Finance Clerk I-III

GENERAL PURPOSE:
Under the supervision of the Finance Director, the finance clerk works alongside the Accounts Payable Specialist and the Accounts Receivable Specialist to perform a wide variety of routine accounting tasks, financial recordkeeping, and clerical duties.These duties include bookkeeping, accounting, payroll, and financial reporting.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Comply with all City of Belen personnel policies, procedures, and standards.
• Perform a variety of administrative and clerical duties, including data entry, filing, document management, and maintaining records.
• Provide customer service by answering and directing phone calls, responding to emails, and assisting internal and external stakeholders.
• Maintain and distribute incoming and outgoing mail, including operation and upkeep of the postage meter.
• Attend training sessions and professional development opportunities to maintain current knowledge of finance and accounting practices.
• Utilize financial software, spreadsheets, and other computer applications to enter, maintain, and verify financial data.
• Assist with posting financial transactions, verifying entries, reconciling information within the financial reporting system, and processing payments.
• Examine, verify, and process invoices for payment while ensuring compliance with City policies and procedures.
• Research invoice discrepancies and payment issues to ensure timely processing and resolution of vendor inquiries.
• Assist with verifying departmental expenditures and costs to ensure accuracy and proper documentation.
• Research and resolve accounting-related issues by communicating with departments, vendors, and other stakeholders and responding to inquiries by phone or in writing.
• Assist City departments with travel authorization, expense reporting, and reimbursement procedures.
• Coordinate credit card issuance, procurement, usage tracking, and return procedures in accordance with City policies.
• Maintain files and records related to purchase orders, invoices, payments, and other financial documents to support efficient financial administration and audit readiness.
• Prepare, secure, and package funds for bank deposits and Remote Deposit Capture processing.
• Deliver and deposit collected funds with financial institutions in accordance with established procedures and internal controls.
• Assist with maintaining and updating the City's Asset Management Plan and related records.
• Support the coordination and preparation of required financial audits and provide requested documentation.
• Cross-train in other Finance Department functions, including Payroll and Utility Billing, to provide operational support and continuity of services.
• Perform other related duties as assigned.

NON-ESSENTIAL DUTIES:
The duties listed above are intended only as illustrations of the various types of work that may be performed.  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.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of government organizations, departments and their functions.
• Must have excellent communication (verbal and written) and interpersonal skills.
• Must have excellent writing, planning, and strategizing skills.
• Must be organized and detail oriented.
• Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. 
• Ability to write reports, business correspondence, and procedure manuals. 
• Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.
• Ability to sort, check, count, and verify numbers. Acute learning skills a must; 
• Ability to perform accounting procedures and reconciling of accounts;
• Knowledge of invoicing, accounts payable and accounts receivable;
• Ability to analyze and solve problems;
• Knowledge of  cash management principles and/or procedures;
• Ability to prepare financial reports; proficient computer skills a must;
• Interpersonal communication skills, the ability to establish and maintain working relationships with co-workers, supervisors, other City personnel and the public a must.  Oral and written communication skills essential;
• Ability to work independently and to complete daily activities according to work schedule with little or no supervision;

QUALIFICATIONS:

• High School diploma or GED required.
• Associates degree in Accounting, Business Administration, Finance or related field preferred.
• One (1) year of progressively responsible experience in a field directly related to accounting duties or an equivalent combination of education and experience;
• Any combination equivalent to education and experience that provides the required knowledge.
• Possess a valid New Mexico drivers license.
• Ability to pass background and drug test.

EQUIPMENT USED
Knowledge to include use of common office equipment, such as computer, calculator, copier, phone, city vehicles, and postage machine.

PHYSICAL DEMANDS
The physical demands described here are representative of those that must be met by an enployee 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 frequently required to drive, walk, sit and talk or hear.  The employee is frequently required to use hands or fingers, handle, feel or operate objects, tools, or controls and reach with hands and arms.  The employee is occasionally required to push, pull, stoop, kneel, or crouch.  Position requires frequent sitting directed vision at computer screen.

The employee must occasionally lift up to 20 pounds and move up to 20 pounds.  Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus. 

WORK ENVIRONMENT
The work environment characteristics described here are representative of those an employee encounters while performing 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 works inside building conditions. 
The noise level in the work environment is normally quiet to moderate pitch.

DISCLAIMER:  The duties listed above are intended only as illustrations of the various types of work that may be performed. 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.