Government Jobs
Senior Accounting Assistant - INTERNAL PROMOTIONAL OPPORTUNITY ONLY
Government Jobs, Novato, California, United States, 94945
Senior Accounting Assistant
The City of Novato is recruiting for Senior Accounting Assistant Promotional Opportunity - Internal Recruitment Only. Application Deadline: 11:59 p.m. on Wednesday, December 10, 2025. 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. Definition: To perform the most difficult and complex clerical accounting support duties involving the maintenance of financial and statistical records, processing of accounts payable, accounts receivable, and payroll; to function as liaison between the department, citizens, and other departments in the City by researching and responding to questions and solving complicated and sensitive problems; and to provide administrative support to assigned supervisor. Distinguishing Characteristics: This is the advanced journey level class in the Account Assistant series. Positions at this level are distinguished from other classes within this series by the level of responsibility assumed, complexity of duties assigned, independence of action taken, by the amount of time spent performing the duties, and by the nature of the public contact made. Employees perform the most difficult and responsible types of duties assigned to classes within this series including performing complex accounting duties and maintaining accounting ledgers and may provide technical and functional supervision over assigned personnel. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. Employees within this class are distinguished from the journey level by the performance of the full range of duties as assigned including technical work involving the general ledger and/or interpreting and analyzing payroll, business licenses, accounts payable and receivable, procedures, results of studies and related information. 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. Employees within this classification will be cross-trained and may rotate functional assignments as determined by the Finance Director. Supervision Received and Exercised: Receives direction from a higher-level supervisor or manager. May exercise technical and functional supervision over assigned clerical accounting staff. Essential and Marginal Function Statements: Essential and other important responsibilities and duties may include, but are not limited to, the following: Perform the most complex and difficult clerical accounting duties involved in the preparation and maintenance of accounts payable, accounts receivable, payroll, business license, and cost recovery. Maintain the cost recovery subsidiary ledger; generate penalty list and compile and process billings; reconcile statements and input and verify data; post charges to appropriate cost recovery accounts; balance ledger; run and process invoices; provide information to Community Development and Public Works staff. Administer the City's business license activities; receive and process the more complex business license applications; notify businesses that are not in compliance with municipal code requirements. Perform and coordinate the accounts payable functions; open, sort, review, process and reconcile vendor invoices; ensure appropriate coding for invoices; post charges, run reports and verify postings for accuracy; audit, review and process accounts payable; audit and balance invoices; ensure accuracy of accounts; review, verify, receive and record all credit card statements; post and balance statements; research and resolve discrepancies. Perform and coordinate payroll functions; enter, process, review, and prepare timesheets for payroll processing; print paychecks and process auto deposits; prepare quarterly and annual tax reports related to payroll; prepare payment authorizations for payroll deductions; process CalPERS retirement reports; balance and process medical and dental benefit payments; review, calculate, and process payroll adjustments; audit and reconcile payroll register; monitor and track vacation and sick leave usage. Perform and coordinate the business license functions; review and process the most complex business license applications; conduct business license audits; notify businesses that are not in compliance with municipal code requirements. Perform and coordinate the general accounts receivable functions; receive payments and reconcile with statements or invoices for accuracy and additional charges relating to amounts due; process related paperwork; and post and update account information. Process weekly, monthly, quarterly and annual reports, bank reconciliations, expenditures and miscellaneous budget and financial reports; adjust reports manually if needed. Open and close accounts; post data to various ledgers; maintain registers and journals; audit invoices against purchase orders and verify encumbrance; research discrepancies; perform data entry of purchase orders; post to proper accounts. Assist departments and employees by explaining procedures and answering questions regarding difficult and complex accounting process; and research and resolve the more difficult clerical accounting problems. Prepare, compile, tabulate and maintain data, complex documents and assist with highly technical financial, statistical and operational reports, statements and records; enter data calculate, reconcile; create or update records. Prepare monthly task reconciliations and associated journal entries; initiate accounting transfers; reconcile general ledger accounts with various registers. Process monthly reports, bank reconciliations, expenditures and miscellaneous budget reports; process and prepare statistical reports. Provide technical information and instruction regarding applicable procedures and methods; interpret and explain rules and regulations; answer questions and resolve problems or complaints; maintain knowledge of applicable laws, procedures and new developments. Prepare summary sheets for use of supervisor or auditors in preparing financial statements; assist with preparation of trial balances and budget documents; perform research. Recommend and assist in the implementation of goals and objectives; establish schedules and methods for accounting related functions; implement policies and procedures. Plan, prioritize, train, and review the work of assigned staff; participate in evaluating the activities of staff, recommending improvements and modifications. Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities. Provide and coordinate staff training; work with employees to correct deficiencies. Provide information in person or by telephone on complex or sensitive issues which require interpretation of department and city policies and regulations; provide customer and public assistance. Compose correspondence regarding complex and sensitive inquiries. Prepare and maintain procedure manuals for the functional area of assignment. Ensure that work is handled on a priority basis, organized, and completed in a timely manner; check documents and records for accuracy, completeness and conformance to applicable policies, rules and regulations. Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. Marginal Functions: Perform related duties and responsibilities as assigned. Qualifications: Knowledge of advanced methods, practices, terminology, and procedures used in general and governmental accounting and payroll. Federal, State, and local rules pertaining to payroll and governmental accounting. Principles and procedures used in financial and statistical recordkeeping. General mathematic principles. Modern office equipment and procedures including use of word processing and spreadsheet applications. English usage, spelling, grammar and punctuation. Principles and practices of work safety. Principles and practices of customer service. Principles and practices of technical and functional supervision and training. Ability to perform the most difficult and complex clerical accounting duties. On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures. Understand, interpret and apply principles, laws and procedures related to accounting and payroll. Maintain accurate records and confidential files. Interpret, input, retrieve and transmit statistics and other complex communications to and from the public or computer; analyze data and draw sound conclusions. Perform job tasks with minimal supervision; work independently in the absence of supervision. Interpret and apply City municipal codes, policies and procedures. Respond to the more difficult and complex inquiries related to financial accounting records, business licensing, payroll and processes. Prepare form letters and correspondence. Prepare financial and statistical reports. Prepare and use computerized spreadsheets for analytical purposes. Make arithmetical calculations, postings and comparisons rapidly and accurately; accurately count, record and balance assigned transactions. Interpret and apply administrative and departmental policies, law and rules; analyze situations carefully and adopt an appropriate, effective course of action; understand and communicate to ensure adherence to the administrative and departmental principles, rules, regulations and procedures involved in the area of assignment. Maintain composure and exercise good judgment when answering demanding questions. Preserve confidentiality of sensitive material routinely encountered as part of work assignments; maintain a high level of confidentiality of a wide range of sensitive information especially when assigned to human resource or payroll related functions. Identify and troubleshoot problems with minimum supervision. Operate a computer using word processing and business software and other office equipment, including spreadsheet and special accounting software. Provide technical and functional supervision over assigned staff; effectively train staff. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective, tactful and positive relationships with those contacted in the course of work including various cultural and ethnic groups. Foster and contribute to a work environment that supports and exhibits honesty, diversity, integrity, trust and respect. Demonstrate teamwork by contributing to the overall success of the organization with flexibility, cooperation, and communication. Provide high quality and fiscally responsible services to the Novato community, while delivering responsive customer service. Demonstrate an entrepreneurial spirit by generating new, innovative ideas and development of better
The City of Novato is recruiting for Senior Accounting Assistant Promotional Opportunity - Internal Recruitment Only. Application Deadline: 11:59 p.m. on Wednesday, December 10, 2025. 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. Definition: To perform the most difficult and complex clerical accounting support duties involving the maintenance of financial and statistical records, processing of accounts payable, accounts receivable, and payroll; to function as liaison between the department, citizens, and other departments in the City by researching and responding to questions and solving complicated and sensitive problems; and to provide administrative support to assigned supervisor. Distinguishing Characteristics: This is the advanced journey level class in the Account Assistant series. Positions at this level are distinguished from other classes within this series by the level of responsibility assumed, complexity of duties assigned, independence of action taken, by the amount of time spent performing the duties, and by the nature of the public contact made. Employees perform the most difficult and responsible types of duties assigned to classes within this series including performing complex accounting duties and maintaining accounting ledgers and may provide technical and functional supervision over assigned personnel. Employees at this level are required to be fully trained in all procedures related to assigned area of responsibility. Employees within this class are distinguished from the journey level by the performance of the full range of duties as assigned including technical work involving the general ledger and/or interpreting and analyzing payroll, business licenses, accounts payable and receivable, procedures, results of studies and related information. 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. Employees within this classification will be cross-trained and may rotate functional assignments as determined by the Finance Director. Supervision Received and Exercised: Receives direction from a higher-level supervisor or manager. May exercise technical and functional supervision over assigned clerical accounting staff. Essential and Marginal Function Statements: Essential and other important responsibilities and duties may include, but are not limited to, the following: Perform the most complex and difficult clerical accounting duties involved in the preparation and maintenance of accounts payable, accounts receivable, payroll, business license, and cost recovery. Maintain the cost recovery subsidiary ledger; generate penalty list and compile and process billings; reconcile statements and input and verify data; post charges to appropriate cost recovery accounts; balance ledger; run and process invoices; provide information to Community Development and Public Works staff. Administer the City's business license activities; receive and process the more complex business license applications; notify businesses that are not in compliance with municipal code requirements. Perform and coordinate the accounts payable functions; open, sort, review, process and reconcile vendor invoices; ensure appropriate coding for invoices; post charges, run reports and verify postings for accuracy; audit, review and process accounts payable; audit and balance invoices; ensure accuracy of accounts; review, verify, receive and record all credit card statements; post and balance statements; research and resolve discrepancies. Perform and coordinate payroll functions; enter, process, review, and prepare timesheets for payroll processing; print paychecks and process auto deposits; prepare quarterly and annual tax