Finance Assistant IIDESCRIPTION OF WORK
General Statement of Duties: Performs skilled accounting work including accounts payable,
special assessments, development escrows, accounts receivable and reporting; serves as
backup to Utility Cleric and receptionist; performs other finance and administrative duties
as required.
Supervision Received: Works under the direction of the Administrative Services Director.
Supervision Exercised: None.
MAJOR JOB FUNCTIONS
1. Accounts Payable:
a. Receive and distribute invoices to department heads for approval; check
returned invoices against supporting documentation, assign or review
account coding of claims and prepare claims list for City Council approval
b. Enter invoice payment data in software system, verify and process payment
data in software system, verify and process payment patches, print checks,
reconcile to invoices
c. Prepare and issue checks after Council approval and ensure all bills are paid
in a timely manner
d. Assist in assuring compliance with the City's purchasing policy
e. Maintain vendor files, determine W-9 compliance for applicable vendors,
prepare and issue 1099's in compliance with State and Federal requirements
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CITY 0
eF
MINNESOTA
0
Position Description
Position:
Finance Assistant II
Reports to:
Administrative Services Director
Supervises:
N/A
FLSA Status:
Non-exempt
Pay Grade:
8
Date Approved:
September 23, 201; I
DESCRIPTION OF WORK
General Statement of Duties: Performs skilled accounting work including accounts payable,
special assessments, development escrows, accounts receivable and reporting; serves as
backup to Utility Cleric and receptionist; performs other finance and administrative duties
as required.
Supervision Received: Works under the direction of the Administrative Services Director.
Supervision Exercised: None.
MAJOR JOB FUNCTIONS
1. Accounts Payable:
a. Receive and distribute invoices to department heads for approval; check
returned invoices against supporting documentation, assign or review
account coding of claims and prepare claims list for City Council approval
b. Enter invoice payment data in software system, verify and process payment
data in software system, verify and process payment patches, print checks,
reconcile to invoices
c. Prepare and issue checks after Council approval and ensure all bills are paid
in a timely manner
d. Assist in assuring compliance with the City's purchasing policy
e. Maintain vendor files, determine W-9 compliance for applicable vendors,
prepare and issue 1099's in compliance with State and Federal requirements
2. General Accounting:
a. Escrow accounts
i. Maintain escrow accounts, reconcile escrow activity with the general
ledger accounts and prepare journal entries to complete
reconciliation process
ii. Identify the escrow collection status for review by Administration and
City Council; prepare quarterly statements for Council review
iii. Respond to developer inquires on account status and prepare
statements for developers detailing invoices applied to the escrow
b. Special Assessments (excluding Utility Assessments)
i. Complete special assessment searches as requested
ii. Prepare assessment roll for outstanding escrow accounts and past
due invoices
iii. Bill properties not served by City water and sewer for storm water
fee, maintain list of property for billing
iv. Maintain special assessment records for all projects from Council
approval to certification by the county for collection; reconcile the
County's assessment records with those maintained by the City
c. Other
i. Prepare bills for projects and manage collection
ii. Assist with annual audit as requested
iii. Assist with preparation and processing of month-end journal entries
3. Reporting and Special Projects:
a. Prepare memos, correspondence, statements and other information using
word processing and spreadsheet applications
b. Research, analyze and report on special projects and create spreadsheets as
requested
c. Create financial reports as requested
d. Assist other departments in creating project/program spreadsheets and
tracking and reporting project/program costs
4. Staff Backup:
a. Assist in entry and processing of utility billing data as needed
b. Respond to customer inquiries and complaints regarding utility bills as
needed
c. Identify and coordinate meter inspections, repairs, and replacements as
needed
d. Assist with daily deposits and monthly utility billing processes as needed
e. Provide backup for payroll, deposits, and accounts receivable as needed
f. Assist with City Hall receptionist and administrative backup as needed
S. Other:
a. Promote a positive and motivating environment
b. Follow all safety procedures
c. Provide exceptional customer service to residents, developers, elected and
appointed officials
d. Make decisions that are always in the best interest of the City, its residents
and businesses
e. Perform other duties and projects as assigned
f. Confer with supervisor, peers, and employees to discuss issues and resolve
issues
KNOWLEDGE, SKILLS AND ABILITIES
• Knowledge of accounts payable, escrow accounting, and utility billing processes.
• Knowledge of Finance Department policies and procedures, City purchasing
policies and procedures and assessment policies and procedures.
• Working knowledge of accounting and bookkeeping practices, procedures and
financial reporting in municipal government.
• Working knowledge of relevant City operations, ordinances, policies and
procedures.
• Ability to operate office equipment including a personal computer with
specialized and standard office and specialized software, including accounting,
word processing, spreadsheets and utility billing.
• Ability to establish effective working relationships and to communicate
effectively, both orally and in writing, with customers, vendors, City staff,
auditors and the general public.
• Ability to perform mathematical calculations, prepare spreadsheets, analyze
data and identify and resolve discrepancies.
• Ability to organize and prioritize the work and meet deadlines.
• Ability to enter information with speed and accuracy and to maintain accurate
and complete records and documentation.
• Ability to work both independently and as part of a team.
• Ability to handle detail and accurately process transactions and solve problems.
MINIMUM QUALIFICATIONS
1. Associate degree (AA, AS, AAS) in accounting or a related field
2. Two years of experience with accounts payable and general ledger accounting using
specialized accounting software
3. An equivalent combination of education and experience may be substituted for the
educational and experience requirements above
PHYSICAL DEMANDS
Must be able to sit for long periods of time and manipulate objects using fine motor skills
for extended periods. Must have ability to bend, stoop, push, pull, and reach
periodically.
Note: This job description does not constitute a contract or employment agreement.