We offer a great benefits package including medical, dental, pension program, HSA, and generous time off. City residents will earn a 4% differential on top of the hourly pay range. Learn more and apply today!


ESSENTIAL DUTIES:

• Become an active and productive team member.
• Respect your team and the diversity of its members.
• Accept and provide leadership to the best of your abilities.
• Strive to learn and expand your occupational and life knowledge, skills and abilities.
• Have the dedication to complete all required duties in an accurate, professional and timely manner.
• Maintain a professional appearance, positive work ethic, and pleasant disposition towards all.
• Maintain a consistent, punctual, and reliable attendance record.
• Create and maintain vendor profiles, including W-9 collection and updates
• Set up and verify ACH payment information; scan and file insurance certificates
• Monitor AP email inbox and route invoices to appropriate departments for approval.
• Respond to vendor inquires and follow up in statements or outstanding balances.
• Enter Vendor payments including wires and department invoices.
• Import large data sets and scan supporting documents into the system.
• Conduct final audit of invoice details (vendor info, remittance, PO, contracts, etc.)
• Make corrections or reject invoices back to department if necessary.
• Prepare and verify check runs, EFTs, and upload bank files.
• Distribute checks, run postage, and maintain reconciliation spreadsheets.
• Investigate and process voids and reissues of payments.
• Verify check status, coordinating with bank, and managing stop payments.
• Train new employees on invoice entry and provide periodic refreshers.
• Serve as the AP help desk for departments seeking support or clarification.
• Assist in reviewing payment records for 1099 eligibility.
• Research and Sluething.
• Modify vendor data and invoice records as needed.
• Serve as backup to Accounts Receivables and Payroll during absences.
• Audit all data to maintain internal control and accuracy including reconciliations to maintain accounting integrity.
• Interact with Finance and other City department personnel to resolve issues and/or respond to inquiries.
• Receive phone calls, visitors and assist customers at the counter with courtesy and tact.
• Become intimately familiar with all applicable Software systems including Finance, City Works, and various third-party systems accessed through the internet.
• Process, maintain, and update various departmental reports, files, computer databases, and other files.
• Assist other office personnel with various duties and responsibilities.
• Fill in for absent personnel (vacation, illness, etc.)
• General clerical work such as filing, data entry, and record keeping.
• All other duties as assigned.

Environmental Conditions of the Position
Standard office environment with climate control.
Frequent extended periods of computer use and desk work.
Occasional interruptions and shifting priorities in a fast-paced office.
This job is fully in person
Minimum Qualifications
Minimum of a high school diploma or its equivalent
Three years of related work experience or a combination of education and experience from which the candidate attained the necessary knowledge, skills, and abilities.
Additional business, accounting, payroll, management, or other relevant education is considered a plus.

Preferred Qualifications

• Familiarity with 1099 reporting and W-9 verification.
• Proficient with Microsoft Excel, Word, Adobe, and accounting systems.
• Experience with document scanning and office equipment (e.g., copiers, postage machine).
• Familiarity with ACH processes and banking platforms.
• Racine County Resident
• Bilingual proficiency (Spanish/English) preferred.

Knowledge, Skills, and Abilities Required

• Familiarity of all department functions, policies, procedures, abilities, and the department’s relationship to other City areas.
• Ability to establish effective working relationships with the public and colleagues through the exercise of good judgment, courtesy, and tact.
• Ability to learn and answer involved questions regarding departmental operations and procedures.
• Ability to become familiar with state statutes and federal regulations; effectively convey this information to our customers and apply it to the job duties and responsibilities.
• Basic knowledge of accounting for accounts receivable and purchasing.
• Ability to use Microsoft Office products quickly and effectively.
• Capacity to learn and effectively use various computer systems.
• Mastery of business English, spelling, punctuation, and mathematics.
• Ability to understand, follow, and remember involved written and oral instructions, policies and procedures, while performing tasks effectively and maintaining a high level of accuracy and attention to detail.
• Ability to resolve problems quickly and accurately under stressful conditions.
• Ability to take control of difficult situations by anticipating problems, analyzing alternative solutions and initiating appropriate corrective measures within established regulations, prescribed policies, and procedures under stressful conditions.
• Ability to give and follow detailed instruction and have effective oral and written communication skills.
• Ability to train and lead peers in work assignments.
• Ability to operate office equipment including computer terminals and adding machines.
• Ability to handle confidential material properly
• Knowledge of municipal finance or government accounting procedures.

ASSOCIATED DUTIES:
Provides general clerical and administrative support as assigned by the Finance Director/City Treasurer or Deputy Finance Director/City Treasurer.
Special Requirements:
Must demonstrate accuracy and attention to detail in high-volume invoice processing environments.
Must be available during peak financial cycles (e.g., fiscal year-end, 1099 issuance periods), which may require adjusted work hours.

Physical Demands of the Position
Regular sitting, standing, walking, and stooping.
Occasional kneeling, crouching, climbing, bending, and reaching.
Frequent use of hands and fingers for typing, writing, and handling documents.
Verbal communication and active listening required throughout the workday.
Lifting, carrying, pushing/pulling to a maximum of 25 pounds.

Equipment Used
Personal computer, Microsoft Office applications, financial software systems, typewriter, transcription equipment, copier, fax machine, calculator, telephone, and general office equipment.
This job description is intended to identify essential duties and also illustrates other types of duties that may be assigned. It should not be interpreted as describing all of the duties that will be required of an employee or be used to limit the nature and extent of assignments that an individual is required to perform. In addition to the responsibilities and duties listed, it is expected that employees maintain a consistent and reliable attendance record. Job descriptions are subject to revision at any time at the discretion of the City of Racine.

The City of Racine is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the City will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.