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Assistant Director, Operational Accounting
$164,940.67 - $219,760.94 Annually
Remote Employment:  Flexible/Hybrid

THIS JOB POSTING WILL REMAIN OPEN UNTIL A QUALIFIED POOL OF APPLICANTS IS ESTABLISHED
FIRST REVIEW OF APPLICATIONS WILL OCCUR ON FRIDAY, OCTOBER 6, 2023
IF YOU ARE INTERESTED, PLEASE APPLY IMMEDIATELY 
A resume and cover letter are not required with your application, but highly encouraged 

Be ready to rethink your assumptions about the public sector.  Dedicated and motivated colleagues? Beautiful, high amenity building for on-site work and collaboration?  Flexible schedules and hybrid work options?  Yes, yes, and yes!

The Metropolitan Transportation Commission (MTC) is the transportation planning, financing and coordinating agency for the nine-county San Francisco Bay Area.  MTC is the federally designated Metropolitan Planning Organization (MPO) and the state designated Regional Transportation Planning Agency (RTPA) for the nine-county San Francisco Bay Area.  MTC provides services to the Association of Bay Area Governments (ABAG).  For more information about MTC, visit www.mtc.ca.gov.    

The Assistant Director, Operational Accounting will report directly to the Section Director, Financial Reporting and Operational Accounting, and will have management and oversight of operational areas of accounting including indirect cost allocation plan, single audit, accounts payable, accounts receivable, and payroll. The Assistant Director will prepare reports pertaining to operational accounting and will be a major contributor and advocate for operational accounting in the agency-wide ERP project.  The Assistant Director will provide oversight in the development and/or review of policies and procedures in operational accounting.

In coordination with internal stakeholders, this position will assist in development and/or review of policies and procedures and developing and evaluating the internal controls in AP, AR, and payroll.

This position will perform a variety of complex analytical, compliance, and administrative work in support of reporting functions; management of the operational accounting team and overall relationship with agency sections and program staff; coordinate with various outside agencies; analyze financial information and data; and communicate important financial information clearly to all entities. The Assistant Director will perform other job-related duties as needed or assigned by the section.  

All employees at MTC are classified as Disaster Services Workers

SKILLS AND ABILITIES
The ideal candidate will have the following knowledge, skills and abilities:

Knowledge and Application of:

• Enterprise Resource Planning software and/or other financial management applications.
• Methods and techniques for record keeping as well as report preparation and writing;
• Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards Board (GASB) pronouncements and statements, and Uniform Guidance requirements;
• Automated financial accounting systems, in particular General Ledger, Budgets, Contracts and Purchasing and other relevant modules;
• Federal, State and Local grants and grant reporting procedures including:
  • California Government Codes, Street and Highway, revenue and taxation, and PUC codes
  • Electronic payment systems and revenue fare collections

Skills and Abilities

• Critical and analytical thinking;
• Strong presentation skills;
• Collaborative style focused on team work;
• Ability to communicate effectively both orally and in writing;
• Ability to work with external auditors, project managers, and other internal and external departments; 
• Ability to make involved and accurate computations; and
• Proficiency in Microsoft Office Suit

MINIMUM QUALIFICATIONS
An appropriate combination of education and experience that has provided the required knowledge, skills and abilities is qualifying. A typical way of obtaining the required qualifications is:

Education: A Master's degree in accounting, finance, public or business administration, or a related field, including a minimum of 24 semester-hours in accounting.  Applicants with a degree issued from an institution outside the United States must have their transcripts evaluated by an academic accrediting service and provide proof of equivalency along with their application.    

Experience: Five years of increasingly complex and diverse professional accounting work experience, two years of which having full supervisory responsibility for two or more major accounting functions, including the equivalent of two years as an Accounting Supervisor or Senior Financial Analyst for MTC.

Preferred Qualifications

• 10+ years relevant experience preferred
• Participation in ERP System upgrades
• Experience in the assessment of internal controls pertaining to areas in operational accounting (AP, AR, Payroll)
• Experience with Indirect Cost Allocations Plans (ICAP/overhead plan)
• CPA or other related professional license preferred.

