Account Specialist

Who We Are The City of Beverly Hills has a long-standing reputation for providing superior customer service to residents, businesses, and visitors. This characteristic, combined with outstanding staff in all departments, has been a hallmark of success for this high-performance organization. The municipal government (approximately 1,000+ full-time and part-time employees) provides the highest quality safety services, recreational activities, municipal services, and physical environment. What We Do The Finance Department's mission is to provide sound fiscal analysis, support services, and reporting in an accurate, timely, cost-effective, and professional manner to City officials, departments, residents, and businesses.  The Finance Department provides a variety of services through the operation of four major divisions: Budget, General Accounting, Purchasing, and Revenue.  The Finance Department is responsible for the management and oversight of the City's budget, accounting activities, preparation of annual financial statements and facilitating their respective audits, accounts receivable and payable, procurement assistance and compliance reviews, investment management, business tax collection business and transient occupancy tax collections, cashiering functions, and utility billing.    Who We're Looking For The Revenue Division team oversees the City's revenue administration functions including utility billing, cashiering, business tax, regulatory permits, Citywide fees, and other important revenue-generating operations and processes. We are seeking an Account Specialist with a strong accounting or financial background who understands financial concepts, including performing reconciliations. This position plays a critical role in processing financial transactions, ensuring accuracy in financial records, and supporting revenue-related operations. Reporting to the Revenue Manager, the Account Specialist will perform a variety of clerical, fiscal, and customer support tasks, with an emphasis on financial accuracy and accountability. Key responsibilities include: * Maintaining a variety of customer accounts and processing financial and municipal transactions, including utility billing, business tax, cashiering, accounts receivable, accounts payable, and collections. * Performing regular financial reconciliations to ensure account accuracy and compliance with internal controls. * Accurately maintaining and processing financial records within an accounting system. * Communicating with internal City departments (e.g., Finance, Public Works, Community Development, and Information Technology) and external customers, requiring strong relationship-building and customer service skills. * Assisting customers in person with billing or utility account-related issues. The ideal candidate is someone with: * A strong foundation in accounting or finance, including knowledge of financial concepts and the ability to perform account reconciliations. * Experience processing financial transactions and working with accounting systems. * Excellent organizational skills with the ability to multitask and manage deadlines in a fast-paced environment. * High attention to detail, integrity, and sound judgment in resolving issues. * Strong communication skills, with the ability to explain complex financial information to both internal and external stakeholders. * A proactive and solution-oriented mindset with the ability to adapt to new policies and processes. * Knowledge of utility billing, business tax, call center operations, and cash handling. * Experience with financial software such as MUNIS. * Proficiency in Microsoft Teams and Excel (experience with pivot tables, formulas, and financial data analysis is a plus).   Detailed Job Description Account Specialist Job Description Selection Process Candidates must meet the minimum qualifications as outlined in the job bulletin at the time of submission unless specified otherwise. When an application is being reviewed, only information included in the Education, Work Experience, Certificates and Licenses, and Skills sections of the application will be considered to determine whether an applicant meets the minimum qualifications. Résumés and cover letters are not reviewed or considered when screening for minimum qualifications. Résumés and cover letters are not accepted in lieu of a complete job application. Required supplemental attachments (i.e. diplomas, degrees, certifications or transcripts, etc.) must be included as part of the original application and may not be emailed separately unless explicitly stated otherwise or approved to be submitted separately. Incomplete applications will not be considered or reviewed. Candidates who meet the minimum qualifications and whose interests and experience appear to meet the desired qualifications of the position will be invited to participate in the next steps of the recruitment process which may include: * Supplemental Questionnaire * Online multiple-choice assessment (tentatively scheduled 04/17/2025-04/22/2025) * Departmental Interviews (tentatively scheduled 05/02/2025)   Note: The utilization of Artificial Intelligence (A.I.) during any step in the selection process will be grounds for disqualification. If you have problems creating a user account or submitting your online application, please review the online applicant guide or contact NEOGOV applicant support directly at 855-524-5627 (Please note: Applicant Support hours are Monday through Friday, 8am - 5pm Pacific Time and, depending on call volume, may be an automated voicemail system or live support). Eligibility List The candidates who pass the selection process will earn placement on an eligibility list. The eligibility list may be used for current and future vacancies in the job classification, as defined by the duration of the list at the time the list is established. The eligibility list established for this recruitment may also be used to fill a lower-level position. Proof of Education If education units, a degree transcripts, or certificate is required, upload a copy of any license(s), official/unofficial transcript(s), degrees, and/or related employment documents to your Government Jobs account at the time of application and before the closing date unless specified otherwise by