Accounting Specialist - Payables​/Expenses

Description

Final date to receive applications: July 15, 2026

This position is responsible for assisting the Controller with daily, monthly, and annual accounting tasks that are in conformance with Generally Accepted Accounting Procedures (GAAP) and Government Accounting Standards Board (GASB). In addition, performs a variety of accounting and administrative duties, answers phone, greets the public, provides customer assistance, cashiering, data processing and records management. This is a centralized City function which serves, supports and enables other City operations, and regularly works with outside agencies and the general public.

Assists with administrative tasks involving budgeting and works regularly with confidential information. Assists with the annual audit to include tracking and reconciling city-wide accounts payables. Provides fiscal and technical support to the Controller and other Finance staff.

Job Description/ Essential Duties

These job functions are the essential duties of the position and are not all-inclusive of all the duties the incumbent may be assigned.

Accounts Payable

• Reviews all invoices, purchase orders and delivery documentation for appropriate approvals and compliance with City policies and applicable laws prior to payment and process expenditure payments.
• Prepares and mails checks or make electronic payments with appropriate approvals and signatures.
• Acts as main contact between vendors and the City regarding payment processing.
• Reconciles vendor statements, researches and corrects discrepancies.
• Files and scans completed A/P documentation.
• Prepares monthly Warrants Payable report.
• Performs a variety of accounting and clerical functions in an accurate and timely manner.

General Finance and Administration

• Under the direction of the Controller, assists with the preparation of the City's annual financial report with content and form necessary to receive the Certificate of Achievement for Excellence in Financial Reporting from the Government Finance Officers' Association. Duties may include reviewing accounting records for accuracy and completeness, preparing year-end adjusting journal entries, reconciling debt service schedules, collecting, and presenting statistical data, preparing and reconciling city-wide local, state and federal awards, and ensuring GASB Standards are presented appropriately.
• Assists with preparing the financial statements including the general, special revenue, debt service, and capital projects governmental funds, enterprise and internal service proprietary funds, and fiduciary funds and ensuring all financial statements balance and tie to accounting records. In addition, this position assists with preparing financial statements for component units.
• Responsible for reconciling and recording capital acquisitions and disposals using information from other departments; maintains capital asset records to run the depreciation calculations in the accounting records and report accurate capital asset records.
• Responsible for coordinating with the Controller and Executive Director of Financial Services to maintain the chart of accounts and fund structure in the accounting and budgeting systems.
• Reviews and reconciles all City payable and expense accounting transactions; prepare adjusting journal entries as needed; provide information for monthly, quarterly, and annual financial reporting.
• Validates all vendor additions and updates to be entered by the Receivables and Revenues Accounting Specialist.
• Processes the City's 1099 reports in compliance with IRS regulations.
• Records and reconciles balance sheet account payments monthly in preparation of the monthly bank reconciliation completion.
• Trains and/or assists in accounting-related functions in the Finance Division and throughout the City.
• May assist in the preparation of the City's Budget through the preparation of specific work papers and budget sections.
• Assists the department's staff in the performance of their duties as necessary.
• Service as the secondary backup for the Utility Billing Clerk and Accounting Specialist - Receivables/Revenues.
• Assists in the improvement and maintenance of the accounting systems and record keeping for the City in compliance with statutory provisions under Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB).
• Performs other duties or projects as assigned.

Requirements

Minimum Required Qualifications (Education, Experience and Training):

• High school diploma or equivalent; and
• At least three years' progressively responsible experience, preferably in governmental finance; or
• Any equivalent combination of knowledge, skills, and abilities necessary to perform the work may be considered.

Preferred Qualifications

• Bachelor's degree in accounting, Business Administration, Public Administration, or a related degree with an emphasis in accounting and/or finance.

Special Requirements/Licenses or Certificates

• Must possess a valid driver's license with ability obtain a Montana…