Salary : $46,676.24 - $66,709.24 Annually
Location : Paso Robles, CA
Job Type: Full-time
Job Number: 23/24-26
Department: Administrative Services
Opening Date: 06/04/2024
Closing Date: 6/18/2024 10:00 AM Pacific
FLSA: Non-Exempt
Description
Photo credit: @brittanyapp
Application Deadline: Tuesday, June 18, 2024 at 10:00 AM
Tentative Interview Date: Wednesday, July 10, 2024
The City of Paso Robles is excited to announce the recruitment for an Accounts Payable Administrative Assistant in the The incumbent will perform a variety of accounting functions such as: processing accounts payable transactions, daily bank deposits, monthly bills, and purchase orders. Other duties include preparing invoice data entry batches, payments in compliance with contract stipulations, and monthly and annual reports. There will also be basic cross training to provide coverage of business license and transient occupancy functions. The successful candidate will have a great attention to detail, strong verbal and written communication skills, and a positive, courteous approach to working with others to resolve problems.
Wage Ranges:
Accounts Payable Administrative Assistant I: $22.44 - $28.47 per hour | $46,676.24 - $59,227.48 annually
Accounts Payable Administrative Assistant II: $25.27 - $32.07 per hour | $52,569.40 - $66,709.24 annually
The Community El Paso de Robles, or "The Pass of the Oaks," is located halfway between San Francisco and Los Angeles, in San Luis Obispo County. Paso Robles is surrounded by scenic rolling hills and California's premier wine regions and is only 27 miles from beautiful beaches. This thriving community of over 30,000 actively engaged residents possesses the benefits of a suburban-rural community while retaining a small-town feel. With over 200 wineries nearby and a bustling downtown with a variety of excellent restaurants and specialty retail, Paso Robles is fast becoming one of the most desirable places to live, work, and play.
Paso Robles has a long history of agriculture and hospitality resulting in a strong work ethic and an enjoyable quality of life. Once hailed as the "Almond Capital of the World", Paso Robles is now known for top quality food, wine, beer, distilled spirits, and an annual calendar filled with events that celebrate everything from wine to pioneers to classic cars. Paso Robles has been honored by the national media, including Country Living's "10 Best Small Towns in America"; Travel and Leisure Magazine's "Best Small Towns to Retire to in America"; the Today Show's "Top Summer Destination for 2021"; a New York Times "Must Visit Region"; Sunset Magazine's "Best Travel Spots for 2021"; and Wine Enthusiast Magazine's "Wine Region of the Year".

The City understands the importance of business development and works hard to attract commerce in a diverse array of industries. The economic outlook for Paso Robles continues to be strong. The housing market is robust and offers a wide array of housing choices including new neighborhoods, houses with acreage, infill, and charming Victorian homes, with a median home price of about $634,500. Paso Robles also has excellent schools, both public and private. Approximately half an hour away is the nationally ranked Cal Poly State University in San Luis Obispo, and within the city of Paso Robles is Cuesta College, North County Campus.
The Organization The City was incorporated in 1889 as a general law City that operates under the Council-Manager form of government with a general population of 31,176 as of January 1, 2022. The governing body consists of a five-member City Council and, beginning in 2020, the City is now divided into four voting districts, each district represented by one City Councilmember residing in that district; the Mayor's position remains at-large. The voters also elect one City Treasurer at-large. All six elected positions are non-partisan. The City Manager, appointed by the City Council, is the Chief Executive Officer, and is empowered to appoint all non-elected employees, except for the City Attorney.

