Fiscal Staff Assistant III

Job Description:

Fiscal Staff Assistant III

Description

Job Summary

DEFINITION:

Performs specialized paraprofessional work in connection with the examination, reconciliation and recording of fiscal, financial and statistical records.

SUPERVISION:

Works under the administrative supervision of professional, supervisory or management staff who outlines work, occasionally reviews work in progress and periodically reviews completed work. Exercises technical supervision over finance support staff, making detailed work assignments, frequently reviewing work in progress and upon completion.

Note: The current vacancy is in the Department of Transportation. The eligibility list that is established from this recruitment will be used to fill any vacancies in other departments.

Representative Duties

Prepares and processes a variety of billings in accordance with general instructions with accuracy, timeliness and completeness.

Prepares general ledger journal entries to record routine financial transactions.

Assists in the reconciliation of various bank accounts.

Performs routine accounting activities including research of account histories, account reconciliation, accrual of expenditures, and recording of receivables.

Verifies and posts cash receipts, applies receipts and other credits to customer accounts and makes adjustments to customer accounts as necessary.

Reviews credit card transactions, payment and accruals of sales tax, contacts department liaisons, and prepares spreadsheets to record entries in the general ledger.

Prepares and processes special check run.

Enters and/or oversees the daily data entry. Reviews discrepancies, when needed, and takes follow-up action by contacting individuals or agencies to investigate and/or resolve problems.

Creates and maintains contract files and associated information schedules, documents, and reports and prepares reconciliation of contract retainage.

Prepares and processes I.R.S.1099 forms and related reporting to tax agencies.

Processes special payments, manual warrants, and records all voided warrants activity. Makes necessary adjustments to complete process and prepare reconciliation.

Provides administrative support for section supervisor. Handles correspondence, information requests, and performs related office functions.

Leads, coordinates and trains the routine work of Fiscal Staff Assistant II and other clerical/financial support employees, as assigned.

Assists in the preparation of a variety of reports including financial reports. Distributes monthly reports.

Explains general rules and regulations, program and procedural information and responds to inquiries, routine complaints, and problems, and/or makes referrals to appropriate source(s).

Performs other related duties, as assigned.

Requirements

Knowledge, Abilities and Skills:

Knowledge of:
Accounting and financial record keeping systems.
Office practices and procedures.
Computer software applications, including spreadsheets and word processing.
Business English, spelling and punctuation.
Alphabetical and numerical filing.
Basic supervisory principles and practices.
Effective training and coordination techniques.
Effective customer service techniques.

Ability to:
Perform mathematical computation.
Reconcile figures.
Analyze and solve problems associated with finance operations.
Use complex computer programs and systems including financial, word processing and record keeping systems.
Prepare reports.
Communicate effectively orally and in writing.
Establish and maintain effective and cooperative working relations with City employees and the public.
Supervise employees.
Provide effective customer service.

Skill in:
Organizing multiple work tasks.
Performing work requiring accuracy and attention to detail.
Reviewing the work of staff for accuracy.
Using a personal computer and applicable software applications.
Reading, writing and communicating at an appropriate level.

Education, Training and Experience:

Graduation from an accredited college or university with an Associate’s degree in Public or Business Administration, Accounting or a closely related field.

Four years of recent, paid relevant work experience performing bookkeeping and/or complex finance support duties, which included customer service. Additional recent, paid relevant work experience will be considered in lieu of education on a year for year basis.

WORKING CONDITIONS:

Work is performed within a busy office environment with frequent interruptions. Irregular work hours are occasionally required.

Supplemental Information

HOW TO APPLY: All applicants must submit an online City application and required supplemental questions to be considered for this position. Please note , applications may be rejected if incomplete. Résumés, CVs and cover letters are not reviewed as part of the application screening process and should not be submitted.

NOTE: You must submit a copy of your college diploma/transcript with your application. Applicants who indicated receipt of degree from a foreign institution must provide United States degree and credential equivalency verification along with a copy of your college diploma/transcript. All materials must be received in the Human Resources Department no later than close of business on the application closing date. Failure to do so will result in your application being disqualified. You must upload and attach a scanned copy of your transcripts or diploma to your on-line application.

SELECTION PROCESS : All applicants must submit clear, concise and complete information regarding their qualifications for the position. All applicants will be reviewed and only those candidates determined to be most qualified on the basis of experience and education, as submitted, will be invited to participate further in the selection process. Testing may consist of the following:

Training & Experience Evaluation - Qualifying
Practical Test - Qualifying (Microsoft Word and Excel)
Oral Interview

NOTE: If three or more qualified City employees apply and pass the examination, a promotional list will be established in addition to an open-competitive list. If fewer than three qualified City employees pass the examination, the appointing authority, in accordance with the City's civil service rules and regulations, can decline to use a promotional list, in which case a promotional list will not be established for this position.

BACKGROUND INVESTIGATIONS :
Candidates who have successfully completed all prior phases of the selection process will be subject to a thorough background investigation. The City of Santa Monica is a progressive, inclusive and culturally-rich community. As leaders in public service, we strive to be an employer of choice by attracting and retaining a highly-talented workforce where people of diverse races, religions, cultures and lifestyles thrive. Our goal is to create a welcoming and inclusive environment where our staff are empowered to perform at their highest level and where their differences make a positive impact.

The City is an equal opportunity employer and strives to build balanced teams from all walks of life without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, or any other status protected under federal, state and/or local law. We aim to create a workplace that celebrates and embraces the diversity of our employees. Join us!

Special assistance with the application and examination process is available, upon request, for persons with disabilities. Call (310) 458-8246, TDD (310) 458-8696 (Hearing Impaired Only).

Please note the request for reasonable accommodations must be made to Human Resources at least three work days prior to the examination.

The City's liberal fringe benefits for full-time employment include sick leave, holiday and vacation pay, the Public Employees Retirement System, medical, dental and vision insurance, credit union, deferred compensation, tuition reimbursement, Dependent Care Assistance Plan and priority enrollment consideration at Hill & Dale Family Learning Center, Marine Park Child Development Center, and Santa Monica Early Childhood Lab School.

Closing Date/Time: 8/15/2025 5:00 PM Pacific

Salary:

$65,592.00 - $80,976.00 Annually