Senior Accounting Assistant

Salary : $61,018.80 - $74,168.88 Annually

Location : Novato, CA

Job Type : Full-Time

Job Number : 2025-08

Department : Administrative Services

Division : Finance

Opening Date : 03 / 05 / 2025

Closing Date : 3 / 26 / 2025 11 : 59 PM Pacific

Job Description

Come Join Our Team !

THE CITY OF NOVATO IS RECRUITING

SENIOR ACCOUNTING ASSISTANT

Application Deadline : 11 : 59 p.m. on Wednesday, March 26, 2025

The City of Novato is seeking a detail-oriented and highly skilled Senior Accounting Assistant to join our Finance team. This is an exciting opportunity for an experienced accounting professional to play a key role in supporting the City's financial operations, including accounts receivable.

We are looking for a proactive and analytical individual who excels in a fast-paced environment and enjoys problem-solving. The ideal candidate will have a strong background in accounting procedures, financial recordkeeping, and municipal finance operations. They will also be adept at interpreting and applying policies, collaborating with internal departments, and ensuring accuracy in financial transactions.

Novato is a dynamic and forward-thinking organization that values professionalism, efficiency, and teamwork. If you have a passion for accounting and public service and are ready to make a meaningful impact in our community, we encourage you to apply!

Additional Benefits

• Flexible work hours with potential for scheduled telecommute days

9 / 80 work schedule, every other Friday off

Accrue vacation at a rate of 80 hours per year

Provided with 40 hours of sick leave upon hire

14 paid holidays per year

Qualified Public Service Loan Forgiveness (PSLF) Agency

Free parking on site

Office is within walking distance of terrific restaurants, shopping, and the downtown SMART station

THE CITY OF NOVATO

Novato residents enjoy a thriving and family-oriented community with abundant educational, recreational, retail, and business opportunities. Residents are actively involved in important local quality of life decisions and the future direction of their City. The City Council encourages a high level of interaction between its citizenry and city government so that important issues are collaboratively explored and ideas are shared to develop the best possible outcomes. With a population of nearly 56,000, the community continues to foster a small-town atmosphere due to its low population density, large open space areas and parks, vibrant downtown, and inclusive community. With an abundance of natural beauty, a rich history, comfortable neighborhoods, a diversified economy, a promising life sciences industry, and passage of Measure M, the City is well-positioned to continue to thrive into the 21st century!

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

DEFINITION

To perform the most difficult and complex clerical accounting support duties involving the maintenance of financial and statistical records, processing of accounts receivable, and accounts payable; to function as liaison between the department, citizens, and other departments in the City by researching and responding to questions and solving complicated and sensitive problems; and to provide administrative support to assigned supervisor.

DISTINGUISHING CHARACTERISTICS

This is the advanced journey level class in the Account Assistant series. Positions at this level are distinguished from other classes within this series by the level of responsibility assumed, complexity of duties assigned, independence of action taken, by the amount of time spent performing the duties, and by the nature of the public contact made. Employees perform the most difficult and responsible types of duties assigned to classes within this series including performing complex accounting duties and maintaining accounting ledgers and may provide technical and functional supervision over assigned personnel. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility.

Employees within this class are distinguished from the journey level by the performance of the full range of duties as assigned including technical work involving the general ledger and / or interpreting and analyzing payroll, business licenses, accounts payable and receivable, procedures, results of studies and related information. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Employees within this classification will be cross-trained and may rotate functional assignments as determined by the Finance Director or Deputy Finance Director.

SUPERVISION RECEIVED AND EXERCISED

May exercise technical and functional supervision over assigned clerical accounting staff.

Example of Duties

ESSENTIAL AND MARGINAL FUNCTION STATEMENTS - Essential and other important responsibilities and duties may include, but are not limited to, the following :

Essential Functions :

Maintain the cost recovery subsidiary ledger; generate penalty list and compile and process billings; reconcile statements and input and verify data; post charges to appropriate cost recovery accounts; balance ledger; run and process invoices; provide information to Community Development and Public Works staff.

