Accounting Specialist

Job Title

Under limited supervision, is an integral part of the financial team and provides expertise in the areas of payroll, purchasing, accounts receivable & payable, vendor management, purchasing cards support, billing, reporting, grant reporting and other financial support services on behalf of the department, in addition to using independent judgement and initiative to obtain solutions.

Job Description Summary

Under limited supervision, is an integral part of the financial team and provides expertise in the areas of payroll, purchasing, accounts receivable & payable, vendor management, purchasing cards support, billing, reporting, grant reporting and other financial support services on behalf of the department, in addition to using independent judgement and initiative to obtain solutions.

Essential Responsibilities and Activities

Prepares financial information with a high attention to detail and provides a variety of support functions to process and maintain records for financial transactions and perform related duties as required. Participates in team huddles to plan, prioritize, and coordinate team's day-to-day work to ensure deadlines are met. Ensures organized and efficient work as well as a quality work product. Provides training to department staff as well as team members to increase their skills and job performance while facilitating good communication with employees. Includes giving information, getting feedback, listening, and respecting input while encouraging participation of employees in the conversation. Assists in the calculation of various department-wide metrics to help determine next steps to provide efficiencies and the streamlining of processes as well as to help with decision making. Assists supervisors and staff with emergency payroll processes. Creates overtime reports to provide supervisors with a tool monitor overtime usage and targets. Helps with the reporting and tracking of deadline and policy compliance across department staff for purchasing cards. Monitors monthly aging reports for all Police transactions. Provides training on policies and practices to the team and throughout the department and ensures quality control of work. Acts as a point of contact for questions and inquiries related to payroll and timekeeping and inquiries for 290 employees, handling complex payroll events by solving problems, and assists employees with Workday and Telestaff questions. Assists in the reconciliation of Telestaff entry and works with Human Resources Timekeeping group to correct issues. Coordinates and conducts training related to Workday, payroll policies, procedures. Collaborates on problem solving with affected supervisors and appropriate financial team members. Effectively communicates deadline expectations and process changes with customers. Manages, creates, and submits monthly, quarterly, and annual billings to various internal and external customers. Audits information used in invoicing for accuracy and completeness. Responds to customer inquiries regarding their invoices and provides any required back-up documentation. Obtains information necessary to set up new customers and collaborates with Central Finance on the set up. Follows-up with customers to inquire about late payments. Prepares deposits with required back-up documentation in accordance with City Policy. Records the collection of any receivables in the Workday Financial System. Collaborates with Central Finance on any electronic fund transfers. Acts as a Purchasing Card Liaison for Police Department. Prepares and distributes monthly purchasing card statements to purchasing card holders. Conducts audits on monthly purchasing card statements to confirm city policies and guidelines as well as department policies are followed and ensures purchases are appropriately documented. Reallocates statements into the Workday Financial System to ensure that expenses are being charged correctly. Provides training for department staff on the proper use of purchasing cards. Collaborates with Central Finance on obtaining new cards, deleting cards, and adjusting credit limits for emergencies. Interacts with the public, city staff and vendors to provide information, answer questions and resolve problems associated with vendor payments, reimbursements, revenues, and/or expenditures. Coordinates with Central Finance regarding transaction processing, annual financial audits, retrieval of financial documentation and any other financial research. Identifies and analyzes problems and helps develop solutions to facilitate process improvements, streamlined procedures and ensuring financial guidelines and regulations are followed. Prepares and processes journal entries for accounting transactions. Processes and audits invoices for payment to ensure that all expenses are compliant with City of Boulder Purchasing guidelines, policies, and procedures. Ensures that the invoice number standard is followed to catch duplicate payments and descriptions are used to aid in reporting. Obtains information necessary to set up new customers and collaborates with Central Finance on the set up. Responds to vendor inquiries regarding their invoices and provides any required back-up documentation and payment information. Monitors year-end procedures and deadlines to ensure compliance. Participates as a member of a team, supporting the efforts of a customer service-oriented organization devoted to operational excellence. Works in a collaborative manner to foster teamwork with other city departments and divisions. Performs related duties as required to meet the needs of the city. Teams with and supports similar roles within other city departments, as needed. Takes proper safety precautions to prevent accidents. Ensures safety of self, others, materials, and equipment. Uses all required safety equipment and follows all safety regulations, policies, and procedures. Reports all accidents and damage to city property. Knows and complies with all city and department policies; and participating in professional trainings and development. Participates as a member of the Police Department Business Services Unit on the finance support team, performing financial processes in support of the success of the department.

