Accounting Associate

Description 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. Description 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. Seasonal Employees- No Benefits Part-time Employees - Sick Leave (See below) Full Time Employees are eligible for the following benefits; Retirement (Virginia Retirement System employer) for employees hired on or after 1/1/14 Hybrid Members Hybrid plan members contribute 4 percent of creditable compensation to the defined benefit plan and 1 percent to the defined contribution plan each month. Members may voluntarily contribute up to an additional 4 percent in 0.5 percent increments to the defined contribution plan each month. Members can increase or decrease their voluntary contributions on a quarterly basis. With the mandatory and voluntary contributions to the defined contribution component of the plan, members can contribute a maximum of 5 percent with a 3.5 percent match from the employer. Members invest in various investment options that best fit their needs. Vested after 5 years in the defined benefit part of the plan. Vested in phases based on years in the Defined Contribution part of the Plan. The retirement eligibility for a full or reduced retirement pension in the Hybrid Plan is very detailed. Please contact the Virginia Retirement System or the Human Resources Department for details. Paid Time Off (PTO) Yearly earnings 120 Hours (1-59 months), 144 Hours (60-119 months), 168 Hours (120-179 months), 192 Hours (180 and over) Sick Leave Part Time employees earn 4 hours per month Sick leave accrues at the end of the month and may be accrued with no ceiling. Personal Leave All regular full time employees are granted 24 hours of personal leave each calendar year. Personal leave must be preapproved and is not cumulative. Health Insurance Coverage available for you and your eligible dependents using pre-tax payroll deductions if elected. Supplemental Insurances Employees may purchase the following supplemental insurance policies: short term and long term disability, cancer, accident, supplemental hospitalization, and group universal life insurance. Employer Sponsored Short Term and Long Term Disability Provides disability coverage for employees work and non-work related disabilities. Work related disabilities are covered starting on day one (1). Non work related disabilities are covered starting on day eight (8), after you have been employed for one year. Flexible Spending Accounts Employees may participate in the Health Reimbursement, Dependent Care Reimbursement and Premium Reimbursement Accounts. All deductions are made on a pre-tax basis and will reduce your taxable income. Life Insurance The city pays the entire premium for life insurance coverage in the amount of 2 times annual salary for natural death and 4 times annual salary for accidental death. Optional Life Insurance Employees have the option of electing additional life insurance coverage in the amount of 1, 2, 3 or 4 times their annual salary. Employees may only purchase optional life insurance on spouses and children if they are enrolled in optional life insurance for themselves. Family and Medical Leave Act (FMLA) 12 weeks of job protected leave for leaves approved in accordance with the Family Medical Leave Act. Employees receive continuation of health insurance, job protection and consideration for a comparable job when available, or an equivalent job, upon return to work. Funeral Leave 24 hours of paid leave of absence in case of death in immediate family. Holidays Suffolk follows the Virginia State holiday calendar as set by the Governor of the Commonwealth of Virginia. Jury Duty Time off with pay with difference between jury pay and regular pay or use annual leave and keep check. 457 Deferred Compensation, ROTH IRA, Traditional IRA Offered through ICMA Retirement Corporation as a way to shelter a portion of your salary from income taxes and save for retirement. Employee Assistance Program Offers employees and immediate family members free, confidential counseling sessions related to a broad range of issues such as marital or family conflict, job or personal stress, alcohol or drug abuse, financial or legal worries, etc. Worker's Compensation Should an employee have an on the job injury, he/she could be eligible for Workmen's Compensation Benefits, except in cases of willful neglect. Pay Days Employees will be paid on the 15th and last working day of each month. Credit Union A Suffolk Credit Union is available to employees. Legal Services Employees may prepay for access to legal assistance. Notary Public Services Services available in the Human Resources Department. Alternative Work Schedule For some positions -Offers 4 Alternative Work Schedule options to provide employees with greater control over their personal and professional time, as well as reducing absences. 01 Which of the following reflects your highest level of education? High School Diploma or GED Associate's Degree Bachelor's Degree Master's Degree Doctorate Degree None of the above 02 Which of the following best describes your accounting work experience? 0 to less than 2 years 2 - 3 years 3 - 4 years 4 - 5 years 5 - 6 years more than 6 years 03 Do you have knowledge, experience and understanding of accounting practices, such as purchasing, preparing and maintaining financial reports and reconciliation? If so, please elaborate. 04 Do you have any previous government experience? Yes No Required Question #J-18808-Ljbffr