Business and Operations Support - Accounting Clerk

Job Summary

The Business and Operations Support - Accounting Clerk serves as a key support position within the Finance Department. This position is responsible for front desk reception and customer service, business tax (occupational license) collection, accounts payable and accounts receivable processing, and general accounting and clerical support. The Accounting Clerk also assists the Finance Director with routine and special accounting tasks as needed.

This position is stationed at the front desk of City Hall and is often the first point of contact for citizens, business owners, vendors, and visitors; therefore, professionalism, accuracy, and strong customer service skills are essential.

Essential Duties and Responsibilities

Front Desk Reception & Customer Service

Greets and assists visitors to City Hall in a courteous and professional manner

• Answers and routes incoming telephone calls to appropriate departments or staff

• Provides general information to the public regarding City services, forms, and procedures

• Monitors and responds to the City's general services email inbox, directing messages appropriately

• Maintains an organized and professional front desk and reception area

Business Tax & Occupational License Administration

• Collects occupational license and business tax payments in accordance with city ordinances

• Processes new business license applications, renewals, and related documentation

• Provides information to business owners regarding licensing requirements, fee schedules, and deadlines

• Issues receipts and ensures proper posting of payments to the accounting system

• Maintains accurate records and files related to business licenses and tax collections

• Assists with compliance follow-up related to delinquent accounts, as directed

Accounts Payable

• Receives, reviews, and processes vendor invoices for accuracy and completeness

• Verifies proper approvals and supporting documentation prior to payment

• Enters accounts payable transactions into the financial system

• Assists with preparation of check runs and electronic payments

• Files paid invoices and maintains organized accounts payable records

Accounts Receivable

• Assists with billing and receipt of payments for city services, fees, and miscellaneous revenues

• Processes daily cash receipts, prepares deposits, and records transactions in the accounting system in accordance with established internal controls, with independent review and approval performed by the Finance Director or designee.

• Issues receipts to customers and balances daily collections

• Assists with monitoring outstanding receivables and preparing reports as requested

General Accounting & Clerical Support

• Performs routine general accounting duties, including data entry, reconciliations, and filing

• Assists the Finance Director with special projects, reports, audits, and year-end activities

• Maintains finance department files and records in accordance with retention policies

• Provides administrative support to the Finance Department as needed

• Performs other duties as assigned that are appropriate for the position and skill level

Minimum Qualifications

• High school diploma or GED required

• One (1) year of clerical, accounting, cash-handling, or customer service experience preferred

• Municipal finance or governmental accounting experience preferred but not required

Knowledge, Skills, and Abilities

• Basic knowledge of accounting principles and office procedures

• Ability to handle checks, money orders and electronic payments accurately

• Strong customer service and communication skills

• Proficiency with basic office software (word processing, spreadsheets, email)

• Ability to maintain confidentiality and handle sensitive financial information

• Strong organizational skills and attention to detail

• Ability to multitask and prioritize duties in a public-facing environment

Personal Qualities

IBTS places a high value on certain personal traits that work toward creating a positive, professional, and supportive work environment, which is essential for working together and achieving success. We believe "how" you achieve your results is as important as what you achieve. The following highlights the personal traits key for success within the organization.

• Strong Work Ethic
• Teachable/Continuous Learner
• Reliable/Dependable
• Collaborative/Team Contributor

• Primarily sedentary office work with frequent interaction with the public
• Requires ability to sit, stand, walk, and use standard office equipment

• Regular attendance during normal City Hall business hours is required in a normal office environment.

Bring your passion, expertise, and experience to IBTS, where we appreciate and are committed to our employees. We offer outstanding benefits, growth opportunities, and work hard to maintain a culture that values our employees.

The Institute for Building Technology and Safety (IBTS) is a 501(c) (3) non-profit organization established to provide unbiased professional building code compliance services, while enhancing the communities in which we work. At IBTS, our mission is to deliver quality services to meet the challenges of governance at all levels while enhancing public safety, economic development, and the general welfare of the community. Our services include Building and Community Development, Energy and Sustainability Services, Disaster Planning and Recovery, Quality Assurance, as well as Compliance and Risk Monitoring.

IBTS is headquartered in Ashburn, VA, with additional offices in Louisiana, Missouri, New York, Puerto Rico, and Washington, DC.

We are committed to building a community of experts with diverse backgrounds, disciplines, and perspectives who are passionate about our mission. IBTS is proud to be an Equal Opportunity and Affirmative Action Employer that maintains a diverse and inclusive workforce. All qualified applicants will receive equal consideration for employment without regard to race, color, religion, sex, national origin, age, disability or sexual orientation. This opportunity is open to Section S3 Residents. Veterans and individuals with disabilities are encouraged to apply.

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