License/Certificate: Possession of a valid California Class C driver's license and a safe driving record, or the ability to provide alternate transportation which is approved by the appointing authority.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Specific duties and responsibilities include, but are not limited to, the following:    

• Provide leadership and manage the day-to-day operations in accounts receivable, accounts payable, and payroll.
• Work with Section Director in onboarding the Indirect Cost Allocation Plan (“ICAP”/Overhead) consultant; manage the annual preparation of the overhead plans.
• Manage internal accounting controls for Operational Accounting including billing and accounts receivable, accounts payable, payroll, and other specialized areas i.e., managing the overhead program.
• Oversee all month-end, quarterly, and annual G/L journal entries essential in operational accounting. 
• Recommend changes in policy and procedures to ensure financial records and audit processes are compliant with local, state, and federal requirements.
• Plan, organize, and perform assessments to ensure administrative accounting, and internal controls exist and are properly functioning in operational accounting.
• Assist in the management and production of Single Audit Reports and other external financial and governmental/grant audits including participation in the Annual Comprehensive Financial Reports.
• Work cooperatively and collaboratively with MTC staff and external stakeholders.
• Supervise staff. Hire, mentor, and proactively carry out performance management issues of direct and indirect reports including establishing job expectations, performing probationary and annual performance appraisals, and managing performance and disciplinary issues. Ensure EEO policies and procedures are followed. Coordinate staff training and professional development.
• Supervise staff, prepare performance appraisals for staff, and provide on-the-job training.
• Perform other job-related tasks and duties as needed or assigned by the section.  

Please click on the Job PDF to view the announcement.

Please click on the Job PDF to view the full job announcement.

About the Department

This City’s Building Division provides oversight and assistance towards the City's growth and development in relation to construction activity on private property within the City.  The goal is to ensure the safety of buildings and to support the health and wellbeing of all persons living and working in San Jose through the implementation of the State of California’s current building codes and laws.

The Division is committed to developing, maintaining, and continually improving the quality of services and the customer experience with the goals mentioned above and the successful applicant will recognize and value these goals and qualities while striving to achieve the objectives and tasks of the classification as listed below.

The Division is seeking applicants for the Associate Engineer classification within the Building Plan Review Services section. This is a full-time position and is responsible for supervising and performs the work of staff responsible for providing professional and technical engineering support to the City’s infrastructure projects and the civil, structural and life safety review of plans submitted to the City; supervises and participates in the preparation and review of designs, improvement plans, estimates, specifications, and contract documents for engineering related projects and programs.

Position & Duties – External
Per the City’s COVID-19 Mandatory Vaccination Policy, the City requires all new hires to provide proof of vaccination as a condition of employment absent an approved medical or religious exemption. “Fully vaccinated” means the employee has received two doses of Pfizer, Moderna or Novavax or a single dose of Johnson & Johnson.

Please note that applications are currently not accepted through CalOpps or any other third-party job board application system. To apply, applicants must complete an application via the City of San José’s website at www.sanjoseca.gov/citycareers. 

The salary range for the Associate Engineer classification is $117,979.68 - $149,363.76. All ranges include an approximate five percent (5%) ongoing non-pensionable pay. Actual salary shall be determined by the final candidate’s qualifications and experience.

The Department is currently recruiting to fill multiple Associate Engineer (Building) positions in the Plan Review Services Division with duties including, but not limited to:

• Advising professional engineers, architects and others concerning code requirements, engineering and planning problems arising in the preliminary design of buildings and structures.
• Examining plans, calculations and specifications for residential, multi-family, commercial and industrial buildings, including complex major structures for structural adequacy and general compliance with governing laws, codes, ordinances and regulations.
• Making independent engineering analyses on proposed buildings when required to justify the structural safety of design, and applicable electrical and mechanical systems.
• Working closely with and giving information to professional engineers, architects, contractors and the general public regarding building, zoning and general requirements concerning buildings and structures.
• Coordinating effectively with Development Service partners e.g. Planning, Fire Prevention, Public Works, Environmental Services for plan review consistency and streamlining permit process.
• Advising building inspectors on structural, fire and life-safety challenges arising in the field during the construction of a building project.
• Instructing inspectors and technicians in the review of simple building plans.
• Performing observational review of critical structural elements of the projects under construction.

This recruitment may be used to fill multiple positions in this, or other divisions or departments. If you are interested in employment in this classification, you should apply to ensure you are considered for additional opportunities that may utilize the applicants from this recruitment.

Competencies

The ideal candidate will possess the following competencies, as demonstrated in past and current employment history.

Job Expertise - Demonstrates knowledge of and experience with applicable professional/technical principles and practices, Citywide and departmental procedures/policies and federal and state rules and regulations. (Registration as a Civil Engineer or Architect with the State of California is preferred. Possession of ICC Plans Examiner certification is preferred).

Analytical Thinking - Approaches a problem or situation by using a logical, systematic, sequential approach. 

Computer Skills - MS Outlook, MS Word, MS PowerPoint, MS Access, and MS Excel. 

Creativity – Addresses objectives and problems while questioning traditional assumptions/solutions to generate creative ideas and new ways of doing business; exhibits creativity and innovation when contributing to organizational and individual objectives; seeks out opportunities to improve, streamline, reinvent work processes. 

Decision Making – Identifies and understands issues, problems, and opportunities; uses effective approaches for choosing a course of action or developing appropriate solutions. 

Planning - Acts to align own unit's goals with the strategic direction of the organization; Defines tasks and milestones to achieve objectives, while ensuring the optimal use of resources to meet those objectives. 

