higher-level class.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.
 
When performing the payroll processing assignment:

• Processes and maintains payroll records; calculates and verifies hours on timesheets and verifies compliance with laws and City policies; reviews related information for completeness and accuracy; resolves problems; and enters data into the payroll system to produce payroll checks and related documents and reports.
• Provides various payroll-related information to departments and outside agencies and, as requested, to others within the restrictions of the law.
• Calculates and prepares payments for employee insurances, retirement, taxes, and other employee deductions and benefits.
• Processes personnel transactions making appropriate adjustments/changes in the payroll system.

• Processes and prepares the necessary documents and/or notices with regard to meter exchanges, hangtags, and payments.
• Reviews residential and commercial read meters; verifies readings to locate abnormal consumption, records reasons for fluctuations, and ensures resolution.
• Prepares utility bills and/or other bills, billing registers and reports; interprets error messages and corrects errors.
• Processes periodic invoice requests; creates and maintains new accounts.
• Receives and balances cash and grant receipts and general ledger debits; allocates revenue to proper cost accounts; posts revenue; prepares bank deposits and related reports.
• Receives mail and direct payments from the public and from other City departments, balances monies received, and prepares receipts.
• Balances month end work and researches, compiles, enters, and classifies data for new business input.
• Participates in the implementation and adjustment of city rates, including business licenses and maintains online forms and instructions.
• Coordinates other code or licensing requirements with other departments.
• 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.
• Assists with the City's Cost Recovery Program, which may include contract administration; ensures that full cost recovery for city services provided for private projects is performed accurately and timely; tracks, monitors and notifies applicants and developers of delinquent payments and follows up to ensure payments are received.

• 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.
• Sets up new vendor accounts; obtains necessary information and paperwork from vendors; prepares vendor invoice tracking; inputs vendor invoices and prints checks; totals and balances accounts.
• Maintains credit card accounts; processes receipts and reconciles to credit card statements.
• Processes miscellaneous receipts.
• Transmits weekly positive pay file to the bank.
• Reviews source documents for accuracy, receipt of necessary information, and compliance with rules, regulations, and procedures; determines proper handling for compliance.
• Receives vendor inquiries via modern communication methods or in person; resolves any issues, problems, or requests using established procedures.
• Prepares centralized bank deposits and reports.
• Maintains warrant control log for check stock, including void checks.
• Maintains signature authorization listing used to verify payment authorization signatures.
• Verifies bankruptcy information of vendors; participates in audits of vendors and other City departments; maintains and updates vendor W-9 information for IRS 1099 year-end tax reporting and processing.

• 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; reviews and researches budget to actual activity.
• Performs general office support duties such as opening and routing mail and deliveries; preparing correspondence; filing and record keeping; duplicating and distributing various written materials; and ordering and keeping inventory of office supplies.
• Assists customers, departments, and employees by providing answers and information regarding specific account information including utility billing and business and animal licenses, general accounting procedures, and/or department specific issues and problems; researches issues regarding specific transactions; and updates related files and departments on action items.
• Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files; and may maintain departmental website and intranet site.
• Provides direction and training to lower-level or less experienced staff in area of assignment, as needed.
• Assists with the year-end closing process including the preparation of worksheets.
• Assists supervisor(s) with special projects as required.
• Performs other related duties as assigned.

• Provide outstanding and friendly customer service.
• Create and maintain a respectful and collaborative working environment.
• Communicate honestly and behave in a manner that is ethical, legal and fiscally responsible.
• Demonstrate care for the organization, customers, and coworkers.
• Perform work of the highest quality possible.
• Practice and encourage initiative and innovation to improve the workplace.

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:
 
Accounting Technician I: 
Equivalent to completion of the twelfth (12th) grade, supplemented by six (6) semester units or eight (8) quarter units of college coursework in bookkeeping or accounting and two (2) years of increasingly responsible clerical accounting experience equivalent to Accounting Assistant in the City of Rohnert Park.
 
Accounting Technician II: 
Equivalent to an associate degree in accounting or a related field, and three (3) years of experience equivalent to Accounting Technician I in the City of Rohnert Park.
 
Licenses and Certifications:

• Possession of, or ability to obtain, a valid California Driver's License by time of appointment and a satisfactory driving record, may be required.

• 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.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• 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.
• Computers and software programs to conduct, compile, and/or generate documentation.

• 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.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic, financial, and statistical computations.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Understand and follow oral and written instructions.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Effectively represent the department and the City in meetings with governmental agencies; community groups; various business, professional, and regulatory organizations; and in meetings with individuals.
• Learn and understand the organization and operation of the City and of outside agencies as necessary to assume assigned responsibilities.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications, 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.
• Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines.
• 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, before groups, and over the telephone.  This is primarily a sedentary office classification although standing and walking and/or driving 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 10 pounds.
 
ENVIRONMENTAL ELEMENTS
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.