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Location

Santa Clara, CA | United States

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Job description

The City: 

The City of Santa Clara is a "full service" city – one of only a few communities in the Bay Area that has its own police, fire, library, recreation, and electric, water, and sewer utilities, as well as all of the other departments and civic amenities expected in a thriving community. Santa Clara is a family-oriented and business-friendly city, led by a city government that has developed an award-winning ethics program and a commitment to fostering public trust. Located in Santa Clara County at the southern tip of San Francisco Bay, about 45 miles south of San Francisco, Santa Clara is a strategic regional hub, convenient to freeways, airports, railroads, expressways, light rail, and other public transportation.
 
The Department: 
The mission of the Finance Department is to ensure that the financial/fiscal activities of the City, its Agencies and Corporations are performed, recorded and presented in compliance with professional and ethical standards. The Finance Department administers the financial affairs of the City, including City-owned public utilities. These functions include: budget administration and control; maintaining a general accounting system and the preparation of comprehensive annual financial reports; collection of taxes, fees, special assessments and utility charges; investment of City funds; procurement of supplies, materials, equipment, and services; operating the City Warehouse; issuance of bonds and debt management; internal auditing; and financial management of contracts, including leases.

 
The Accounting Division resides in the City's Finance Department and is responsible for providing relevant, accurate, and timely transaction processing and financial reporting services for the City.
 
The Position: 
This is a paraprofessional position in the classified service and is distinguished from the next lower level of Accounting Technician II in that positions at this level require the frequent use of a high degree of independent judgment and interpretative ability related to a technical knowledge of accounting, computer applications, on-line financial systems, and applicable laws and regulations. Incumbents in this class use computer applications on a daily basis in accomplishing their work. Incumbents in this class are expected to supervise and provide technical guidance to staff.
 

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW. IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARANTEE ADMITTANCE INTO THE EXAMINATION PROCESS. ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW. 

The annual salary range for this position is $42.62 - $54.25. This position will be filled at or near the bottom of the salary range.Duties include, but are not limited to, the following:

Under general direction:
For all Divisions:

• Serves as lead Accounting Technician; handles complaints and escalates problems
• Supervises, trains, evaluates, and schedules the work of staff as assigned
• Uses computer applications, such as PeopleSoft, Microsoft Word, Access, Excel, and PowerPoint, to maintain databases and spreadsheets, including data management
• Answers inquiries from City staff, City vendors, and the general public
• Performs other related duties as assigned

For General Accounting:

• Prepares journal entries to record routine or adjusting transactions
• Analyzes account activity in the financial system
• Prepares data analysis and reports using Excel
• Prepares year-end fixed asset analysis and reports
• Issues tags to departments for fixed asset purchases and enters information into an on-line asset tracking software program

For Accounts Payable:

• Processes the City's financial transactions in compliance with laws, regulations, and City policy working closely with staff in all City Departments and outside City vendors
• Reviews and processes the City's Accounts Payable transactions within the deadlines
• Reviews transactions for accurate general ledger account coding and prepares documentation for corrective action
• Uses on-line accounts payable system, processes vendor invoices and initiates periodic vendor check printing and prints or prepares reports for inclusion in City Council agenda package
• Calculates and records interest charges, sales tax and trade discounts;
• Prepares the Sales Tax and Fuel Tax returns and filings as needed using computer spreadsheet applications
• Reviews progress payments on City construction contracts

For Payroll:

• Enters payroll transactions online and verifies input against the source documents
• Follows established business process documentation
• Uses queries and computer applications to maintain control totals of base salaries City wide and balance salaries to payroll on a biweekly basis
• Analyzes original documents and determines necessary system entries
• Processes the City-wide payroll within the established deadlines
• Reviews and analyzes departmental payroll submissions for compliance with Memoranda of Understanding, laws, regulations, and City policy and makes adjustments where necessary
• Processes levies, judgments and injury compensation payments, and other transactions as needed in accordance with laws and regulations
• Reviews or reconciles biweekly distribution of salaries, compensation, deductions, and benefits including retirement
• Prepares or reviews biweekly, monthly, quarterly, and annual reports of payroll taxes and other payroll-related financial information using computer applications (electronic spreadsheets and word processing) and on-line financial system
• Reconciles employee deductions to the general ledger
• Researches and responds to inquiries regarding complex payroll issues
• Updates knowledge of City and other agency payroll requirements by reading technical literature

EDUCATION AND EXPERIENCE
Minimum Education Qualifications:

• Associate Degree in Accounting, Finance or related field.

Minimum Experience Qualifications:  
• Four (4) years experience in Finance/Accounting (accounts receivable, account payable, payroll, or general or public accounting).

Desirable Qualifications:
• Experience with PeopleSoft Financial and/or Human Resources/Payroll Systems.

Possible Substitutions
• Two years of additional qualifying experience may be substituted for the required education.

OTHER REQUIREMENTS
• May be required to work unusual hours and weekends in the performance of their duties.
• Must be able to perform all of the essential functions of the job assignment.

Candidates must attain a passing score on each phase of the examination process to qualify for the Eligible List. A department interview will be required prior to appointment.

Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.   

PERMANENT CITY EMPLOYEES PREFERENCE POINTS:  Current permanent employee candidates who receive a passing score on the examination will have an additional five (5) points added to their final score.

Knowledge of : 

• Accounts payable and payroll processing tasks
• Accounting principles, practices, methods, and procedures
• Arithmetical calculations
• Automated on-line accounting and financial reporting systems
• Complex spreadsheets and database applications
• Principles and practices of supervision, leadership, training, and performance evaluation
• Research methods and statistical analysis
• Organizing paper and electronic records
• City contracts and policies, and state and federal laws and reporting requirements
• Report and letter writing
• Principles and practices of customer service that supports the establishment of strong interpersonal relationships
• Computer applications such as PeopleSoft, Microsoft Word, Access, Excel, and PowerPoint
• Correct English usage, including spelling, grammar, and punctuation
• Office safety practices, procedures and standards

Ability to : 

• Effectively perform responsible, and complex accounting work with speed and accuracy
• Interpret, explain, and apply City Memoranda of Understanding, policies, laws, and rules
• Research, analyze and investigate financial and accounting records and suggest document work improvements
• Provide technical and functional supervision and training to staff
• Provide lead direction and review work of assigned staff
• Evaluate situations, identify problems, make logical decisions and follow through on resolution
• Effectively handle multiple priorities, organize workload and meet strict deadlines
• Establish and maintain effective working relationships with those contacted in the course of work
• Deal tactfully and courteously with others, including all levels of City staff, City vendors and the general public
• Perform excellent customer service;
• Work in a team-based environment and achieve common goals
• Follow and carry out complex oral and written instructions
• Communicate effectively, both orally and in writing
• Type from clear copy at a net rate of not less than 25 words per minute on a computer keyboard
• Walk or stand for extended periods of time
• Bend, stoop, reach, carry, crawl, climb, and lift as necessary to perform assigned duties

SUPERVISION RECEIVED

Works under the general supervision of the Accountant, Principal Accountant, or Accounting Services Division Manager as assigned.

 

SUPERVISION EXERCISED

Supervises Accounting Technicians I and II or other classifications as assigned.

Additional Information: 

You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.   Applications must be filled out completely (i.e. do not write “see resume or personnel file.”).   To receive consideration for the screening process, candidates must submit a 1) Cover Letter and 2) Resume.  Incomplete applications will not be accepted. Application packets may be submitted online through the “Apply Now” feature on the job announcement at  . Applications must be submitted by the filing deadline of March 8, 2024 at 4:00 PM.  

 

The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or  [email protected] . 

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