reports related to payroll; prepare payment authorizations for payroll deductions; process CalPERS retirement reports; balance and process medical and dental benefit payments; review, calculate, and process payroll adjustments; audit and reconcile payroll register; monitor and track vacation and sick leave usage. Perform and coordinate the business license functions; review and process the most complex business license applications; conduct business license audits; notify businesses that are not in compliance with municipal code requirements. Perform and coordinate the general accounts receivable functions; receive payments and reconcile with statements or invoices for accuracy and additional charges relating to amounts due; process related paperwork; and post and update account information. Process weekly, monthly, quarterly and annual reports, bank reconciliations, expenditures and miscellaneous budget and financial reports; adjust reports manually if needed. Open and close accounts; post data to various ledgers; maintain registers and journals; audit invoices against purchase orders and verify encumbrance; research discrepancies; perform data entry of purchase orders; post to proper accounts. Assist departments and employees by explaining procedures and answering questions regarding difficult and complex accounting process; and research and resolve the more difficult clerical accounting problems. Prepare, compile, tabulate and maintain data, complex documents and assist with highly technical financial, statistical and operational reports, statements and records; enter data calculate, reconcile; create or update records. Prepare monthly task reconciliations and associated journal entries; initiate accounting transfers; reconcile general ledger accounts with various registers. Process monthly reports, bank reconciliations, expenditures and miscellaneous budget reports; process and prepare statistical reports. Provide technical information and instruction regarding applicable procedures and methods; interpret and explain rules and regulations; answer questions and resolve problems or complaints; maintain knowledge of applicable laws, procedures and new developments. Prepare summary sheets for use of supervisor or auditors in preparing financial statements; assist with preparation of trial balances and budget documents; perform research. Recommend and assist in the implementation of goals and objectives; establish schedules and methods for accounting related functions; implement policies and procedures. Plan, prioritize, train, and review the work of assigned staff; participate in evaluating the activities of staff, recommending improvements and modifications. Evaluate operations and activities of assigned responsibilities; recommend improvements and modifications; prepare various reports on operations and activities. Provide and coordinate staff training; work with employees to correct deficiencies. Provide information in person or by telephone on complex or sensitive issues which require interpretation of department and city policies and regulations; provide customer and public assistance. Compose correspondence regarding complex and sensitive inquiries. Prepare and maintain procedure manuals for the functional area of assignment. Ensure that work is handled on a priority basis, organized, and completed in a timely manner; check documents and records for accuracy, completeness and conformance to applicable policies, rules and regulations. Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service. Marginal Functions: Perform related duties and responsibilities as assigned. Qualifications: Knowledge of advanced methods, practices, terminology, and procedures used in general and governmental accounting and payroll. Federal, State, and local rules pertaining to payroll and governmental accounting. Principles and procedures used in financial and statistical recordkeeping. General mathematic principles. Modern office equipment and procedures including use of word processing and spreadsheet applications. English usage, spelling, grammar and punctuation. Principles and practices of work safety. Principles and practices of customer service. Principles and practices of technical and functional supervision and training. Ability to perform the most difficult and complex clerical accounting duties. On a continuous basis, know and understand all aspects of the job; intermittently analyze work papers, reports and special projects; identify and interpret technical and numerical information; observe and problem solve operational and technical policy and procedures. Understand, interpret and apply principles, laws and procedures related to accounting and payroll. Maintain accurate records and confidential files. Interpret, input, retrieve and transmit statistics and other complex communications to and from the public or computer; analyze data and draw sound conclusions. Perform job tasks with minimal supervision; work independently in the absence of supervision. Interpret and apply City municipal codes, policies and procedures. Respond to the more difficult and complex inquiries related to financial accounting records, business licensing, payroll and processes. Prepare form letters and correspondence. Prepare financial and statistical reports. Prepare and use computerized spreadsheets for analytical purposes. Make arithmetical calculations, postings and comparisons rapidly and accurately; accurately count, record and balance assigned transactions. Interpret and apply administrative and departmental policies, law and rules; analyze situations carefully and adopt an appropriate, effective course of action; understand and communicate to ensure adherence to the administrative and departmental principles, rules, regulations and procedures involved in the area of assignment. Maintain composure and exercise good judgment when answering demanding questions. Preserve confidentiality of sensitive material routinely encountered as part of work assignments; maintain a high level of confidentiality of a wide range of sensitive information especially when assigned to human resource or payroll related functions. Identify and troubleshoot problems with minimum supervision. Operate a computer using word processing and business software and other office equipment, including spreadsheet and special accounting software. Provide technical and functional supervision over assigned staff; effectively train staff. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective, tactful and positive relationships with those contacted in the course of work including various cultural and ethnic groups. Foster and contribute to a work environment that supports and exhibits honesty, diversity, integrity, trust and respect. Demonstrate teamwork by contributing to the overall success of the organization with flexibility, cooperation, and communication. Provide high quality and fiscally responsible services to the Novato community, while delivering responsive customer service. Demonstrate an entrepreneurial spirit by generating new, innovative ideas and development of better