Administrative Aide Temporary

JOB DESCRIPTION

Responsible for professional accounting work supervising payroll and investigating, evaluating, reconciling, and problem‑solving regarding transaction processing. Performs complex accounting and administrative work for the General Employee’s Pension Trust Fund and the City’s other pension plans. The position is integral to ensure accuracy and timeliness of accounting activities and to maintain a sound financial control environment. This position reports directly to the Controller.

• Direct supervision of payroll specialist and account payable clerk.
• Formulate and recommend accounting policies and make recommendations to improve existing accounting system. Monitor various financial activities and prepare reports accordingly.
• Prepare adjusting and closing entries and be responsible for month‑end close; perform complex reconciliations.
• Participate directly in external audit, work with external auditors and prepare work papers.
• Reconcile general ledger accounts such as bank accounts, liability accounts and asset accounts.
• Submit surcharge payments to the State of Florida.
• Review the bi‑weekly payroll process and supervise work of the Accounting Specialist as related to payroll processing function.
• Update payroll system for changes to IRS tax tables, pay schedule changes, holidays, etc., as needed.
• Update chart of accounts and related information as needed and in accordance with the State of Florida Uniform Accounting System Manual.
• Maintain the Employee Pension Plans accounting records, retiree and current employee participant records.
• Review monthly Employee Pension Plan check registers and update retiree with holdings for benefits.
• Calculate pension refunds and retirement estimates for all pension funds including early, regular, and disability retirements.
• Review monthly financial statements and records activity relating to pension fund investments, revenues, and expenses.
• Participate directly in the annual evaluation for the City’s Pension Plans, prepare data, review, record, and prepare work papers.
• Prepare and process City contributions to its pension plans.
• Bill Fire Inspections, Cemetery, and monthly insurance to retired employees and prior city council members.
• Invoice for special assessments; send delinquent accounts to collections.
• Prepare and review state unemployment information and submit quarterly 941 reconciliations to the Internal Revenue Service.
• Update and maintain lease projections and maintain monthly billing cycle including property tax payments.
• Troubleshoot problems with accounting software and banking software such as point of sales units and credit card readers.
• Promote a strong sense of teamwork and a commitment to mentoring others. Develop technical and behavioral skills to enhance individual professional development as well as overall expertise.
• Perform other job duties as assigned.

• Strong written and oral communications and relational skills.
• Follow and relay complex oral and written instructions, policies and procedures.
• Strong math skills for budget and other financial calculations.
• Proficient in Excel.
• Operate a variety of office equipment, including computer terminal, printer, calculator, fax, typewriter, and copier.

• High school diploma or equivalent or at least three years of related experience.
• Maintains a clean background check, drug screening and TB test.
• Valid Driver’s license with a satisfactory motor vehicle record.
• If in recovery, must have a minimum of two years in continuous abstinence.
• Understanding principles regarding ethics and client confidentiality.
• Ability to work a flexible schedule, including early mornings, evenings, weekends, and holidays, based on organizational needs.
• Preference given to qualified American Indian applicants in accordance with applicable Indian Preference Act (Title 25 U.S. Code Sections 472 and 473) and the Indian Self‑Determination Act, Public Law 93‑638, provided the applicant has submitted acceptable proof of Indian Preference for employment and is claiming Indian Preference.

• Ability to sit, stand, and walk for extended periods of time.
• Standing for up to 15‑20%.
• Must be able to lift up to 30‑50 pounds occasionally.
• Ability to communicate effectively in person, by telephone, and in writing.
• Ability to operate standard office equipment including computers and phones.
• Ability to interact with clients who may be in emotional distress or crisis situations.
• Ability to perform duties in a residential or outpatient treatment environment.