Listing Summary

JOB SUMMARY

The purpose of this classification is to process financial documentation/information, provide customer service, and maintain financial records relating to an assigned function.

ESSENTIAL JOB FUNCTIONS

• Processes a variety of documentation associated with financial operations of an assigned function, within designated timeframes and per established procedures.
• Performs customer service functions by telephone, by mail, or in person; provides information/assistance regarding City services, procedures, documentation, fees, or other issues; distributes, processes, and/or assists customers with completion of various forms/documentation; responds to routine questions/complaints and initiates problem resolution.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews, or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Receives payments for various City fees/services, such as utility services, ambulance services, business license fees, alcohol license fees, property taxes, citations, false alarm fines, yard sale fees, special charges, or other fees/services; records transactions and issues receipts; posts payments into computer and to appropriate accounts; closes out and balances cash drawers; prepares bank deposits or forwards revenues as appropriate; prepares bank deposits of revenues from all City departments; conducts research associated with payments as needed; prepares various reports/records; makes bank deposit runs.
• Processes documentation pertaining to billing and customer account activities; opens/closes accounts and answers questions regarding customer accounts, charges/payments, due dates, or other information; updates information on accounts as needed; prepares and mails bills and late notices for various fees/services; receives payments on accounts; posts payments and adjustments to customer accounts; reconciles accounts and payments; processes final bills; generates various reports.
• Processes documentation pertaining to business licenses; provides information regarding business licenses, required documentation, and procedures; reviews completed business license applications; forwards routing sheets for approval; types approved business licenses and enters data into computer; balances computer reports to verify accuracy of data entry; notifies applicants of applicable license fees; receives payments from applicants and issues licenses; forwards revenues as appropriate.
• Processes documentation pertaining to property taxes; provides information regarding property taxes, exemptions, or related issues; receives payments; calculates finance charges; delivers fi-fa’s to court; prepares bills for mailing; processes changes in property ownership; processes homestead exemption applications.
• Processes documentation pertaining to citations; receives citations for processing; verifies citation dates and researches citation information in computer as needed; researches potential warrants associated with citations; refers to bond schedule to obtain citation fees; receives contempt letter from records department and attaches to citations; receives and posts payments for citations; mails receipts to customers; checks citations off list.
• Processes documentation pertaining to accounts payable; reviews invoices, court orders, or other payable documents for accuracy, completeness, and proper authorization; matches invoices with receiving tickets, purchase orders, and statements; assigns proper vendor numbers and budgetary codes to each expenditure; enters invoice data into computer to process payment; processes payments to county/state courts according to court orders; generates reports and balances payments; generates checks; researches discrepancies on invoices and works with vendor/department for problem resolution; sets up new vendor numbers as needed.
• Processes incoming/outgoing mail; sorts, opens, and/or distributes incoming mail; processes outgoing mail; transports mail to/from post office as needed.
• Performs a variety of general accounting/bookkeeping functions, such as preparing journal entries, balancing cash, balancing bank accounts, calculating data, entering/posting financial data, balancing/reconciling reports, researching financial discrepancies, correcting data errors, maintaining financial records, generating reports, or submitting mandatory reports.
• Provides documentation, records, or other assistance to internal/external auditors as required.
• Prepares or completes various forms, reports, correspondence, lists, logs, bills, delinquent notices, checks, vendor records, account records, aging reports, balance sheets, budget reports, audit reports, or other documents.
• Receives various forms, reports, correspondence, payments, invoices, court orders, business license applications, citations, adjustment sheets, journal entry sheets, bond schedules, accounting guidelines, codes, ordinances, policies, procedures, manuals, charts, directories, reference materials, or other documentation; reviews, completes, processes, forwards, or retains as appropriate.
• Operates a personal computer, postage machine, cash register, general office equipment, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, email, Internet, or other computer programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner.
• Monitors inventory of department equipment, supplies, forms, or other materials; ensures availability of adequate materials to conduct work activities; initiates requests for new/replacement items.
• Maintains file system of department files/records; prepares and sets up files; reviews, sorts and organizes documents to be filed; files documents in designated order; retrieves/replaces files; boxes/packages obsolete documentation for storage.
• Communicates with supervisor, employees, other departments, court officials, law enforcement personnel, vendors, customers, the public, government agencies, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Maintains confidentiality of departmental issues and documentation.
• Performs notarization of documents as needed.
• Performs general/clerical tasks, which may include answering telephone calls, typing documents, making copies, or sending/receiving faxes.
• Provides assistance to other employees or departments as needed.
• Performs other related duties as required.

MINIMUM QUALIFICATIONS

Education and Experience:

Requires a High School Diploma or equivalent; and two (2) years of related experience in bookkeeping, accounts payable, billing, office administration, customer service, and personal computer operations, or equivalent combination of education and experience.

Special Qualifications:                                                

May require possession and maintenance of valid State of Georgia Notary Public certification.

Knowledge, Skills, and Abilities:

• Ability to determine, calculate, tabulate, and/or summarize data; ability to perform subsequent actions in relation to these computational operations.
• Ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fractions; ability to interpret graphs.
• Ability to apply principles of rational systems; ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form; ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.

PHYSICAL DEMANDS

The work is sedentary which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

 

• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

WORK ENVIRONMENT

Work may be performed with exposure to adverse environmental condition, such as rude/irate customers.