Title: Associate Clerk-Treasurer

Description:CITY OF JANESVILLE DIVERSITY STATEMENT: The residents of Janesville choose this community, not just as a place to live, but as a place to realize life's opportunities. We strive to sustain a community culture where differences are recognized, understood, and appreciated. As such, the City of Janesville recognizes the importance of developing an environment where diversity is not merely accepted but embraced and celebrated. As public servants, we believe everyone has the right to be treated with dignity and respect. To this end, we will diligently recruit and retain the most talented employees in an environment that fosters maximizing one's potential. Therefore, we encourage individuals from all backgrounds, perspectives, and experiences to consider employment with the City of Janesville and serve the residents of "Wisconsin's Park Place".
OBJECTIVE: Under general supervision of the Clerk-Treasurer this position performs routine accounting and treasury reporting tasks, such as accounts payable, accounts receivable, journal entries, and utility billing. The Associate Clerk-Treasurer also provides administrative support with complex special projects including election administration, special assessments, licensing, and records management. This position applies advanced customer service and clerical support skills to assist with the efficient operation of the Clerk-Treasurer's Office.
SUPERVISES: This position has no supervisory responsibilities.
RELATIONSHIPS: Reports to the Clerk-Treasurer or the Deputy Clerk-Treasurer. This position has extensive contact with the general public. Has regular work contact with elected and appointed City officials, County officials, City employees, business representatives, software developers, suppliers, and vendors.
ESSENTIAL DUTIES: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily as assigned.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. SPECIAL ASSESSMENTS / TAXES    Assists with annual property tax roll, uploads City Assessor's data, special assessment information, delinquent utility charges, and lottery credit to the tax roll software; reconciles tax data with source information; prepares separate tax bills for property splits; transfers tax data to the County. Coordinates all aspects of the special assessment file, including validation of file to Public Works resolution, maintenance of special assessment database, notification of pending and final assessments, billing and processing of special assessment payments and adjustments, analysis, collection, and reconciliation of special assessment receivables, and preparation of necessary reports. UTILITY BILLING / ACCOUNTS RECEIVABLE Updates and maintains utility billing accounts; processes delinquent accounts; analyzes large industrial utility billing accounts on a regular basis; issues and schedules work orders for repair, inspections, and maintenance of water meters. Provides high-level of customer service; responds to customer inquiries regarding large utility bills and suspected leaks; investigates account issues and recommends effective solutions; processes customer account adjustments in accordance with PSC Administrative Code 185. Prepares monthly water billing reconciliation report, including relevant financial and water consumption information; manages meter reads; issues final reads; prepares quarterly billing of industrial wastewater user accounts; prepares quarterly billings and surcharge computations based on analyses. Issues, receives, and processes utility billings; processes new residential accounts, commercial accounts, and termination requests; prepares final bills per customer requests and real estate closings; reviews usage history and works cooperatively with Water Utility to arrange special readings; computes billing adjustments, as necessary. Maintains utility customer files in compliance with Act 274 and City ordinances; processes and file tenant applications for service and provide a list of owner lien rights at annual tax bill deadline; analyzes and updates assessed improvement values for public fire protection charges. Accepts and processes payments at the service window for various City services including, utility bills, license applications, ambulance billing, and miscellaneous billing; enters financial transactions into cash receipting systems; issues receipts; balances deposits and cash drawer; verifies customer account information. Prepares and processes miscellaneous billing for various departments, divisions, and offices, including health plan invoices for retirees and COBRA participants. ELECTIONS ADMINISTRATION Assists with election administration, including registering voters; issues and records absentee ballots; responds to general inquiries; maintains voter registration and voter history in WisVote; manages voter information and street listing databases; creates election reports; assembles poll lists for all elections. Maintains and tests election equipment; prepare all polling places with materials to run election day. TREASURY OPERATIONS / REVENUE CONTROL Assists Clerk-Treasurer and Deputy Clerk-Treasurer with treasury management responsibilities, including general accounts receivable, accounts payable, real estate and personal