Problem Solving – Approaches a situation or problem by defining the problem or issue; determines the significance of problem; collects information; uses logic and intuition to arrive at decisions or solutions to problems that achieve the desired outcome. 

Project Management - Ensures support for projects and implements agency goals and strategic objectives. 

Supervision- Sets effective long and short-term goals based on good understanding of management practices; establishes realistic priorities within available resources; provides motivational support; empowers others; assigns decision-making and work functions to others in an appropriate manner to maximize organizational and individual effectiveness.

Teamwork & Interpersonal Skills - Develops effective relationships with co-workers and supervisors by helping others accomplish tasks and using collaboration and conflict resolution skills. 

Communication Skills - Effectively conveys information and expresses thoughts and facts clearly, orally and in writing; demonstrates effective use of listening skills; displays openness to other people's ideas and thoughts.

Qualifications

Education: A Bachelor’s Degree from an accredited college or university in Architectural, Civil Engineering, Structural Engineering, or a closely related field (e.g. Construction Management). An EIT certificate is not acceptable as replacement for the required Bachelor’s degree.

Experience: Associate Engineers working in the Building Division as plan reviewers must have four (4) years of progressively responsible experience in professional Civil Engineering work such as, Structural Engineering or Architectural Engineering with at least two (2) years of experience in design and construction of buildings.

Licenses: Possession of a valid State of California driver's license may be required. Other licenses or certifications may be required for positions. (Registration as a Civil Engineer or Architect with the State of California is preferred. Possession of ICC Plans Examiner certification is preferred).

Acceptable Substitution: A Master’s degree from an accredited college or university in the required professional engineering or architectural discipline may be substituted for one (1) year of professional engineering or architectural experience.

Employment Eligibility: Federal law requires all employees to provide verification of their eligibility to work in this country.  Please be informed that the City of San Jose will NOT sponsor, represent or sign any documents related to visa applications/transfers for H1-B or any other type of visa which requires an employer application.

Selection Process:

The selection process will consist of an evaluation of the applicant's training and experience based on the application, resume and answers to the job specific questions. Only those candidates whose backgrounds best match the position will be invited to interview. 

E-mail will be the default method of correspondence with applicants.  To ensure that you receive timely notifications regarding your application status for this recruitment, please enter a primary e-mail address when submitting your application. 

You will be prompted to answer the following job-specific questions in the online application process:   

- Please describe your years of progressively responsible experience in professional Civil Engineering, Structural Engineering, or Architectural Engineering including your years of experience in design and construction of buildings. Specify the years of experience and your employer.

- Please describe your experience for each relevant topic selected above.

- Please describe your experience in non-structural design or plan review (e.g. architectural/life safety, Title 24 energy efficiency, Title 24 disabled accessibility, electrical or mechanical systems etc.).

- Please describe your experience and level of proficiency with MS Office (365) applications: Word, Excel, Access, PowerPoint, and Outlook.

You must answer all job-specific questions to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration.

If you have questions about the selection process, please contact Jennifer Oliveros-Ortiz at Jennifer.Oliveros-Ortiz@sanjoseca.gov.

Additional Information

-Link to Benefits

-Link to  Department

-Link to California Equal Pay Act 

Please note that applications are currently not accepted through CalOpps or any other third-party job board application system. To apply, applicants must complete an application via the City of San Jose’s website at www.sanjoseca.gov/citycareers. 

This position will be open until filled. Please allow adequate time to complete the application and submit before the deadline or the system may not save your application. If your online application was successfully submitted, you will receive an automatic confirmation email to the email address you provided. IF YOU DO NOT RECEIVE THE CONFIRMATION, please email CityCareers@sanjoseca.gov and we will research the status of your application. Please contact Human Resources at (408) 535-1285, or Human.Resources@sanjoseca.gov if you have any questions.

The Department of Public Works is seeking experienced and highly motivated individuals to join their Construction Services Section as Carpenters/Mill Cabinet Workers.

Under general supervision, Carpenters/Mill Cabinet Workers perform journey-level skilled rough and finished carpentry work, including construction and repair of wooden structures and components; maintain, repair, and replace building hardware; and perform related Carpentry or cabinet making duties as assigned.