Human Resources. Official or unofficial transcripts will be accepted. If your education was completed outside of the United States, you will need to provide a copy of your Foreign Education Equivalency evaluation from a member of the National Association of Credential Evaluation Services (NACES) or Association of International Credential Evaluators, Inc. (AICE). Note: Falsifying one's education, training, or work experience or attempted deception on the application may result in disqualification or disciplinary action, up to and including termination. Conviction History As a finalist for a job, you will be contacted to schedule a fingerprinting appointmentand your fingerprints will be sent to the California Department of Justice(DOJ) and the Federal Bureau of Investigation (FBI). The resulting report of your conviction history (if any) will be used todetermine whether the nature of your conviction (or arrest, in limited circumstances) conflicts with the specific duties andresponsibilities of the job for which you are a finalist. Having a conviction history does not automatically preclude you froma job with the City.  The City of Beverly Hills will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you. After making a conditional offer and running a background check, if the City of Beverly Hills is concerned about conviction that is directly related to the job, you will be given the chance to explain the circumstances surrounding the conviction, provide mitigating evidence, or challenge the accuracy of the background report. Find out more about the Fair Chance Act by visiting calcivilrights.ca.gov/fair-chance-act/.    EEO Statement The City of Beverly Hills is an equal opportunity employer and is committed to providing an inclusive and accessible work environment without regard to race, color, ethnicity, religion, national origin, age, sex, sexual orientation, gender identity, marital status, ancestry, disability, genetic information, veteran status, driver's license status or any other status protected under federal, state and/or local law. If you require a reasonable accommodation to assist with the application, examination or interview process, please contact our Human Resources department at  humanresources@. Please note that this request must be made at least three business days prior to any test or interview in the selection process. The City of Beverly Hills is compliant with SB1100 which amends California's Fair Employment and Housing Act (FEHA) prohibiting employers from requiring a driver's license in certain job postings.  Disaster Service Workers All City of Beverly Hills employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the City requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency. Note: The provisions of this announcement do not constitute an expressed or implied contract and any provisions contained in this announcement may be modified or revoked without notice. DEFINITION To perform a variety of moderately difficult clerical, fiscal, and customer support tasks; to create and maintain a variety of customer accounts and process financial and municipal transactions including utility billing, business tax, cashiering, accounts receivable, collections, and accounts payable tasks; to maintain and process financial records in an accounting system; and to provide clerical or technical support to an assigned supervisor. EXAMPLES OF ESSENTIAL DUTIES - Duties may include, but are not limited to, the following:  * Use various software applications to access, enter, log, and retrieve pertinent information; create new business/customer accounts; update and maintain accounts and/or associated accounting records as required; and generate routine reports. Process payments for City services or other municipal transactions using a variety of payment processing tools, equipment, and technologies. * Participate in the preparation and review of data entered into various databases and/or software applications related to various functional areas, e.g. accounting, payroll, budget, accounts payable, purchasing, and/or accounts receivable/revenue.    * Review for accuracy and completeness a variety of source documents, e.g. applications, forms, tax returns, employment information, etc. prior to accepting/processing payment for department-issued permits, licenses, certificates, and identification cards; inform customers of any issues with submitted documentation; process documentation as specified by program/department policies, procedures, and protocols.  * Perform cashiering functions; prepare daily cash drawer; receive and count cash, and make accurate change; reconcile daily receipts of monies received; prepare bank deposits and tickets, revenue summary sheets, and other related documentation as assigned.  * Accept and process applications and/or payments for municipal transactions including, but not limited to, utility service, commercial refuse collection, business licenses, regulatory permits and fees, identification cards, citations, special taxes and other City payments; explain utility billing, business tax, and other regulatory permit policies and procedures to customers.  Receive and post payments for other departments for various citations, permits, fees or services, and special events; distribute related documentation; research payment histories and records; resolve errors as needed. * Process lockbox payments for miscellaneous receivables using online banking decision tools: review deposit data, identify and address errors, accept remittance file, upload deposits into customer accounts in applicable databases, and electronically maintain files relating to these deposit transactions. * Determine or confirm appropriate business tax classification in accordance with Beverly Hills Municipal Code; contact businesses as needed; generate invoices for appropriate business tax category.  Generate business tax license certificates and renewal and late notices.  * Participate in a variety of discovery efforts related to business tax assessments and/or business tax classification, e.g. perform online research of businesses proposing to operate within city limits, compare data sets from different databases to identify unique records and determine if new business accounts may need to be setup, etc.. Recommend the creation/closing of business accounts and changes in business tax classification.  * Prepare and process billings, notices, late notices, account closure notices and final bills, and related correspondence for commercial and residential utility accounts, and other accounts receivable including, but not limited to ambulance service, parking service, day care service, etc.  * Research and answer employee and department questions regarding the status of accounts and payments, the proper coding of transactions, and other matters. Participate in the control and account verification of an accounting system. * Process incoming and outgoing correspondence, issue customer invoices espond to customer inquiries related to programs, services, and business/financial  transactions; explain fees, charges, assessments, payment procedures, billing, and other regulatory policies, procedures, and/or protocols; ; research payment history and records of billings, payment, and water consumption; update customer accounts to reflect issues/complaints and actions taken; and prepare forms to be used to correct, add, or adjust billings. Refer most difficult or complex problems to Senior Account Specialist. * Provide information regarding the status of applications for department-issued permits, certificates, licenses, and identification cards.  May issue permits, certificates, licenses, and identification cards when customer applications have been approved and associated payments received. * Generate reports of delinquent accounts, as assigned; contact customers regarding delinquent accounts; set-up payment plans within parameters of program guidelines; request termination of utilities for lack of payment. * Participate in training of new Account Specialists; assist supervisor with cross training efforts regarding assigned area(s) of operation.  May assist supervisor with training of clerical accounting support staff in various functional areas, e.g. accounting, payroll, budget, accounts payable, purchasing, and/or accounts receivable/revenue.  * Perform general recordkeeping activities, e.g. data entry, scanning, uploading, and archiving documents, and other clerical duties such as copying, assembling, mailing, faxing, and answering the telephone; distribute data processing journal and registers as assigned.   * May assist with the performance of the duties listed below: * Preparation of City payroll and related activities, e.g., review, calculation, and processing payroll adjustments, processing personnel action forms, and audit and reconciliation payroll register.   * Posting and maintenance for records of expenditures and accounts according to established account classifications; preparation of fiscal data for use in budget preparation.   * Initiation and processing of purchase orders and requisitions.  * Audit invoices against purchase orders; verify encumbrances; research discrepancies; approve for payment and post to the proper account.  * Assist new or existing staff in learning departmental practices and protocols, office methods and procedures, and computer software and systems. * Build and maintain positive working relationships with co-workers, other City employees, and the public using principles of good customer service. * Foster an environment that embraces diversity, integrity, trust, and respect. * Be an integral team player, which involves flexibility, cooperation, and communication. * Work with various cultural and ethnic groups in a tactful and effective manner. * Perform other related duties. Experience: Three (3) years of experience performing accounting recordkeeping, accounts payable, accounts receivable, bookkeeping, timekeeping, purchasing, and/or cashiering duties.   Training: Equivalent to the twelfth (12th) grade supplemented by college coursework in accounting or finance.  License and Certificate  Possession of, or ability to obtain, a valid California driver's license as required by the position.  Knowledge of: * Standard office practices, methods, procedures, and related equipment including applicable software applications. * Principles and practices of cash handling, financial recordkeeping, and file management.  * Municipal accounting system requirements and procedures. * Methods and procedures for English usage, spelling, grammar, and punctuation. Ability to: * Perform moderately difficult and varied clerical, bookkeeping, fiscal, and customer support tasks related to the creation and maintenance of a variety of customer accounts and processing of financial and municipal transactions including utility billing, business tax, cashiering, accounts receivable, accounts payable, and collections. * On a continuous basis, know and understand all aspects of the job; understand and carry out written and verbal instructions; review and evaluate various forms, documents, and applications for accuracy and completeness related to department operations; observe, identify, and problem-solve office operations and procedures; explain department policies, procedures, and unit operations; problem-solve issues for the public and with staff. * Operate and use standard office equipment including computers, applicable software applications, scanners, and printers. * Operate a variety of payment processing tools, equipment, and related technologies. * Receive and count cash, make accurate change, and balance cash drawer. * Post financial data and make accurate arithmetical calculations. * Apply basic financial record keeping principles. * Reconcile differences within the accounting recordkeeping system, with or between other sub-ledgers, different databases, and/or software applications. * Work independently in the absence of supervision. * Use sound judgment in recognizing scope of authority; make independent judgments and decisions within established parameters of standard policies and procedures, when necessary. * Maintain regular attendance and adhere to prescribed work schedule to conduct job responsibilities. * Utilize appropriate safety procedures and practices for assigned duties. * Establish and maintain effective working relationships with those contacted in the course of work. * Work with various cultural and ethnic groups in a tactful and effective manner. * Communicate clearly and concisely, both orally and in writing.

Created: 2025-03-03