Accounting Specialist

Job Summary

Under the supervision of the Assistant Finance Director, the Accounting Specialist is a non-exempt position responsible for processing accounts payable, payroll, and maintaining financial records for the City. Duties include processing invoices; generating checks, electronic payments, and related reports; entering recurring journal entries; maintaining vendor records; and ensuring expenses are charged to the appropriate accounts. This position is also responsible for processing payroll and associated reports, balancing the cash drawer, and assisting the Utility Billing Department by answering phones and providing customer service.

Work is performed under the general direction of the Assistant Finance Director and requires accuracy, attention to detail, confidentiality, and effective customer service skills.

Accounting Functions

• Processes accounts payable functions including receiving, reviewing, coding, entering, and preparing invoices and payments while ensuring accuracy, proper account coding, and compliance with City policies and procedures.
• Generates checks, electronic payments, recurring journal entries, vendor payment reports, and related financial reports in a timely manner.
• Maintains vendor accounts and records, including collection of W-9 forms, preparation of 1099s and W-2s, resolution of invoice discrepancies, and communication with vendors and departments.
• Processes payroll and related functions including ACH deposit files, federal tax deposits, benefit deductions, retirement contributions, insurance payments, wage garnishments, and required reporting.
• Assists with balancing and reporting cash drawer activity and prepares accounts receivable invoices for special projects as assigned.
• Maintains financial records, filing systems, databases, fuel logs, and supporting documentation for audit, reporting, and recordkeeping purposes.
• Utilizes financial and office software to prepare correspondence, reports, spreadsheets, tables, and financial schedules.
• Maintains inventory of office supplies, checks, forms, and related materials and coordinates purchases in accordance with department budgets.
• Provides customer service by assisting the public, responding to inquiries, processing payments, and coordinating with departments, vendors, and other agencies as needed.
• Maintains confidentiality of sensitive financial, payroll, personnel, and business information.
• Assists with special projects, cross-training, and other related duties as assigned.

• Assists with special projects and administrative assignments as requested.
• Provides customer service by assisting customers with billing inquiries, processing payments, answering telephones, greeting visitors, and directing inquiries appropriately.
• Communicates and coordinates with vendors, departments, employees, and the public to provide information, resolve issues, and explain policies and procedures as needed.
• Provides cross-training and departmental support to ensure continuity of Finance Department operations.

Required Education and/or Experience: Associate's degree or equivalent from two-year college or technical school; or one to two years related experience and/or training; or equivalent combination of education and experience. Preferred Education and/or Experience: Associate's degree or equivalent from two-year college or technical school; and one year related experience and/or training; or equivalent combination of education and experience.

Physical Conditions: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit;

use hands to finger, eye and hand coordination, handle, or feel and reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch. The employee must occasionally…