City of Takoma Park, MD Class Specification
CLASS TITLE: Senior Account Clerk
REPORTS TO: Finance Director
FLSA STATUS: N
SALARY GRADE: 29
EEO CODE: 5
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JOB SUMMARY AND DISTINGUISHING FEATURES OF THE WORK
Supervises Account Clerk position, processes payroll or delegates to subordinate, reviews billing of all receivables; bills, posts, updates, edits, deposits as required; responds to customer inquiries and serves as backup for the accounts payable process; maintains all computerized payroll records; prepares/reviews monthly bank reconciliations; pays all associated fringe benefits.
Handles customer questions and complaints, communicates with customers, handles service problems politely and efficiently, always available for customers, follows procedure to solve customer problems, understands all City services, maintains pleasant and professional image. Anticipates, monitors and meets the needs of internal and external customers and responds to them in an appropriate manner. Continually seeks to provide the highest quality service to all customers. Listens carefully when dealing with the public and communicates concern through tone of voice and by taking action to solve their problems in a timely manner. Complies with the City’s Customer Service Policy, including 24-hour response time for telephone calls and e-mails. Explains departmental and City issues to the public in a manner that demonstrates interest and concern for their problems. Listens well, diffuses conflict before it starts, finds causes of and solutions to problems, handles difficult people.
Communicates well both verbally and in writing when required, creates accurate and punctual reports, delivers presentations, shares information and ideas with others, has good listening skills. Effectively conveys information and expresses thoughts and facts. Demonstrates effective use of listening skills and displays openness to other people’s ideas and thoughts. Keeps key employees informed regarding relevant information. Shares information with other members of the team to foster teamwork and to further attainment of the City’s goals. Written and oral information is presented in a manner that projects a positive and professional image of the City.
Reports problems, concerns, issues that should be corrected. Readily shares information and ensures that team members are kept informed and up-to-date. Establishes team and individual accountability for goals, objectives and outcomes. Intervenes as necessary to identify and resolve conflict among team members. Makes conscious and deliberate efforts to build team spirit and identity.
Understands duties and responsibilities, has necessary technical skills, understands the City’s mission/values, keeps job knowledge current. Demonstrates the appropriate level of proficiency in the principles and practices of one’s field or profession. Demonstrates a commitment to continuous improvement, including the understanding and application of technology where appropriate. Operates within the organization's formal and informal structures, builds allies and relationships across departments, uses allies to build consensus and create results, is appropriately diplomatic, understands others' roles and perspectives, can sell projects and ideas across the organization. Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs. Prioritizes well and reacts to opportunities. Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.
Adapts to change, is open to new ideas, takes on new responsibilities, handles pressure, adjusts plans to meet changing needs.
Skilled in the use of computers, adapts to new technology, keeps abreast of changes, learns new programs quickly, uses computers to improve productivity. Makes good use of web tools and on-line resources, can implement and manage web projects.
Recognizes problems and responds, systematically gathers information, sorts through complex issues, seeks input from others, addresses root cause of issues, makes timely decisions, can make difficult decisions, uses consensus when possible, communicates decisions to others. Knows when to notify and/or involve the department head or the City Manager prior to making a decision.
Keeps information organized and accessible, maintains clean/functional work space, works systematically/efficiently, manages time well.
Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere.
ESSENTIAL JOB FUNCTIONS
Maintains and processes or delegates payroll information, including: recording employee attendance; verifying information; entering payroll data into the financial information system; maintaining leave information; preparing and tracking personnel actions; distributing checks; and maintaining related records.
Carries out supervisory responsibility in accordance with policies, procedures and applicable laws, including: training staff; planning, assigning and directing work; establishing deadlines; appraising performance; rewarding and disciplining employees; coordinating, developing and approving staff training; approving leave requests; and addressing complaints and resolving problems.
Prepares and/or reviews bank reconciliations; posts loan payments to general ledger and files.
Files monthly, quarterly, semi-annual and annual payroll forms and returns; completes year end processes for human resources and payroll information.
Reviews adjustments to accounts receivable provided by Account Clerk, makes appropriate adjustments to receivables and updates accounts by interfacing adjustments to the General Ledger.
Reviews invoices and checks for accounts payable prior to mailing and distribution.
Monitors the billing process of Accounts Receivable; reviews customer reports prior to billings and verifies correct information has posted to accounts; monthly reconciles outstanding customer accounts to receivable balances in accounting records.
Provides training to Finance staff supplemented with written manuals and guidelines.
Maintains financial records for City Grants, coordinates and monitors billings and reimbursements, obtains copies of grant reports, billings and contracts.
IMPORTANT JOB FUNCTIONS
Assists customers at the Finance window including processing of bill payments, and recreation program sign up, sale of ride-on tickets, rental space in Community Center and payment of passport fees.
Answers telephone inquires and provided information.
Responds to verification of employment and Notice of Levy requests, and provides reports of wage information for worker’s compensation cases.
Performs other related duties as assigned.
MATERIAL AND EQUIPMENT USED
- General Office Equipment
MINIMUM QUALIFICATIONS REQUIRED
Education and Experience
Associate’s degree from an accredited college or university in Accounting; and,
Five to seven years of progressively responsible related experience; or,
Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.
Licenses and Certifications
KNOWLEDGE, SKILLS, AND ABILITIES
Principles and practices of governmental accounting and payroll processing and reporting.
Recordkeeping, report preparation, filing methods and records management techniques.
Standard business arithmetic, including percentages and decimals.
General office procedures, policies and practices, as well as basic knowledge of computer/VDT and other general office equipment.
Requirements of union contracts as they apply to compensation and benefits.
All computer applications and hardware related to performance of the essential functions of the job.
Using tact, discretion, initiative and independent judgment within established guidelines.
Organizing work, setting priorities, meeting critical deadlines, and following up on assignments with a minimum of direction.
Typing at a rate sufficient to use automated systems and software.
Using knowledge of recordkeeping and accounting practices, bank reconciliations and journal entries.
Communicating orally and in writing with internal staff, citizens, and other departmental staff in order to give and receive information in a courteous manner.
Mental and Physical Abilities
Ability to read and interpret documents such as safety rules, operation and maintenance instructions, procedure manuals, and so forth.
Ability to add, subtract, multiply and divide whole numbers, common fractions and decimals.
Ability to write reports and correspondence.
Ability to deal with problems involving several concrete variables in standardized situations.
While performing the essential functions of this job the employee is regularly required to sit, use hands to finger, handle, or feel, reach with hands and arms, and speak and hear.
While performing the essential functions of this job the employee is occasionally required to lift and/or move up to 25 pounds.
Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.
The incumbent's working conditions are typically moderately quiet.
file: Account Clerk, Senior