Accounting Assistant - Finance

City of La Crosse; La Crosse (WI); On-site; Full time

Job summary

An established industry player is seeking a detail-oriented Accounting Assistant to join their Finance team. This full-time position involves supporting various departments by performing essential accounting and clerical tasks, including processing transactions, preparing reports, and maintaining budgets. The ideal candidate will have a strong background in bookkeeping and proficiency in Microsoft Office. With a comprehensive benefits package and a collaborative work environment, this opportunity is perfect for those looking to make a meaningful impact in local government finance. If you're ready to contribute to the community and thrive in a supportive setting, we encourage you to apply!

Benefits

Medical benefit plan

Wisconsin Retirement Plan

Deferred compensation

Life insurance

Income continuation insurance

Voluntary dental and vision plans

Paid holidays

Vacation time

Sick leave

Wellness initiatives

Qualifications

• High school diploma and 2-3 years of bookkeeping/accounting experience required.
• Proficiency in Microsoft Office is essential for this role.

Responsibilities

• Process and record transactions while maintaining confidentiality.
• Assist payroll and prepare reports for various departments.

Skills

Microsoft Office proficiency

Bookkeeping

Accounting knowledge

Data entry

Education

High school diploma or equivalent

Vocational/technical training in bookkeeping/accounting

Associate degree in accounting

Tools

MUNIS

Highline

TCM

Excel

Job description

The City of La Crosse is seeking to hire a full-time Accounting Assistant to become an essential member of the Finance team. The purpose of this position is to support the finance department, payroll, other city departments, council members, auditors, and the public by performing various accounting and clerical tasks, including processing and recording transactions, preparing reports and various research projects while maintaining confidentiality. Incumbents in this classification analyze, compile, maintain and balance budgets to cash, accounts, and general ledger information, often on automated systems. Starting wage for this non-exempt position ranges between $22.14 - $25.36 per hour (75hrs bi-weekly), depending on qualifications.

Requirements: High school diploma or equivalent, vocational/technical training in bookkeeping/accounting and two to three years of bookkeeping/accounting experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Must demonstrate proficiency in Microsoft Office. Associate degree in accounting is preferred.

Benefits: The City of La Crosse offers a comprehensive benefit package including medical benefit plan, Wisconsin Retirement Plan, deferred compensation, Roth IRA, life insurance, income continuation insurance, voluntary dental and vision plans, paid holidays, vacations and sick leave, and a variety of wellness initiatives. Benefit perks: low medical plan premium costs having a $400 deductible, participation in the Wisconsin Retirement System with a 6.8% employer contribution, 10 paid holidays, ability to earn up to 12 sick days per year and vacation time available as of date of hire.

Selected candidate is subject to a background check and post-offer/pre-employment drug screen. Applications must be received by July 9, 2023. To be considered, submit an employment application by visiting the City of La Crosse website and clicking on City Services, then clicking Career Opportunities or by visiting this link.

Purpose of Position

The purpose of positions in this classification is to support the finance department, payroll, other city departments, council members, auditors, and the public by performing various accounting and clerical tasks, including processing and recording transactions, preparing reports and various research projects while maintaining confidentiality. The work is performed under the direction of the Director of Finance.

Distinguishing Characteristics

Incumbents in this classification analyze, compile, maintain and balance budgets to cash, accounts, and general ledger information, often on automated systems, and work under limited supervision of the Director of Finance.

Duties and Responsibilities

The following duties are normal for this classification. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

