POSITION SUMMARY

Performs a wide variety of clerical, administrative, and bookkeeping/accounting duties for the city. Incumbents are responsible for performing cashier/receptionist duties including cash receipting for utility billing, Municipal Court, business licenses, planning fees and building permits, and other City revenues; answering the phone, greeting the public, providing information, and directing inquires to the appropriate department. Serves as backup to the Utility Billing Clerk and provides general administrative support for the Administration and Finance Department. Work assignments may be initiated by the accountant. This position directly reports to the Finance and Administrative Services Director.

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties and responsibilities are not to be construed as all-inclusive. The essential duties will include other responsibilities as assigned and required.

Cashier/Receptionist:

• Acts as Receptionist, greeting the public, providing information, answering general questions; and referring inquires and complaints to the appropriate departments.
• Serves as Cashier, accurately and efficiently processes all cash receipting transactions for revenue received. Revenue includes utility bills, business licenses, franchise fees, planning fees and building permits, certain city services fees, taxes, State shared revenue and other miscellaneous revenues.
• Processes payments received from Southern Oregon Credit for traffic citations, and coordinates with City Recorder for the processing of suspension paperwork with the DMV for closed dockets.
• Processes electronic deposits, balances daily receipts and prepares daily deposit reports.
• Processes and sorts incoming and outgoing mail. Distributes to appropriate departmental staff.

Administrative Support:

• Orders and maintains office supplies, files and inventories for City Hall.
• Assists with entry of journal entries, reconciliation of subsidiary ledgers to the general ledger, bank statement clearing, and preparation of supporting spreadsheets and reports.
• Assists in the compilation, proofing, printing and binding of the annual budget document.
• Serves as backup for the Utility Billing Clerk, answering account inquires, initiating work orders, and accepting applications for new accounts and pre-authorized payments.
• Assists in the processing of the monthly utility billing in the absence of the Utility Billing Clerk.
• Assists with the processing of account payable including distributing incoming invoices to appropriate departments, data entry of invoices and scanning and filing of processed payments for electronic filing and archive. Provide Grant Administrators with electronic copies of paid invoices for grant reimbursement processing.
• Provides administrative support to the administration and finance staff as needed.
• Provides backup for other office positions in order to provide coverage for absences.

NECESSARY KNOWLEDGE, SKILLS & ABILITIES

To successfully perform this job, one must possess the following:

1. Knowledge of modern office practices and procedures, business English grammar, spelling, vocabulary, and punctuation, and letter writing., appropriate cash handling procedures; record keeping practices; working knowledge of computers and software applications.

2. Ability to work independently, make basic mathematical computations accurately, work on multiple projects at the same time, exercise good judgment, communicate effectively both verbally and in written form, interpret and apply administrative and departmental policies and procedures , anticipate customer needs and give high priority to customer service and satisfaction, develop alternative solutions and recommendations in support of stated goals, and work with staff and accept direction on employee related improvements.

3. Skills necessary to effectively perform the duties and responsibilities of the position, including: excellent communication skills; advanced computer skills including data entry, spreadsheet, word processing, and database applications; and, excellent attention to detail. Must be able to understand and follow oral and written instructions, learn clerical tasks readily, and adhere to prescribed departmental routines and policies.

JOB QUALIFICATIONS

Job education and prior work experience requirements are minimum standards. Equivalent combinations of education, training and experience which ensure the ability to perform the work will be considered.

Education: Minimum High school graduate/GED; preference given to post-secondary education with coursework in administrative functions including general office practices, accounting and computers. Associate Degree in Business Administration or Accounting desirable.

Prior Experience: Two years of experience or training, including front line customer service, general office practices, accounting and computers. Bilingual proficiency in Spanish desired.

PHYSICAL DEMANDS

While performing the duties of this position, the employee is frequently required to sit, stand, walk, reach, bend, kneel, stoop, twist, crouch, crawl, climb, balance, see, talk, hear, smell, and manipulate objects. Manual dexterity and coordination are required for more than half of the daily work period, which is spent either sitting while operating office equipment such as computers, keyboards, 10-key, telephones, and other standard office equipment. The position requires a degree of mobility and moving materials weighing up to 5 lbs. frequently, up to 10 lbs. occasionally, and up to 40 pounds infrequently. This position requires both verbal and written communication abilities.

WORKING CONDITIONS

While performing the duties of this position, the employee is generally working indoors in an office environment. The office setting does not expose the employee to hazardous conditions. The noise level in the office environment is usually moderate and lighting is adequate.

ADDITIONAL INFORMATION

This position description is not intended to be an exhaustive list of duties, knowledge, skills, abilities or requirements. The various duties, responsibilities and/or assignments of this position may be unevenly balanced and change from time to time based upon matters such as, but not limited to, variations in the shift, work demands, seasons, service levels and activities at the City.

APPLICATION PROCESS

To apply for this position, please submit a cover letter, current resume, and completed City of Phoenix Employment Application to: becca.pearson@phoenixoregon.gov. This position will remain open until filled. Interested applicants are encouraged to apply as soon as possible as the position will be filled when a suitable candidate is identified, and applications will be considered as they are submitted. First review of applications will occur on July 8th, 2024.

Job Type: Full-time

Pay: $3,248.00 - $4,146.00 per month

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Ability to Relocate:

• Phoenix, OR 97535: Relocate before starting work (Preferred)

Work Location: In person