This recruitment will close without notice upon receipt of 100 applications,
but not later than Monday, November 19, 2018.
The City of Orange is looking for a professional, detail-oriented, self-disciplined candidate to fill a Senior Finance Clerk position in the Utility Billing Division of the Finance Department. The ideal candidate must be comfortable in a highly structured working environment, working as part of a cohesive work team, cashiering, receiving and making phone calls, and providing superior customer service. There is currently one (1) vacancy.
This recruitment will be used to establish an eligibility list for the Senior Finance Clerk classification, which may be used to fill any future vacancies that arise during the life of the list. Eligibility lists are effective for one (1) year from date of establishment, unless exhausted sooner or extended by the Human Resources Director.
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 utility billing, accounts payable, accounts receivable, and business licensing, in addition to balancing and maintaining manual and computerized accounting and financial records; and performs related work as required.
This is the journey-level class in the Finance Clerk series. Incumbents perform the full range of technical work in all of the following areas: utility billing, accounts receivable, accounts payable, or business licensing, in addition to performing a wide variety of record keeping, reconciliation, and account support activities. 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 Lead Finance Clerk 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.
Examples of Duties
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 Utility Billing assignment: (EXISTING VACANCY)
Accepts and processes substantial amount of payments at the front counter, over the phone, and by mail; makes change as necessary and maintains cash drawer as appropriate; processes automatic customer account debits through electronic bank transfers; balances payments and posts transactions in the accounting system daily.
Sets up new accounts or closes out terminated accounts; notifies customers of excessive usage and initiates service orders to investigate for high consumption, potential leaks, or broken utility meters.
Analyze and process completed field crew service orders.
Calculates and processes billing adjustments due to leaks, or overestimating.
Sends out collection notices, and performs necessary collections and delinquency processing.
Maintains billing routes by downloading reads, printing and investigating problem accounts (e.g., high reads, missing reads, etc.); generates investigation list for the Customer Service Crew.
Maintains accurate billing information through data entry, calculations, and verifications.
Processes consumption history requests.
Provide general direction, support, and coverage for cashiering staff.
When performing the Business License assignment (No current vacancy):
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 cash, by check, or by 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, collection, and delinquent notices.
Balances month end work and researches, compiles, enters, and classifies data for new business input; runs month end reports.
When performing the Accounts Receivable assignment: (No current vacancy)
Processes miscellaneous invoice requests; creates and maintains new payor accounts.
Manages Developer deposits, billing and refunds.
Receives mail and direct payments from the public and from other City departments, balances monies received, and prepares receipts.
Processes invoice adjustments and cash receipt adjustments.
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.
When performing the Accounts Payable assignment: (No current vacancy)
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 warrant 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 telephone, fax, or mail; resolves any issues, problems, or requests using established procedures.
Prepares centralized bank deposits and reports for the Investment Revenue Officer. Maintains warrant control log for check stock.
Processes "orders to withhold personal income tax" on behalf of the Federal Franchise Tax Board and IRS.
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 vendor W-9 information for 1099 processing.
When performing all assignments, regardless of division:
Performs a variety of routine to complex administrative and technical account support duties related to utility billing, accounts receivable, accounts payable, 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 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.
Performs general office support duties such as opening and routing mail and deliveries; preparing correspondence; filing and record keeping; scanning, 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, 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.
May initiate a variety of work orders for other personnel in the department to which assigned.
May provide direction and training to lower-level or less experienced staff in area of assignment.
Assists with the year-end closing process.
Assists supervisor(s) with special projects as required.
Performs other duties as assigned.
Terminology and practices of financial and account document processing and record keeping, including accounts receivable, accounts payable, utility billing, or business licensing, depending upon division assignment.
Business arithmetic and basic financial and statistical techniques.
Record-keeping principles and procedures.
Modern office practices, methods, and computer equipment.
Computer applications related to work, including word processing and spreadsheet software.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors and City staff.
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 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.
Operate modern office equipment including computer equipment and specialized software applications programs.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy, procedural, and legal guidelines. Establish, maintain, and foster positive and harmonious working relationships with those contacted in the course of work.
Education and Experience:
Completion of the twelfth (12th) grade, or equivalent, and one (1) year of responsible administrative support experience required. Experience in financial record-keeping preferred.
Some college-level coursework in accounting, finance, or a related field required.
Two (2) years of relevant experience in a role equivalent to the City of Orange's Finance Clerk position required.
One (1) or more years of paid work experience in any of the following areas is highly desirable:
Utility Billing department or division of a municipality (city, county, special district, etc.)
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 in work areas 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.