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Job Description Summary
Performs highly responsible technical and administrative support services according to generally accepted accounting principles, established administrative procedures, departmental guidelines, and regulatory requirements applicable to the work. This position assists in carrying out the administrative and professional assignments of the financial management team and is under the direct supervision of the Finance Director or his/her delegate. Employees in this job classification function at staff level to accomplish assigned functions according to established schedules, calendars, projects, and programs of the department. Work includes supervision and coordination of daily accounting operations, posting, data entry, maintenance and advanced reconciliation tasks relevant to assigned functional areas, e.g., accounts payable, accounts receivable, payroll, accounting records and reports, and general administration. This position requires an individual who possesses excellent time management and organizational skills.
Job Responsibilities
• Coordinates and supervises the work of all Accounting Clerks. Prioritizes daily work assignments, provides coverage for staff absences, and participates in annual evaluations.
• Performs accounting support work according to generally accepted accounting principles and regulatory requirements applicable to the work; performs general clerical work according to established administrative procedures and departmental guidelines.
• Performs bookkeeping, posting, data entry, and maintenance tasks relevant to assigned functional areas, e.g., billing, invoices, accounting records and reports.
• Assists in the development, implementation and maintenance of City accounting policies and procedures, including operational manuals and internal controls for staff employees.
• Prepares or reviews journal entries, month-end entries, year-end entries, budget transfers and amendments, as applicable
• Assumes primary responsibility for all contract and grant billing and management (including FEMA reimbursement activities) and monitor all accounts receivables to ensure the City receives payments as appropriate.
• Responsible for compiling FEMA cost reports, filing with state and federal agencies, and the documentation of citywide costs related to FEMA-related events and activities.
• Assists in the production of monthly trial balance for all City accounts and certifies all general ledger and budget entries are complete and accurate to allow for the preparation of monthly financial reports.
• Prepares or assists in the preparation of audit schedules and documents, working closely with the auditors in the preparation of the annual financial reports.
• Assists in preparing the note disclosures and statistical section of the ACFR.
• Reviews and approves payroll and accounts payable activities.
• Performs verification and reconciliation tasks for invoices/receipts/balances according to department checks and balances procedures.
• Ensures all City banking transactions and reconciliations are completed in a timely and accurate manner.
• Generates and assists with various system reports and receipts using Munis, Microsoft Word and Excel, e.g., billing, payroll processing, personnel accounting processing.
• Investigates and researches claims and complaints and takes corrective action or makes recommendations for corrective action.
• May perform a variety of office related functions, including correspondence, presentation materials, brochures, reducing field notes, printing materials, answering phones and responding to inquiries from contractors, developers, property owners, staff, and the general public.
• Recommends changes to the customer information system, payroll programs, accounting controls, ordinances and policies as needed.
• Coordinates activities with other departments and work groups as needed.
• Performs related duties as directed.
Knowledge, Skills and Abilities
• Ability to understand and follow written and oral instructions.
• Knowledge of generally accepted accounting principles, established procedures, departmental guidelines, and regulatory requirements applicable to the work.
• Ability to manage multiple issues and projects; organize, prioritize and complete.
• Communicate in an effective and professional manner and use some independent judgment and discretion in the performance of duties and maintain integrity of confidential information.
• Ability to identify problems and review related information to develop and evaluate options and implement solutions that are in accordance with laws, ordinances, and established principles
• Ability to perform routine mathematical computations and tabulations accurately and efficiently.
• Ability to read, update and maintain various records and files.
• Ability to access, operate and maintain various software applications.
• Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems, facsimile machines.
• Ability to supervise others in a fair and constructive manner.
• Ability to establish and maintain effective working relationship with other employees.
Education & Experience Requirements
• Associate’s Degree in Accounting, Finance, or related field. Bachelor’s Preferred
• Six (6) years’ progressive experience in accounting work, e.g., processing invoices and requisitions, budgeting, payroll processing, payroll tax and related filings, payments, stop payments, maintaining general ledger accounts; or an equivalent combination of education, training, and experience.
• Minimum of 2 years’ supervisory experience
Physical Requirements
The physical demands described here are representative of those that must be met by an employee to successfully meet the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Sufficient manual dexterity to allow typing and writing.
• Sufficient visual acuity to read and comprehend departmental reports and documents; ability to look at a computer screen for long periods.
• Sufficient auditory perception and speaking ability to answer telephones and direct calls and to speak publicly.
• Rarely exposed to disagreeable environmental factors.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Office environment with significant exposure to computers.
• Tasks may involve extended periods of time at a keyboard or workstation.
• Physical exertion in lifting/moving items up to 20 pounds.
• The noise level in the work environment is usually low to moderate.
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