What are the responsibilities and job description for the Business Services Specialist - PT position at City of Sun Prairie, WI?

Salary : $25.07 - $26.19 Hourly

Location : Sun Prairie, WI

Job Type : Part Time

Job Number : 2025-11

Department : Administrative Services

Division : Finance

Opening Date : 02 / 07 / 2025

Closing Date : 3 / 2 / 2025 11 : 59 PM Central

This position is primarily responsible for Accounts Payable through the warrant process and will assist the Finance Department in providing the general public with prompt and accurate information pertaining to City services. An individual in this role may be expected to perform administrative work including compiling, recording, and filing of daily information, data entry, phone calls, answering emails, performing basic accounting skills, and more.

This position is part-time working approximately 25 hours per week.

Essential Job Functions

Receive, organize, enter invoices, and disperse payments by check or credit card (P-Card).
Generate general billing invoices for the city.
Assist with Payroll and complete Committee Payroll reports monthly.
Create and maintain vendors in operating software.
Manage the municipal finance line and finance e-mail inboxes.
Aids all internal departments by answering questions regarding payments and warrants.
Maintain cash receipting and Certificate of Liability papers.
Open and distribute mail, and process all out-going mail.
Provide prompt and accurate information to general public, residents, and contractors pertaining to the Finance Division, the City Assessor's Office, the City Clerk's Office, and the Building Inspection Division.
Maintain cash drawer and process payments from customers for licenses, permits, general billing, taxes, and miscellaneous cash receipts.
Assist the finance department with answering questions related to invoices, billing, payments, and other associated items. Research and resolve payment and cash deposit discrepancies.
Assist with municipal tax collection processes
Generate correspondence and related information for mass mailings. Assemble the proper material and maintain records for follow-up.
Assist with scanning and filing of City documents into the City's records management software.

OTHER JOB FUNCTIONS

Provides coverage for City Hall main counter as needed.

Assist with ordering supplies and business cards for the City.

Performs related duties as assigned.

Requirements of Work

High School Diploma with two years of clerical or customer service experience. Training or coursework in bookkeeping, accounting, or business preferred; or any equivalent combination of training and experience which provides the following knowledge, ability and skills :

Knowledge of

Knowledge of Microsoft Office suite applications and comfort working with various software including financial software, spreadsheets, databases, and word processing.

Ability to

Ability to work autonomously, in team / collaborative environments, and cross-functionally with other departments / divisions.

Strong attention to detail and the ability to manage projects and prioritize tasks.

Ability to establish and maintain relationships with diverse populations at all levels of the organization, outside vendors / client representatives / peers and the public, and ability to relate effectively with people of varied academic, cultural, and socio-economic backgrounds using tact, diplomacy, and courtesy.

Skill in

Requires skill in listening, critical thinking, problem analysis and problem solving; written / verbal communication skills; ability to tailor the message, context, and mode of communication to the audience

Must possess skill in monitoring one's own work to ensure quality, accuracy, and thoroughness; sound judgment in recognizing scope of authority; commit to innovation and continuous process improvement, and work collaboratively within the organization.

NECESSARY SPECIAL REQUIREMENTS

Experience within a Finance Office, Clerk's Office, or Assessor's Office, is preferred

Ability to work extended and flexible hours.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed mostly in an office setting; hand-eye coordination is necessary to operate computers and various pieces of office equipment. Specific vision abilities required by this job include close vision and the ability to adjust focus.

While performing the duties of this job, the employee frequently is required to stand and talk or hear; use hands and fingers to handle, feel, or operate objects, tools, or controls and reach with hands and arms.

The employee is occasionally required to walk; sit; climb or balance; stoop, kneel, crouch, and crawl.

The employee must occasionally lift and / or move up to 25 pounds.

The above is intended to describe the general content of the requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.

The City of Sun Prairie is committed to advancing equity, honoring our diverse identity, and creating an inclusive culture. These serve as our guiding principles every day in all that we do. Keep us accountable to this mission and join us in this commitment to a thriving Sun Prairie, as you live, work, and play. If you need an accommodation during the hiring process, please contact Human Resources at 608-825-1174 or

Learn more about our Benefits by visiting our website : www.cityofsunprairie.com / benefits

HEALTH INSURANCE

The City provides percentage of position for premium payment, employee pays the difference for single or family coverage through Group Health Cooperative Select HMO plan or PPO Plan for those living outside the coverage area. Coverage begins the 1st of the month following date of hire. (i.e., DOH=January 2nd, coverage begins February 1st) Note : Must work at least 1040 hours per year to be eligible.

ACCESS TO OUR EMPLOYEE WELLNESS CLINIC - myspwellnessclinic.org

DENTAL INSURANCE

Delta Dental The City provides percentage for premium payment for single or family coverage. Coverage begins the 1st of the month following date of hire. Must work at least 1040 hours per year to be eligible.

INCOME CONTINUATION INS - State Fund This benefit provides up to 75% of your average earnings if you become disabled. The City provides coverage up to $120,000 at the 180-day elimination period. Employees can buy down to a shorter elimination period at their expense. Eligibility begins the 1st of the following month. Note : Must work at least 1200 hours per year to be eligible.

VISION INSURANCE

Available for the employee to purchase at their own expense.

Note : Must be scheduled to work at least 1040 hours per year to be eligible to enroll.

LIFE INSURANCE - (must be eligible for pension) State Life Fund - Minnesota Mutual

The City provides 100% premium payment for basic coverage (1 times annual salary)

The employee has the ability to purchase at their expense supplemental coverage, additional coverage (up to 3 units),and spouse / dependent coverage. Eligibility begins 1st of month, following 30 days of employment. (ie; DOH Feb 1st, April 1st coverage begins)

PET INSURANCE

Available for the employee to purchase at their own expense.

Boston Mutual Whole Life Insurance - AFLAC Insurance

The employee has the ability to purchase at their expense.

SICK LEAVE - Prorated

Accumulation of one day per month. At retirement ability to convert sick balance up to 120 days into a Health Reimbursement Account (HRA).

PAID PARENTAL AND CAREGIVER LEAVE

City of Sun Prairie employees who meet the eligibility criteria and have a qualifying event, shall receive up to 240 hours (prorated for less than 1.0 FTE) of Paid Parental Leave once per year and up to 80 hours (prorated for less than 1.0 FTE).

RETIREMENT

Wisconsin Retirement System which requires a matching 6.95% employee contribution.

Note : Must be scheduled to work at least 1200 hours per year to be eligible to enroll.

DEFERRED COMPENSATION

The employee can choose to contribute to a 457 Plan if they choose.

VACATION - Prorated

Vacation is earned on your anniversary

Ex : (50% would receive 20 hrs for 1 week vacation)

Upon Start Date - 3 weeks

Completion of 5 years - 4 weeks

Completion of 10 years - 5 weeks

Completion of 15 years - 6 weeks

HOLIDAYS - Prorated

The following Holidays are observed :

Dr. Martin Luther King Jr.'s Birthday

Memorial Day,

Fourth of July Labor Day,

Thanksgiving Day the day after Thanksgiving Day,

Christmas Eve Day Christmas Day,

New Year's Eve Day New Year's Day.

Two Personal Days are given at the beginning of each year (prorated if hired after July 1 and not available if hired after October 1).

Salary : $120,000

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