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Accounts Payable / Accounts Receivable Clerk

City of Umatilla, OR
Umatilla, OR

Job Details

Full-time
$55,908 - $71,304 a year

Benefits

Disability insurance
Health insurance
Dental insurance
Flexible spending account
Vision insurance
Life insurance

Qualifications

Customer communication
Employee relationship building
High school diploma or GED
Driver's License

Full Job Description

General Purpose

Performs a variety of accounting, accounts payable, accounts receivable, customer service, cashiering, and clerical duties in support of City operations. Responsible for processing accounts payable transactions, maintaining financial records, providing customer service at the front counter, and serving as backup support for Utility Billing and Municipal Court operations during employee absences, lunches, vacations, and peak workload periods. Work requires accuracy, attention to detail, excellent customer service skills, and the ability to maintain confidentiality.

Essential Duties and Responsibilities

Accounts Payable Functions

Receive, review, verify, and process vendor invoices for payment.
Match invoices with purchase orders, receiving documents, and other supporting documentation.
Enter accounts payable transactions into financial software systems.
Prepare payment batches, checks, electronic payments, and related reports.
Maintain vendor records and assist with vendor inquiries.
Reconcile accounts payable records and resolve discrepancies.
Assist with month-end and year-end accounting processes.
Maintain organized financial records in accordance with records retention requirements.

Prepare reports, spreadsheets, and correspondence as assigned.

Assists in maintaining vendor tax documentation and assists with annual IRS Form 1099 preparation and reporting.
Assists with internal and external audits by providing documentation, reports, and supporting records.
Assists in ensuring compliance with City purchasing policies, internal controls, and applicable accounting standards.
Assists departments with purchasing procedures, purchase orders, vendor setup, procurement documentation, and compliance with City Purchasing policies.
Assists with administration, reconciliation, and documentation of City Purchasing cards, fuel cards, and other authorized payment methods.

Accounts Receivable Functions

Receive and process various payments including utility bills, court fines, permits, licenses, and other City fees.
Prepare, process, and maintain customer invoices, billings, and receivable records.
Monitor and reconcile accounts receivable balances and investigate discrepancies.
Assist with posting customer payments and receipts to appropriate accounts.
Assist with preparation, verification, reconciliation, and delivery of daily cash receipts and deposits.
Assist with collection activities on delinquent accounts in accordance with City policies and procedures.
Maintain accurate customer account records and supporting documentation.
Reconcile receivable accounts and prepare related reports.
Assist with month-end and year-end accounts receivable closing activities.
Provide support for annual audits by preparing accounts receivable documentation and records.
Maintain compliance with applicable accounting standards, internal controls, and City financial policies.

General Administrative Functions

Serve as one of the primary points of contact for visitors, residents, and customers at City Hall.
Answer and direct telephone calls and respond to general inquiries.
Provide information regarding City services, policies, procedures, and programs.
Assist customers with forms, applications, and service requests.
Maintain a professional, courteous, and helpful demeanor when interacting with the public.
Assist with special projects and departmental initiatives.
Attend training and meetings as required.
Assists in locating, organizing, and providing financial records responsive to public records requests in accordance with applicable laws and City policies.
De-escalates customer concerns and resolves service issues through professional communication and problem-solving techniques.
Provides and performs high levels of customer service, with primary services provided internally, and courteous and professional assistance to residents, businesses, and visitors.

Utility Billing Backup Functions

Provide backup coverage for Utility Billing staff during lunches, vacations, sick leave, and other absences.
Process utility payments and customer account transactions.
Assist customers with utility account inquiries and service requests.
Prepare utility billing correspondence and maintain customer records.
Support utility billing functions as assigned.

Municipal Court Backup Functions

Provide backup coverage for Court Clerk staff during lunches, vacations, sick leave, and other absences.
Accept and process court payments and related transactions.
Assist customers with general court-related inquiries in accordance with established procedures.
Maintain confidentiality of court records and information.
Perform clerical and administrative support duties related to court operations as assigned.

This list is illustrative only and not intended to specify every duty and job responsibility.

Minimum Qualifications

High school diploma or GED required.
Associate degree in Accounting, Business Administration, Finance, or related field preferred.
Two (2) years of experience in accounts payable, bookkeeping, accounting support, customer service, cashiering, or related clerical work.
Any equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
Valid driver’s license.
Experience in local government or public sector finance is preferred.
Ability to become CJIS certified

Supplemental Information

Knowledge, Skills, and Abilities
Knowledge of:

Basic accounting and bookkeeping principles.
Generally Accepted Accounting Principles (GAAP)
Accounts payable and receivable procedures and practices.
Cash handling and reconciliation procedures.
Office practices, procedures, and equipment.
Customer service principles and techniques.
Modern computer applications including Microsoft Office products.
Recordkeeping and filing systems.

Ability to:

Process financial transactions accurately and efficiently.
Communicate effectively, both orally and in writing.
Provide exceptional customer service in a professional manner.
Handle multiple tasks and interruptions while maintaining accuracy.
Maintain confidentiality and exercise sound judgment.
Learn and apply utility billing, municipal court, and financial software systems.
Establish and maintain effective working relationships with employees, vendors, and the public.
Interpret and apply policies, procedures, and regulations.
Work independently and as part of a team.

Tools and Equipment
Use of computer and related software applications such as Microsoft Word, Excel, PowerPoint, government accounting software (Caselle, Quickbooks), copiers/scanners, file management software (Revver), cash drawer. Use of standard office equipment including computers, phones, calculators, copiers, scanners, and automobiles.

Physical Demands
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
Continuous: Sitting, Use of hands, wrists, and arms.
Frequent: Standing and reaching forward
Occasional: Walking, driving, lifting, carrying, pushing and pulling up to 10 lbs, bending, twisting, crouching, kneeling, climbing stairs, and reaching above shoulder
Rare: Lifting, carrying, pushing, and pulling up to 50 lbs, crawling, climbing ladder, and squeezing

Work Environment
The work environment characteristics described here are representative of those and employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Usual office working environment with regular interaction with members of the public. This role routinely uses standard office equipment such as computers, phones, adding machines, copy/scanning machines, filing cabinets and fax machines. The noise level in the work environment is typical of most open office environments. Occasional overtime is required with occasional work on nights and weekends.

General Purpose

Essential Duties and Responsibilities

Minimum Qualifications

Supplemental Information

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