Accounts Payable Administrative Assistant I/II

The City of Paso Robles is excited to announce the recruitment for an Accounts Payable Administrative Assistant in the Administrative Services Department. The incumbent will perform a variety of accounting functions such as: processing accounts payable transactions, daily bank deposits, monthly bills, and purchase orders. Other duties include preparing invoice data entry batches, payments in compliance with contract stipulations, and monthly and annual reports. There will also be basic cross training to provide coverage of business license and transient occupancy functions. The successful candidate will have a great attention to detail, strong verbal and written communication skills, and a positive, courteous approach to working with others to resolve problems.

This recruitment is open until filled and may close at any time. To be considered with the next pull of applicants, apply today at https://www.governmentjobs.com/careers/prcity 

Wage Ranges:

Accounts Payable Administrative Assistant I: $22.44 - $28.47 per hour | $46,676.24 - $59,227.48 annually

Accounts Payable Administrative Assistant II: $25.27 - $32.07 per hour | $52,569.40 - $66,709.24 annually 

Typical Duties

• Review and audit accounts payable submissions for accuracy and appropriate supporting documentation
• Enter data in the Tyler ERP Financial Software with minimal error to entry ratio
• Ensure that the office administrative functions of the department are effectively carried out
• Provide a high level of customer service to both external and internal customers
• Prepare and reconcile reports
• Collect, analyze, and summarize accounting information
• Manage accounts payable records according to the City's records retention policy
• Receive and screen visitors and phone calls; take messages, direct the caller to the proper office or person and/or provide factual information or problem resolution regarding City and departmental activities and functions that may require the interpretation and explanation of policies, rules, procedures and ordinances
• Assist with the Senate Bill 1383 paper procurement process as it applies to purchase reporting and retention
• Identify exceptions to city policies
• Assist City staff and the public with information requests related to all aspects of the department and the City
• Manage stale dated checks
• Assist with the City's purchase card program
• Review invoices for proper account number and payment authorization
• Perform general office duties such as processing and distributing incoming and outgoing mail
• Perform other duties as assigned

Employment Standards & Special Requirements

Knowledge of:

• Basic principles and practices of financial record keeping and reporting
• General business practices and procedures
• Standard office administrative and clerical practices and procedures
• Business letter writing, techniques for preparing informational materials, and the standard format for reports, correspondence, and other written materials
• Computer applications related to the work, including Microsoft Word, Excel, and Outlook
• Records management principles and practices
• Business arithmetic and basic statistical techniques
• Billing, accounts payable, and budgetary practices
• Proper English usage, grammar, and spelling
• Techniques for providing a high level of customer service to the public and City staff

Ability to: 

• Perform detailed office support work accurately and independently within deadlines
• Accurately analyze records
• Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures
• Assist in policy-related decisions relative to routine and non-routine problems
• Learn to use specialized software as implemented
• Prioritize tasks, multi-task, adjust to changing priorities, meet critical deadlines, and follow up on assignments with minimum direction
• Establish and maintain effective and cooperative working relationships
• Prepare correspondence and proofread materials for accuracy, completeness, compliance with City policies, format and English usage, including grammar, punctuation and spelling
• Use good judgment in dealing with the public and responding to requests for information
• Contribute to a positive work environment by participating in solutions to problems as they occur
• Use initiative while working within established guidelines and procedures

Education and Experience:
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to graduation from high school and:

Accounts Payable Administrative Assistant I: One year of office administrative support or records management experience.

Accounts Payable Administrative Assistant II: Three years of responsible office administrative and/or secretarial experience or two years of experience equivalent to that of the Administrative Assistant I.

Spanish language skills; two years of college, preferably with courses in business practices with an emphasis in accounting, billing, accounts payable, customer service, and/or cashiering; experience dealing with the public; working in a public agency; and strong computer skills are all highly desirable.
 
Licenses and Certifications:
Possession of a valid California Class C driver license and a satisfactory driving record.

Distinguishing Characteristics:
Administrative Assistant I is the entry-level in this class series. Initially under close supervision, incumbents perform routine reception, office, and records management work that does not require previous specialized experience. As experience is gained, assignments become broader in scope, more varied, and are performed with greater independence. Incumbents may advance to the higher level after gaining the knowledge, skills, and experience, and demonstrating the ability to perform the work of the higher-level class.

Administrative Assistant II is the experienced journey-level in this class series capable of performing a wide variety of work that requires the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and City activities. 

Advancement Criteria: 
An Administrative Assistant I who meets the criteria to advance to Administrative Assistant II must have served a minimum of 6 months satisfactory performance at their current wage step prior to reclassification. The effective date of reclassification shall be as of the first day of the pay period following written approval from the department director.

Selection Procedure & Application Process

This recruitment is open until filled and may close at any time. To be considered with the next pull of applicants, apply now!

This is a confidential recruitment and will be handled accordingly throughout the various stages of the process. Candidates should be aware that references will not be contacted until mutual interest has been established.

Applications received by the filing date will be reviewed for accuracy, completeness, and job-related qualifications.  A limited number of persons whose applications clearly demonstrate they most closely meet the requirements may be invited to participate in the selection process, which may be any combination of written, oral, and/or performance exams. All statements made in the application materials are subject to verification. False statements will be cause for disqualification or discharge.

Appointment is subject to successfully passing a background and criminal history check. Before starting work, applicants must present documentation of their identity, authorization to work in the United States, and a DMV driving record. The City of Paso Robles participates in E-Verify (more information can be found at www.PRCity.com/HR). Following appointment, a 12-month probationary period may be required as the final phase of the appointment process.

The email address you provide on the City application will be the primary means of communication the City will use to contact you regarding your application and this recruitment. If you have questions regarding the application process, please contact Human Resources at (805) 237-3962, or by email at Jobs@PRCity.com.
 

All persons employed by the City of Paso Robles are designated as "disaster service workers" as defined in the California Government Code section 3100 and 3101.

The City of Paso Robles provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.  

The provisions of this bulletin do not constitute a contract.