Accounting Associate

Accounts Payable And Governmental Accounting

Under general supervision, performs accounts payable and governmental accounting work associated with the preparation, maintenance, and processing of accounting records and financial transactions within the Fire Department. Employee is responsible for ensuring proper and timely payment on vendor accounts, inter-City billings, and various contracted services, and for preparation of associated accounting reports. Responsible for verification, reconciliation, analysis, and report preparation associated with accounting matters. Employee must exercise independent judgment and initiative, and attention to detail in ensuring proper and timely payments. To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were actually written out in this job description.

Essential Job Functions

Maintains and updates various financial reports and records, including quarterly transfer reports, account analysis, and transaction summaries.

Creates monthly/quarterly reports via query function requiring data-links to multiple files.

Performs data entry tasks to enter, modify, verify, and maintain miscellaneous billing information; ensures billing in a timely and accurate manner; prepares statements; sorts and distributes all documents as necessary; maintains an accurate file of the bills; confers with customers to resolve discrepancies for overdue payments.

Receives payments and prepares/maintains deposits and receipts, including analyzing all deposits from sites to verify that registrations, receipts and payments reconcile with deposits.

Maintains files of documents associated with vendors and contracts; maintains contact and confers with vendors, responding to or making inquiries, as necessary; researches information for vendor and department inquiries of payment discrepancies.

Creates monthly reports via query function requiring data links to multiple files and extracts data to prepare invoices for billing and respond to inquiries.

Reviews payment vouchers; balances and proves edits; distributes department check registers.

Maintains, updates and controls the vendor master file and establishes criteria for entering data in vendor master file.

Maintains, prepares, and updates various financial reports, transmittals or records.

May notify administration monthly on receipts; reconciles financial data into reporting systems; reconciles department data with City general ledger.

May track and reports money received for fraud.

May compile financial information for auditors; secures and submits information to director for budget.

May review and processes invoices for payment either by computerized voucher system or purchase order and copies invoices for payment and for office files and records.

May process document imaging of agency financial and case records.

May perform accounts payable tasks, modify, verify, and maintain miscellaneous billing information; ensures billing in a timely and accurate manner; sorts and distributes all documents as necessary; maintains an accurate file of the bills; confers with customers to resolve discrepancies for overdue payments.

May reconcile financial data into reporting systems; reconciles department financial records with City general ledger.

May compile, process, sign, and distribute all administrative bills for payment. Also receives, deposits, and records all monies received and spent; receives and compiles all checks processed monthly; and records monthly expenditures for grant programs.

May be assigned in the absence of an Office Assistant to answer phones, greet visitors, and maintain the front reception window of Fire Headquarters.

Performs other related duties as required.

Required Qualifications

Associate's Degree in accounting, bookkeeping or closely related field and minimum 5 years clerical level accounting or closely related experience; or any equivalent combination or training and experience which provides the required knowledge, skills and abilities.

Supplemental Information

Knowledge of the application of established bookkeeping and accounting principles and techniques to governmental accounting transactions.

Knowledge of arithmetic.

Knowledge of state and local fiscal regulations, policies and procedures.

Knowledge of terminology used within the department.

Knowledge of office accounting methods and procedures.

Ability to use a variety of popular office machines, including a computer terminal, calculator and facsimile machine.

Ability to organize and effectively process and maintain financial records and files, and prepare reports from them.

Ability to analyze and record information and to balance figures. Is able to understand or apply laws, regulations and policies to the maintenance of financial records.

Ability to verify documents and forms for accuracy and completeness.

Ability to understand and follow oral and written instructions.

Ability to type accurately at a moderate rate of speed.

Ability to exercise independent judgment, discretion and initiative in completing assignments and in dealing with other employees and the general public.

Ability to establish and maintain effective working relationships with other employees and the general public.

Ability to speak or signal to people to convey or exchange information of a general nature.

Ability to assist with achieving moderate economies and/or preventing moderate losses through the management of a small division.

Ability to use addition, subtraction, multiplication and division, and/or calculates ratios, rates and percents.

Ability to read routine sentences, instructions, regulations, procedures, or work orders; writes routine sentences and completes routine job forms and incident reports; speaks routine sentences using proper grammar.

Ability to make a few decisions, affecting the individual and a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.

Ability to perform semi-skilled work involving set procedures and rules but with frequent problems; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Impact of decisions is moderate - affects those in work unit.

Uses tools or equipment requiring brief instruction or experience such as computers for data entry, fax, complex copiers, phone systems, and other similar equipment.

Works in dimly lit areas or in other situations where excessively bright or dim light conditions prevail; or works in indoor areas under dusty conditions.

Some responsibility for safety and health of others and/or for occasional enforcement of the standards of public safety or health.

Requires the ability to inspect items for proper length, width and shape.