Accounting Specialist

Overview Perform a wide variety of routine and non‑routine accounting and clerical tasks to support the Finance Department. Areas of responsibility include Accounts Payable, Accounts Receivable, Cash Management, administrative support, and customer service duties. Responsible for preparing, processing, analyzing, recording, reconciling, and maintaining financial accounts. Serve as customer service representative to the public as well as other City employees. Accomplish routine tasks independently and handle non‑routine responsibilities with moderate amount of supervision/instruction. These tasks are illustrative only and may include other related duties. Schedule Monday – Friday 8:00 am – 5:00 pm Full‑time 40 hours per week AFSCME‑represented position 12‑month probationary period Responsibilities Process specialized accounting and financial functions including accounts payable, accounts receivable, cash management, purchasing‑card (Pcard) transactions, and other related functions. Process invoices/statements, monitor receivables Citywide, maintain customers’ accounts, review and process charges, reconcile system, process bankruptcy files, and turn accounts over to collections. Maintain, process and transmit information related to property liens and assessments including System Development Charges, loans and violations. Process payments entering City’s financial software, review sub‑systems to ensure proper flow into the City Financial System, oversee the City’s daily operating cash requirements which includes processing and recording payment activity in the City banking and investment accounts, and act as City liaison to banking service provider. Match purchase orders to invoices, enter invoices into the City’s financial software and process check runs according to department deadlines. Review requisitions and invoices for accuracy and compliance with procurement policy and departmental guidelines. Set up new vendors, maintain vendor W‑9 forms, reconcile vendor statements, and research and resolve outstanding balances on accounts. Produce 1099 forms. Train new employees and City staff in areas of assignment including accounts receivable, accounts payable, cash management, Pcards, internal controls, banking, and electronic payment process. Perform accounting and data entry duties for accounts payable, accounts receivable, invoices, and purchase orders. Generate operational and summary reports, prepare journal entries and balance system detail to summary accounts. Provide backup support services to utility billing such as providing information, processing transactions, reconciling customer accounts, completing utility billing daily deposit, adjusting customer statements, and resolving customer inquiries and complaints. Serve as front‑line customer service representative for walk‑in customers and answer phones, route calls, take messages, and send or respond to e‑mail. Review Pcard transactions and statements, including monitoring Pcard transactions for compliance with City purchasing guidelines and the Pcard manual. Assist in the month‑end and year‑end processes including preparation of audit work files. Assist in annual audit by preparing assigned reports or providing documentation. Maintain confidentiality and exercise discretion and judgment when dealing with sensitive or confidential information within the guidelines of the City’s Identity Theft & Red Flag policy and customer service standards. Interpret and apply Federal, State, and local laws, administrative rules, guidelines, policies, codes, ordinances and technical principles in a variety of circumstances. Perform duties in compliance with department policies, guidelines, and internal controls. Perform routine and non‑routine clerical duties such as spreadsheet/database functions including formatting, data entry, records maintenance and word processing/typing. May assist with clerical training, proofing, editing, and review of clerical work. Perform administrative support duties such as maintain calendars, schedule meetings, make travel arrangements, and purchase office supplies and equipment. Maintain files on vendors, customers and transactions in accordance with applicable reporting best practice requirements. Prepare meeting materials, public notices, and announcements. Write and/or review procedures and provide input regarding changes and improvements in procedures and processes. Provide information and training to other staff and departments. Compose documents, letters, memoranda or notices from brief instructions or through own initiative. Assist other administrative staff and perform other related duties. Act ethically and honestly; apply ethical standards of behavior to daily work activities and interactions. Build confidence in the City through own actions. Conform with all safety rules and perform work in a safe manner. Deliver excellent customer service to diverse audiences. Maintain composure and deal tactfully with the public. Deal calmly and effectively in confrontational situations. Maintain effective work relationships. Adhere with all City and Department policies. Arrive to work, meetings and other work‑related functions on time and maintain regular job attendance. Education and Experience High school diploma or equivalent and three years of related experience in office/business practices and procedures including professional billing and experience using computerized accounting systems. OR Associate’s degree with major coursework in computerized accounting systems, business administration, or related field and one year of related experience including using computerized accounting systems. Experience with accounts receivable, accounts payable or cash management required. Knowledge, Skills and Abilities Accurate clerical skills in word processing, spreadsheets, filing, record keeping systems, and operating office equipment. Fundamental knowledge of basic financial management and applications including accounts receivable billing, accounts payable, and cash management processes. Ability to use and maintain manual and computerized filing and record‑keeping systems. Technical knowledge and ability to interpret and apply applicable and changing Federal, State and local laws, administrative rules, guidelines, policies, codes, ordinances and technical principles relative to area of assignment. Strong organizational and time management skills with the ability to prioritize multiple duties; ability to work accurately and quickly with multiple customers, in person and on the phone, at the same time. Ability to perform routine duties independently, work with interruptions and consistently meet required deadlines. Microsoft Excel skills and ability to create auto‑calculating spreadsheets, perform basic equations, produce graphs and format for printing, sort and filter tables of data. Microsoft Word skills and ability to format, write documents, insert page breaks, create headers/footers and insert graphics. Knowledge of Business English, spelling, punctuation, grammar, basic math and basic bookkeeping terms and concepts. Ability to write and maintain position procedures and required forms and train other employees in all areas of assignment. Effective interpersonal, customer service, communication and telephone skills, and the ability to interact with a diverse population. Maintain composure and deal tactfully with the public. Deal calmly and effectively in confrontational situations. Ability to get along with coworkers and the general public, and maintain effective working relationships. Type by touch, proof read and edit. Ten‑key skills by touch and the ability to use a computer for extended periods. Understanding of operational rules and general instructions. Ability to discern and apply procedures to situations as encountered within established guidelines. Special Requirements Ability to travel among City worksites as needed. Demonstrable commitment to sustainability. Demonstrable commitment to promoting and enhancing equity, diversity and inclusion. The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace. #J-18808-Ljbffr