Accounting Assistant

Job Title

Responsible for a wide variety of Financial and Administrative activities involving the processing of accounts payable and receivable, payroll processing, budgetary accounting, procurement processing, administrative projects, and any other related activities.

Essential Elements

• Responsible for Accounts Payable and Accounts Receivable tracking and processing.
• Reviews contracts for goods and services for inclusion of necessary documentation, certificates of insurance and corporate authority certificates. Verifies funds available and checks for accounting codes.
• Works closely with several departments on maintaining proper procurement practices.
• Assists with development and maintenance of Operating and Capital Budgets.
• Forecasts future expenses for budgeting purposes such as department personnel, payroll, and payables.
• Reviews department expenses for accuracy and proper billing practices.
• Assists in preparation and tracking of department payroll.
• Generates and processes various financial, department, and government reports.
• Communicate with other departments and outside vendors regarding accounting or administrative issues.
• Assists in various projects as directed by management.
• Establishes and maintains department and vendor records and data.
• Assists managers in contract tracking/management and procurement procedures.
• Ensures that fund transfers are made and recorded by source of funds. Periodically audit accounts.
• Prepares requisitions, orders department supplies for both field work and administration, verifies invoices for payment approval
• Performs Data Entry for asset work order systems
• Ability to assist management with any administrative, accounting, payroll, billing, or contractual issues as needed and the flexibility to work in multiple city locations
• Handles and processes outside complaints, inquiries and questions as needed.
• Attends and participates in staff, department or other meetings including after-hours meetings/events when required by management.
• Takes meeting minutes and prepares meeting agendas as requested by management.
• Assists with office management including ordering supplies, tracking of department equipment inventory, and other related activities.
• Performs other duties as required.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Professional Skills: Bachelor's degree in Business, Math, Statistics or related area OR 1-3 years related professional experience

Computer Skills: Experience in Microsoft Office Suite. Advanced abilities in Microsoft Excel is a requirement. Ability to analyze and manipulate large amounts of data. A skills test may be administered for applicants.

Language Skills: Ability to read, analyze and interpret financial data, financial reports and legal documents. Ability to write reports and correspondence. Ability to present information effectively, which may be controversial in nature, to customers, citizens, regulatory agencies or financial agencies, or to employees of the City.

Mathematical Skills: Ability to calculate figures and amount such as discounts, compounding interest costs, commissions, retainage, bond payment schedules, proportions. Ability to compute rate, ratio and percent and to create and interpret large data sets. Ability to calculate revenues and profits. Ability to apply concepts of basic finance.

Reasoning Ability: Ability to use judgement in the analysis of facts and circumstances to solve practical problems. Ability to interpret information furnished in written, oral, diagram, or schedule form and make decisions within the limits of established policies.

Physical Demands

The physical demands described here represent those requirements 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.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.