Minimum Qualifications

Ability to be a proactive thinker and consider needs of other roles to identify ways to improve services to both internal and external customers and implement ideas that help others perform their duties. Ability to maintain confidentiality this position as this position deals with highly sensitive information. Ability to be highly detail oriented and proficient at performing financial transactional processes using a variety of tools, including spreadsheets and unique enterprise software systems in areas of accounts payable, billing and personnel processes. Ability to demonstrate strong organizational skills to follow up on issues. Ability to develop and maintain accurate filing systems. Ability to effectively build relationships with teammates, offers, and asks for support as needed, shares work and knowledge, and promotes everyone's shared success. Ability to effectively support and train non-financial staff on financial tasks and guidelines. Ability to proactively and effectively plan and execute work to meet deadlines associated with payroll, accounts payable, accounts receivable, billing, various other financial processes and respond to urgent questions in a timely fashion. Ability to quickly adapt to changing circumstances and priorities, can objectively understand different perspectives and adapt to decisions made in a respectful and supportive manner in support of city policy and department business needs. Ability to adjust own processes and behaviors to achieve shared goals. Open minded to new ideas and methodologies. Ability to work independently under minimal supervision, identifying what needs to be done and doing it before being asked or before the situation requires it including conducting research, performing analysis and providing recommendations. Skills and proficiency with Microsoft Office, especially proficient with Excel spreadsheets. Skills at a strong level in math. Skills in good verbal and written communication including the ability to communicate effectively with different audiences and to establish and maintain working relationships with individuals at all levels in the organization, and vendors. Must successfully pass a background check before first day of work and maintain acceptable screening.

Preferred Qualifications

Ability to understand, apply and explain municipal codes, ordinances, regulations, and policies. Skills at an advanced level in Microsoft Excel spreadsheets. Three (3) years of experience working in a financial role in a government agency or public utility. Experience working in a police department. Experience working with multiple collective bargaining agreements. Payroll experience. Experience using Workday. Experience using databases.

Minimum Required Education and Experience

Associates Degree in Public Administration, Business Administration, Accounting or related field. Four (4) years of related experience may substitute for the education requirement. Three to four (3-4) years of previous work experience demonstrating the ability to process financial records and to compile data and statistics accurately. Must hold and maintain a valid drivers' license.

Background Information

Qualified applicants will be required to complete several stages of interviews and testing, pass a job suitability assessment and complete a thorough background investigation. Applicants must be able to demonstrate personal and professional honesty, integrity, sound judgment as shown in applicant's criminal history, background, motor vehicle record, and use of drugs and alcohol. Preference will be given to applicants who have no history of use, sale or possession of illegal substances. Polygraph or Computer Voice Stress Analyzer will be used for verification of applicant information. Prior to employment, successful applicants are required to pass a drug screen. Some positions will also require medical and/or psychological testing prior to employment.

Supervision

Supervision Received: Business Services Senior Manager. Supervision Exercised: None.

Working Conditions and Requirements

Physical and Mental Effort: Sufficient clarity of speech and hearing or other communication capabilities that permits the employee to communicate effectively on the telephone and in person. Sufficient vision or other powers of observation that permits the employee to review, evaluate and prepare a variety of written documents and materials. Sufficient manual dexterity that permits the employee to operate computer equipment and other office equipment. Possess sufficient personal mobility and physical reflexes permitting the employee to work in an office setting. Work may include extended periods of time viewing a computer video monitor and/or operating a keyboard. Ability to work under stress from demanding deadlines, public contact, and changing priorities and conditions. Work Environment: Works primarily in a clean, office environment. Works in a setting subject to continuous interruptions and background noises. Machines and equipment used: Frequently uses standard office equipment including personal computers, telephones, calculators, and copy/fax machines.