Accounting Assistant

Job Summary

Under supervision of the Comptroller performs clerical, receptionist, data entry, bookkeeping, and other administrative tasks required in the department. Performs routine and non-routine administrative tasks; answers multi-line telephone, directs calls or takes messages; files and maintains documentation; assists in maintaining or performing assigned accounting processes.

Essential Job Duties & Responsibilities

The following duties are normal for this position. The omission of specific statement of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this position. Other duties may be required, assigned and expected aside from those set forth below to address operational needs and changing operational practices.

• Answers multi-line telephone, directs calls or takes messages.
• Provides visitors and callers with detailed information on directions and refers them to the appropriate department/personnel.
• Performs routine administrative tasks such as copying documentation, data entry, filing, and document production.
• Orders and updates department supplies within budgetary allowance.
• Prepares documents used by the department, e.g. requests for payment, purchase orders, etc. Processes and distributes incoming mail.
• Faxes documents as needed.
• Troubleshoots equipment malfunction.
• Performs additional duties as assigned or upon request.
• Maintains files and records of city credit cards and issues cards in compliance with established rules and regulations.
• Receives and receipts accounts receivables and updates accounts receivable subsidiary ledgers. Maintains files and appropriate documentation of accounts receivable accounts and verifies receipt of funds due to the City, e.g. bulk trash, return checks, miscellaneous accounts receivables.
• Maintains and files records of lien accounts, documents summary logs with narrative information, receives payments for lien accounts, issues receipts, and maintains the balances due on the lien accounts.
• Receives deposits associated with the assigned fund and ensures the deposits are posted to the appropriate accounts in an accurate and timely manner, and maintains appropriate documentation in an organized file system.
• Allocates charges for collective billings to the appropriate department to ensure expenditures are charged to the appropriate account and fund.
• Assists with grant administration.
• Maintains appropriate relationships with employees and other supporting departments to ensure accurate and timely management of the City’s accounting process.
• Assistance may include answering questions, obtaining copies of documents and faxing information. Provides customers with information on balances and payments due to the city, searches files and retrieves information as needed.
• Serves as the primary back up for other areas of the department to include Revenue Collection, Accounts Payable, Purchasing, Payroll and other administrative functions.
• Serves as the primary backup for the Revenue Collection Division as needed and especially during peak collection periods.
• Provides assistance in creating specialized reports and completes other accounting duties as assigned.

Qualifications

Education & Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities required for this position would be:

Education/Training
High school diploma or GED, required. Associate’s Degree in Accounting or related field required.

Experience
Two years of experience in Accounting, Finance or another area business; preferably government.

Licenses or Certifications Required
N/A

The following generally describes the knowledge and abilities required in order to successfully perform the assigned duties of the position:

Knowledge of:

• Concepts and principles of office administration including budgeting, accounting, financial management, organization, implementing procedures, and operating equipment.
• Administrative requirements of the Finance Department.
• Database, word processing, spreadsheet and accounting software.

Ability to:

• Comprehend regulations, guidelines, proposals and similar moderately complex material.
• Write to include grammar, style, and syntax and spelling to produce clear written material.
• Compose various types of letters and memoranda, some of which may involve sensitive issues.
• Communicate effectively with all levels of management and the public.
• Operate office equipment and machines including computer, typewriter, fax machine and copier.
• Establish and maintain effective working relationships with all Finance Department staff.
• Work from direction where general objectives are established.

Physical Demands & Working Environment

The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. In compliance with the Americans with Disabilities Act, the city encourages both prospective and current employees to discuss potential accommodations needed to perform the essential duties of this position.

Environment: Work location will be indoors with potential for overnight travel to attend/participate in training.

Physical Demands: See accompanying page for details

Key Working Relationship: Finance Director, Finance Staff, other City employees, financial institutions.

Applications for this position will be accepted until a pool of 20 applications is received or the position is filled, whichever comes first. Current city employees wishing to apply should send Internal Job Application provided by the Human Resources Department to the HR Director by the deadline stated. (A courtesy copy will be sent to the employee’s department head.)

Applications can be found online (download an application) or picked up at the City of Phenix City Human Resources Department:
1103 Broad Street
Phenix City, AL 36867
Ph: 334 448-2706

Applications are available for pick up and drop off on Mondays from 2 to 5 p.m., Eastern Time, and Tuesdays, Wednesdays, and Thursdays from 10 a.m. until 2 p.m., Eastern Time. You may also email your completed application with the required supporting documents.