property tax receivable, and researching bank reconciliation items for the Finance Office Reconciles daily cash edit report; prepares bank deposit; records daily ACH deposits and wire transfers; updates daily cash transactions for other departments, divisions, and offices; balances daily ACH and debit/credit card transactions; prepares, verifies, and balances utility payment deposits. Records monthly ambulance revenue and collections; reconciles differences from third-party vendors. ACCOUNTS PAYABLE / PAYROLL Assists with payroll processing and creation of payroll ACH files; provides support to Finance Office in processing payroll and accounts payable; assists with annual audit preparation, as necessary. Assists with accounts payable processing; verifies customer information when processing accounts receivable payments; enters, analyzes, and codes department invoices for payment; processes monthly and annual journal entries for special assessments, account receivables, and month-end recording. Responsible for the disbursement of accounts payable checks; prints, proofs, and distributes checks; prepares monthly disbursement register, including operating checks, ACHs, and electronic wire transfers. Reconciles billing to source data; maintains records and prepares billing for all development agreements and contracts; reconciles subsidiary accounts receivable ledger to balance sheet. OTHER RELATED DUTIES Acts as the initial point of contact for residents and external customers; manages switchboard operations; directs calls to appropriate staff member in the Clerk-Treasurer's Office and to other department liaisons; assists residents and customers at the service window in a courteous, responsible, and knowledgeable manner. Coordinates business and pet license program; reviews license applications for compliance with City ordinances and state statutes; forwards applications to appropriate department for approval. Serves as liaison between Alcohol License Advisory Committee and other City departments, divisions, and offices; prepares City Council license agenda. Prepares and publishes agendas, meeting minutes, and public notices ensuring conformity to prescribed style and format; assists with updating City website with approved ordinances or resolutions. Maintains City records management system, ensuring accurate receipts, indexing, tracking, filing, retrieval, and disposal of records in accordance with state statute. Participates in cross-training initiatives to acquire knowledge and skills sets to support Office efficiency. Assists with tracking and managing Open Records Requests. Procures and inventories office supplies and equipment for the Clerk-Treasurer's Office. Sorts and distributes incoming and outgoing mail on a daily basis; monitors and replenishes City Hall postage machine. Maintains required departmental documentation, filing system, and public informational materials; may serves as a Public Notary. Maintains confidentiality of Office records. Adheres to all Office and City safety policies. Performs other special projects and other duties as assigned or required during regular and non-business hours. All employees may be assigned by the City Manager or their designee to perform duties and assume responsibilities that are outside the scope of their work duties when the City Manager has declared a City disaster or the City Emergency Operations Center has been initiated. MINIMUM POSITION REQUIREMENTS/QUALIFICATIONS: Education and Experience: Minimum education and experience required to perform essential duties of the position. Graduation from an accredited college or university with an associate degree in accounting, finance, business or related field is required.  A minimum of two (2) years of progressively responsible experience in accounting, finance, public administration, or related field is required. Customer service experience preferred. Have a valid state-issued driver's license at time of hire. For successful performance in this position, the incumbent will need to demonstrate the following knowledge, skills, and abilities. Knowledge of: Modern public or business administration and governmental accounting procedures and practices. Municipal, county, state, and federal election procedures.Payroll, financial record-keeping, and application to general accounting principles and techniques. Modern office support procedures, practices, and equipment. Records management, report preparation, and filing methods. Standard cash handling practices, including the ability to make change without a cash register. State statutes and county requirements regarding records management, report preparation, and filing documents. Knowledge of departmental policies, procedures, rules, and regulations. Skill in: Business writing, customer service skills, organizational skills, prioritization, attention to detail, and time management. High level of accuracy and attention to detail. Exceptional communication skills, paired with a strong customer service background, and effective interpersonal skills. Working with the public in a fair and consistent manner; maintaining objectivity and excluding personal bias while performing job duties. Excellent time management, organizational, project management, and prioritization skills. Strong