Ideal candidates for the current vacancies will have the following: 

• Journey-level skills to perform routine repairs such as repairing doors, replacing glass in windows, patching roof leaks, and replacing ceramic and ceiling tiles in our County facilities
• Well-rounded carpentry experience
• Excellent customer service skills
• Ability to work independently without assistance

In the area of Construction Carpentry, duties include, but are not limited to, the following:

• Construct, remodel, maintain, and repair various types of buildings and structures
• Lay out work and cut, fit, and join lumber
• Lay out and build concrete forms; place and finish concrete
• Hang doors and install sash and window glazing
• Install wood flooring and lay floor tiles
• Install ceiling and wall systems to include metal framing and drywall
• Maintain, repair, and install wood fixtures and components of buildings
• Operate wood working tools and equipment and maintain them in proper working condition
• Maintain and replace door locks, door closers, and other building hardware
• Build and install interior trim and interior fittings, such as cabinet shelves, partitions, and bookcases
• Assist other trades as directed by supervisor
• Perform roofing repairs and maintenance
• Place and finish concrete
• Perform related duties as assigned

In the area of Mill-Cabinet Worker, duties include, but are not limited to, the following:

• Lay out work and cut, fit, and join lumber
• Build and install interior trim and finish carpentry work
• Fabricate and install complex finished hardwood cabinetry using non-dimensional hardwoods
• Operate power planers, lathes, saws, routers, and other power tools in working various hardwood shapes into dimensional sizes
• Fabricate and install laminated plastic counters
• Assist other trades as directed by supervisor
• Perform related duties as assigned

Important Information About These Positions
Carpenters are required to work at various locations throughout the County of San Mateo including County Facilities/Buildings, San Mateo Medical Center, Hall of Justice, Maguire Correctional Facility, Maple Street Correctional Facility, and Youth Services Center.

Candidates selected for Carpenter positions with the Department of Public Works will be required to complete an extensive security clearance package and undergo a thorough background check conducted by the San Mateo County Sheriff's Office prior to hiring. The selected candidates must be cleared to work in locked facilities that house incarcerated persons.
 

Qualifications

Education and Experience: 
Any combination of education and experience that would likely provide the required knowledge, skills, and abilities is qualifying. A typical way to qualify is:

• A minimum of 5-years of experience working in trades OR
• Completion of certified apprenticeship program with Journey-level status as a Carpenter or a Mill-Cabinet Worker

Licensure/Certification:

• Possession of a class C California driver license or equivalent 

Security Clearance: 

• Ability to pass an extensive background check and maintain jail security clearance

Knowledge of: 

• Standard practices, materials, tools, machines, and equipment used in the carpentry and/or the millworker trade
• Basic provisions of the Uniform Building Code as it relates to carpentry construction standards
• Preparation of dimensional sketches and the fabrication of specified products
• Methods of fire stop caulking

Skill/Ability to: 

• Use hand and power tools
• Read blueprints and work from sketches, plans, and specifications
• Perform layout work
• Estimate labor and material requirements for small jobs
• Follow written and oral instructions
• Keep records
• Work courteously and effectively with the public and with co-workers
• Bend, stand, and walk for extended periods of time
• Lift and carry equipment and supplies used in the course of the work, such as lumber, concrete, and fencing materials
• Obtain and maintain jail security clearance

 

Application/Examination

Open and Promotional. Anyone may apply. Current County of San Mateo and County of San Mateo Superior Court of California employees with at least six months (1040 hours) of continuous service in a classified regular, probationary, Confidential and Management extra-help/limited term, and SEIU or AFSCME represented extra help/limited term positions prior to the final filing date will receive five points added to their final passing score on this examination. Apply immediately. This recruitment is open on a continuous basis and may close at any time. Selections may be made at any time within the process.

The Department: 
The Finance Department administers the financial affairs of the City of Santa Clara, including City-owned public utilities. The department is comprised of five divisions, Administrative Services, Budget and Treasury, Accounting, Municipal Services, and Purchasing. Together these divisions carry out the mission of the Finance Department to ensure that the financial/fiscal activities of the City are performed, recorded, and presented in compliance with professional and ethical standards.  
 
The Position: 
Positions in this class are flexibly staffed, and are frequently filled by advancement from the Accounting Technician I class, or when filled through recruitment, require additional experience.  The appointing authority will approve appointment or promotion based on the employee's demonstrated ability to perform the full range of duties for the class and meet the qualification standards for the class.  Incumbents within this class are distinguished from the Accounting Technician I by exhibiting a higher level of judgment and independence in performing the full range of duties as assigned.
 
As an as-needed employee, this is an "at-will" position and there is no guarantee of hours. Hours are limited to 999 in a fiscal year or 960 hours in a fiscal year for retired CalPERS annuitants.

 

THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW.  IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARENTEE ADMITTANCE INTO THE EXAMINATION PROCESS.  ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW. 
 

Typical Duties

Each position in this classification may not include all the duties listed below, nor do the examples coverall duties that may be performed.

