Senior Finance Specialist Procurement and Accounting

Senior Finance Specialist

The City of Lynnwood is seeking a Senior Finance Specialist to join the Finance team!

The Senior Finance Specialist provides accounting and clerical support for the Procurement and/or Accounting divisions of the Finance Department. This position is responsible for the efficient operation of the computerized accounts payable system, purchase card program, and for assisting departments with budget analysis on individual projects. This position is expected to apply knowledge of the state Budget Accounting and Reporting System. The Senior Finance Specialist is responsible to apply independent judgment in the receipt, audit, and verification of accounts payable and purchase card transactions.

Essential Functions

Essential Job Functions

The following duties ARE NOT intended to serve as a comprehensive list of all duties performed by all employees in this classification, only a representative summary of the primary duties and responsibilities. Incumbent(s) may not be required to perform all duties listed and may be required to perform additional position specific duties.

• Serves as the liaison and subject matter expert for the Purchase Card program (p-card) to City cardholders as a p-card coordinator managing p-card agreements, the issuance/cancellation of p-cards, and troubleshoot p-card issues with users as they arise.
• Maintain and reconcile dual systems, between bank and accounting software program as well as create, maintain, distribute p-card program policies and procedures.
• Coordinate with Procurement staff, Project Managers, and individual contractors to ensure proper distribution of funds on contracts according to State and Federal laws and regulations.
• Train City personnel in the processes required for getting invoices paid, including the use of the computerized accounts payable and purchasing card system.
• Oversee accounts payable files of each payment, which includes invoice/receiving document/purchase order/check and approval for each vendor payment.
• Perform review of purchase card transactions and requisitions, process purchase orders and change orders.
• Assist in year-end Accounts Payable and Procurement activities.
• Coordinate process for payment vouchers and reports for Council approval.
• Verify transactions for accuracy, completeness to ensure payments, disbursements, and expenditures conform with state, city, fiduciary and administrative policies and procedures.
• Audit vendor statements to ensure each invoice has been paid where materials and/or services have been received, and contact vendors when problems are identified.
• Coordinate the disbursement of funds with departmental staff for processing of the City's payment obligations, including requests for the immediate issuance of funds in emergency situations.
• Prepare and analyze cost allocation distributions for payment of multiple fund/department invoices, such as telephone, electrical, natural gas, and related items.
• Set up new vendors and issue required annual tax statements in accordance with IRS guidelines.
• Maintain all related files and records, ensure disposal of records in compliance with City record retention policy.
• Maintain regular attendance.

Minimum Qualifications

Associate's degree in Accounting, Finance or related field and three (3) years of directly-related experience or an equivalent combination of related education and experience; computerized accounts payable system knowledge required. Must be able to successfully pass background check.

Additional Information

Job Location and Equipment Utilized

Work is performed in an office environment. Equipment utilized includes standard office equipment including personal computer with associated software and peripherals.

Required Knowledge, Skills and Abilities

• Knowledge of generally accepted accounting principles, practices and procedures (GAAP), Washington State accounting and reporting systems for municipalities (BARS), data processing systems and their relation to and use in accounting.
• Ability to work effectively with other departments, the general public and with State Auditor's office.
• Knowledge of contract processing procedures.
• Ability to communicate effectively both orally and in writing.
• Ability to utilize a personal computer with associated software and peripherals.
• Ability to organize, set priorities and make decisions and follow through on situations requiring evaluation and judgment
• Ability to read, understand and apply rules, regulations, ordinances and laws applicable to functional areas of assignment.
• Ability to operate automated procurement and accounting systems.
• Ability to accurately process high volume of transactions and maintain financial records.
• Ability to maintain confidentiality.

Required Physical Traits

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Ability to utilize computer and other standard office equipment.
• Ability to read written and numerical materials.
• Ability to exchange information.
• Ability to remain stationary for extended periods of time.
• Ability to move to retrieve and file electronic records.

FLSA Status: Non-Exempt

Bargaining Group: AFSCME