at City of El Dorado in El Dorado, Kansas, United States
Job Description
Position Summary
The Accounting Clerk is a customer-facing and transaction-focused support role within the City’s Finance/Administration team. This position performs duties related to utility billing, cashiering, accounts receivable, and accounts payable, including vendor file maintenance, payment processing, account adjustments, service order coordination, and records management. The role routinely engages with the public and internal staff to deliver accurate, courteous service while meeting deadlines and maintaining confidentiality.
Essential Functions
Customer Service & Utility Billing
- Provide high-quality customer service to citizens regarding utility billing, account changes, payment arrangements, and general information.
- Perform the full transaction cycle for utility accounts: set-up changes, calculate balances and adjustments, generate bills and notices, accept/process payments, post receipts, and maintain permanent records.
- Investigate and resolve customer inquiries and complaints related to bills and payments, escalating issues when appropriate.
- Generate service orders related to customer requests (connect, disconnect, transfers, investigations) and provide lists to utility staff for service changes or follow-up.
Cashiering & Accounts Receivable
- Receive, record, and apply customer payments for utilities and miscellaneous City receipts (in-person, mail, drop box, and electronic methods).
- Balance and reconcile the cash drawer daily; research and resolve variances in a timely manner.
- Perform accounts receivable data entry, allocating receipts to proper accounts and departments; prepare related reports and batches.
- Assist with collection efforts on delinquent or bad debt accounts in accordance with City policy and applicable laws.
Accounts Payable & Vendor Management
- Perform accounts payable data entry, ensuring deductions and payments are charged to proper departmental accounts.
- Maintain accurate vendor files and required documentation (e.g., W-9/Tax ID, remittance details); assist with vendor updates and compliance checks.
- Support AP processing cycles and deadlines in coordination with the Accounts Payable Clerk.
Records, Reporting & Compliance
- Scan and index documents for accurate electronic records retention.
- Generate and deliver routine and ad hoc reports (e.g., daily cashier reconciliation, aging reports, service order logs).
- Enforce and maintain compliance with all applicable federal, state, local laws, policies, and procedures.
- Protect confidential information (customer data, financial records) in oral, written, and electronic formats.
Teamwork & Other Duties
- Coordinate duties with coworkers to ensure coverage for absences and continuity of service at the public counter.
- Attend training and seminars as approved; cross-train on related Finance functions.
- Respond to requests by the immediate supervisor accurately, completely, and by established deadlines.
- Operate job-related equipment, machinery, tools, computers, and software applications.
- Perform other duties as assigned or deemed necessary for efficient operations.
Knowledge, Skills & Abilities
- Proficiency in efficient office procedures; strong computer skills including word processing and spreadsheets (Microsoft Office Suite).
- Ability to analyze data, create and produce reports, and operate related equipment (cash drawer, calculator, scanner, POS).
- Strong cash handling and reconciliation skills with attention to detail and error recognition.
- Excellent time management, ability to multitask, and prioritize in a fast-paced environment with frequent deadlines.
- Effective written and verbal communication; professional, calm, and courteous demeanor with the public and employees.
- Sound judgment, problem-solving, and critical thinking; able to assess situations and make logical decisions promptly.
- Ability to establish and maintain effective working relationships with peers, supervisors, City officials, and the public.
- Capable of working independently with minimal supervision while providing reliable, consistent service.
- Strict adherence to confidentiality requirements.
Work Environment & Physical Demands
- Typical office/front-counter environment with frequent public interaction.
- Occasional lifting up to 20 lbs. from floor to waist; occasional forward reach and crouch/bend.
- Continuous bilateral hand coordination; prolonged sitting; occasional standing and walking.
- Operates standard office equipment (computer, multi-line phone, scanner, printer, cash drawer, calculator).
- Periodic stress may occur due to high customer volume, deadlines, and billing cycles.
- Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.