General Accounting:
 Under supervision:
 •  Processes the City's financial transactions in a timely manner in compliance with laws, regulations, and City policy working closely with staff in all City departments and outside City contacts; Performs reconciliation of various accounting and banking activity;
 • Reviews the documentation submitted by operating departments for compliance and correct general ledger  account coding and recommends corrective action, up to and including journal entry preparation;
 • Reviews documentation for Miscellaneous Accounts Receivable in order to generate invoices using on-line billing system;
 • Generates billing statements, demand letters and collection agency information;
 • Works with payers to develop payment plans;
 • Issues tags to departments for fixed asset purchases;
 • Uses computer applications, including electronic spreadsheets and word processing software, prepares reports, memos, and supporting documentation;
 • Maintains accurate paper and electronic documentation, including files;
 • Sorts, indexes, and files materials, using a variety of standard filing methods;
 • May represent the City of Santa Clara in Small Claim actions;
 • Performs other related duties as assigned.

 

Accounts Payable:
 Under supervision
 • Reviews payment requests from departments for compliance with City internal control policies including contract management requirements;
 • Reviews invoices to determine appropriate coding for sales & use tax;
 • Enters accounts payable  vouchers online and verify input against source documents;
 • Enters and loads spreadsheet vouchers;
 • Works with City staff to accurately process Purchase Card transactions;
 • Provides assistance to staff in using the Insurance certificate tracking system;
 • Works closely with vendors, payers, employees, and other agencies;
 • Reviews the documentation submitted by operating departments for compliance and correct GL account coding and recommends corrective action;
 • Uses computer applications, including electronic spreadsheets and word processing software, prepares reports, memos, and supporting documentation;
 • Maintains accurate paper and electronic documentation, including files;
 • Sorts, indexes, and files materials, using a variety of standard filing methods ;and
 • Performs other related duties as assigned.

 

Payroll:
 Under supervision
 • Enters payroll transactions online and verifies input against the source documents;
 • Accurately follows established business process documentation;
 • Using queries and reports, reviews transactions for compliance with City policies, procedures and Memoranda of Understanding;
 • Works with City employees and departments, as well as other outside City contacts;
 • Analyze original documents and determine system entries needed;
 • Reconciles employee deductions to the GL;
 • Processes levies and judgments in accordance with laws and regulations;
 • Uses queries and computer applications to maintain control totals of base salaries City wide and balance salaries to payroll on a biweekly basis;
 • Using computer applications, including electronic spreadsheets and word processing software, reconciles biweekly or monthly benefits and deductions and prepares reports, memos, supporting documentation and payment requests;
 • Maintains accurate paper and electronic documentation, including files;
 • Sorts, indexes, and files materials, using a variety of standard filing methods; and
 • Performs other related duties as assigned.

 

Minimum Qualifications

Education and Experience: 
• Graduation from high school or possession of a GED; and
 • Completion of thirty (30) semester units or forty-five (45) quarter units from an accredited college or university including at least six (6) semester or nine (9) quarter units, which must be in Accounting or Bookkeeping; and
 • Two (2) years of work experience in Finance/Accounting (accounts receivable, accounts payable, payroll, or general accounting); and
 • Experience with  electronic spreadsheet and word processing programs; and
 • Experience with on-line financial and/or payroll systems; and
 • Ten-key by touch.

Desirable Qualifications:
 • Experience with PeopleSoft Financial or Human Resources/Payroll Systems.

Possible Substitutions:
 • Additional qualifying experience may be substituted for the required education on the basis of one (1) year of experience for fifteen (15) semester units.   (There is no substitution allowed for the requirement for six (6) semester or nine (9) quarter units in Accounting and Bookkeeping.)

Licenses:
 Possession of a valid California Class C driver's license is desirable.
 
 OTHER REQUIREMENTS
 • Must be able to perform all of the essential functions of the job assignment.
 • May be required to work unusual hours and weekends in the performance of their duties.
 
Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.  

 

Knowledge, Skills, and Abilities

Knowledge of:
 • Accounting methods and procedures;
 • Office machines and common office equipment including a personal computer, copier and facsimile machine;
 • Accounting transaction processing in the payroll, accounts payable, general accounting, or cash and bank reconciliation areas;
 • Computer applications (such as Peoplesoft, QuickBooks, and Microsoft Word, Access, Excel, and Powerpoint), databases, spreadsheets including data management;
 • Financial and payroll software systems;
 • Research methods and techniques; and
 • Office safety practices, procedures and standards.
 
Ability to:
 • Process financial data and make arithmetical computations rapidly and accurately;
 • Analyze and interpret financial and accounting records;
 • Interpret and apply administrative and departmental policies, laws and rules;
 • Understand basic algebraic relationships;
 • Evaluate situations, identify problems, make logical decisions and follow through on resolution;
 • Research, analyze and investigate work related issues;
 • Operate standard office equipment;
 • Use personal computers and applicable software;
 • Interact with City employees on various accounting related issues;
 • Provide excellent customer service;
 • Establish and maintain effective working relationships with those contacted in the course of    
   work;
 • Work in a team-based environment and achieve common goals;
 • Communicate clearly, tactfully and effectively, both orally and in writing;
 • Understand, follow and carry out oral and written instructions;
 • Spell correctly and use proper English grammar;
 • Perform tasks without being told, working in the best interest of the City;
 • Effectively handle multiple priorities, organize workload, and meet strict deadlines;
 • Analyze work processes and suggest work improvements;
 • Using computer applications, prepare spreadsheets, memos and procedural documentation;
 • Type from clear copy at a net rate of not less than 25 words per minute on a computer    keyboard; and
 • Walk or stand for extended periods of time and bend, stoop, reach, carry, climb, and lift as necessary to perform assigned duties.
 
