Fiscal Staff Assistant III

City of Santa Monica; Santa Monica (CA); On-site; USD 60,000 - 80,000; Full time

Job summary

City of Santa Monica is seeking a Fiscal Staff Assistant III to perform paraprofessional work in examining, reconciling and recording fiscal, financial and statistical records.

The role includes preparing billings, journal entries and bank reconciliations, processing IRS forms and tax reporting, and assisting in the supervision and training of finance support staff. A strong foundation in accounting, office procedures and customer service is essential.

Qualifications

• Associate degree required in public or business administration, accounting, or related field.
• Four years of recent, paid experience in bookkeeping or complex finance support with customer service.
• Experience with general ledger, accounts payable/receivable and tax forms is preferred.

Responsibilities

• Prepare and process billings with accuracy and timeliness.
• Prepare general ledger journal entries for routine financial transactions.
• Assist in bank account reconciliations and year-end processes.
• Reconcile account histories, accruals and receivables.
• Supervise and train finance support staff as assigned.
• Prepare financial reports and distributions of monthly reports.

Skills

Accounting knowledge

Office procedures

Spreadsheet proficiency

Word processing

Customer service

Supervisory principles

Education

Associate degree in Public or Business Administration, Accounting or related field

Tools

Microsoft Word

Excel

General ledger software

Job description

DEFINITION

Performs specialized paraprofessional work in connection with the examination, reconciliation and recording of fiscal, financial and statistical records.

SUPERVISION

Works under the administrative supervision of professional, supervisory or management staff who outlines work, occasionally reviews work in progress and periodically reviews completed work. Exercises technical supervision over finance support staff, making detailed work assignments, frequently reviewing work in progress and upon completion.

Note: The eligible list that is established from this recruitment will be used to fill all permanent and temporary Fiscal Staff Assistant III vacancies that occur in the City during the life of the list. The current vacancies are in the Department of Transportation and Finance Department.

Prepares and processes a variety of billings in accordance with general instructions with accuracy, timeliness and completeness.

Prepares general ledger journal entries to record routine financial transactions.

Assists in the reconciliation of various bank accounts.

Performs routine accounting activities including research of account histories, account reconciliation, accrual of expenditures, and recording of receivables.

Verifies and posts cash receipts, applies receipts and other credits to customer accounts and makes adjustments to customer accounts as necessary.

Reviews credit card transactions, payment and accruals of sales tax, contacts department liaisons, and prepares spreadsheets to record entries in the general ledger.

Prepares and processes special check run.

Enters and/or oversees the daily data entry. Reviews discrepancies, when needed, and takes follow-up action by contacting individuals or agencies to investigate and/or resolve problems.

Creates and maintains contract files and associated information schedules, documents, and reports and prepares reconciliation of contract retainage.

Prepares and processes I.R.S.1099 forms and related reporting to tax agencies.

Processes special payments, manual warrants, and records all voided warrants activity. Makes necessary adjustments to complete process and prepare reconciliation.

Provides administrative support for section supervisor. Handles correspondence, information requests, and performs related office functions.

Leads, coordinates and trains the routine work of Fiscal Staff Assistant II and other clerical/financial support employees, as assigned.

Assists in the preparation of a variety of reports including financial reports. Distributes monthly reports.

Explains general rules and regulations, program and procedural information and responds to inquiries, routine complaints, and problems, and/or makes referrals to appropriate source(s).

Performs other related duties, as assigned.

Knowledge, Abilities and Skills

Knowledge of:

• Accounting and financial record keeping systems.
• Office practices and procedures.
• Computer software applications, including spreadsheets and word processing.
• Business English, spelling and punctuation.
• Alphabetical and numerical filing.
• Basic supervisory principles and practices.
• Effective training and coordination techniques.
• Effective customer service techniques.

Ability to:

• Perform mathematical computation.
• Reconcile figures.
• Analyze and solve problems associated with finance operations.
• Use complex computer programs and systems including financial, word processing and record keeping systems.
• Prepare reports.
• Communicate effectively orally and in writing.
• Establish and maintain effective and cooperative working relations with City employees and the public.
• Supervise employees.
• Provide effective customer service.

Skill in:

• Organizing multiple work tasks.
• Performing work requiring accuracy and attention to detail.
• Reviewing the work of staff for accuracy.
• Using a personal computer and applicable software applications.
• Reading, writing and communicating at an appropriate level.

Education, Training and Experience

Graduation from an accredited college or university with an Associate’s degree in Public or Business Administration, Accounting or a closely related field.

Four years of recent, paid relevant work experience performing bookkeeping and/or complex finance support duties, which included customer service. Additional recent, paid relevant work experience will be considered in lieu of education on a year for year basis.

WORKING CONDITIONS

Work is performed within a busy office environment with frequent interruptions. Irregular work hours are occasionally required.

SELECTION PROCESS

All applicants must submit clear, concise and complete information regarding their qualifications for the position. All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate further in the selection process.

Testing may consist of the following and is subject to change as needs dictate:

Training & Experience Evaluation - Qualifying

Practical Test - Qualifying (Microsoft Word and Excel)

Oral Interview

NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

BACKGROUND INVESTIGATIONS

Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation.

The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!