Item 3.11 Approve Job Description for Finance Department
Request for
City Council Action
DEPARTMENT INFORMATION
ORIGINATING DEPARTMENT REQUESTOR: MEETING DATE:
Administration City Administrator/Finance Director Flaherty June 9, 2025
PRESENTER(s) REVIEWED BY: ITEM #:
Consent Assistant City Administrator/Human Resources Hille 3.11 – Job Description
STRATEGIC VISION
MEETS: THE CITY OF OTSEGO:
X Is a strong organization that is committed to leading the community through innovative communication.
Has proactively expanded infrastructure to responsibly provide core services.
Is committed to delivery of quality emergency service responsive to community needs and expectations in a
cost-effective manner.
Is a social community with diverse housing, service options, and employment opportunities.
Is a distinctive, connected community known for its beauty and natural surroundings.
AGENDA ITEM DETAILS
RECOMMENDATION:
City staff recommend the City Council approve a job description.
ARE YOU SEEKING APPROVAL OF A CONTRACT? IS A PUBLIC HEARING REQUIRED?
No No
BACKGROUND/JUSTIFICATION:
The Finance Department throughout 2024 and to date in 2025 has continued to evolve the assignment of
responsibilities to address capacities of work and to best utilize the skills and abilities of existing department staff.
The Accounting Clerk Job Description is an advancement of the current Finance Clerk Job Description. The position will
be responsible for performing skilled accounting functions, including, but not limited to accounts payable, accounts
receivable, development escrow maintenance, cash receipting and additional finance and administrative duties as
assigned by the Finance Director.
The staff proposed to be assigned to this role has already assumed the responsibilities of this job description and has
been doing so for over a year due to unique staffing circumstances that were present during 2024. This provides
necessary crossover for vital operations as the City’s finances continue to become larger and more complex.
The draft job description has been reviewed by the employee and has undergone a position scoring through the City’s
third-party evaluator. The position was scored at Grade 8, with the 2025 budget having included funding for the
advancement opportunity.
The Administrative Subcommittee was presented this information at their May 14, 2025, meeting and provided a
recommendation for consideration of approval by the City Council.
SUPPORTING DOCUMENTS ATTACHED:
• Job Description – Accounting Clerk (DRAFT)
POSSIBLE MOTION
PLEASE WORD MOTION AS YOU WOULD LIKE IT TO APPEAR IN THE MINUTES:
Motion to approve the Accounting Clerk Job Description.
BUDGET INFORMATION
FUNDING: BUDGETED:
General Fund – Finance Department (41600)
Yes
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Position Description
Position: Accounting Clerk
Department: Finance
Position Status: Full-time
FLSA Status: Non-Exempt
Pay Grade: TBD
Approved: Draft
DESCRIPTION OF WORK
General Statement of Duties: Responsible for performing skilled accounting functions, including, but not
limited to: accounts payable, accounts receivable, development escrow maintenance, cash receipting
and additional finance and administrative duties as assigned by the Finance Director.
Immediate Supervisor: Finance Director
Supervises: None
Provides Work Direction to: None
Major Job Functions
1. Accounts Payable
a. Receive incoming vendor invoices and if applicable match them with supporting
documentation such as packing slips, purchase orders, etc.
b. Upload invoices, purchase orders, and supporting documentation into the financial
software and forward to the appropriate staff member to complete the coding and
approval process
c. Prepare a listing of all claims pending payment for inclusion in City Council agenda
packets
d. Upon approval of payment by the City Council, process payments to the respective
vendors
e. Maintains vendor files in the financial software including setup of new vendors and
updates for existing vendors
f. Provide tax-exempt status documentation to vendors upon request
g. Maintains electronic record retention of accounts payable documentation within the
appropriate software in accordance with City policies
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2. Accounts Receivable
a. Maintains customer records in the financial software including setup of new customers
and updates for existing customers
b. Prepare supporting documentation and generate an invoice for distribution to the
respective customer
c. Accepts and receipts customer payments to the appropriate account in the financial
software, provide receipts upon request, and retain supporting documentation
d. Maintains record of invoices sent, payment of invoices, and tracking of unpaid invoices
for possible certification and recording the receivable balance for year-end reporting
3. Escrow Accounts
a. Developments
i. Assists with maintenance of funds held by the City as escrow or security for
development, planning, and engineering related items.
