Accounting Assistant - Police

• $0 Cost Individual Medical.
• RSA Retirement Benefits.

This is a full time civilian position within the Special Operation’s Division of the Police Department. Work involves accounting duties and maintains the integrity of the Police Department budget. Prepares purchase requests, processes time sheets and entry, and issues requests for payments for the Police Department. The Accounting Assistant reports directly to the Major. Must be willing to work extended hours, holidays, week-ends, at times with little or no notice.

• Develops and maintains detailed Procedures Manuals of most job processes.
• Backs up other Accounting Assistant III and cross trains to stay familiar with all procedures.
• Completes project and research work assigned by management.

Department Timekeeping Duties:

• Processes a high volume of time sheets.
• Audits the time records and forms for accuracy and compliance with reports and policy provisions and procedures.
• Performs data entry into the New World Payroll System of work and leave hours.
• Maintains overtime, banked holiday, comp-time, exercise time and leave balances and other data for all police personnel.

Budgeting and Purchasing Duties

• Processes purchase requests, quotes, and purchase requisitions; monitors and balances department budget, processes payment requests to vendors.
• Assists with departmental budget preparation by compiling figures from Command staff.
• Justifies budget requests in writing and prepares drafts of the Department budget.
• Compiles and prepares the annual and mid-term budget requests.
• Oversees the distribution and accounting of employee procurement cards.
• Disburses department petty cash upon request, maintains ledger of expenditures and balances.
• Maintains adequate inventory.
• Balances and prepares cash deposits for the Records cash register.
• Maintains receipt log, delivers money to City Clerk’s Office.
• Orders supplies for animal control, office supplies and police equipment.
• Maintains a detailed yearly purchase log of individual uniform purchases.
• Maintains a supply of traffic citations, toner for all office copiers, cell phones, CDs, uniform patches.
• Administers the Capital Outlay Account.
• Monitors department ledger to keep in balance with Finance’s monthly expenditure ledger for accuracy and report any discrepancies to Finance Department.
• Maintains records for Grants, Federal and State Forfeitures.
• Processes training reimbursements, food, fuel, travel expenses and receipt reimbursements and posts to accounts.

Job

Conditions:

• Must be of good moral character, honest, trustworthy and above reproach.
• Must be flexible to assist other areas in the department.
• Strong background record required, due to accessibility to City property and information.
• Flexibility to work additional hours when needed.

• Graduation from High School or equivalent required, with some college level courses in Accounting preferred.
• Experience with Accounting and Payroll Systems (New World Systems, Municipal Management Software preferred).
• Good attendance, dependability and performance record.
• Three (3) years experience in accounting procedures.

• Knowledge of City’s purchasing procedures preferred.
• Ability to work independently without close supervision.
• Ability to operate general equipment needed for accounting and budget preparation.
• Ability to consistently demonstrate a high level of judgment and discretion required for maintaining confidential and sensitive information.
• Skill in mathematical computation.
• Strong writing and verbal communication skills.
• Reading skills to understand written instructions.
• Ability to accurately and efficiently process a high volume of paperwork.
• Advanced knowledge and skills with Microsoft Word and Excel programs.
• Strong data entry and computer skills with Accounting and Payroll systems.
• Strong teamwork skills and ability to work well with others on various tasks.

Physical Capabilities:

• Work is performed while sitting at a desk or table or while intermittently sitting, standing, or stooping.
• The employee frequently lifts light and occasionally heavy objects.
• Work is performed in a noisy environment.
• Ability to travel occasionally to include overnight travel for schools or other department related functions.
• Ability to lift up to 25 lbs.
• Ability to work on a computer for extended periods of time.