Job Details

Accounting Assistant I/II

Come join our team! The City of Novato is recruiting for Accounting Assistant I/II. Determination of an offer of Accounting Assistant I or Accounting Assistant II will be based on level of training and experience. Application deadline: 11:59 p.m. on Sunday, February 8, 2026.

The City of Novato is excited to invite detail-oriented, service-minded professionals to apply for our Accounting Assistant I/II position within the Finance Division. This recruitment is open at both the I and II levels, allowing us to consider candidates with varying levels of training and experience and make an appointment at the level that best aligns with the successful candidate's background. Whether you are looking to begin your career in public sector accounting or are ready to apply your established skills in a collaborative, customer-focused environment, this is an excellent opportunity to support the financial operations that help keep our community running smoothly.

Working alongside a dedicated Finance team, the Accounting Assistant plays a key role in accounts payable and customer service, contributing to accurate financial records, responsive service, and fiscally responsible operations for the Novato community.

If you are interested in public service, enjoy working with numbers and details, and take pride in providing responsive customer service, we encourage you to apply. The City of Novato values a diverse and inclusive workforce and welcomes applicants who are eager to learn, grow, and contribute to a supportive team environment.

Benefits include a 9/80 work schedule, accrual of 80 hours of vacation to start, 40 hours of sick leave upon hire, 14 paid holidays per year, ability to earn comp time off, qualified public service loan forgiveness, free parking on site, and office is within walking distance of terrific restaurants, shopping, and the Downtown SMART Station.

Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.

Accounting Assistants perform a wide variety of responsible clerical accounting support duties involving the maintenance of financial and statistical records, processing of accounts payable, accounts receivable, payroll, and business licenses; to support other accounting personnel; to provide internal and external customer service; and to perform a variety of general clerical duties for the Finance Division.

Accounting Assistant I is the entry level class in the Accounting Assistant series. Positions in this class typically have little or no directly related work experience. The Accounting Assistant I class is distinguished from the II level by the performance of less than the full range of duties assigned to the II level. Incumbents work under immediate supervision while learning job tasks, progressing to general supervision as procedures and processes of assigned area of responsibility are learned.

Accounting Assistant II is the journey level class in the Accounting Assistant series and is distinguished from the I level by the assignment of the full range of duties. Employees at this level receive only occasional instruction or assistance as new, unusual or unique situations arise and are fully aware of the operating procedures and policies within the work unit. Positions in this class are flexibly staffed and are normally filled by advancement from the I level.

Essential and other important responsibilities and duties may include, but are not limited to, the following:

• Perform clerical accounting duties involving the preparation and maintenance of accounts payable, accounts receivable, business license, and payroll.
• Perform general business license functions; receive, open, review, and process business license applications; calculate and receive fees; communicate with other departments for special permits or circumstances; and perform counter service duties and assist public with obtaining business licenses.
• Perform general accounts payable functions; sort, calculate, verify and record data; create vendor accounts; process and code invoices for payment; review for completeness and accuracy; input information; prepare and mail various checks; and, track, post or reconcile expenditures.
• Release, replenish, and maintain petty cash funds; post cleared checks for monthly bank reconciliation.
• Reconcile City credit card accounts; open, change, and request increases/decreases in limits; follow up on discrepancies and suspected fraud.
• Obtain required paperwork from independent contractors; provide required information to EDD and others as required; and issue 1099's annually.
• Perform general accounts receivable functions; receive payments and reconcile with statements or invoices for accuracy and additional charges relating to amounts due; process related paperwork; post and update account information; and prepare deposits.
• Verify, receive and record all monies received; perform cashiering duties and services; prepare bank deposits; enter cash receipts and incoming wires; reconcile general ledger accounts; prepare and issue delinquent notices; prepare correspondence for collection agencies, when necessary.
• Open and close accounts; post data to various ledgers; maintain registers and journals; audit invoices against purchase orders and verify encumbrance; research discrepancies; perform data entry of purchase orders; post to proper accounts.
• Research and answer customer questions regarding status of accounts and payments, correct coding of transactions and other accounting related matters; assist departments and employees by explaining procedures and answering questions regarding accounting processes; interpret and explain rules and regulations; and research and resolve clerical accounting problems.
• Create and maintain a variety of databases; prepare and distribute a variety of reports.
• Assemble, tabulate, verify, and maintain statistical and financial data; research discrepancies; prepare billings and related correspondence for accounts.
• Track, order, and receive office supplies and office equipment; monitor purchases; resolve discrepancies or damages to office supply and equipment orders.
• Receive and screen telephone calls from other departments or the public; answer questions and provide information to the public using judgment as to those requiring priority attention.
• Ensure that work is handled on a priority basis, organized, and completed in a timely manner; check documents and records for accuracy, completeness and conformance to applicable policies, rules and regulations.
• Assist the Maintenance Division with DMV registration of new vehicles and vehicles being taken out of service.
• Build and maintain positive working relationships with co-workers, other City employees and the public using principles of good customer service.

Qualifications include knowledge of basic mathematic principles, modern office equipment and procedures, English usage, principles and practices of customer service, ability to learn to perform a variety of clerical accounting duties, make accurate mathematical calculations, operate a computer using word processing and business software and other office equipment, communicate clearly and concisely, both orally and in writing, establish and maintain effective, tactful and positive working relationships, demonstrate teamwork, provide high quality and fiscally responsible services to the Novato community, demonstrate an entrepreneurial spirit, use principles of effective office safety, and additional knowledge of methods, practices, terminology, and procedures used in general and governmental accounting, principles and procedures used for financial and statistical recordkeeping, municipal accounting system requirements and procedures, ability to independently and accurately perform mathematical calculations, accurately count, record and balance assigned transactions, interpret and apply City municipal codes, policies and procedures, process accounts payable and accounts receivable; prepare checks; process invoices; create and maintain accounts; manage and reconcile cash; maintain inventories, logs, and ledgers, accurately and quickly input detailed data; perform mathematic computations; produce reports; use specialized software, word processing, spreadsheets, databases, and 10 key adding machines, accurately review, approve and issue licenses and permits, apply administrative and departmental policies, laws and rules; analyze situations carefully and adopt an appropriate, effective course of action, utilize electronic spreadsheet and database programs in regular assignments, process accounts payable and receivable functions, respond to inquiries related to financial accounting records and processes, use an enterprise financial software package for performance of duties, maintain a high level of confidentiality of a wide range of sensitive information when assigned to human resource or payroll, business license, or related functions, prepare form letters and correspondence, prepare financial and statistical reports.

Working conditions require the ability to use standard office equipment, including a computer; sit, stand, walk, kneel, crouch, stoop, squat, twist, and maintain sustained posture in a seated or standing position for prolonged periods of time; vision to read printed materials and a computer screen; hearing and speech to communicate in person, over the telephone, and to make public presentations; lift and carry up to 5lbs of files, and materials. Mobility to work in a typical office and/or field setting. Ability to travel to different sites and locations; drive safely to different sites and locations; maintain a safe driving record; work protracted and irregular hours and evening meetings or off shift work for meeting attendance or participation in specific projects or programs; available for evening meetings.

The selection process includes application screening, written examination, skills assessment, oral appraisal interview, assessment center, or other activity selected by the Human Resources Department and the hiring department. Candidates who score the highest in the selection process will be required to pass a reference and background exam prior to receiving a conditional job offer. Candidates receiving a conditional offer of employment will be required to pass a pre-employment medical and drug screen examination prior to receiving a final job offer.

Only online applications will be accepted. To be considered for this exciting opportunity, candidates must complete an online application and the required supplemental questionnaire