Accounting Specialist (2024)

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Recruitment began on August 30, 2024

Expires September 16, 2024

Full-Time

SAFETY STATEMENT

We expect our employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and by the City’s Accident Prevention Plan. This includes but is not limited to actively identifying and correcting potential hazards that may affect employee and public safety, including those identified by co-workers; leading by example to promote a positive culture of workplace safety through everyday action; and emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.

CLASSIFICATION SUMMARY

Under general supervision, an Accounting Specialist performs a variety of fiscal processing duties, including the areas of payroll, accounts payable, and accounts receivable. This is a single level classification. It is not part of a series. Incumbent interacts with the public, department supervisors/managers, and employees by providing technical assistance requiring a thorough knowledge and understanding of departmental processes and procedures. Computer usage is heavy, and the incumbent must possess considerable knowledge and experience in the application/operation of various software programs.

Examples of Work Performed (Illustrative Only):

The following list reflects the essential job duties and responsibilities of this classification but is not all-inclusive. The incumbent will perform other related duties as assigned.

Accounts Payable

Processes invoices and creates checks for disbursem*nts in a timely manner, requiring interaction with all departments.
Manages accounts payable documents from receipt to storage in records management system.
Reviews payment authorizations for accuracy and appropriateness.
Interact with vendors to resolve discrepancies, monitors vendor balances, and communicates with vendors as needed.
Research incomplete invoices with vendors and/or departments for missing information.
Assist internal and external customers with questions and payments.
Informs other staff and/or outside parties regarding procedural requirements for the purpose of processing transactions.
Review and prepare checks to be mailed and issue to vendors, maintains financial information, files and records for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines.
Performs pre-audits of all invoices to confirm proper authorization, mathematical accuracy, adequate support documentation, accurate payee information and to determine if the payment has been properly assigned.
Performs fiscal year-end duties to include organization and storage preparation of previous year payments; retrieval of information for audit.
Files annual tax reports including year-end 1099’s.
Manage W-9 documentation, and review and monitor data for Internal Revenue Service (IRS) reporting
Support fiscal year-end processing to ensure transactions are recorded to the correct fiscal year.
Sorts external mail for pickup by departments.
Makes travel arrangements for department personnel.
Provides back-up support to the Senior Accounting Specialist position, specifically recording checkbook activity, reconciling daily bank deposits and posting receipts to accounting system.
Receives and responds to inquiries, complaints, or concerns from the public by disseminating information of both a routine and confidential nature requiring discretionary judgment and extensive knowledge of departmental policies and procedures.
Performs other duties as assigned.

Employment Standards:

At least two years of college-level course work in Business or Accounting is required, as well as two or more years of previous clerical accounting or bookkeeping experience, or any combination of relevant education, experience, and training sufficient to demonstrate the knowledge, skills, and abilities to perform the duties listed above. An Associate’s degree in Business Administration is preferred.

Must pass a criminal background investigation.
Must maintain regular attendance and punctuality.
Must maintain a level of mental and physical fitness required to perform the essential functions of this classification.

Supplemental Requirements:

Knowledge, Skills, and Abilities

To perform the essential functions of the classification, incumbents must be able to meet the following:

Strong numerical aptitude and accuracy with the ability to perform calculations, reconcile accounts, and understand basic accounting principles related to accounts payable.
Strong attention to detail and the ability to ensure accuracy in calculations and payments.
Strong organizational skills handling multiple tasks simultaneously and the ability to prioritize tasks and meet deadlines.
Effective communication skills, both written and verbal and the ability to interact with employees, managers, and external parties regarding accounts payable inquiries.
Proficiency with standard office equipment and software programs such as Microsoft Excel.
Strong analytical skills and the ability to resolve issues efficiently.
Ability to work independently and as part of a team, collaborating effectively with colleagues.
Must maintain regular attendance and punctuality.

WORK SCHEDULE

The initial work schedule for this classification will be full-time, Monday through Friday. Early mornings, evenings and weekend work may be occasionally required. Overtime may be occasionally required.

This classification is non-exempt under the FLSA.

PHYSICAL REQUIREMENTS
Must regularly talk, hear/listen, see/observe, sit, stand and walk; must regularly demonstrate fine motor skills; must occasionally exert up to 10 pounds of force.

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