Chief Accounts Clerk Job Description

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CHARACTERISTICS OF THE CLASS

Under the direction of a supervisor within the Finance department, performs complex bookkeeping work necessary to maintain accounting records and financial data as required for effective management of fiscal affairs.   This position has supervisory and/or total project responsibilities for utility billing, collection, and special projects and requires independent judgment with minimal supervision.   Work is performed through observation, conferences, reports, reconciliation with other fiscal records, and from results obtained.   Performs other work as required.

 

EXAMPLES OF DUTIES

A.  ESSENTIAL FUNCTIONS

Prepares monthly accounting journal entries, correct errors and transfers funds between accounts.   

Reconciles customers’ accounts and prepares related adjustments and journal entries.

Reconciles accounts for all utility billing and collection activities.

Researches and prepares specialized reports for senior management's use.

Provides coverage in the absence of clerical staff.

Monitor daily customer payments, cash sheets, and bank deposits.

Works with customers on payment extension agreements and specialized customer service.

Collects payments on delinquent accounts and monitors the shut off for non payment process.

Generates and analyzes month-end reports for fiscal accuracy.

Researches and completes daily service orders with pertinent data.

Researches, computes and analyzes meter and service impact fees and miscellaneous charges.

Prepares weekly final billing.

Generates final customer refunds.

Coordinates, prepares, analyzes, and monitors weekly bill run.

Answers inquiries and complaints from customers.   

Explains State laws, City ordinances, policies and procedures to customers.

Accurately types legal documents such as lien cancellations.

Prepares form letters and division correspondence.

Trains new clerical staff in all areas of utility billing and collection.

Assists the division supervisor with his/her responsibilities.

Trains and assists new clerical personnel in performing their functions.

Operates office machines including personal computer, calculator, copy machine, cash register, telephone, typewriter, and check protector.

Writes and maintains complex spreadsheet programs on personal computer.

Maintains subsidiary account records.

Maintains invoice and billing records.

 

B.   MARGINAL FUNCTIONS

Counts inventory at various locations at year-end.

Drives to bank, post office, and office supply stores for City related business.

 

REQUIREMENTS

A.   TRAINING AND EXPERIENCE

Associate degree (A.A. or A.S.) in Accounting/Finance from an accredited college and one year of full charge bookkeeping experience, or three years responsible experience in bookkeeping or accounting utilizing sophisticated software for a large organization or an equivalent combination of training and experience. Customer service experience and proficiency in Microsoft Word and Excel is required.

 

B.  KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of the principles and practices of bookkeeping and ability to apply this knowledge to work situations.

Knowledge of City ordinances and policies regarding billing, rates, fees, and collections.

Knowledge of business English and mathematics.

Knowledge of modern office practices and procedures.

Ability to prepare complete and accurate accounting reports and statements of considerable complexity based on standard accounting practices.

Ability to operate a personal computer terminal and printer.

Ability to operate cash register and make correct change.

Ability to operate office equipment as required.

Ability to compile records to assemble and organize data and to prepare reports from such records.

Ability to communicate clearly and concisely orally and in writing.

Ability to build and maintain successful work relationships.

Ability to supervise and train subordinates effectively.  

 

C.   PHYSICAL AND MENTAL REQUIREMENTS

Ability to hear, speak, and comprehend conversation spoken in English.

Ability to sit for long periods of time not to exceed six (6) hours at one time.

Ability to see, read, and comprehend writing and computer printouts in English.

Ability to print or write cursively, letters, numbers and words legibly in English.

Ability to lift and carry materials not to exceed twenty (20) lbs.                 

Ability to operate office equipment which require the use of fingers, hands and wrists, or mechanical devices, such as a telephone, cash register, computer, typewriter, calculator, microfiche reader, postage meter and check protector.

Ability to stand for periods of time not to exceed 30 minutes at one time.

Ability to stoop, kneel and reach overhead for books or paper.

Ability to control one's behavior when encountering stressful situations, such as irate, abusive, or loud customers, and meet necessary deadlines.

 

THIS JOB DESCRIPTION IS NOT INTENDED TO BE AND SHOULD NOT BE CONSTRUED AS AN ALL INCLUSIVE LIST OF ALL THE RESPONSIBILITIES, SKILLS, OR WORKING CONDITIONS ASSOCIATED WITH THE POSITION. WHILE IT IS INTENDED TO ACCURATELY REFLECT THE POSITION ACTIVITIES AND REQUIREMENTS, MANAGEMENT RESERVES THE RIGHT TO MODIFY, ADD, OR REMOVE DUTIES AND ASSIGN OTHER DUTIES AS NECESSARY. THIS JOB DESCRIPTION DOES NOT CONSTITUTE A WRITTEN OR IMPLIED CONTRACT OF EMPLOYMENT.

Revision Date - 5/22/15