CCR2006186.
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COMMON COUNCIL - CITY OF MUSKEGO
RESOLUTION #186-2006
RESOLUTION TO CREATE THE POSITION OF
FULL-TIME BOOKKEEPER AND APPROVE THE JOB DESCRIPTION
AND ELIMINATE EXISTING PART-TIME BOOKKEEPER POSITIONS
WHEREAS, The City Administrator has developed the attached Job Description for the
position of Full-Time Bookkeeper within the Finance Department; and
WHEREAS, The Common Council must approve the creation of this position.
NOW I THEREFORE, BE IT RESOLVED That the Common Council of the City of
Muskego does hereby approve the creation of the position of Full-Time Bookkeeper in
accordance with the attached job description with the rate of pay at Labor Grade 13.
BE IT FURTHER RESOLVED That upon passage of this resolution, an internal posting
for the position will be done.
BE IT FURTHER RESOLVED That upon the appointment of an individual to the full-
time bookkeeper position, the two existing part-time bookkeeper positions will be
eliminated.
DATED THIS DAY OF 26th September ,2006.
SPONSORED BY:
Mayor Charles H. Damaske
This is to certify that this is a true and accurate copy of Resolution #186-2006 which
was adopted by the Common Council of the . of Muskego.
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Bookkeeper 2306
City of Muskego
Position Description - Proposed
Name: Department: Finance
Position Title: Bookkeeper FLSA: N Pay Grade: 13
Date: Finance Department Supervisor June 2006 Reports To:
Purpose of Position
The purpose of this position is to perform bookkeeping tasks related to accounts receivable, accounts payable,
payroll processing, fixed assets, bank reconciliations, fund administration of land Developers within the City,
tracking of cash/surety, erosion and ditch bond maintainance and preparation of audit workpapers. The work is
performed under the direction ofthe Finance Department Supervisor.
Essential Duties and Responsibilities
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive.
Other duties may be required and assigned.
Processes City's accounts receivables. Analyzes receivable aging report on a monthly basis. Balances accounts
receivable report to general ledger, determines discrepancies and prepares adjustingjoumal entries. Prepares listing
of delinquent accounts for tax roll.
Maintains payment schedules and disbursement records for Police Department Liaison Officer and landfill and cable
special revenue funds. Prepares special disbursement and correspondences as required by agreements.
Processes City's accounts payables. Verifies billing statements for accuracy and codes to appropriate accounts.
Routes bills for Department Head approval. Prepares voucher report for City Council and Finance Committee
approval. Runs checks, stuffs envelopes and processes for mailing. Maintains vendor lists and records. Prepares,
records and mails vendor 1099 and 1098 forms.
Prepares and mails Federal and State gas tax reports.
Serves as backup and assists Accountant in processing payroll including compiling time sheets, entering data,
running checks/reports, reconciling payroll accounts, verifying invoice balances to payroll reports and wires federal
and state tax payments by due dates.
Maintains fixed assets and infrastructure records. Confirms assets with appropriate Departments. Reviews invoices
and capital purchase accounts for fixed asset additions. Confirms assets by survey and prepares memos for
disposals. Updates fixed asset spreadsheets and records. Compiles fixed asset and disposal reports and submits to
Accountant for year-end audit.
Assists with administration of letters of credit/developer deposits. Maintains related developer information, listings
and filing system. Reviews invoices for payment. Prepares correspondence regarding updated information and
accounts, and distributes to Developers and/or Finance Committee. Updates account withdrawal and deposit
information. Imports data from Building Department program and posts to general ledger. Reviews amendment
payment requests for completeness. Tracks payment requests for payment receipt. Reviews status of accounts with
Engineering/Building Inspection Director and Planning Director.
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Bookkeeper 2306
Clears checks and deposit postings in financial system for bank reconciliation preparation. Assists Accountant in
reconciling general ledger cash account balances to bank statements. Monitors uncashed checks and notifies payees
of status. Prepares listing of un cashed checks bi-annually and submits to Waukesha County.
Tracks required cash/surety bond postings for Building and Planning Departments.
Updates and maintains erosion and ditch bond worksheets. Balances account listing to general ledger, determines
discrepancies and prepares adjustingjoumal entries.
Additional Tasks and Responsibilities
While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose
of this position and may also be performed by other unit members.
Respond to customer inquires.
Photocopies and filing.
Other clerical duties as assigned.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma or equivalent, vocational/technical training in bookkeeping, accounting and computer
spreadsheets, minimum three years accountinglbookkeeping experience, or any combination of education and
experience that provides equivalent knowledge, skills, and abilities.
Physical and Mental Abilities Required to Perform Essential Job Functions
Language Ability and Interpersonal Communication
Ability to analyze and categorize data and information in order to determine the relationship of the data with
reference to established criteria/standards. Ability to compare, count, differentiates, measure, assemble, copy and
record data and information. Ability to c1assity, compute and tabulate data.
Ability to advise and provide interpretation to others how to apply policies, procedures and standards to specific
situations.
Ability to utilize a wide variety of descriptive data and information, such as billing statements, ledger, meeting
minutes, vouchers, invoices, lists, schedules, spreadsheets, computer software operating manuals, letters of credit,
non-routine correspondence, drafts of letters and regulations.
Ability to communicate orally and in writing with customers, bank personnel and City personnel.
Ability to establish and maintain effective working relationships with City employees, elected officials and the
general public required.
Mathematical Ability
Ability to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals.
Knowledge, Skills, Judgment and Situational Reasoning Ability
Ability to use functional reasoning in performing semi-routine functions involving standardized work with some
choice of action.
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Bookkeeper 2306
Ability to exercise the judgment, decisiveness and creativity required in situations involving the evaluation of
information against measurable criteria.
Ability to meet deadlines and prioritize work on a daily basis with minimal supervision required.
Ability to maintain a high level of accuracy and detail while working under time constraints.
Ability to use a computer and computer programs including, but not limited to, accounting software packages and
Microsoft Office Products.
Personal Attributes
Possess complete personal and professional integrity, honesty and sense of professional ethics.
Ability to maintain confidentiality.
Demonstrates record of good attendance.
Physical Requirements
Ability to operate a variety of office equipment including computer terminal, computer printers, check printers,
typewriter, telephone, fax machine, calculator/adding machine and photocopier.
Ability to coordinate eyes, hands, feet and limbs in performing semi-skilled movements such as data entry.
Ability to exert light physical effort in sedentary to light work, typically involving lifting, carrying and pushing.
Ability to sustain prolonged visual concentration.
Ability to recognize and identify individual characteristics of sounds and shapes associated with job-related tasks,
objects and materials.
Environmental Adaptability
Ability to work under safe and comfortable conditions where exposure to environmental factors such as repetitive
computer keyboard uses poses a risk of injury.
The City of Muskego 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.
Employee's Signature Supervisor's Signature
Date Date