Accounting Specialist

Accounting Specialist

The City of Marshall seeks a detail-oriented and skilled Accounting Specialist to perform a variety of accounting, accounts payable, purchasing, and financial support functions within the Finance Department. The primary responsibilities of this position include processing accounts payable, supporting the City's purchasing process, maintaining accurate financial records, reviewing transactions for compliance with established procedures, and assisting City departments with accounting and purchasing matters.

The position may also perform or support accounts receivable, revenue processing, reconciliations, payroll, financial reporting, audit preparation, and other Finance Department functions as assigned.

Accounts Payable and Purchasing

• Processes vendor invoices, payment requests, purchase orders, and related accounts payable transactions in the City's financial software.
• Reviews invoices and supporting documentation for accuracy, appropriate approvals, proper coding, and compliance with City purchasing policies and procedures.
• Coordinates with City departments and vendors to resolve invoice discrepancies, missing documentation, payment questions, and other accounts payable matters.
• Assists City departments with purchasing procedures, including requisitions, purchase orders, vendor documentation, and required approvals.
• Reviews purchasing documentation for completeness and compliance with established City policies and procedures.
• Maintains accurate and organized vendor, invoice, purchase order, and payment records.
• Assists with vendor setup and maintenance, including collection and maintenance of required vendor documentation.
• Payment processing, check runs, electronic payments, and related reconciliation procedures.
• Researches and resolves discrepancies involving invoices, purchase orders, payments, vendor accounts, and general ledger transactions.
• Assists with the annual audit by preparing accounts payable schedules, supporting documentation, confirmations, and other requested information.
• Assists with year-end accounts payable procedures, including accruals and related supporting documentation.
• Maintains confidentiality of vendor, banking, financial, and other sensitive information.

Accounts Receivable and Revenue

• Processes, balances, reconciles, and posts Hotel Occupancy Tax, sales tax, property tax, and other City revenue transactions in the City's financial software.
• Processes Hotel Occupancy Tax payments and serves as a liaison with local hoteliers regarding payments, account questions, and reporting requirements.
• Processes and reconciles assigned deposits and ensures transactions are accurately recorded in the appropriate funds and accounts.
• Prepares, processes, and maintains invoices and related accounts receivable records.
• Performs assigned account reconciliations and researches and resolves discrepancies.
• Conducts periodic petty cash audits and maintains related documentation.
• Manages the City's Unclaimed Property process and maintains records necessary to comply with applicable Texas Property Code requirements.
• Performs year-end accounts receivable procedures, including accruals and supporting documentation.

General Accounting and Financial Support

• Enters and posts journal entries and other accounting transactions in the City's financial software.
• Reviews transactions and supporting documentation for appropriate account and fund coding.
• Assists with monthly and year-end closing procedures.
• Assists with preparation of financial reports, schedules, and supporting documentation.
• Assists with the preparation of information requested by the City's independent auditors and other regulatory or oversight entities.
• Maintains accurate and organized accounting records and supporting documentation.
• Identifies unusual or questionable transactions and brings them to the attention of the appropriate Finance Department supervisor.
• Provides accounting and financial support to City departments as assigned.

Cross-Functional Finance Support

• May be cross-trained in payroll, accounts receivable, cash receipts, revenue processing, and other Finance Department functions to provide coverage and operational continuity.
• Provides backup support to other Finance Department staff during periods of increased workload, employee absence, year-end closing, audit preparation, budget preparation, or special projects.
• Responds to inquiries from City departments, vendors, taxpayers, and other parties regarding accounting, purchasing,…