Accounting Assistant II (Two Vacancies) ID - 16441
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The Position
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There are currently two vacancies for Accounting Assistant II in the Accounts Payable Division of the Finance Department. The eligibility list established from this recruitment may be used to fill other full-, part-time, or temporary Accounting Assistant II vacancies that may occur during the life of the list in the Accounts Payable or Revenue Divisions of the Finance Department or the Maintenance Operations Division of the Public Works Department. The eligibility list established from this recruitment is valid for up to one year from the date established unless the list is extended or abolished by the Human Resources Director.Under general supervision, the Accountant Assistant II performs specialized clerical accounting work and administrative duties within an assigned division of the Finance department or other department with complex accounting needs and performs other related duties as assigned.
These fully benefitted regular full-time positions will work out of the Finance Department offices located at 1200 Pacific Avenue, Suite 290 in Santa Cruz. Catch some epic surf or stroll our vibrant downtown on your lunch break. Enjoy the mountains and the ocean during your time off. It’s great to work for the City of Santa Cruz!
Recruitment #25-076APPLICATION AND SELECTION PROCESS:
The following process may be changed as deemed necessary by the Human Resources Director. The information contained within this announcement may be modified or revoked without notice and does not constitute either an expressed or implied contract.
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On Thursday 05/29/2025 recruitment will close. All application materials must be received by the Human Resources Department by 5:00 pm. To apply, submit:
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Application - online application only. Resumes are not accepted in lieu of filling out the application form completely. Click the Apply button to begin the online process.
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Response to supplemental questions - will be a primary tool in the evaluation of your qualifications for this position. Any work experience described here must also be included in your employment history on the main application.
- Week of 06/02 and 06/09/25: Applications will be competitively screened based on the minimum qualifications for this position. Candidates will be notified of their status in the recruitment once all applications have been reviewed.
- Weeks of 06/16 and/or 06/23/2025: Interviews will be tentatively scheduled. The examination process will include an interview and may include a written and/or performance exam.
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Typical Duties
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(May include, but are not limited to those duties listed below)
- Performs a variety of general bookkeeping and clerical accounting duties and responsibilities for assigned area.
- Uses various computer software packages, including financial, spreadsheet and word processing programs; enters and maintains data.
- Establishes, maintains, and balances a variety of records, logs, files and filing systems; verifies, balances, and adjusts accounting records; compiles and prepares various monthly, quarterly and annual reports.
- Serves as the primary contact and liaison for assigned functions and programs with other City staff, the general public and outside agencies and organizations; responds to phone calls, visitors, email, and mail; provides and responds to requests for information and assistance; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; researches and resolves complaints and problems.
- May compose correspondence, reports, and other documents as assigned.
- May coordinate projects and programs with other City divisions or departments as related to area of responsibility
- Performs other related duties that may be reasonably expected as part of this classification.
In addition to the Typical Duties, for the assignment of Accounts Payable:
- Reviews invoices and credit card statements for completeness, accuracy and compliance with established regulations and procedures; processes invoices for payment via check or electronic payment; reissues checks.
- Performs a variety of accounts payable functions such as journal entries, withholdings, calculating and processing retention payments, reconciling vendor statements, and calculating and preparing tax reports and remittances.
- Processes stale dated checks following established procedure.
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In addition to the Typical Duties, for the assignment of Revenue:
- Performs a variety of accounts receivable functions that may include posting daily revenues and creating journal entries, maintaining and reconciling payment records, initiating claims for City payments to outside agencies, creating and providing regular financial reports to other City departments, placing orders for City event change funds, setting up customer accounts, and implementing requested changes in city-wide cash receipting systems.
- Creates regular billings such as Resource Recovery Facility (RRF) invoices and accounts receivable customer statements. Performs credit checks, opens and maintains RRF customer charge accounts.
- Provides back-up support to other Accounting Assistants, the Accounting Technician and the Accounting Services Supervisor positions as needed.
- Processes payments by phone, mail, and in-person.
In addition to the Typical Duties, for the assignment of Public Works Maintenance Operations:
- Performs administration and maintenance of the fuel and equipment maintenance management systems, city wide UPS shipping and the Hazardous Waste program.
- Administration of citywide two way radio and pagers.
- Orders supplies, completes permit applications, automobile registration and tax forms.
- Creates and maintains purchase orders.
- Computes interdepartmental charge backs.
- Assembles annual budget documents and monitors expenditures.
Working ConditionsEmployees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects weighing up to 25 pounds. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures. -
Minimum Qualifications
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The minimum qualifications for Education, Experience, Knowledge, Skills and Abilities are the following:
Education and Experience:
- High school graduation or tested equivalent; and
- Two (2) years of general clerical experience, at least one of which included accounting or bookkeeping responsibilities.
Knowledge:
- Standard accounting principles and practices.
- Modern office administrative principles and practices, including the use of standard office equipment.
- Principles and practices of data collection and report preparation.
- Computer software programs related to the work, including word processing, database, and spreadsheet applications.
- Business mathematics.
- Record keeping principles and practices.
- English usage, grammar, spelling, vocabulary, and punctuation.
- Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
- Principles and practices used in establishing and maintaining files and information retrieval systems.
Skills:
- Operate a 10-key calculator and type on a keyboard with speed and accuracy.
Abilities:
- Learn the operating procedures and policies of the division to which assigned.
- Make basic mathematical computations accurately.
- Operate modern office equipment including computer equipment and specialized software applications programs.
- Understand and carry out oral and written directions.
- Process detailed paperwork in accordance with specific procedures and policies.
- Effectively organize assigned tasks and work within deadlines.
- Interpret, apply, and explain administrative and departmental policies and procedures.
- Compose correspondence and reports independently or from brief instructions.
- Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
- Establish and maintain a variety of filing, record-keeping, and tracking systems.
- Use English effectively to communicate in person, over the telephone, and in writing.
- Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in difficult customer relations situations.
- Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.
Licenses and Certificates
- None required.
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Career Ladder
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- Accounting Services Supervisor
- Accounting Technician
- Accounting Assistant II
- Accounting Assistant I
