Fiscal Assistant

Under general supervision, performs technical fiscal support work in a department, division, program, or other work unit of the Village. Work involves preparing, processing, recording, and maintaining financial, billing, receipting, and customer account records; receiving and posting payments; assisting with billing, cash receipting, deposits, accounts payable, accounts receivable, and related fiscal support processes; responding to questions and concerns from employees, residents, customers, vendors, and the public; identifying and resolving routine discrepancies within established procedures; and performing related work as required. Work is performed within established policies, procedures, system controls, and department guidelines, with unusual, complex, or non-routine matters referred to supervisory or higher-level staff. This class is intended for routine transaction processing and customer/account support assignments rather than ownership of higher-level accounting, reconciliation, or analytical functions.

1. Provides fiscal support to an assigned department, division, program, or work unit.
2. Receives, records, posts, balances, and processes payments, receipts, deposits, and related documentation in accordance with established procedures and internal controls.
3. Prepares, updates, maintains, and retrieves financial records, billing records, customer account records, spreadsheets, reports, logs, and other paper or electronic information.
4. Performs routine fiscal support work, including invoice entry, payment posting, receivable support, cash receipting, account updates, and related recordkeeping.
5. Assists with accounts payable and accounts receivable support functions, including invoice entry, customer invoicing, monitoring account activity, collections follow-up, and responding to routine questions.
6. Prepares and maintains routine reports, spreadsheets, logs, reconciliations, and supporting documentation for assigned fiscal functions.
7. Reviews transactions, reports, billing records, statements, and supporting documents for completeness, accuracy, and compliance with established procedures.
8. Identifies routine discrepancies, researches account or transaction issues, resolves problems within established authority, and refers more complex matters to appropriate staff.
9. Prepares routine journal entries, account adjustments, or supporting documentation as directed or in accordance with established procedures.
10. Performs billing and customer account support work as assigned, including preparing bills, posting payments, maintaining account records, processing finals, updating customer accounts, supporting online payment systems, and responding to billing inquiries.
11. Processes service requests, work orders, account changes, meter-related updates, and related follow-up activities associated with assigned billing or fiscal support functions.
12. Provides information and assistance to employees, residents, customers, vendors, outside agencies, and the public regarding departmental procedures, billing activity, payment options, account status, and related requirements.
13. Prepares correspondence, notices, forms, routine communications, and other materials related to assigned fiscal or billing functions.
14. Maintains paper and electronic files, scans documents, copies materials, and distributes records and reports as needed.
15. Assists with month-end, year-end, audit preparation, and other recurring fiscal support activities as assigned.
16. Processes and maintains confidential, sensitive, or restricted financial and customer information in accordance with applicable requirements.
17. Utilizes financial systems, billing systems, receipting systems, spreadsheet applications, document management systems, and other department-specific software.
18. Establishes and maintains effective working relationships with employees, other departments, residents, customers, vendors, outside agencies, and the general public.
19. Performs other duties as required.

Training and Experience

1. High School Diploma or GED.
2. Two (2) years of progressively responsible experience in fiscal support, billing, receipting, cash handling, bookkeeping, customer account support, utility billing, accounts payable, accounts receivable, or related office support work.
3. One year of recognized post high school training in accounting, finance, business, office administration, or a closely related field may substitute for one year of the work experience requirement.