Description

The position of Department Clerk can be found in any city department.  The roles of the department clerk vary based on the needs of the department with a focus on emphasis on customer service. The city exists for the sole purpose of providing services for its residents and commercial businesses. The city’s treasury/finance office is responsible for both the collection of services and for the payment of goods or services the city receives.

Key Responsibilities – Treasury/Finance
This position may handle all or some of the listed responsibilities. Staff may be trained and cross-trained as determined by management in each area of treasury/financial services. This position reports directly to the Finance Director of the city.
Customer Service
   Provides in person services to assist the city residents and its other internal departments.
   Answers the phone, provides treasury or financial information to residents regarding city services, billing, and payment type inquiries.
   Redirects residents or staff to provide the best and appropriate department or resource available based on the resident/staff’s needs.
   Will collect payments each morning from the city’s internal and external drop box.
   Will open, date stamp, and deposit mail to internal departments as determined based on the correspondence.
   Will post mark all outgoing mail from the city’s mail room and ensure proper mailing based on the correspondents and the internal direction by management.
Cash Handling
   Is responsible for the assembly of the bank deposit and handling of the city’s cash, checks, and credit cards.
   Assembles and records the daily banking deposits each morning and coordinates with the city’s public safety department for timely deposits with the city’s banking institution.
   Ensure that all payments collected for the business day will be recorded and posted with the appropriate payment date, batch, and tender type from the counter, mail, drop box, and merchant services portals.
   Will enter and prepare the internal city department deposits daily and complete the recording of the deposit creation.
   Daily bank reporting
Accounts Receivables
   Responsible for the creation and mailing of all invoices for services utilizing the city’s receivable software system.
   All invoice types will be completed in a timely manner in accordance with the treasury’s billing schedule and mailed to residents to ensure residents are given sufficient time to make payments.
   All invoice journals, adjustments, and postings will be saved on the city’s network.
Accounts Payables
   Manage the city’s approved vendor list.
   Ensure that all vendors have a W-9 on file with a proper mailing address and contact information.
   Download from the A/P email and date-stamps all invoices for payment by the city.
   Bring any credit memos or delinquencies to the attention of management for direction.
   Review invoices to ensure duplicate payments are not made against the city’s department budgets.
   Direct department questions to management for proper recording of payment against expenditure accounts.
   Scan invoices and enter invoice payment information into the city’s A/P system.
   Print the weekly draft check payments, prepare ACH, or credit card payment types.
   Assemble the invoice copy and draft check for mailing to the city’s vendors.
   File original payable voucher and invoice copy in the A/P files.
   P-Card processing
   Uploading BS&A Accounts Payable files to the city’s bank account website
   Making Journal entries to the General Ledger
   Creation and processing of Form 1099
Other
   Duties may include other clerical duties to assist the treasury/finance department as assigned by management.  
   Duties may include but are not limited to filing, scanning, file creation and reorganization.

Requirements

Minimum Qualifications, Knowledge, Skills, and Abilities

        Associate’s degree in finance, Accounting, Public Administration, or related field. 

        Experience with BS&A Software highly desired.

        Minimum of three (3) years of experience in accounting or finance in a municipal setting. 

        Years of experience in municipal finance will be considered in lieu of a formal education.