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Part-Time Principal Account Clerk - Payroll – Finance Department
Summary of Position and Duties:
The Human Resources Division of the Village of Addison is accepting applications to fill one vacancy in the at-will, FLSA non-exempt, part-time position of Principal Account Clerk in the Finance Department. The position works approximately 29 hours a week. The days the employee will be expected to work on a weekly basis are at the discretion of the Director of Finance or her designee. The employee will be expected to be flexible on a weekly basis. The primary duties of this position involve the processing of all Village Payrolls and related reporting both internal and external, and may include work in the area of accounts receivable, accounts payable and water billing, as assigned by the employee’s supervisor.
Examples of the primary duties of the Part-time Principal Account Clerk include, but are not limited to:
- Payroll: includes maintenance of all payroll records, including W-4’s, and preparation of payroll checks, including data entry, for all Village employees and police pension recipients including direct deposit processing. Prepares reports for Federal Government, IRS, State and other payroll related entities, etc. including payroll related deductions, deposits, payments and reporting via mail, telephone or internet. This also includes quarterly and annual tax reporting including W-2’s and 1099’s. Maintain time-sheets and tax related information.
PRINCIPAL ACCOUNT CLERKS MAY BE ASSIGNED ANY OR ALL OF THE FOLLOWING DUTIES ON A PERMANENT OR TEMPORARY BASIS BASED ON OPERATIONAL NEEDS:
- Types a variety of material including correspondence, records, reports, forms, cards, folders and other material from a variety of sources; checks work for accuracy of typing; assures correctness of spelling, grammar, and punctuation. Composes basic correspondence. Types standardized reports and statements including data entry utilizing Microsoft Office software.
- Establishes new filing units and maintains control of items out of file; tickler, suspense and follow-up files, consisting of correspondence, records, reports, and other materials; prepares, codes and files various memoranda, invoices, applications and other communications.
- Performs general office duties, answers telephones, greets visitors, fulfills requests for information, directs telephone calls and messages to appropriate personnel; meets customers and handles their inquires or problems for solutions; gives basic information of a non-technical nature concerning departmental procedures, rules and regulations. Provides said service to customers in a timely, professional and courteous manner.
- Must wear all required safety equipment (i.e., gloves, ear plugs, etc.) for the duty at hand according to department, equipment and regulatory specifications; report near miss accidents; comply with proper P.P.E. usage and follow required JSA’s; attend all required Village and department training; perform vehicle and work area evaluations according to department specifications and as required on a daily basis; initiate training topics or issues as needed.
- Use computer to enter data into various computer programs and sub-systems as determined by each accounting function that includes, accounts receivable, accounts payable, payroll, and water billing.
- Operate the computer to run various array of forms such as checks, water bills, check registers, W2's, 1099's, financial reports and statements as needed.
- Utilize various electronic means, including the internet, to download and upload required information.
- Request information from or provide information to other departments as needed.
- Count and reconcile monies collected and received on a daily basis; prepares daily deposit to the bank.
- Provide assistance/coverage to front collections counter or switchboard when needed.
- Provide additional support to Finance Director and 2 Assistant Finance Directors, as needed, including copying reports, FOIA requests and special projects.
- Performs duties in strict accordance with the Department/division SOP/safety manual and expected to report any hazards and observed infractions immediately to the supervisor; may serve on departmental safety committee; makes certain that staff in the division are also performing duties in accordance with all Department/division SOP/safety manual regulations and policies.
The following show illustrative examples of the duties in each function. The duties may be shared by multiple employees combining parts of different functions on a permanent or temporary bases based on operational needs.
- Accounts Receivable: includes invoicing, processing and maintenance of business license applications and records, liquor licenses, create and track invoices for Village services, follow-up on delinquent invoices including transfer to collection agency when needed, process payment files for water billing via internet downloads, process returned payments including letters and follow-up. Attend Administrative Adjudication Hearings to collect and process payments. Prepare receipts for monthly remittance payments (cell towers, rental agreements, etc.).
- Accounts Payable: includes review of requisitions and bills for compliance with procedures and practices. Enter bills and prepare disbursements either by check or electronically. Create reports for Board review and check registers. Follow up with vendors and other departments when questions arise. Request and track W-9’s from vendors, prepare 1099’s annually, assist with
credit applications. Scan invoices as needed.
