Accounting Specialist
City of Foster City
Estero Municipal Improvement District
Job Specification
| DEFINITION: |
| Under minimal supervision, these positions perform complex financial duties requiring the application of financial record keeping practices and clerical coordination including: payroll, accounts payable, water and sewer utility billing, business license processing, accounts receivable, cash receipts and fixed assets inventory. Provides direct customer service to all levels of city employees and the public regarding financial operations, procedures and processes. Incumbents will be cross trained in all assignments and assist others as needed. |
| DISTINGUISHING CHARACTERISTICS, FEATURES, REQUIREMENTS: |
| The Accounting Specialist classification is an experienced level position, considering the complexity of work, degree of independent judgment and interpretative ability. In each assignment area, the incumbent coordinates the accounting and bookkeeping records, systems and processes for the functional area. Duties may not always follow standardized routines. Changes may be recommended to procedures and processes. This classification is expected to have operating knowledge of financial systems and all functional assignments. All positions may provide back up assistance for all functions. The Senior Accounting Specialist position is distinguished from the Accounting Specialist in the areas of level of experience and that this position trains Accounting Specialists in their work functions. The position may also operate as a lead worker in a certain area where dictated by department operational needs. There is a fixed number of Senior Accounting Specialists in the department based upon operational needs. |
| SUPERVISION EXERCISED AND RECEIVED: |
| General supervision is provided by the Assistant Finance Director. No supervision is exercised. |
| IMPORTANT AND ESSENTIAL DUTIES: |
| Duties vary depending on functional assignment. All personnel are required to maintain Desk Manuals for the functions for which they are responsible. The duties outlined below are illustrative of the type of duties the assignment will perform and may include lower level duties or other tasks necessary to deliver responsive customer service. Utility Billing: Monitors utility billing processes for water and sewer services, sets up and maintains customer account information, verifies water meter readings for accuracy and advises customer of account status. Updates and processes utility payments on a daily basis; processes service requests for customers, final bills, delinquent notices and prepares correspondence for pursuit of non-payments. Responds to customer inquiries, prepares reports on delinquent accounts and monitors temporary meter deposit activity and billing. Assists in coordinating collections with outside independent agencies. Payroll: Updates and enters employee pay and benefits information in the payroll system and maintains financial records for audit purposes, edits timesheets for accuracy and references contract provisions for the purpose of pay and other benefits; orders and distributes payroll-related reports, processes insurance premium payments, prepares federal and state reports, workers compensation reports, surveys, year-end tax statements, payroll related journal entries and other special reporting as requested. Provides service to customers at the counter, processes revenues collected on site, balances and posts daily cash receipts and prepares bank deposits. Accounts Payable: Processes purchase orders and enters transactions into the financial system; sets up and maintains vendor, commodity and sub-commodity files, processing invoices and department payment requests. Distributes checks to vendors; maintains warrant register and other financial records. Responds to internal and external inquiries regarding invoice status; monitors sales tax exception purchases and fixed asset purchases; maintains computerized detailed fixed asset records; prepares periodic (e.g., quarterly, annual) sales tax reports for submittal to taxing authorities, including year end tax statements. Business Licenses: Processes business license applications and fee payments; issues certificates; prepares an annual audit of business without licenses in newspapers and directories; prepares sales tax information reports and other reports as needed related to business licensing. Prepares business license renewals, contacts delinquent accounts with second and final notices. Accounts Receivable: Prepares account receivable invoices and maintains subsidiary records for billing on property leases, development agreements, planning application deposits and other receivables. |
| JOB-RELATED QUALIFICATIONS: |
| Knowledge, Skills and Abilities: |
| Knowledge of: methods, practices and terminology used in complex financial clerical work including accounting principles; modern office procedures and equipment including fully automated accounting systems. |
| Ability to: effectively operate computerized financial applications and reporting methods for accounting, billing, invoicing and payment processing; accurately perform typing, data entry, calculations and record keeping; communicate effectively with the public and city employees verbally and by written communications; plan and organize work to meet deadlines; analyze accounts, prepare journals, maintain ledgers and produce reports with accuracy; understand and interpret laws, principles and procedures involved in fiscal record keeping and accounting functions; understand and carry out general instructions and written guidelines and procedures working independently. |
| EDUCATION AND TRAINING GUIDELINES: Any combination equivalent to experience and education that could likely provide the required knowledge, skills and abilities would be qualifying. A typical way would be: |
| Education: Graduation from high school plus additional college or university coursework in business, accounting, economics or a related field. Technical training programs will be considered in combination with work experience. |
| Experience: Accounting Specialists require two years of full time, paid experience in financial record keeping and general accounting. Public agency or municipal finance experience is desirable. Computer literacy in financial applications, spreadsheet and word processing programs is desirable. Senior Accounting Specialist requires a minimum of four years experience as Accounting Specialist with the City of Foster City with a demonstrated proficiency of all discipline areas. |
| SPECIAL REQUIREMENTS: |
| Ability to effectively document and communicate procedures, teach others routine functions and recommend service-oriented improvements to procedures and processes; exhibit patience and tact in dealing with a variety of people; drives city vehicles as needed to perform duties. |
| LICENSES, CERTIFICATES, REGISTRATION: |
| Licenses: Possession of a valid Class C California Driver's License. |
