Fiscal Staff Assistant II

City of Santa Monica - Santa Monica, CA4.1

Full-time
Online applications will be accepted by the Human Resources Department on one day only, Friday, November 30, 2018 from 8:00 a.m. to 5:00 p.m.
(The link to apply online will appear at 8:00 a.m. on Friday, November 30th)

The City of Santa Monica's Finance Department has an exciting opportunity in the Accounts Payable Unit. We are actively seeking talented customer focused Fiscal Staff Assistant II candidates to join our team. We offer a total compensation package that includes a generous salary, cashable leave days, medical, vision and dental insurance, and a CalPERS defined benefit pension plan. Additionally, the City offers much more than just a salary; we offer career development opportunities through the City's SMi University and the opportunity to join one of California's most successful and progressive full-service cities.

To succeed in this position, the ideal candidate must have strong fiscal support experience with invoicing review, transaction processing services, audit review, financial systems training and internal control recommendations including providing guidance on established policies, administrative procedures, and state and local regulations. To be considered for this opportunity, please complete an online City Application.

JOB SUMMARY: Performs specialized fiscal work within an assigned department. Prepares, reconciles, posts and maintains fiscal, financial and statistical records. NOTE: The eligible list that will be established as a result of this recruitment will be used to fill all Fiscal Staff Assistant II vacancies that occur in the City during the life of the list.

MAJOR DUTIES:
Note: Duties may vary dependent upon work location and assignment.

Reviews and processes requests for warrants, payment of invoices and payment of utility bills.

Prepares and distributes disbursement checks.

Researches account histories, as assigned.

Prepares and processes routine general ledger journal entries.

Performs mathematical computations and other financial data using a personal computer, 10-key calculator and other office equipment running specialized software.

Responds to inquiries, routine complaints and requests for information. Explains and applies general rules and regulations, including rules and procedures of sales and use tax and I.R.S. 1099 reporting, and makes referrals to appropriate sources, as necessary.

Contacts various individuals or agencies to resolve discrepancies or obtain information.

Prepares and processes cash receipts, transaction records and other detailed documents in accordance with specific procedures and policies. Prepares cash summary sheets and codes checks for deposit.

Receives, processes and posts payments against receivable balances.

Assists in the reconciliation of bank accounts.

Files and maintains a variety of records, reports, and other documents.

Performs other related duties, as assigned.

MINIMUM QUALIFICATIONS:
Knowledge, Abilities, and Skills:
Knowledge of:
Accounting and recordkeeping systems.
Current office practices and procedures.
Business English, spelling, punctuation and grammar.
Basic mathematics.
Alphabetical and numerical filing.
Effective customer service techniques.

Ability to:
Communicate effectively, both orally and in writing.
Learn and use computer programs and systems, including financial, accounting and recordkeeping systems.
Perform accurate mathematical computations.
Reconcile figures.
Operate a variety of office equipment.
Learn, interpret and apply rules, regulations and established policies.
Follow written and oral instructions.
Perform routine tasks independently.
Provide effective customer service.
Establish and maintain effective and cooperative working relationships with City employees and the general public.

Skill in:
Typing at a corrected speed of 25 words per minute.
Using a personal computer and applicable software applications.
Reading, writing, and communicating at an appropriate level.

Education, Training, and Experience:
Graduation from high school or the equivalent. Three years of recent, paid work experience performing financial support duties, which included customer service.

Graduation from an accredited college with an Associate's degree in Business, Public Administration, Accounting or a closely related field may substitute for two years of the required work experience.

Licenses and Certificates:
None.

SELECTION PROCESS:
HOW TO APPLY: All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note, applications may be rejected if incomplete. Resumes, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.

NOTE: You must submit a copy of your college level transcripts or diploma with your application if you wish for your education to substitute for two years of the required work experience. Applicants who indicate receipt of college level coursework or degree from a foreign institution must provide United States credential equivalency verification along with a copy of your college diploma/transcripts. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so will result in your application being disqualified. You may upload and attach a scanned copy of your transcripts or diploma to your on-line application, or e-mail a copy to rosie.cruz@smgov.net, or fax a copy to the attention of Rosie Cruz at (310) 656-5705.

SELECTION PROCESS: All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience, training and education, as submitted, will be invited to participate further in the selection process.

Testing will consist of the following:
Written Examination: 100%
Practical Test: Qualifying (Typing/Keyboarding, Microsoft Word and Excel using Microsoft Office 2016)

NOTE: The written examination is tentatively scheduled for Monday, December 17, 2018.
NOTE: The practical test is tentatively scheduled for Monday, January 7, 2019.

BACKGROUND INVESTIGATIONS: Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.