Back to jobs
Accounting Assistant
90 Santa Rosa Ave Santa Rosa, CA, CA, USPosted 1 weeks ago
Full-timeonsite
Job Description
THE POSITION
ABOUT THE POSITION:
This recruitment is being conducted to fill one (1) Accounting Assistant position in the Accounts Payable division of the Finance Department. The list established from this recruitment may also be used to fill future vacancies. The individual selected will join a team composed of one (1) Accounting Services Supervisor, and four (4) Accounting Assistants.
Accounting Assistant is considered the journey level class and is responsible for the timely and accurate processing of payments, maintaining appropriate controls of payments and keeping many detailed, interconnected accounting records. Work is governed by a wide variety of established policies and procedures, each applicable to specific situations or transactions.
IDEAL CANDIDATE - ACCOUNTS PAYABLE
The ideal candidate for the current vacancy has a strong team orientation and experience using OneSolution or Enterprise Financial System, Excel, Word, and Outlook. The ideal candidate will also possess the ability to understand, interpret and apply instructions, policies and procedures related to processing accounts payable; perform detailed numerical work with speed and accuracy while meeting critical deadlines; organize and prioritize a high volume of work in order to meet recurring deadlines; respond flexibly to competing priorities; understand and apply oral and written directions; establish and maintain effective working relationships, and provide excellent customer service to those contacted in the course of the work.
WORKING CONDITIONS:
The City of Santa Rosa announces an exciting opportunity to serve City residents and make a difference in the community as an
***Accounting Assistant***
The City of Santa Rosa is committed to building a workforce reflective of our community and establishing a lasting culture of equity and belonging within our organization. Our collective talents and expertise contribute to high-quality public services that support a vibrant, resilient, inclusive City for our community and visitors. We celebrate a diverse workforce and welcome all qualified candidates to apply.
THE BENEFITS OF CITY EMPLOYMENT:
In addition to offering a rewarding work environment, opportunity for career growth, and excellent salary, the City of Santa Rosa provides a generous suite of benefits, including retirement through CalPERS, a competitive leave accrual package, your choice of three health plans, and top of the line employer paid vision and dental coverage.
- 12 paid holidays annually, plus 2 to 3 “floating” holidays per year depending on years of service
- $500 annually for wellness
- The City is a Public Service Loan Forgiveness Program (PSLF) Employer
- Paid Family Leave
- 4% General Salary Increase - July 2026
WORKING FOR SANTA ROSA FINANCE DEPARTMENT - MAKING A DIFFERENCE:
The Finance Department is a fast-paced work environment, responsible for providing a variety of financial and support services to City operations, as well as the business community and general public. The Department is responsible for financial management of all City operations, the Housing Authority, and the Redevelopment Agency. Services include budgeting and financial planning, financial reporting and accounting, tax program administration, utility billing, revenue collection, debt management, purchasing, stores and warehouse functions, investments, payroll administration and disbursements.
For more information about the City of Santa Rosa Finance Department, it's divisions, and commitment to the local community, please visit our website at: SR FINANCE.
ABOUT THE POSITION:
This recruitment is being conducted to fill one (1) Accounting Assistant position in the Accounts Payable division of the Finance Department. The list established from this recruitment may also be used to fill future vacancies. The individual selected will join a team composed of one (1) Accounting Services Supervisor, and four (4) Accounting Assistants.
Accounting Assistant is considered the journey level class and is responsible for the timely and accurate processing of payments, maintaining appropriate controls of payments and keeping many detailed, interconnected accounting records. Work is governed by a wide variety of established policies and procedures, each applicable to specific situations or transactions.
IDEAL CANDIDATE - ACCOUNTS PAYABLE
The ideal candidate for the current vacancy has a strong team orientation and experience using OneSolution or Enterprise Financial System, Excel, Word, and Outlook. The ideal candidate will also possess the ability to understand, interpret and apply instructions, policies and procedures related to processing accounts payable; perform detailed numerical work with speed and accuracy while meeting critical deadlines; organize and prioritize a high volume of work in order to meet recurring deadlines; respond flexibly to competing priorities; understand and apply oral and written directions; establish and maintain effective working relationships, and provide excellent customer service to those contacted in the course of the work.
HOW TO APPLY:
Please complete a thoughtful, thorough Supplemental Questionnaire submission. As part of the selection process, your responses to these questions will be scored using criteria specific to this position. Incomplete responses, or responses such as "See Resume" can result in disqualification from the selection process.
ADDITIONAL REQUIREMENTS:
Additional requirements, such as successful completion of a physical exam, drug screen, etc., may apply, depending on the duties and responsibilities of the position. If you receive a conditional job offer for the position, the requirements upon which the offer is contingent will be outlined in the conditional job letter.
THE SELECTION PROCESS:
The selection process will include a minimum qualifications assessment, and may also include an application and supplemental questionnaire review, followed by department selection interviews.
