What are the responsibilities and job description for the Account Clerk (Mass Transit) - Part-time position at City of Danville?
Performs skilled accounting and clerical functions; prepares and processes payrolls, accounts receivable and accounts payable; receives invoices, bills and purchase orders; assists with deposits; verifies documents and timesheets; prepares receipts and refunds; assists customers; maintains accounting files, ledgers and fixed asset files; balances and maintains travel accounts; researches and informs on Worker’s Compensation.
The essential functions of the job are not limited to those listed in the job description. The City retains the discretion to add to or change the duties of the position at any time.
When Assigned to Information Technology:
When Assigned to Information Technology:
- Provides budget support for internal cost centers by; inputting costs in an electronic workbook; tracking cost and usage changes; and by creating summary reports.
- Provides input, tracking, and reporting with integrated computer solutions by; reviewing financial transactions; preparing fund transfer requests; tracking budget accounts; reviewing purchase orders; processing and reviewing all invoices and credit card payments; preparing financial statistical reports; and by reviewing and submitting travel and training requests. Frequently monitors IT invoice group emails and responds as necessary.
- Understands and complies with budget guidelines. May recommend and facilitate budget allocations and transfers.
- Has responsibility for monitoring budget/fiscal expenditures. May recommend budget allocations.
- Assists in the processing of invoices, including matching purchase orders and verifying approvals. Frequently monitors IT invoice group emails and responds as necessary.
- Helps with reconciling statements and other accounts, identifying discrepancies, and reporting them to the invoice or credit card owner.
- Organizes and delivers physical and/or digital financial records, ensuring they are stored properly, up-to-date and easily accessible.
- Provides support in managing accounts payable and receivable, including generating reports and following up on outstanding payments.
- Ensures that all financial activities adhere to policies and relevant regulations. Maintains knowledge of active account codes.
- Works closely with city staff and vendors to complete tasks and meet deadlines.
When Assigned to Public Works:
When assigned to Finance:
When assigned to Parks and Recreation:
When assigned to Transportation:
ADDITIONAL DUTIES
Education and Experience- Performs accounts payable functions by processing vendor invoices, purchase orders, and other data on a daily basis; reconciling monthly disposal invoice for payment; maintaining accounting, financial and statistical records and reports; assisting in gathering data and assembling financial reports and questionnaires; maintaining and issuing gas cards; and tracking utility costs of City buildings.
- Performs accounts receivable functions by creating, processing, and maintaining miscellaneous bills; collecting and processing cash and checks for various revenue accounts; verifying, reconciling, and depositing revenue for the usage and purchase of goods; creating monthly revenue reports using Excel spreadsheets; maintains records on paid invoices, purchase orders, and other financial records; processes invoices.
- Performs clerical support functions by conducting dispatching duties and relieving dispatcher as needed; receiving and processing work orders and service requests; assisting customers; scheduling equipment rentals; preparing and distributing work orders; verifying and keying hourly vehicle and equipment usage; preparing and maintaining service and cost records; maintaining other department financial records and reports; updating the radio call list; setting up new employees for training in LMS system; and maintaining employee safety training records.
- Assists with payroll by verifying, coding and keying time worked and leave time; and assisting with monthly payroll as needed.
When assigned to Finance:
- Processes invoices by receiving invoices; alphabetizing them; keying in appropriate information; sorting by due date; batching the invoices; running a tape for totals and matching it to the computer-generated total; and giving to accountant to post.
- Performs a variety of technical Account Clerk functions by processing check register; setting up W-9’s for vendors; and handling unpaid invoices; balances cash accounts daily with Treasurer’s office using Treasurer’s report, GL reports, and online banking reports; completes paperwork for and obtains titles for City vehicles; adds City vehicles and equipment to general liability insurance; maintains accurate records of vehicles on the Automaster list; acts as custodian of the petty cash account for the Finance Department, including the monthly reconciliation.
- Pays invoices by filing unpaid invoices; grouping invoices by due date and alphabetically; receiving the checks based on date payment is due; matching the checks to each invoice; pulling out city employee checks, verifying them and notifying departments; maintains files for all paid invoices and check copies; manages the document retention and destruction processes for Accounts Payable records.
- Processes ACH’s and wires by assigning number, scanning them, emailing them to Treasurer’s office, keying, printing and proofing.
When assigned to Parks and Recreation:
- Responsible for all revenue that is received by the Welcome Center, Library, and any event where money is exchanged. Monitors the budget for Special Events, the Welcome Center, and the entire Special Recreation Division. Provides accounting support by maintaining paid invoices on all accounts; checking accuracy of coding; maintaining accuracy of account balances, budget, and expenditures; handling large sums of money; creating daily revenue reports for cash, check and credit card payments received; preparing a variety of accounting, fiscal, statistical, and similar reports; troubleshooting problems associated with accounting errors with registers and balances; providing statistical data for various reports; invoicing various businesses for sponsorship payments; processing various sponsorship payments received; and setting up various office equipment;
- Promotes, and coordinates yearly special events and programs by creating marketing and promotional material; Attends onsite at ticketed events and department special events in which money is exchanged; sells tickets for special events; oversees revenue collection for all ticket sales; troubleshoots problems with ticketing system vendor and customer complaints; assists customers with ticket upgrades, downgrades, or refunds; and attends pre-concert logistics meetings.