1. Audits and reconciles information such as time sheets for payroll distribution, expense reports for reimbursements, requisitions, and other information for accuracy and corrects for data entry. May enter data and prepare routine and assigned reports from computer records. Assist in preparing a variety of department reports such as annual reports and budgets.
2. Assists payroll with verification of confidential information such as pay rates, employee personal information, tax information, and direct deposit information, audit timesheets and other tasks as necessary (special projects).
3. Researches accounts receivable and accounts payable inquiries from the general public, vendors, customers, auditors, and internal contacts.
4. Converts and uploads data files into accounting and banking software. Creates and maintains spreadsheets and simple databases, and performs routine computer software maintenance and updating.
5. Maintains working knowledge of specialized computer software such as MUNIS, Highline, TCM, Excel, and other Microsoft Office products.
6. Records daily income, including income from Treasurer’s office, into computerized accounting software system.
7. Requisitions and processes Finance department and Treasurer’s office invoices for payment and supplies as required.
8. Processes the Treasurer’s office billing payments as necessary.
9. Assists with processing, confirming general ledger accounts allocating bills charged to multiple departments.
10. Reviews and processes accounts payable and receivables for all departments.
11. Administers Purchasing Cards by setting up new cards and authorization amounts. Maintains card profiles. Researches and handles fraudulent charges. Deactivates lost or stolen cards or upon employee termination.
12. Reviews and processes department purchase card statements. Tracks and reviews inconsistency in purchases and violations of the travel policy.
13. Reconciles purchase card statement on a bi-weekly basis.
14. Compiles and maintains monthly and yearly pet license reports and spreadsheet. Provides reports to the humane society and State of Wisconsin along with proper payment amounts. Reconciles annual pet licenses issued and provides final report and payment to the humane society, La Crosse County, and State of Wisconsin.
15. Calculates, issues payments, and maintains the City’s Room Tax and Sales Tax programs.
16. Corresponds with Wisconsin Department of Revenue and Internal Revenue Service regarding discrepancies in reports or payments. Files monthly sales tax and annual TID report and processes payments.
17. Responds to vendor inquiries. Maintains accounts payable filing system.
18. Responds to department inquiries. Provides assistance regarding financial and payroll software “how to” information.
19. Verifies and handles bank transactions, inquiries, and discrepancies as necessary. Verifies and initiates ACH and wire payments and creates and uploads positive pay files for the finance department and payroll in online banking software.
20. Prepare reports and spreadsheets such as travel, arbitrage, annual State report schedules, interdepartmental reports, Official Statement, and public works contracts directory.
21. Assists with creating and entering journal entries. Assists with year-end process and yearly audit by creating spreadsheets, journal entries, and research.
22. Researches and provides information to City, auditors, and public records requests.
23. Assists with special projects and implements new ways to streamline workflow and processes.
24. Records and deposits accounts receivable checks and provides related information as requested.
25. Must maintain confidentiality of information.
26. May assist in the Treasurer’s Office and the Machine room.
27. Maintains regular and predictable on-site attendance.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent, vocational/technical training in bookkeeping/accounting and two to three years of bookkeeping/accounting experience, or any combination of education and experience that provides equivalent knowledge, skills, and abilities. Must demonstrate proficiency in Microsoft Office. Associate degree in Accounting is preferred.

Physical and Mental Abilities Required to Perform Essential Job Functions

Language Ability and Interpersonal Communication

Ability to classify, compute, and tabulate data and information, following a prescribed plan requiring the exercise of some judgment. Ability to compare, count, differentiate, measure, and sort information. Ability to assemble, copy, record, and transcribe data and information.

Ability to explain, demonstrate, and clarify to others within well-established policies, procedures, and standards. Ability to follow specific instructions and respond to simple requests from others.

Ability to summarize technical requests and gather necessary information from a variety of sources. Ability to utilize a wide variety of descriptive data and information such as vouchers, invoices, billing statements, work orders, purchase orders, requisitions, correspondence, chart of accounts, schedules, directories, computer software operating manuals, spreadsheets, work orders, materials use reports, inventories, time sheets, regulations, and general operating manuals.

Ability to communicate orally and in writing with department personnel, customers, other city Departments, contractors, insurance company representatives, vendor representatives, and customers.

Mathematical Ability

Ability to calculate percentages, fractions, decimals, and ratios. Ability to interpret basic descriptive statistical reports.

Judgment and Situational Reasoning Ability

Ability to use functional reasoning in performing semi-routine functions involving standardized work with some choice of action. Ability to exercise judgment, decisiveness, and creativity in situations involving a variety of generally pre-defined duties which may be subject to frequent change.

Physical Requirements

Ability to operate a variety of office equipment including computer terminal, typewriter, computer printer, telephone, calculator/adding machine, and photocopier. Ability to coordinate eyes, hands, feet, and limbs in performing movements requiring skill and training, such as data entry.

Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing, and pulling.

Ability to recognize and identify individual characteristics of colors, shapes, and sounds associated with job-related objects, materials, and tasks.

Environmental Adaptability

Ability to work under safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use, and some positions are exposed to offensive odors, fumes, toxic materials, and temperature extremes poses a limited risk of injury.

The City of La Crosse is an Equal 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.

About the company

Welcome to the City of La Crosse! We are a city of over 50,000 situated alongside the great Mississippi River.