Perform and coordinate the accounts payable functions; open, sort, review, process and reconcile vendor invoices; ensure appropriate coding for invoices; post charges, run reports and verify postings for accuracy; audit, review and process accounts payable; audit and balance invoices; ensure accuracy of accounts; review, verify, receive and record all credit card statements; post and balance statements; research and resolve discrepancies.

Perform and coordinate the general accounts receivable functions; receive payments and reconcile with statements or invoices for accuracy and additional charges relating to amounts due; process related paperwork; and post and update account information.

Process weekly, monthly, quarterly and annual reports, bank reconciliations, expenditures and miscellaneous budget and financial reports; adjust reports manually if needed.

Open and close accounts; post data to various ledgers; maintain registers and journals; audit invoices against purchase orders and verify encumbrance; research discrepancies; perform data entry of purchase orders; post to proper accounts.

Assist departments and employees by explaining procedures and answering questions regarding difficult and complex accounting process; and research and resolve the more difficult clerical accounting problems.

Prepare, compile, tabulate and maintain data, complex documents and assist with highly technical financial, statistical and operational reports, statements and records; enter data calculate, reconcile; create or update records.

Prepare monthly task reconciliations and associated journal entries; initiate accounting transfers; reconcile general ledger accounts with various registers.

Process monthly reports, bank reconciliations, expenditures and miscellaneous budget reports; process and prepare statistical reports.

Provide technical information and instruction regarding applicable procedures and methods; interpret and explain rules and regulations; answer questions and resolve problems or complaints; maintain knowledge of applicable laws, procedures and new developments.

Prepare summary sheets for use of supervisor or auditors in preparing financial statements; assist with preparation of trial balances and budget documents; perform research.

Recommend and assist in the implementation of goals and objectives; establish schedules and methods for accounting related functions; implement policies and procedures.

Plan, prioritize, train, and review the work of assigned staff; participate in evaluating the activities of staff, recommending improvements and modifications.

Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities.

Provide and coordinate staff training; work with employees to correct deficiencies.

Provide information in person or by telephone on complex or sensitive issues which require interpretation of Department and city policies and regulations; provide customer and public assistance.

Compose correspondence regarding complex and sensitive inquiries.

Prepare and maintain procedure manuals for the functional area of assignment.

Ensure that work is handled on a priority basis, organized, and completed in a timely manner; check documents and records for accuracy, completeness and conformance to applicable policies, rules and regulations.

Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.

Marginal Functions :

Typical Qualifications

QUALIFICATIONS

Knowledge of :

Federal, State, and local rules pertaining to payroll and governmental accounting.

Principles and procedures used in financial and statistical recordkeeping.

General mathematic principles.

Modern office equipment and procedures including use of word processing and spreadsheet applications.

English usage, spelling, grammar and punctuation.

Principles and practices of work safety.

Principles and practices of customer service.

Principles and practices of technical and functional supervision and training.

Ability to :

On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures.

Understand, interpret and apply principles, laws and procedures related to accounting and payroll.

Maintain accurate records and confidential files.

Interpret, input, retrieve and transmit statistics and other complex communications to and from the public or computer; analyze data and draw sound conclusions.

Perform job tasks with minimal supervision; work independently in the absence of supervision.

Interpret and apply City municipal codes, policies and procedures.

Respond to the more difficult and complex inquiries related to financial accounting records, business licensing, payroll and processes.

Prepare form letters and correspondence.

Prepare financial and statistical reports.

Prepare and use computerized spreadsheets for analytical purposes.

Make arithmetical calculations, postings and comparisons rapidly and accurately; accurately count, record and balance assigned transactions.

Interpret and apply administrative and departmental policies, law and rules; analyze situations carefully and adopt an appropriate, effective course of action; understand and communicate to ensure adherence to the administrative and departmental principles, rules, regulations and procedures involved in the area of assignment.

Maintain composure and exercise good judgment when answering demanding questions.

Preserve confidentiality of sensitive material routinely encountered as part of work assignments; maintain a high level of confidentiality of a wide range of sensitive information especially when assigned to human resource or payroll related functions.

Identify and troubleshoot problems with minimum supervision.

Operate a computer using word processing and business software and other office equipment, including spreadsheet and special accounting software.