For more information about this exciting opportunity, please contact Alberto Sanchez at [email protected]
Essential Duties:The following duties are considered essential for this classification in all section assignments:
- Participate in the processing of payroll and accounts payable
- Reconcile accounts against source documents
- Assist with general financial and statistical record keeping activities
- Answer questions from City employees and the public regarding City financial record keeping policies and practices, salaries and benefits, employment verifications, the status of accounts and payments, the proper coding of transactions and other matters
- Investigate and resolve discrepancies
- Operate a variety of standard office equipment
- Maintain various files, records and registers according to established account classifications
- Complete a variety of forms
- Input changes and verify accuracy by matching master file report with source documents
- Update files and reconcile to General Ledger
- Verify accuracy of input and request that checks be printed
- Instruct less experienced staff or direct others on a project basis
- Initiate accounting transfers, perform detailed payment and record keeping procedures for special accounts
- Trace missing support documents
- Post payments and expenditures to the proper account
- Receive, process and record requests for payments for services
- Verify calculations, vendor and account numbers, signature authority, codes and encumbrance status
- Contact City staff and vendors to follow up on missing documents and reconcile discrepancies
- Compose letters to vendors, retirees and employees
ADDITIONAL DUTIES
In addition to the duties listed in the Essential Duties Section, each employee in this classification in the sections specified may perform the following duties. Any single position may not be assigned all duties listed below, nor do the examples cover all duties which may be assigned.
Accounts Payable:
- Verify accuracy of payment checks
- Audit invoices against purchase orders and other source documents against records
- Monitor independent contractors involved in providing services for the City to ensure compliance with IRS reporting requirements
- Calculate and apply applicable discounts
- Perform detailed payment and record keeping procedures for use taxes on purchases from out-of-state vendors, retention accounts for construction contracts and monthly housing assistance payments
- Establish and monitor encumbrances for contracts and purchase orders
- Review and match invoices and other authorizing claims with contracts, purchase orders and field requisitions
- Perform related duties as assigned
Knowledge of: Modern office practices, procedures, and equipment related to the processing and recording of financial records and transactions; basic business data processing principles and practices as applied to financial record keeping; business math, including fractions, decimals, percentages and ratios; basic bookkeeping methods and practices.
Ability to: Understand, interpret and apply instructions, policies and procedures related to processing and recording payment transactions; perform varied financial record keeping activities; use automated spreadsheets and other fiscal record keeping systems; set up and maintain financial records and files; perform detailed numerical work with speed and accuracy while meeting critical deadlines; organize and prioritize a high volume of work in order to meet recurring deadlines; make arithmetic calculations accurately and rapidly; work independently and make sound judgments within established guidelines; understand and apply oral and written directions; establish and maintain effective working relationships with those contacted in the course of the work; operate a calculator by touch; type with sufficient speed and accuracy to enter data into a computer terminal and prepare manual checks, reports, and correspondence.
Experience and Education: Any combination equivalent to experience and education that could likely provide the required knowledge and abilities would be qualifying. A typical way to obtain the knowledge and abilities would be:
Experience - Sufficient experience including bookkeeping, payroll or financial record keeping or other clerical accounting experience which demonstrates the possession of the knowledge and abilities listed above. Experience within a public sector agency is desirable.
Education - Equivalent to completion of the twelfth grade. One year of college level course work in accounting or financial record keeping is highly desirable.
SELECTION PROCESS:
Applicants possessing the MOST DESIRABLE qualifications based on a screening of the application materials and supplemental questionnaire will be invited to continue in a selection process that may consist solely of an application screening, or may include an oral appraisal interview, assessment center, or another activity selected by the Human Resources Department. An eligible list will be established as a result of this selection process and may be used to fill future vacancies.
WORKING CONDITIONS:
Positions in this classification work indoors and sit at a workstation with the ability to move at will. Communication with other city staff involves making contact orally via the telephone and in person. The work involves entering and retrieving data into and from a computer using a keyboard. Checking time cards and account payable requests involves reviewing the work of others. Operating a computer, calculator, copier and typewriter involves repetitive arm hand movement. Entering data by touch requires the ability to hear computer alarms for errors. Time cards and various forms are color coded, requiring the ability to distinguish among colors. Retrieving files involves using the arms above shoulder level. Files and mail weighing less than 20 pounds are moved long distances. Retention boxes weighing over 50 pounds are carried short distances.
SANTA ROSA - A WONDERFUL CITY TO CALL HOME:
The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.
The City of Santa Rosa is nestled in the center of famous Sonoma Wine Country, located just 55 miles north of San Francisco and 30 miles east of the Pacific Ocean with a population of approximately 180,000. Santa Rosa serves as the County seat and the center of trade, government, commerce, and medical facilities for the North Bay. The surrounding area is home to over a hundred wineries and vineyards and many beautiful parks and recreational facilities, including golf courses. Santa Rosa is in the center of a nationally recognized cycling area. We boast many attractions associated with large cities, including a symphony, performing arts center, theater productions and internationally recognized restaurants, yet still retain the warmth and small town feel of decades past. Santa Rosa has been named one of the 50 greenest cities in the United States with one of the top five mid-sized downtowns in California.
The City of Santa Rosa is proud to be an equal opportunity workplace.