Accountant I

Job Title

Under general supervision, this position performs complex and specialized financial bookkeeping in accounts payables and accounts receivable for federal, state and local funds; performs monthly and quarterly reports, reconciliation and custodianship and disbursement of petty cash. Maintains contracts and grant budgets. Processes and enters payroll. Reports to the Fiscal Administrator.

Assists with budget preparation and year-end close-out assists in the establishment and maintenance of accounts and records for central fiscal activities; prepares financial report; maintains accounting records; analyzes and verifies financial records and accounts.

Prepares comprehensive monthly financial reports with status of expenditures and accounts; collects, balances, codes and disburses; may assist in the audit of accounts payables and accounts receivables; reconciles monthly expenditures and revenues.

Performs contract and grant administration duties and maintenance of documents. Implements a tracking system to ensure the timely contracting and implementation of grants.

Processes and enters time and attendance into payroll system for bi-weekly payroll. Communicates any discrepancies for correction; maintains a high level of security relating to payroll information.

Serves as the point of contact for the Treasurers Office in the tracking and coding of electronically transferred funds, leases and agreements; receives, audits and make recommendations on petty cash funds and change funds to comply with city and state guidelines; prepares correspondence; designs and formats forms.

Performs other related work as required. Individual assignments will be determined by the supervisor, based on the needs of the department.

Knowledge, Skills & Abilities

Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation, and vocabulary. Has considerable knowledge of the policies and procedures, organization, and function of the department. Is skilled in the operation of common office equipment, including popular computer-driven word processing, spreadsheet, and file maintenance programs. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgment in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to communicate effectively orally and in writing. Is able to exercise tact and courtesy in frequent contact with the general public. Is able to establish and maintain effective working relationships as necessitated by work assignments.

Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high-quality communication and interacts within department and division, and with co-workers and the general public.

Maintains effective and efficient output of all duties and responsibilities as described under "Specific Duties and Responsibilities."

Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, City policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human, and conceptual areas.

Attends work regularly and adheres to City policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and research problems, situations, and alternatives before exercising judgment.

Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with City policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.

Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the City. Interacts effectively with fellow employees, supervisor, professionals, and the general public.

Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establishes a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines, and events.

Adheres to all safety and housekeeping standards established by the City and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.

Education, Experience & Special Requirements

Requires a Bachelor's Degree in Business Administration, Accounting, or related field, and 1-2 years of progressive experience in finance, accounting, budgeting, contracts and grants management; 1 – 2 years of related payroll processing experience, or an equivalent combination of education and experience.

Must possess Red Cross First Aid and CPR certifications or have the ability to obtain certifications within 90 days from date of hire and maintain them as a condition of employment.

An acceptable general background check to include a local, state, and federal criminal history check and sex offender registry check.

A valid driver's license with an acceptable driving record.

Individuals in this position cannot be listed as having a founded child abuse or neglect complaint.

Physical Demands

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.

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.

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

Requires the ability to read client records, charts and ledger cards, release, and payment information, etc. Requires the ability to prepare financial charts, interview information, cash, debt set-off and payment records and reports, and billing and income statements, 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.

Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Requires the ability to record and deliver information, to explain procedures, 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.

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

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

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

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

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

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.

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.

The City of Portsmouth is an Equal Opportunity Employer. ADA requires the City to provide reasonable accommodations to qualified individuals with disabilities. Prospective and current employees