The City has a total annual budget of $173 million for fiscal year 2023/2024, and a total of 295.44 FTEs across the departments of: Administrative Services, City Manager's Office, Community Development, Community Services, Fire and Emergency Services, Police, Public Works, and Utilities.
Typical Duties

• Review and audit accounts payable submissions for accuracy and appropriate supporting documentation
• Enter data in the Tyler ERP Financial Software with minimal error to entry ratio
• Ensure that the office administrative functions of the department are effectively carried out
• Provide a high level of customer service to both external and internal customers
• Prepare and reconcile reports
• Collect, analyze, and summarize accounting information
• Manage accounts payable records according to the City's records retention policy
• Receive and screen visitors and phone calls; take messages, direct the caller to the proper office or person and/or provide factual information or problem resolution regarding City and departmental activities and functions that may require the interpretation and explanation of policies, rules, procedures and ordinances
• Assist with the Senate Bill 1383 paper procurement process as it applies to purchase reporting and retention
• Identify exceptions to city policies
• Assist City staff and the public with information requests related to all aspects of the department and the City
• Manage stale dated checks
• Assist with the City's purchase card program
• Review invoices for proper account number and payment authorization
• Perform general office duties such as processing and distributing incoming and outgoing mail
• Perform other duties as assigned

Photo credit: @brittanyapp
Employment Standards & Special Requirements

Knowledge of :

• Basic principles and practices of financial record keeping and reporting
• General business practices and procedures
• Standard office administrative and clerical practices and procedures
• Business letter writing, techniques for preparing informational materials, and the standard format for reports, correspondence, and other written materials
• Computer applications related to the work, including Microsoft Word, Excel, and Outlook
• Records management principles and practices
• Business arithmetic and basic statistical techniques
• Billing, accounts payable, and budgetary practices
• Proper English usage, grammar, and spelling
• Techniques for providing a high level of customer service to the public and City staff

Ability to :

• Perform detailed office support work accurately and independently within deadlines
• Accurately analyze records
• Interpret, apply, explain, and reach sound decisions in accordance with regulations, policies, and procedures
• Assist in policy-related decisions relative to routine and non-routine problems
• Learn to use specialized software as implemented
• Prioritize tasks, multi-task, adjust to changing priorities, meet critical deadlines, and follow up on assignments with minimum direction
• Establish and maintain effective and cooperative working relationships
• Prepare correspondence and proofread materials for accuracy, completeness, compliance with City policies, format and English usage, including grammar, punctuation and spelling
• Use good judgment in dealing with the public and responding to requests for information
• Contribute to a positive work environment by participating in solutions to problems as they occur
• Use initiative while working within established guidelines and procedures

Education and Experience :
Any combination of training and experience that would provide the required knowledge, skills and abilities is qualifying. A typical way to obtain the required qualifications would be equivalent to graduation from high school and:
Accounts Payable Administrative Assistant I: One year of office administrative support or records management experience.
Accounts Payable Administrative Assistant II: Three years of responsible office administrative and/or secretarial experience or two years of experience equivalent to that of the Administrative Assistant I.
Spanish language skills; two years of college, preferably with courses in business practices with an emphasis in accounting, billing, accounts payable, customer service, and/or cashiering; experience dealing with the public; working in a public agency; and strong computer skills are all highly desirable.

Licenses and Certificatio ns:
Possession of a valid California Class C driver license and a satisfactory driving record.
Distinguishing Characteristics
Administrative Assistant I is the entry-level in this class series. Initially under close supervision, incumbents perform routine reception, office, and records management work that does not require previous specialized experience. As experience is gained, assignments become broader in scope, more varied, and are performed with greater independence. Incumbents may advance to the higher level after gaining the knowledge, skills, and experience, and demonstrating the ability to perform the work of the higher-level class.
Administrative Assistant II is the experienced journey-level in this class series capable of performing a wide variety of work that requires the frequent use of tact, discretion, and independent judgment as well as knowledge of departmental and City activities.
Advancement Criteria:
An Administrative Assistant I who meets the criteria to advance to Administrative Assistant II must have served a minimum of 6 months satisfactory performance at their current wage step prior to reclassification. The effective date of reclassification shall be as of the first day of the pay period following written approval from the department director.
Selection Procedure & Application Process
Photo credit: @brittanyapp
A completed employment application must be submitted by Tuesday , June 18, 2024 at 10:00AM . This is a confidential recruitment and will be handled accordingly throughout the various stages of the process. Candidates should be aware that references will not be contacted until mutual interest has been established.
Applications received by the filing date will be reviewed for accuracy, completeness, and job-related qualifications. A limited number of persons whose applications clearly demonstrate they most closely meet the requirements may be invited to participate in the selection process, which may be any combination of written, oral, and/or performance exams. All statements made in the application materials are subject to verification. False statements will be cause for disqualification or discharge.
Appointment is subject to successfully passing a background and criminal history check. Before starting work, applicants must present documentation of their identity, authorization to work in the United States, and a DMV driving record. The City of Paso Robles participates in E-Verify (more information can be found at www.PRCity.com/HR ). Following appointment, a 12-month probationary period may be required as the final phase of the appointment process.
The email address you provide on the City application will be the primary means of communication the City will use to contact you regarding your application and this recruitment. If you have questions regarding the application process, please contact Human Resources at (805) 237-3962, or by email at Jobs@PRCity.com .