Provide technical and functional supervision over assigned staff; effectively train staff.

Communicate clearly and concisely, both orally and in writing.

Establish and maintain effective, tactful and positive relationships with those contacted in the course of work including various cultural and ethnic groups.

Foster and contribute to a work environment that supports and exhibits honesty, diversity, integrity, trust and respect.

Demonstrate teamwork by contributing to the overall success of the organization with flexibility, cooperation, and communication.

Provide high quality and fiscally responsible services to the Novato community, while delivering responsive customer service.

Demonstrate an entrepreneurial spirit by generating new, innovative ideas and development of better methods to accomplish tasks and complete projects.

Use principles of effective office safety including use of equipment in a proper and safe manner, use of preventative personal ergonomic techniques, and maintaining safe personal and common workspaces.

Experience and Training Guidelines

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be :

Experience :

Two years of increasingly responsible clerical accounting work similar to an Accounting Assistant II with the City of Novato.

Training :

Equivalent to the completion of the twelfth grade. Successful completion of some college level accounting classes is desirable.

Additional Information

Working Conditions and Environmental Conditions :

Work in a typical office environment utilizing computers. Duties require positions to, on a continuous basis, sit at a desk for long periods of time; intermittently twist to reach equipment surrounding desk; perform simple grasping and fine manipulation; use telephone, write or use a keyboard to communicate through written means; and lift or carry weight of 10 pounds or less.

SELECTION PROCESS

It is important to complete all required application materials, including the supplemental questionnaire and any required additional documents. All applications will be screened for completeness and possession of minimum qualifications. Qualified applications will be reviewed in detail to identify the most qualified candidates to continue in the selection process which may consist solely of an application screening, or may include a written examination, skills assessment, oral appraisal interview, assessment center, or other activity selected by the Human Resources Department and the hiring department. As a result of the selection process an eligibility list of qualified candidates will be established to fill current and future vacancies as long as the eligibility list remains active. Candidates who score the highest in the selection process will be required to pass a reference and background exam prior to receiving a conditional job offer. Candidates receiving a conditional offer of employment will be required to pass a pre-employment medical and drug screen examination prior to receiving a final job offer.

APPLICATION PROCEDURE

Only Online Applications will be accepted. To be considered for this exciting opportunity, candidates must complete an online application and the required supplemental questionnaire. The supplemental questionnaire is part of the application; please provide sufficient detail to enable your answers to be rated.

APPLICATION DEADLINE : 11 : 59PM on Wednesday, March 26, 2025

Accommodation : Applicants who may require special assistance in any step of the selection process should advise Human Resources by emailing hr@novato.org upon submittal of application.

The City of Novato is an Equal Opportunity Employer

Salary :

Starting salary is generally the first step of the range listed; however, advanced step appointments may be approved based upon qualifications when warranted. Subsequent salary increases within the range are scheduled yearly and may be granted based upon satisfactory service.

9 / 80 work schedule with closures on alternate Fridays. Employees work nine hours per day and eight hours per day on the working Friday.

Benefits : 1021 MOU

The City participates in the California Public Employees' Retirement System (CalPERS). In compliance with AB 340, CalPERS retirement formula is either 2% at 55; employee contributes 9.5% of salary, or 2% at 62; employee contributes 7.25% of salary, depending on eligibility.

The City provides a specific dollar amount to each employee based on the employee's benefit enrollment level to apply to medical, dental, life and disability insurance. The dental program and life insurance policy are mandatory. Health, vision and disability options are available. Employees who do NOT enroll in a healthcare plan through the City will receive up to $250 per month as an addition to their gross earnings.

Other Benefits Information :

Leaves :

Can you describe your experience with managing accounts receivable processes and systems? If you do not have accounts receivable experience, please describe another area such as accounts payable.

I understand that this position requires that I successfully complete and pass a pre-employment physical, fingerprinting (LiveScan), and drug screen.

I certify that all information provided on my application and supplemental questionnaire is true and accurate to the best of my knowledge; and I understand that all information is subject to verification; and that false or incomplete information will result in disqualification from the selection process or dismissal, if hired.

Required Question

Salary : $61,019 - $74,169