Additional Information: 
You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. Applications must be filled out completely (i.e. do not write “see resume or personnel file.”). To receive consideration for the screening process, candidates must submit a 1) Resume Incomplete applications will not be accepted. Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov. This position is continuous or open until filled: Applications will be reviewed on a bi-weekly basis for consideration to the position.  If you are interested in applying you are encouraged to apply as soon as possible, before the position is closed.
 
The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or HumanResources@santaclaraca.gov.

 

The Department: 
The Finance Department administers the financial affairs of the City of Santa Clara, including City-owned public utilities. The department is comprised of five divisions, Administrative Services, Budget and Treasury, Accounting, Municipal Services, and Purchasing. Together these divisions carry out the mission of the Finance Department to ensure that the financial/fiscal activities of the City are performed, recorded, and presented in compliance with professional and ethical standards.  
 
The Position: 
Positions in this class are flexibly staffed, and are frequently filled by advancement from the Accounting Technician I class, or when filled through recruitment, require additional experience.  The appointing authority will approve appointment or promotion based on the employee's demonstrated ability to perform the full range of duties for the class and meet the qualification standards for the class.  Incumbents within this class are distinguished from the Accounting Technician I by exhibiting a higher level of judgment and independence in performing the full range of duties as assigned.
 
As an as-needed employee, this is an "at-will" position and there is no guarantee of hours. Hours are limited to 999 in a fiscal year or 960 hours in a fiscal year for retired CalPERS annuitants.

 

 THIS RECRUITMENT MAY BE USED TO FILL MULTIPLE POSITIONS IN THIS, OR OTHER DIVISIONS OR DEPARTMENTS BESIDES THE POSITIONS LISTED BELOW.  IF YOU ARE INTERESTED IN EMPLOYMENT IN THIS CLASSIFICATION, YOU SHOULD APPLY TO ENSURE YOU ARE CONSIDERED FOR ADDITIONAL OPPORTUNITIES THAT MAY UTILIZE THE APPLICANTS FROM THIS RECRUITMENT. MEETING THE MINIMUM QUALIFICATIONS DOES NOT GUARENTEE ADMITTANCE INTO THE EXAMINATION PROCESS.  ONLY THE MOST QUALIFIED CANDIDATES WHO DEMONSTRATE THE BEST COMBINATION OF QUALIFICATIONS IN RELATION TO THE REQUIREMENTS AND DUTIES OF THE POSITION WILL BE INVITED TO TEST OR INTERVIEW.

Typical Duties

Each position in this classification may not include all the duties listed below, nor do the examples coverall duties that may be performed.

General Accounting:
 Under supervision:
 •  Processes the City's financial transactions in a timely manner in compliance with laws, regulations, and City policy working closely with staff in all City departments and outside City contacts; Performs reconciliation of various accounting and banking activity;
 • Reviews the documentation submitted by operating departments for compliance and correct general ledger  account coding and recommends corrective action, up to and including journal entry preparation;
 • Reviews documentation for Miscellaneous Accounts Receivable in order to generate invoices using on-line billing system;
 • Generates billing statements, demand letters and collection agency information;
 • Works with payers to develop payment plans;
 • Issues tags to departments for fixed asset purchases;
 • Uses computer applications, including electronic spreadsheets and word processing software, prepares reports, memos, and supporting documentation;
 • Maintains accurate paper and electronic documentation, including files;
 • Sorts, indexes, and files materials, using a variety of standard filing methods;
 • May represent the City of Santa Clara in Small Claim actions;
 • Performs other related duties as assigned.

 

Accounts Payable:
 Under supervision
 • Reviews payment requests from departments for compliance with City internal control policies including contract management requirements;
 • Reviews invoices to determine appropriate coding for sales & use tax;
 • Enters accounts payable  vouchers online and verify input against source documents;
 • Enters and loads spreadsheet vouchers;
 • Works with City staff to accurately process Purchase Card transactions;
 • Provides assistance to staff in using the Insurance certificate tracking system;
 • Works closely with vendors, payers, employees, and other agencies;
 • Reviews the documentation submitted by operating departments for compliance and correct GL account coding and recommends corrective action;
 • Uses computer applications, including electronic spreadsheets and word processing software, prepares reports, memos, and supporting documentation;
 • Maintains accurate paper and electronic documentation, including files;
 • Sorts, indexes, and files materials, using a variety of standard filing methods ;and
 • Performs other related duties as assigned.

