Accounting Administrator

Job Title

Under general supervision, this position is responsible for the oversight and supervision of the payroll and accounts payable division. Reports to the Chief Financial Officer.

Essential Job Functions

Oversees day-to-day activities of the financial accounting section by providing guidance with regard to accounting functions and compliance with applicable laws and regulations; implements internal control and develops accounting policies/procedures and communicates/trains when appropriate; and provides assistance to all city departments with accounting issues, questions, procedures.

Prepares financial statements and assists with the preparation of the city's Comprehensive Annual Financial Report (CAFR); performs account reconciliations, and all financial wires related to payroll, debt service, benefit and invoice payments; manages the maintenance of financial records and accounting activities to support citywide functions responsible for retirement benefit reporting, contributions and reconciliation; serves as the subject matter expert for the city's financial system related to accounts payable and payroll; and participates in the development, coordination, and implementation of payroll system enhancements as necessary.

Responsible for the effective supervision and administration of accounts payable and payroll functions, monitoring expenditures, staff development and training, succession planning, performance management, employee relations, prioritizing and assigning work and related activities.

Establishes a system of quality control over city accounting processes to ensure city and departmental policies and procedures, and payroll, accounts payable and banking processes are appropriately administered; develops departmental strategic plans, and conducts research and evaluations; and responsible for establishing, coordinating, and/or maintaining filing and record systems.

Provides information and keeps abreast of current and future issues and trends; responds to inquiries and provides information based on knowledge of programs and activities; serves as the subject matter expert for the City's financial system related to Accounts Payable and Payroll; and participates in the development, coordination, and implementation of payroll system enhancements as necessary.

Performs other duties as assigned.

Knowledge, Skills & Abilities

Accounting Management – Thorough knowledge of governmental accounting principles, methods and practices; Generally Accepted Accounting Practices (GAAP); and Generally Accepted Government Auditing Standards (GAGAS). Thorough knowledge of Governmental Accounting Standard Board (GASB) requirements. General knowledge of Federal, State and Local laws and regulations governing the receipt, custody and expenditure of public funds. General knowledge of public administration, grant administration, contract law, and actuarial reports relating to Pension, OPEB, Workers Compensation and general liability claims. Supervision – Thorough knowledge of leadership techniques, principles and procedures to assign work, schedule, supervise, train and evaluate the work of assigned staff. General knowledge of personnel recruitment, selection, and the use of personnel information systems. Monitors and assesses performance of staff in the organization to make improvements or take corrective action. Customer Service -- Thorough knowledge of principles and processes for providing customer services. This includes setting and meeting quality standards for services, and evaluation of customer satisfaction. Technology – Knowledge of current trends and practices related to the use of technology in Accounting, Payroll, Benefits and Pension activities. Critical Thinking – Using logic and reasoning to understand, analyze, and evaluate complex situations and then to research information to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to the situation. Applies general rules to specific problems to produce answers that make sense. Combines pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events). Judgment & Decision Making – Evaluating the best method of research and then exercising appropriate judgment in establishing priorities and resolving complex matters. Considering the relative costs and benefits of potential actions to choose the most appropriate one. Interpersonal Relationships - Maintains high morale among all department employees. Shares knowledge with supervisors and staff for mutual and departmental benefit. Develops and maintains cooperative and professional relationships with employees, managers in other departments, representatives from organizations, and the general public. Tactfully and effectively handles requests, suggestions and complaints from other departments and person. Accounting - Ability to perform complex arithmetic, algebraic, and statistical applications. Ability to employ economic and accounting principles and practices in the analysis and reporting of financial data. Ability to analyze and evaluate complex financial data, internal controls and operational systems and procedures. Communication – Excellent ability to effectively communicate complex ideas and proposals to include preparation of reports, agendas, and policies. Excellent ability to listen and understand information and ideas presented verbally or in writing. Ability to handle a variety of financial issues with tact and diplomacy and in a confidential manner. Coordination of Work - Ability to establish and implement effective administrative programs and procedures. Ability to plan and organize daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Performs a broad range of supervisory responsibilities over others.

Education, Experience & Special Requirements

Bachelor's Degree in Finance, Accounting, a related field, and 4 - 5 years of payroll, accounts payable and financial statement preparation experience, or a related field, with 3 - 5 years of supervisory experience, or an equivalent combination of education and experience. Designation as a Certified Public Accountant (CPA) is preferred. An acceptable general background check to include a local and state criminal history check and a valid driver's license with an acceptable driving record.

Physical Demands

Physical Requirements: Must be physically able to operate a variety of automated office machinery and equipment including computer, printer, typewriter, calculator, facsimile machine, copier, multi-line telephone systems, etc. Must be able to exert up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for sedentary work. Light work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for sedentary work and the worker sits most of the time, the job is rated for light work.

Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or composite characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communication: Requires the ability to speak and/or signal people to convey or exchange information. Includes receiving instructions, assignments and/or directions from superiors.

Language Ability: Requires the ability to read a variety of cash turn-in reports, invoices, contracts, leases, financial records, etc. Requires the ability to prepare cash turn-in reports, correspondence, financial reports, spreadsheets, contracts and requisitions, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction and style. Requires the ability to speak to people with poise, voice control and confidence.

Intelligence: Requires the ability to apply rational systems to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists; to interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in standard English and possess a basic working knowledge of accounting, clerical and computer operation terminology.

Numerical Aptitude: Requires the ability to utilize mathematical formulas; to add and subtract totals; to multiply and divide; to determine percentages and decimals.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.

Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.

Manual Dexterity: Requires the ability to handle a variety of items, automated office equipment, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress and when confronted with persons acting under stress.

Physical Communication: Requires the ability to talk and/or hear: (talking: expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.