Deputy Treasurer

Under the supervision of the Finance Director, performs a variety of account keeping functions associated with property tax billing and collections, accounts payable, utility billing and collections and miscellaneous receivable. Provides leadership and training to the Administrative Clerk and performs front counter and cashier duties as needed. Acts as Treasurer in that person’s absence. 

An employee in this position may be called upon to do any or all of the following essential functions. These examples do not include all of the duties which the employee may be expected to perform. To perform this job successfully, an individual must be able to perform each essential function satisfactorily.

DAILY CASH BALANCING

1. Daily cash receipts balances and prepares bank deposits. Processing check deposits daily to the bank through the on-line bank portal. Cash deposits are made weekly to the bank in person or as needed. Prepare deposits for East Grand Rapids Community Foundation (EGRCF) 

WATER BILLING

1. Administers monthly utility (water/sewer) billing process. Enters meter readings, generate reports, reviews data for irregularities and omissions, and audits for accuracy. Identifies unusual usage patterns and orders re-reads. Send billing file to KCI for printing of invoices to be mailed and upload entire billing file to Invoice Cloud.

1. For outstanding receivables, prepare delinquent notices and confirm that the system has calculated interest and penalties on past due payments. Prepare list of delinquent water bills to be added to the tax roll as necessary. 

1. Responds to all utility billing related inquiries made by phone and in person, providing necessary forms, reviewing paperwork, and taking appropriate action to resolve questions or concerns. Submits service requests and refer unique or complex inquiries to the appropriate person. 

ACCOUNTS PAYABLE

1. Processes accounts payable. Scan invoices into the system. Code invoices in BS&A for appropriate invoice approval. Prepare check run and print and mail checks that are not signed up for ACH.

1. Collect receipts from credit card users and follow up with users for missing receipts and clarification of charges. Enter transactions into BS&A as an accounts payable invoice.

1. Maintains accounts payable records. Update and maintain vendor information including ACH documents. Prepare and file 1099 forms at year end and maintain W-9 forms.

TAX BILLING

1. Prepare current and delinquent tax rolls and special assessment billings. Coordinate the preparation of tax bills and the collection of payments. Perform settlement with the County and disburse funds to appropriate entities. 

1. Follow up on delinquent accounts and mails notices. Confirm that the system has calculated interest and penalties to overdue payments. Maintain delinquent tax files and updates when taxes are paid. 

1. Assists residents with inquiries and complaints, resolves tax issues and questions, and explains bills and payment procedures.

1. Generates special billings and miscellaneous receivables as needed. Follows-up on overdue accounts receivable according to established procedures.

OTHER DUTIES

1. Serve as backup to other department functions including but not limited to: attending to the front counter and phones, accepting and post payments for taxes, utility bills, licenses and permits, and other receivables. 

1. Provides training and assistance to department employees, and acts as Treasurer in that person’s absence. 

1. Creates and maintains spreadsheets and prepares standard and special reports. Assist in compiling information for use in the annual audit and assist the City’s auditors as needed.

1. Responds to standard inquiries and provides general information to citizens regarding City operations, policies and procedures. Resolves routine issues independently and refers to more complex situations to the appropriate party.

1. Keeps abreast of modern developments and evolving issues in public services through continued education and professional growth. Attend conferences, workshops, and seminars as appropriate.

1. Performs other related work as required.

• A bachelor’s degree or equivalent in finance, accounting, business management, or related field is required. 

• Strong knowledge of cash receipting/handling procedures involving large sums of money, billings, and accounts payable. Knowledge of BS&A software recommended
• Knowledge of municipal government practices, finance, banking procedures, and basic accounting.
• Knowledge of City services, organizational structure, and general operations to effectively direct and assist the public.
• Ability to maintain detailed financial records and reports according to acceptable standards. 
• Ability to communicate effectively and present ideas and concepts orally and in writing.
• Ability to establish effective working relationships and use good judgment, initiative, and resourcefulness when dealing with employees, City officials, professional contacts, community leaders, the media, and the public.
• Ability to multi-task, problem-solve, and work effectively under stress, within deadlines and changes in work priorities.

Physical Demands and Work Environment:

The physical demands and work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the 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 regularly works in an office setting with a controlled climate where they sit and work on a computer, communicate by telephone, email, or in person, and move around the office to travel to other locations. The employee must occasionally lift and/or move items of light to moderate weight. 

This description is intended to describe the type and level of work being performed by a person assigned to this job. It is not an exhaustive list of all duties and responsibilities required by person so classified.

Salary : $26 - $34