 

Payroll:
 Under supervision
 • Enters payroll transactions online and verifies input against the source documents;
 • Accurately follows established business process documentation;
 • Using queries and reports, reviews transactions for compliance with City policies, procedures and Memoranda of Understanding;
 • Works with City employees and departments, as well as other outside City contacts;
 • Analyze original documents and determine system entries needed;
 • Reconciles employee deductions to the GL;
 • Processes levies and judgments in accordance with laws and regulations;
 • Uses queries and computer applications to maintain control totals of base salaries City wide and balance salaries to payroll on a biweekly basis;
 • Using computer applications, including electronic spreadsheets and word processing software, reconciles biweekly or monthly benefits and deductions and prepares reports, memos, supporting documentation and payment requests;
 • Maintains accurate paper and electronic documentation, including files;
 • Sorts, indexes, and files materials, using a variety of standard filing methods; and
 • Performs other related duties as assigned.

 

Minimum Qualifications

Education and Experience: 
• Graduation from high school or possession of a GED; and
 • Completion of thirty (30) semester units or forty-five (45) quarter units from an accredited college or university including at least six (6) semester or nine (9) quarter units, which must be in Accounting or Bookkeeping; and
 • Two (2) years of work experience in Finance/Accounting (accounts receivable, accounts payable, payroll, or general accounting); and
 • Experience with  electronic spreadsheet and word processing programs; and
 • Experience with on-line financial and/or payroll systems; and
 • Ten-key by touch.

Desirable Qualifications:
 • Experience with PeopleSoft Financial or Human Resources/Payroll Systems.

Possible Substitutions:
 • Additional qualifying experience may be substituted for the required education on the basis of one (1) year of experience for fifteen (15) semester units.   (There is no substitution allowed for the requirement for six (6) semester or nine (9) quarter units in Accounting and Bookkeeping.)

Licenses:
 Possession of a valid California Class C driver's license is desirable.
 
 OTHER REQUIREMENTS
 • Must be able to perform all of the essential functions of the job assignment.
 • May be required to work unusual hours and weekends in the performance of their duties.
 
Federal law requires all employees to provide verification of their eligibility to work in this country. Please be informed that the City of Santa Clara will not sponsor, represent, or sign documents related to visa applications/transfers for H1B or any other type of visa which requires an employer application.  

 

Knowledge, Skills, and Abilities

Knowledge of:
 • Accounting methods and procedures;
 • Office machines and common office equipment including a personal computer, copier and facsimile machine;
 • Accounting transaction processing in the payroll, accounts payable, general accounting, or cash and bank reconciliation areas;
 • Computer applications (such as Peoplesoft, QuickBooks, and Microsoft Word, Access, Excel, and Powerpoint), databases, spreadsheets including data management;
 • Financial and payroll software systems;
 • Research methods and techniques; and
 • Office safety practices, procedures and standards.
 
Ability to:
 • Process financial data and make arithmetical computations rapidly and accurately;
 • Analyze and interpret financial and accounting records;
 • Interpret and apply administrative and departmental policies, laws and rules;
 • Understand basic algebraic relationships;
 • Evaluate situations, identify problems, make logical decisions and follow through on resolution;
 • Research, analyze and investigate work related issues;
 • Operate standard office equipment;
 • Use personal computers and applicable software;
 • Interact with City employees on various accounting related issues;
 • Provide excellent customer service;
 • Establish and maintain effective working relationships with those contacted in the course of    
   work;
 • Work in a team-based environment and achieve common goals;
 • Communicate clearly, tactfully and effectively, both orally and in writing;
 • Understand, follow and carry out oral and written instructions;
 • Spell correctly and use proper English grammar;
 • Perform tasks without being told, working in the best interest of the City;
 • Effectively handle multiple priorities, organize workload, and meet strict deadlines;
 • Analyze work processes and suggest work improvements;
 • Using computer applications, prepare spreadsheets, memos and procedural documentation;
 • Type from clear copy at a net rate of not less than 25 words per minute on a computer    keyboard; and
 • Walk or stand for extended periods of time and bend, stoop, reach, carry, climb, and lift as necessary to perform assigned duties.
 
Additional Information: 
You must answer all job-specific questions in order to be considered for this vacancy or your application will be deemed incomplete and withheld from further consideration. Applications must be filled out completely (i.e. do not write “see resume or personnel file.”). To receive consideration for the screening process, candidates must submit a 1) Resume Incomplete applications will not be accepted. Application packets may be submitted online through the “Apply Now” feature on the job announcement at www.santaclaraca.gov. This position is continuous or open until filled: Applications will be reviewed on a bi-weekly basis for consideration to the position.  If you are interested in applying you are encouraged to apply as soon as possible, before the position is closed.
 
