JOB
CITY OF JANESVILLE DIVERSITY STATEMENT:
The residents of Janesville choose this community, not just as a place to live, but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place”.
OBJECTIVE:
Under general direction of the Accounting Manager, the Accounting Clerk is responsible for providing administrative and staff support for budget analysis, financial reporting, accounts payable, payroll, and insurance management.
RELATIONSHIPS:
Reports to: Accounting Manager
Has regular work contact with Department, Division, and Office Heads, City employees, vendors, suppliers, third-party administrators, other governmental agencies, etc. and the general public.
Supervises: None
EXAMPLE OF DUTIES
ESSENTIAL DUTIES:To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.-
Assists in the development of the annual City Budget, Official Statement, and Annual Comprehensive Financial Report. Prepare draft statistical section of the ACFR. Assist with preparation of audit support materials.
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Prepares the annual TIF report to overlying taxing jurisdiction for Accounting Manager review. Update the TIF masterfiles for annual transactions, debt service changes, and changes in increment value.
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Provides basic department financial information to requesting departments, answers basic questions, e.g., answers department transaction questions after analyzing financial data.
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Research and prepare expenditure and revenue reports and project cost analyses. Update spreadsheets used in the distribution of certain costs such as TIF administration charges and Room Tax.
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Prepares insurance renewals for property insurance, liability, auto physical damage, boiler, employee honesty, and workers compensation policies. Update and process amendments to the auto physical damage and property insurance policies. Prepare auto and property claims for damages. Assist staff with insurance needs such as certificates of insurance and third party billings. Prepare the budget allocation for property, liability, workers compensation and other insurance costs.
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Prepares adjusting journal entries, journal imports into the accounting system, and billings to outside agencies for City services.
- Administers purchasing card disbursement, review supporting invoices and supervisor approvals, and prepare file for batch upload into the accounting system. Maintain the purchase card holders and link for vendor information within the accounting system. Scans purchase card invoices into Laserfiche and links them to the transactions in the accounting system.
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Organizes the centralized receipt of invoices in the accounting division for scanning into Laserfiche. Assist the Accounts Payable Clerk in the review batches of invoices for payment, update of vendor records, and scanning of invoices. Process Alliant and Rock County Electric invoices for approval and payment. Periodically acts as the backup in the processing of accounts payable.
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Assists the Payroll Administrative Assistant in the review of biweekly payroll, data entry, and update of payroll records. Periodically acts as backup in the processing of payroll.
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Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.
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Performs other special projects and other job duties as assigned or required during regular and non-business hours.
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All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated.
SUPPLEMENTAL INFORMATION
EQUIPMENT, INSTRUMENTS, AND MACHINES:
Machinery and equipment, including personal computer, printer, telephones, copier, scanner, 10-key calculator, New World software, and other standardized or specialized office equipment.
WORKING CONDITIONS AND PHYSICAL FACTORS:
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 the essential functions.
While performing the duties of this job, the employee regularly works in an office environment. An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing or pulling objects.
The employee is frequently required to see/observe, talk/speak, and listen/hear; use their hands to finger, handle, feel, or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included. There is frequent twisting, reaching, wrist turning, and grasping. The employee may be required to climb or balance.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment. Employee is required to use cognitive ability to reason, analyze, and verbalize thoughts and ideas. Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials or tasks.
The employee may, on occasion, be exposed to outside weather conditions, including extreme heat and extreme cold. The employee may work near moving mechanical parts in precarious places; and is occasionally exposed to wet and/or humid conditions, fumes, or airborne particles, toxic, or caustic chemicals, and vibration. The working conditions in the office environment are comfortable. The noise level in the office environment is generally quiet to moderately noisy.
A regular, Monday – Friday, 40-hour work schedule is required for this position. Remote work opportunities may be considered for this position
For purposes of drug and alcohol testing, this position is not classified as safety sensitive.
DISCLAIMER
The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position, or is responsive to the needs of the City of Janesville.
The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.
The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
