CITY OF CAMAS Union Status: Represented August, 1999 FINANCIAL ASSISTANT I FINANCIAL ASSISTANT II Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job. JOB OBJECTIVES Under supervision (Financial Assistant I) or general supervision (Financial Assistant II), to perform a variety of clerical accounting duties associated with financial record keeping, accounts payable, accounts receivable, City services billing or the preparation of payroll; to post, assemble, tabulate, balance and summarize financial data; to prepare routine financial reports; and to perform a variety of clerical tasks relative to assigned area of responsibility. DISTINGUISHING CHARACTERISTICS Financial Assistant I – This is the entry level class in the Financial Assistant series. This class is distinguished from the Financial Assistant II by the performance of the more routine tasks and duties assigned to positions within the series including maintaining current and accurate financial records and reports. Since this class is typically used as a training class, employees may have only limited or no directly related work experience. Advancement to the “II” level is based on demonstrated proficiency in performing the assigned functions, and is at the discretion of higher level supervisory or management staff. Financial Assistant II – This is the full journey level class within the Financial Assistant series. Employees within this class are distinguished from the Financial Assistant I by the performance of the full range of duties as assigned including reconciling financial records with established balances and coding invoices for payment. Employees at this level receive only occasional instruction or assistance as new or unusual situations arise, and are fully aware of the operating procedures and policies of the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the I level, or when filled from the outside, have prior experience. ESSENTIAL FUNCTION STATEMENTS The following tasks are typical for positions in this classification. Any single position may not perform all of these tasks and/or may perform similar related tasks not listed here: 1. Perform a variety of clerical accounting duties associated with financial record keeping, accounts payable, accounts receivable, City services billing or the preparation of payroll. 2. Maintain financial records for assigned accounts; set up new accounts according to established procedures; maintain confidentiality of information and records. 3. Post, assemble, tabulate, compare and verify financial and statistical data; prepare documentation for computer input; maintain and assure accuracy of assigned accounts; balance accounts and adjust as appropriate. CITY OF CAMAS Financial Assistant I/II (Continued) 4. Process and bill commercial, industrial and residential accounts for water, sewer, garbage and recycling services; generate and mail delinquent notices as necessary; compile service turn off lists for delinquent accounts according to established guidelines. 5. Provide customer service over the phone and in person; respond to requests and inquiries regarding bills or assigned accounts. 6. Coordinate with employees, vendors and other departments concerning assigned function; answer questions and provide information and assistance. 7. Collect and post monies received for utility bills, invoices and various other fees; maintain and balance cash drawer. 8. Maintain a variety of databases; input information and verify for accuracy; run reports as needed. 9. Process medical billing for ambulance services; file claims with insurance companies; submit past due notices; maintain accurate records for ambulance accounts payable and receivable. 10. Exercise judgment on medical billing and recommend and make changes based on billing requirements; generate reports to insurance companies and/or attorneys as required. 11. Verify the accuracy of transport mileage for billing; seek clarification of medical information from firefighter/paramedics; complete reports as needed. 12. Prepare or review purchase orders, summaries, invoices, vouchers, bills and related documents; verify accuracy of information and process for payment. 13. Process the City’s payroll; process wage or salary increases, change of benefits and deductions; prepare required reports, checks and direct deposit stubs. 14. Reconcile medical, dental, vision and life insurance billings; remit payments; process remittances to appropriate agencies including payroll taxes, deferred compensation, wage garnishments and other withholdings. 15. Monitor vacation, sick leave, banked time and holiday balances; adjust as necessary. 16. Maintain records related to the cost, purchase, maintenance, repair, income, depreciation, rental and usage of City equipment; notify insurance companies of new or disposed equipment. 17. Maintain a depreciation schedule for sanitary and recycle containers; prepare appropriate journal entries. 18. Compute, prepare, balance and maintain a variety of monthly, quarterly and annual routine and special financial and statistical reports. AUXILIARY FUNCTION STATEMENTS 1. Perform a variety of general clerical and office duties in support of the assigned area; answer phones, operate office equipment, file and type; provide backup support in the absence of other clerical and secretarial staff as needed. CITY OF CAMAS Financial Assistant I/II (Continued) 2. Follow all safety rules and procedures established for work area. 3. Perform related duties and responsibilities as required. QUALIFICATIONS Financial Assistant I Knowledge of: Basic accounting principles. Basic mathematical principles. Principles and procedures of financial record keeping and reporting. Principles and practices of record keeping. Modern office procedures, methods and related computer equipment. Operations of manual and automated accounting systems. English usage, spelling, grammar and punctuation. Principles and practices of customer service. Proper telephone techniques and etiquette. Ability to: Perform a variety of clerical accounting duties. Prepare accurate and complete journal entries. Provide responsible customer service to the general public, vendors and employees. Learn medical terminology for billing and answering questions from patients and insurance companies. Learn applicable reporting requirements related to payroll preparation and administration. Learn operational characteristics of the State’s accounting system (BARS). Learn to review and interpret financial transactions and formulas. Learn to monitor and maintain account balances. Learn to prepare a variety of routine financial reports. Learn to perform clerical accounting duties supporting the processing of payroll, accounts payable, City services billing and accounts receivable. Learn to process medical billing for ambulance services. Learn to process the City’s payroll and maintain confidential records and reports. Perform routine mathematical calculations. Maintain a variety of financial records and files. Operate office equipment including computers and supporting word processing and spreadsheet applications. CITY OF CAMAS Financial Assistant I/II (Continued) Communicate clearly and concisely, both orally and in writing. Understand and carry out oral and written instructions. Establish and maintain effective relationships with those contacted in the course of work. Education and Experience Guidelines Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education: Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration, accounting or a related field. Experience: One year of general clerical or clerical accounting experience is desirable. Financial Assistant II Knowledge of: Principles, procedures and methods of clerical accounting including payroll processing, accounts payable and accounts receivable. Medical terminology for billing and answering questions from patients and insurance companies. Applicable reporting requirements related to payroll preparation and administration. Operational characteristics of the State’s automated accounting system (BARS). Ability to: Perform clerical accounting duties supporting the processing of payroll, accounts payable, accounts receivable and City services billing. Process medical billing for ambulance services. Process the City’s payroll and maintain confidential records and reports. Perform mathematical calculations with speed and accuracy. Review and interpret financial transactions and formulas. Monitor and maintain account balances. Prepare a variety of routine financial reports. Education and Experience Guidelines Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: Education: Equivalent to the completion of the twelfth grade supplemented by college level course work in business administration, accounting or a related field. CITY OF CAMAS Financial Assistant I/II (Continued) Experience: Two years of increasingly responsible clerical accounting experience relative to assigned area. PHYSICAL DEMANDS AND WORKING CONDITIONS The physical demands 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 these essential job functions. Environment: Office environment; exposure to computer screens. Mobility: Sitting for prolonged periods of time; extensive use of computer keyboard. Vision: Visual acuity to read numerical figures. Other Factors: Incumbents may be required to work extended hours including evenings and weekends. Incumbents may be required to travel outside City boundaries to attend meetings.