The City of Santa Clara is an equal opportunity employer. Applicants for all job openings will be considered without regard to age, race, color, religion, sex, national origin, sexual orientation, disability, veteran status or any other consideration made unlawful under any federal, state or local laws. The City of Santa Clara is committed to offering reasonable accommodations to job applicants with disabilities. If you need assistance or an accommodation due to a disability, please contact us at (408) 615-2080 or HumanResources@santaclaraca.gov.

 

The Human Resources Department is recruiting for Human Resources Analyst I/II (Labor & Employee Relations).

The first review of applications is 12:00 p.m. (noon), on August 25, 2023.  The recruitment may close without notice after this date, so interested applicants are encouraged to apply as soon as possible.

A resume and supplemental questionnaire (part of the online application) must be submitted with the completed City application.

The Position 

As a member of the Human Resources Department’s management team, the Human Resources Analyst I/II position will perform a wide range of responsibilities to support the Labor and Employee Relations function.

The Ideal Candidate 

The ideal candidate will have a well-rounded generalist background. It will be important for the Human Resources Analyst I/II to possess a passion for work in the public sector coupled with an ability to think critically, and communicate effectively while maintaining exceptional interpersonal relationships with team members and customers. The successful candidate will be proficient in working with managers across the City to provide counsel and assistance regarding a wide range of human resources issues to support the labor and employee relations function. Attention to detail is critical and the successful candidate must be able to handle multiple assignments at once with a customer centric philosophy. Desirable Qualifications: Thorough understanding of labor and employee relations in the public sector; Human Resources certifications in SHRM, IPMA and/or CALPELRA; and experience with Human Resources systems.

Examples of Job Duties 

• Work collaboratively with the Human Resources Manager to provide counsel and assistance regarding employee relations and organizational development matters, including employee investigations, disciplinary corrective actions, and grievance resolution.
• Support the bargaining function including preparing negotiation proposals and completing cost analysis.
• Administer labor agreements and represent the City in labor and management issues.
• Provide information to City employees and others using sound judgment and effective interpretation of policies, laws, rules and procedures.
• Support the work of the citywide organizational development initiatives to develop Fremont’s future leaders.
• Support Citywide employee engagement and training initiatives.
• Assist in the implementation and management of the citywide employee performance management system.
• Support Labor Relations and Benefits efforts by researching, gathering, analyzing and summarizing data. Perform benefits research, studies and project management.
• Research and analyze emerging trends in Human Resources and develop recommendations to improve our programs and address challenges.
• Coordinate requests for proposals, summarize proposals and make recommendations for the acquisition of services.
• Improve Human Resources efficiencies by implementing industry best practices.
• Support the administration of the leave of absence program and ensure CFRA/FMLA/FEHA/ADA compliance

About the Position 

The City of Fremont's Finance Department is seeking a full-time Accounting Specialist I/II that will support the Revenue function. The incumbent will provide a variety of customer service, financial and accounting duties in the preparation, maintenance and processing of accounting records and financial transactions. This position is responsible for performing duties to support the central cashiering function for citywide services.

Examples of Job Duties

• Provide excellent customer service to residents and businesses in the City of Fremont.
• Perform routine fiscal and clerical support with cash handling, issuing receipts, and balancing cash bags, cash drawer and accounts on a daily basis.
• Provides a variety of financial, accounting and auditing office support duties in the preparation, maintenance and processing of accounting records and financial transactions within an assigned operating department.
• Perform difficult or specialized financial, accounting, or statistical office support duties in a centralized accounting setting, including accounts receivable, central processing and collection of City revenue and billings.
• Build and maintain positive working relationships with co-workers, other City employees and the public, applying principles of excellent customer service.
• Receive business tax, development fees and charges.
• Ensure proper authorization and compliance with City policies and procedures.
• Receive checks by mail and process and balance accordingly.
• Receive payments via internet and reconcile as needed.
• Record and post information, data or figures.
• Update electronic records and perform filing and research of numeric and alpha records.
• Assist with projects to maximize collection of City revenue, including researching returned mail.
• Perform a variety of general administrative duties such as typing, proofreading, and filing.
• Perform mathematical calculations thoroughly and accurately.
• Maintain a variety of manual and automated records.
• Provide information to the public or to City staff that may require the use of judgment and interpretations of City policies, procedures, ordinances, and regulations.
• Prepare Excel spreadsheets.
• Perform related duties as assigned.
• Complete job information can be viewed in the class specifications online: Accounting Specialist I | Accounting Specialist II

TO VIEW JOB ANNOUNCEMENT, CLICK JOB PDF OR JOB ANNOUNCEMENT URL BELOW.