- Provides administrative support by copying and faxing; answering and directing phone calls; assisting with weekly payroll; creating cover sheets; and checking employees’ hours; creating informational brochures and flyers for upcoming programs and special events; updating certain sections of the website; creating and registering customer accounts; providing customers with information about department programs; proofreading correspondence or reports; creating mailing lists for correspondence; and inputting programs in the active net system.
- Manages gift shop inventory and sales by maintaining files on gift shop items; assisting customers with purchases; greeting customers and travelers; updating all inventory items; creating price points for inventory items for resale; contacting various vendors for replenishment of resale items; and arranging payments for various vendors for items to resale in gift shop.
- Manages the Welcome Center by hiring, scheduling and training staff; holds staff meetings; coordinates contracted maintenance vendors to include landscaping, alarm, and cleaning.
When assigned to Transportation:
- Provides clerical support by performing data entry; copying and faxing; typing correspondence; communicating with outside agencies; maintaining office files; and communicating and assisting co-workers. Assist with completing daily trip verifications in the RouteMatch system.
- Provides telephone support by receiving and directing calls; answering passenger questions; setting up reservations; arranging for transportation for the clients of various agencies; and assisting agencies with the purchase of tokens.
- Processes cash fares and tokens collected from fixed routes and demand response service by counting and verifying the drivers’ counts; making bank deposits; and recording all tokens and money for each bus run.
- Completes dispatching as necessary regarding transfers, cancellations and will calls.
ADDITIONAL DUTIES
- Attends meetings and training sessions.
- Performs additional duties to support operational requirements as assigned.
Public Works:
- Provides emergency response during severe weather (snow, floods, and storms).
- Dispatches, maintains MSDS books and the radio call list, maintains safety training records, and enters weekly vehicle and equipment hours.
Parks and Recreation:
- Serves as the departmental liaison for IT implementation and troubleshooting.
Transportation:
- Ensures drivers have reported to work in a timely manner and coordinates with other drivers to complete runs as needed; assigns tablets to drivers for data reporting purposes.
- Transport passengers and replace buses as needed.
Associate’s Degree from a college, technical, business or vocational school, and one year of experience. (Public Works - one to two years).
An equivalent combination of education and experience may be considered in lieu of the specific requirements listed above.
Certifications/Licenses
- Valid driver’s license and acceptable driving record according to City criteria
- Transportation CDL – Class C with P Endorsement
- Public Works NIMS Certification
Job Knowledge
Intermediate knowledge to perform most work in normal situations. Comprehension of standard situations and includes knowledge of most of the significant aspects of the subject.
Reading
Intermediate: Ability to read papers, periodicals, journals, manuals, dictionaries, and thesauruses.
Writing
Intermediate: Ability to write reports, prepare business letters, expositions, and summaries with proper format, punctuation, spelling, and grammar, using all parts of speech.
Math
Intermediate: Ability to deal with system of real numbers; practical application of fractions, percentages, ratios/proportions and measurement.
Communication Skills
Decisions regarding interpretation of existing policies may be made. Contacts may involve stressful, negative interactions requiring high levels of tact and the ability to respond to aggressive interpersonal interactions. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.
Independence and Decision-Making
Normally performs the duty assignment after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few, easily identifiable choices. The assignment is usually reviewed frequently.
Technical Skills
Skilled level required. Work requires a comprehensive, practical knowledge of a technical field with use of analytical judgment and decision-making abilities appropriate to the work environment of the organization.
Fiscal Responsibilities
No budgetary/fiscal responsibility. Public Works – Prepares accounting, budget, employment actions, purchasing documents; and does research to justify language used in documents for a unit or division of a department.
Supervisory Responsibilities
Work requires the occasional direction of helpers, assistants, seasonal employees, interns, or temporary employees.PHYSICAL DEMANDS
Work is sedentary in nature, requiring occasional light physical exertion. Requires adequate vision, hearing and talking to use a computer, telephone and communicating effectively with others.
NON-PHYSICAL DEMANDS
- Responsible for appropriate use and maintenance of City equipment, tools and other resources, including work time.
- Regular and predictable attendance is expected.
- May frequently experience frequent change of tasks, performing multiple tasks simultaneously, tedious or exacting work.
- May occasionally experience time pressure, irregular work schedule/overtime, working closely with others as part of a team.
- May rarely experience emergency situations, noisy/distracting environment.
MACHINES, TOOLS, EQUIPMENT, SOFTWARE AND HARDWARE
Typically requires use of standard office equipment and telephone, including computer, Microsoft Office and job specific software and hardware; and any other equipment as appropriate or as assigned.
WORK ENVIRONMENT
This work is performed in an office environment where there may be seasonal noise and vibration.
The employee must wear appropriate protective equipment as apparent or assigned, if any.
Salary : $16