ii. Respond to inquiries on account status and prepare statements of escrow
accounts when requested detailing activity of the account.
iii. Prepare supporting documentation and generate an invoice for distribution to
the respective developer for accounts that are overdrawn
iv. Receipts developer payments to the appropriate account in the financial
software
b. Builders
i. Maintains electronic tracking of builder escrow deposit activity by calendar year
ii. Maintains electronic tracking of reimbursement of builder escrow deposit by
calendar year
4. Cash Receipting
a. Provides backup support to the Accountant in receipting transactions into the financial
software
b. Compiles daily cash receipting transaction reports from the financial software and
compares to supporting documentation
c. Prepares a daily bank deposit and processes the deposit with the remote deposit
scanner, and when cash deposits are applicable brings the deposit to the bank location
5. Other Duties
a. Provides advanced support to the Utility billing functions including training, software
and meter troubleshooting, and customer service inquiries
b. Provides primary backup support to the Utility Billing functions as necessary
c. Provide customer service via phone, email, and at service counters within City Hall
d. Receives property search requests for special assessments and utility billing balances,
secures payment for the service, compiles the necessary supporting documentation, and
fulfills the request
e. Assist with the preparation of the assessment roll for certification of outstanding escrow
accounts, delinquent utilities, storm water charges, unpaid code enforcement citations,
City projects and development fees.
f. Provide assistance to the Finance Director and Accountant as assigned or apparent
g. Assist with election duties as requested by the City Clerk
h. Serve as backup support to the City Hall Administrative Assistant positions as needed
i. Assist with the maintenance, storage and retrieval of City documents
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6. General
a. Treat fellow employees with respect and integrity
b. Promote a positive and motivating environment
c. Provide exceptional customer service
d. Confer with supervisor, peers, and employees to discuss and resolve issues
e. Make decisions that are always in the best interest of the City
f. Perform other duties and projects as assigned
g. Follow all safety policies and procedures
h. Follow all City policies and procedures
KNOWLEDGE, SKILLS AND ABILITIES
• Working knowledge of accounting practices and procedures
• Working knowledge of current suite of Microsoft Office
• Ability to handle detail and accurately process transactions and solve problems
• Ability to research and comprehend City policies, City ordinances, and State Statutes
• Ability to communicate clearly, professionally, effectively, and precisely both verbally and in writing
• Ability to plan, prioritize, and organize your work
• Ability to work both independently and as part of a team
• Strong sense of honesty, integrity, and credibility
MINIMUM QUALIFICATIONS
1. Completion of a two-year degree in accounting or finance.
2. Three years of experience in an accounting or finance related position.
3. An equivalent combination of education and experience may be substituted for the educational
and experience requirements above.
PREFERRED QUALIFICATIONS
1. Completion of a four-year degree in accounting, finance or related field.
2. Previous experience with governmental finance operations, audits or software.
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PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands described are representative of those that must be met by an employee to
perform the essential functions of the job. Reasonable accommodations may be made to enable
individuals with disabilities to perform the essential functions.
Most work is in a normal office environment. Limited lifting of 10 pounds or less is required intermittently.
Activities that occur constantly (5–8 hours/shift): sitting
Activities that occur frequently (2–5 hours/shift): talking, hearing
Activities that occur occasionally (up to 2 hours/shift): standing, walking
Activities that occur rarely (do not exist as regular part of job): lifting, carrying, pushing, pulling,
climbing, balancing, stooping, kneeling, crouching, crawling, reaching, handling, grasping, feeling,
repetitive motions, eye/hand/foot coordination
City of Otsego is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act,
reasonable accommodations are offered to qualified individuals with disabilities. Prospective and current
employees are encouraged to discuss potential accommodations with the employer.
Employee signature below constitutes employee’s understanding of the requirements, essential
functions, and duties of the position.
_______________________________________________
Employee Name
_______________________________________________ ______________________
Employee Signature Date