ethics base built upon integrity, honesty, initiative, and respect. Intermediate computer skills, with advanced proficiency in Microsoft Excel, Access, and Govern. Ability to: Prepare standard journal entries and billings, process payments, reconcile data bases and accounts and analyze data. Effectively communicate effectively, both verbally and in written form, and follow verbal and written instructions with minimum supervision. Create and maintain accurate spreadsheets, data bases, tables, charts and graphs which show clearly and concisely statistical results of research. Establish and maintain effective working relationships with other employees, City officials and the general public; County officials, developers. Address customer questions or concerns in a helpful, courteous, and timely manner. Comprehend and interpret state statutes, city ordinances, and department policies and procedures. Handle monetary transactions with honesty and accuracy. Compose routine correspondence and routine reports in a clear, concise, logical, and effective manner, utilizing proper grammar, spelling, punctuation, sentence structure, and tone. Maintain files in a filing system, compile, assemble, and distribute information per set procedures. Prioritize and schedule a variety of tasks in a diversified and fast pace office environment. Perform basic mathematical calculations, including the ability to accurately add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions and decimals, and compute percentages. Successfully interact with a diverse group of individuals. Conduct all business and working relationships in an accurate, fair, equitable and highly ethical manner. Work effectively as part of a team. Operate a cash register, count money, make change, issue cash receipts and prepare counter receipts.Receive, screen, and/or refer visitors and incoming telephone calls in an efficient, courteous, and professional manner.Use tact, diplomacy, and good judgment to resolve problems, handle conflict and make effective decisions.Effectively and efficiently organize workload while working under pressure in a fast-paced environment with fluid priorities, frequent interruptions, and multiple, sometime competing, work assignments, with accuracy and attention to detail.Be reliable, timely, and proactive in completion of duties, meeting deadlines and responding to inquiries.Work independently with minimum supervision, manage time effectively, and meet assigned deadlines.Conduct all business and working relationships in an accurate, fair, equitable, and highly ethical manner.Maintain confidentiality, possess a high level of integrity, adopt a professional work ethic, demonstrate tact and decorum, and exemplify a positive, welcoming, friendly attitude to all.Comply with all safety policies, practices, and procedures, and report all unsafe activities to supervisor.Maintain a valid state-issued driver's license. EQUIPMENT, INSTRUMENTS AND MACHINES: Machinery and equipment including personal computer, printer, telephones, fax machine, copier, scanner, cash register, 10-key calculator, Govern software, and other standardized or specialized office equipment.
PHYSICAL FACTORS: The physical demands described here are representative of those that must be met by any an employee to successfully perform the essential functions of this job.  While performing the duties of this job, the employee regularly works in an office environment.  An individual in this position is frequently involved in sedentary work, which requires sitting for the majority of the time. This position occasionally walks, stands, stoops, kneels, crouches, crawls and exerts up to 25 pounds of force by lifting, carrying, pushing, pulling, or otherwise moving objects. The employee is frequently required to see/observe, talk/speak and listen/hear; use their hands to finger, handle, feel or operate objects and equipment; repetitive arm, wrist, hand and eye movements are included. There is frequent twisting, reaching, wrist turning and grasping. The employee may be required to climb or balance. 
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus. Hand-eye coordination is necessary to operate computers and various pieces of equipment.  Employee is required to use cognitive ability to reason, analyze and verbalize thoughts and ideas.  Requires the ability to recognize and identify similarities or differences between characteristics of colors, shapes and sounds associated with job-related objects, materials or tasks.
The employee will spend the majority of the working day inside speaking with other employees or members of the public.  The working conditions in the office are comfortable. The noise level is generally quiet to moderately noisy. 
DISCLAIMER The above statements are intended to describe the general nature and level of work being performed by people assigned this job. They are not intended to be an exhaustive list of all responsibilities, duties and skills required of personnel so classified.  The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position, or is responsive to the needs of the City of Janesville.  The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The City of Janesville, Wisconsin is an Equal Employment 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.