- Water Billing: includes processing new customers with use of Red Flag Identity procedures, monthly consumption, billing, past dues, maintenance of accounts, research of inconsistencies, final bill scheduling and processing. It also includes assisting citizens with questions and problems concerning their water accounts in person, on the phone or via internet/email. Bill processing includes use of manual and internet sources for reads and bill printing/mailing via the internet in addition to maintaining auto debit files. Maintaining property and meter information on the I-Tron website is also included. Works with the Public Works Department to locate and correct problems with water meters and consumption inquiries. Works with water meter readers to obtain reads, schedule finals and process limited amount of work orders.
All applicants must meet the following minimum requirements to be an eligible candidate for this position:
- Possess a High School Diploma or G.E.D Equivalent.
- Ability to pass a personal interview, physical and drug screen when applicable.
- Ability to work any expected/unexpected overtime that may be mandatory.
- Experience in successfully dealing with the public, in person and over the phone, on a very frequent basis, including the ability to handle irate, difficult and demanding customers with professionalism and courtesy.
- Be able to successfully utilize Microsoft Office software programs (i.e., Word and Excel).
- Be flexible in the days of week the employee can work.
- Possess four (4) years of general payroll processing experience, preferably in a governmental payroll/accounting setting.
- Ability to maintain strict confidentiality of information and documents.
Beneficial, But Not Required, Qualifications Include:
- Possess working experience and knowledge processing payroll for a local public sector organization such as a municipality, park district, police and/or fire protection district, etc.
Physical Skills and Abilities Required:
The physical demands described here 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 the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel the computer keyboard and mouse. The employee frequently is required to stand, walk, sit for extended periods of time, reach with hands and arms, and talk or hear on the phone or in person. The employee is occasionally required to stoop, kneel, or crouch to reach lower level file drawers. The employee must occasionally lift, carry, push, pull and/or move boxes of files or paper up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, and ability to adjust focus.
May be required to work over-time as necessary in order to accomplish work tasks.
The employee must be available and present for work as scheduled. The employee must perform all functions of the job safely and efficiently at all times in compliance with all safety regulations and policies for the safety and welfare of the employee, co-workers, and the public.
Work Environment Factors:
Ability to work under generally safe and comfortable conditions where exposure to environmental factors may cause discomfort and poses a limited risk of injury. The noise level in the work environment is usually low to occasionally moderate.
Ability to recognize and prepare to work safely within the constraints of potential hazards.
The starting hourly rate for all positions is $25.39. The employee will work 29 hours per week, plus any required overtime.
Required test and screenings:
The candidate selection process consists of: a review of the candidate’s past work experience/skills and a personal interview. Successful candidates must successfully pass all required screenings and tests administered, when applicable, in order to be a candidate for this position. However, passing all required screenings/tests and completing a personal interview does not guarantee hire by the Village, as the ultimate decision to hire anyone is at the sole discretion of the Village of Addison.
IMPORTANT NOTICE – SUBMISSION OF APPLICATION
Applications can be obtained at the Village Hall either in the Administration Department, Room 2100, or downloaded here. Applicants will be notified by letter of the test date for this position, where applicable. All completed applications must be directed to Donald Pinson, Director of Human Resources/Risk Management, either via regular mail at One Friendship Plaza, Addison, Illinois 60101, or submitted personally to the Administration Department, Room 2100 of the Village Hall or emailed to DPinson@Addison-il.org by no later than 5pm, May 4, 2017. Also, applications submitted after the deadline will NOT be accepted. Only one (1) application per person, per testing cycle is accepted.
Equal Employment Opportunity
Please refer to the Village of Addison website: www.Addisonadvantage.org, Division of Human Resources Section, to review a copy of the Village’s policy on Equal Employment Opportunity.
IMPORTANT DISCLAIMER FOR POTENTIAL APPLICANTS:
Applicants with disabilities, who need accommodations in order to complete any portions of the application/test, should contact the Human Resources Division at 630-693-7504.
Pre-employment physicals/drug tests are required for all of the
above-referenced positions. The Village of Addison is an Equal Opportunity