Finance Clerk

City-of-Menasha; Menasha (WI); On-site; USD 48,000 - 60,000; Full time

Job summary

City of Menasha seeks a Finance Clerk to manage accounts receivable/payable, cash receipting, and related reporting. You will process invoices, issue checks, collect taxes, prepare journal entries, and assist with budget activities.

The role requires strong data analysis, accuracy, and the ability to communicate with city staff, vendors, and residents. Typical hours are 8:00 a.m.–4:00 p.m., Monday–Friday.

Qualifications

• Analyze and categorize data to determine relationships with standards.
• Explain, demonstrate and clarify within established policies.
• Use billing statements, check registers, payroll, budgets and ledgers.
• Communicate clearly with city personnel, vendors and residents.
• Perform algebraic calculations and percentages accurately.

Responsibilities

• Collect and post real estate and property taxes.
• Prepare/issue AP checks and AR invoices; generate financial reports.
• Reconcile daily cash drawer; prepare bank deposits.
• Process payroll support and assist with audits.
• Assist with budget preparation and month-end close.
• Enter journal entries as required and maintain ledgers.

Skills

Data analysis

Cash handling

Written & verbal communication

Algebraic calculations

Interdepartmental coordination

Confidentiality

Attention to detail

Education

High school diploma or equivalent

Accounting/bookkeeping training

Associate degree in accounting preferred

Tools

Computer-based accounting systems

Spreadsheet software

Word processing

Job description

The purpose of this position is to perform the Accounts Receivable, Accounts Payable, Cash Receipting functions.

Major duties involve:

• Collection and posting of real estate and property taxes
• Crediting proper ledger accounts
• Preparation/generation of accounts payable checks, accounts receivable invoices and financial reports
• Dog and cat licensing
• Purchase order issuance and general clerical duties

Schedule: Monday–Friday, 8:00 a.m.–4:00 p.m. (37.5 hours per week)

• Audit vendor billings and vouchers for appropriate charges. Process accounts payable checks; maintain accounts payable check register. Respond to inquiries concerning accounts payable and accounts receivable.
• Perform interdepartmental cost distribution for labor, fuel, postage, supplies, etc. Prepare journal entries and accounts receivable billings as needed.
• Collects funds due the City from property taxes, license/permit fees, library revenues, park and recreation activities, parking fines, cemetery revenues, special assessments and other sources. Prepares related reports, issue licenses, updates related computer records and answers public inquiries orally or in writing concerning any collection activity.
• Reconciles and prepares daily cash drawer and reconciliation reports. Balances cash receipts daily, prepares bank deposit.
• Process daily mail through postage machine.
• Purchases office supplies.
• Prepare routine journal entries for approval of Finance Manager; enter journal entries into accounting system after approval.
• Submit Federal and State Withholding Taxes as needed and State sales tax monthly electronically.
• Research and prepare account analyses as requested by the City Comptroller.
• Calculate and prepare accounts receivable billings for all City departments and apply accounts receivable payments to outstanding invoices.
• Assist City Treasurer in reconciling month-end receipts and disbursements with account records; review daily receipt collections for correct account designation. Prepares special assessment invoices for mailing. Update computer records for payments and print month-end special assessment report.
• Enters delinquent utility bills, special charges and special assessments into computer files prior to preparation of annual property tax roll. Assists City Treasurer in preparation and mailing of annual tax bills.
• Assist with fixed asset tracking
• Assists in the preparation, production and distribution of the annual City of Menasha budget.
• Assists IT personnel with PC based application software and other general clerical functions.
• Prepare, file and mail department correspondence, answer telephones/emails, typing, photocopying, filing and other general clerical functions.
• Process and maintain purchase order records.
• Report for work as scheduled.
• Perform related work as required and assigned to include cross-training in other departments and float when needed.
• Assist with annual audit.
• Serves as payroll support, completing bi-weekly payroll tasks as assigned. Provides full payroll coverage for the Payroll Clerk during periods of absence.

The above functions are normal for this position. The functions listed are not to be construed as all-inclusive or exclusive.

POSITION REQUIREMENTS/QUALIFICATIONS

• Ability to analyze and categorize data and information in order to determine the relationship of the data with reference to established criteria/standards. Ability to compare, count, differentiate, measure, assemble, copy, record and transcribe data and information. Ability to classify, compute and tabulate data.
• 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 utilize a variety of advisory data and information such as billing statements, check registers, fuel use reports, payroll tax reports, budgets, charts of accounts, general ledgers, computer software operating manuals and statistical reports.
• Ability to communicate orally and in writing with department personnel, other City department heads/supervisors, vendor representatives, auditors, City employees and City residents.
• Ability to apply algebraic formulas. Ability to add and subtract, multiply and divide and calculate percentages, fractions and decimals.
• 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 required in situations involving the evaluation of information against measurable criteria.
• Ability to operate a variety of office equipment such as office computer, typewriter, fax machine, calculator/adding machine, computer printer and photocopier.
• Ability to work under generally safe and comfortable conditions where exposure to environmental factors such as repetitive computer keyboard use may cause discomfort and pose a limited risk if injured.
• Overtime may be required.
• Ability to get along well with others.
• Ability to maintain confidentiality.

CERTIFICATES, LICENSES, REGISTRATIONS

High school diploma or equivalent; vocational/technical training in accounting; accounting/bookkeeping experience; working knowledge of computer-based accounting systems, spreadsheet, and word processing applications; experience in cash handling procedures; associate degree in accounting preferred; or any combination of education and experience that provides equivalent knowledge, skills and abilities.

PHYSICAL DEMANDS

The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit, stand, walk and use both hands to handle, touch, grasp; reach with hands and arms, talk and hear.
• Specific vision abilities include close and distant vision, peripheral vision, depth perception, and ability to focus.

FUNCTION OF POSITION DESCRIPTION

This position description has been prepared to define the general duties of the position, provide examples of work and to detail the required knowledge, skills and abilities as well as the acceptable experience and training for the position. The description is not intended to limit or modify the right of any supervisor to assign, direct, and control the duties of employees under supervision. The City of Menasha retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment.

This job description is not a contract for employment.

The City of Menasha is an equal opportunity employer, in compliance with the American Disabilities Act. The City will provide reasonable accommodation to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodation with the employer.