Accounting Clerk

CITY OF JANESVILLE DIVERSITY STATEMENT:

The residents of Janesville choose this community, not just as a place to live, but as a place to realize life’s opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one’s potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of “Wisconsin’s Park Place”.

OBJECTIVE:

Under general direction of the Accounting Manager, the Accounting Clerk is responsible for providing administrative and staff support for budget analysis, financial reporting, accounts payable, payroll, and insurance management.

RELATIONSHIPS:

Reports to: [Direct Supervisor]

Has regular work contact with Department, Division, and Office Heads, City employees, vendors, suppliers, third-party administrators, other governmental agencies, etc. and the general public. 

Supervises: None 

ESSENTIAL DUTIES:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by the incumbent. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

1. Assists in the development of the annual City Budget, Official Statement, and Annual Comprehensive Financial Report. Prepare draft statistical section of the ACFR. Assist with preparation of audit support materials.

1. Prepares the annual TIF report to overlying taxing jurisdiction for Accounting Manager review. Update the TIF masterfiles for annual transactions, debt service changes, and changes in increment value.

1. Provides basic department financial information to requesting departments, answers basic questions, e.g., answers department transaction questions after analyzing financial data.

1. Research and prepare expenditure and revenue reports and project cost analyses. Update spreadsheets used in the distribution of certain costs such as TIF administration charges and Room Tax.

1. Prepares insurance renewals for property insurance, liability, auto physical damage, boiler, employee honesty, and workers compensation policies. Update and process amendments to the auto physical damage and property insurance policies. Prepare auto and property claims for damages. Assist staff with insurance needs such as certificates of insurance and third party billings. Prepare the budget allocation for property, liability, workers compensation and other insurance costs.

1. Prepares adjusting journal entries, journal imports into the accounting system, and billings to outside agencies for City services.   

1. Administers purchasing card disbursement, review supporting invoices and supervisor approvals, and prepare file for batch upload into the accounting system. Maintain the purchase card holders and link for vendor information within the accounting system. Scans purchase card invoices into Laserfiche and links them to the transactions in the accounting system.

1. Organizes the centralized receipt of invoices in the accounting division for scanning into Laserfiche. Assist the Accounts Payable Clerk in the review batches of invoices for payment, update of vendor records, and scanning of invoices. Process Alliant and Rock County Electric invoices for approval and payment.  Periodically acts as the backup in the processing of accounts payable. 

1. Assists the Payroll Administrative Assistant in the review of biweekly payroll, data entry, and update of payroll records. Periodically acts as backup in the processing of payroll. 

1. Follows all safety regulations, policies, and procedures; reports all unsafe conditions and acts to supervisor; reports all accidents to the supervisor immediately whenever possible; follows recognized safe work practices.

1. Performs other special projects and other job duties as assigned or required during regular and non-business hours.

1. All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated. 

MINIMUM EDUCATION AND PRIOR EXPERIENCE

The requirements listed below are necessary to perform the essential duties of the position.

1. Graduation from an accredited college or university with a associate degree in Accounting or related field is required.

1. A minimum of two (2) years of experience in accounting is required.

1. Access to personal or public transportation for job-related duties.

OTHER QUALIFICATIONS

The qualifications listed below are preferred, but not required to perform the essential duties of the position. The absence of these qualifications on a candidate’s application does not preclude them from consideration.

1. Accounting experience in public sector preferred. 

A combination of equivalent experience and/or education as determined by the Human Resources Office may be considered in lieu of minimum requirements.  

COMPETENCIES

For successful performance in this position, the incumbent must demonstrate the following knowledge, skills, abilities, and behaviors.

Knowledge:

1. General knowledge of generally accepted accounting principles and financial analysis relating to public sector accounting and financial reporting.

1. General knowledge and related experience in using computers utilizing MS Office Suite and development of spreadsheets using excel as well as the ability to apply this knowledge to position and department needs.

Skills:

1. Organizational and time management skills to prioritize duties and accomplish a high volume of work product while adapting to constant changes in priority.

1. Exceptional communication skills, both verbally and in writing, paired with a strong customer service background, and effective interpersonal skills.

1. Collaboration skills to effectively work with others to achieve common goals through communication, teamwork, and problem-solving.

1. Critical thinking skills to effectively analyze situations and solve complex or technical problems in a timely manner.

1. Intermediate level of technical proficiency skills, including computer applications and software such as Microsoft Office and Adobe Acrobat.

Abilities: 

1. Ability to compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone.

1. Ability to perform basic mathematical calculations, including the ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, and to compute percentages. 

1. Must possess financial judgment and the ability to work with financial data accurately and efficiently. 

1. Ability to organize work, set priorities, meet critical deadlines, and follow up on assignments with minimum direction.

1. Ability to work under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometimes competing, work assignments with accuracy and attention to detail.

1. Ability to perform audit functions. 

1. Ability to make decisions according to applicable laws, regulations, established procedures, and the directives of the City Manager and City Council.

1. Ability to comply with all safety policies, practices, and procedures, and report all unsafe activities or conditions to supervisor.

Behaviors: 

1. Establish and maintain effective working relationships with Department, Division, and Office Heads, City employees, vendors, suppliers, third-party administrators, other governmental agencies, etc. and the general public. 

1. Exhibit exceptional professionalism, tact, and decorum in all areas of work duties.

1. Strong ethics base built upon integrity, honesty, initiative, and respect; maintain strict confidentiality. 

1. Interact positively with a diverse group of individuals, and work effectively both as part of a team and independently.

1. Embrace and actively promote an inclusive and equitable work environment. 

1. Conduct all business and working relationships in an accurate, fair, equitable and highly ethical manner. 

1. Work with the public in a fair and consistent manner, maintaining objectivity and excluding personal bias while performing job duties

1. Reliable, timely, and proactive in the completion of duties, meeting deadlines and responding to inquiries.

1. Work with others in a positive and supportive manner to solve problems, generate ideas, and accomplish division and City goals.

EQUIPMENT, INSTRUMENTS, AND MACHINES:

Machinery and equipment, including personal computer, printer, telephones, copier, scanner, 10-key calculator, New World software, and other standardized or specialized office equipment.

WORKING CONDITIONS AND PHYSICAL FACTORS:

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.

While performing the duties of this job, the employee regularly works in an office environment.   An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls, and exerts up to 25 pounds of force by lifting, carrying, pushing or pulling objects. The employee is frequently required to see/observe, talk/speak, and listen/hear; use their hands to finger, handle, feel, or operate objects and equipment; repetitive arm, wrist, hand, and eye movements are included.  There is frequent twisting, reaching, wrist turning, and grasping.  The employee may be required to climb or balance. 

Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.  Hand-eye coordination is necessary to operate computers and various pieces of equipment.  Employee is required to use cognitive ability to reason, analyze, and verbalize thoughts and ideas.  Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes, and sounds associated with job-related objects, materials or tasks.

The employee may, on occasion, be exposed to outside weather conditions, including extreme heat and extreme cold.  The employee may work near moving mechanical parts in precarious places; and is occasionally exposed to wet and/or humid conditions, fumes, or airborne particles, toxic, or caustic chemicals, and vibration.  The working conditions in the office environment are comfortable.  The noise level in the office environment is generally quiet to moderately noisy. 

A regular, Monday – Friday, 40-hour work schedule is required for this position. Remote work opportunities may be considered for this position

For purposes of drug and alcohol testing, this position is not classified as safety sensitive.

DISCLAIMER

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position, or is responsive to the needs of the City of Janesville. 

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

The City of Janesville, Wisconsin, is an Equal Employment Opportunity Employer.  In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.