All persons employed by the City of Paso Robles are designated as "disaster service workers" as defined in the California Government Code section 3100 and 3101.
The City of Paso Robles provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
The provisions of this bulletin do not constitute a contract.
Vacation: Accrual of 80 hours per year, increasing with years of service
Sick Leave : Accrual of 96 hours per year
Holidays: 14 paid days per year
Health Insurance:

• Medical : City pays $774.51/month of employee premium, $1,494.98/month of premium for employee with one dependent, and $1,949.99/month of premium for employee with two or more dependents; employees who opt out of health coverage may be eligible for a payment of $300/month
• Dental : City pays full premium for employee and partial premium for family
• Vision : City pays full premium for employee & family

Retirement:

• CalPERS:
  • Classic Tier 1 members participate in a formula of 2.5% at 55, with the employee paying an 8% member contribution, plus a 2% cost sharing contribution, for a total of 10%. The highest year is used for final compensation calculation.
  • Classic Tier 2 members participate in a formula of 2% at 60, with the employee paying a 7% member contribution, plus a 3% cost sharing contribution, for a total of 10%. An average of the 3 highest years is used for final compensation calculation.
  • PEPRA members participate in a formula of 2% at 62, with the employee paying one-half of the normal cost (currently 7.75%) contribution, plus a 3% cost sharing contribution, for a current total of 10.75%. An average of the 3 highest years is used for final compensation calculation.

457 Deferred Compensation: The City will match up to $25 per pay period

Social Security: Both the City and employee participate in Social Security

Life Insurance: Employee only coverage of $75,000 paid for by the City
Employee Assistance Program (EAP): The City pays the full premium for employee and family
Flexible Spending Account: Allows you to pay for dependent care and un-reimbursed medical expenses on a pre-tax basis
Bilingual Pay: Spanish verbal skills: $100 per month; Spanish written skills: $25 per month
Education Reimbursement : Reimbursement up to $3,000 per fiscal year for educational costs directly related to occupational field or for promotion within City service
Commercial License Incentive: Employees in eligible positions who hold a valid Class A or Class B California commercial driver license, maintain a valid Medical Examiner's Certificate, and are cleared by the Federal Motor Carrier Safety Administration (FMCSA) Clearinghouse to drive commercial vehicles shall receive $100 per pay period, subject to department director approval
Retiree Health Reimbursement : Up to $500 per month reimbursement of health premiums until the age of 65 for employees who retire from the City with at least 20 years of service
For additional details and information, please see the SEIU Memorandum of Understanding located on our website here.
01

Explain why you are interested in working as an Accounts Payable Administrative Assistant for the City of Paso Robles. (Please limit your answer to 500 words.)
02

Describe your experience as it relates to finance, accounting, and accounts payable. (Please limit your answer to 500 words)
03

Describe your experience as it relates to customer service, cash handling, and billing/accounts receivable. (Please limit your answer to 500 words)
04

Describe your experience and level of proficiency utilizing Microsoft Word, Excel, Outlook, and Adobe. Please also include any experience you have with additional programs. (Please limit your answer to 500 words)
Required Question