Accounting Specialist

General Purpose of the Position

Under direct supervision, performs a variety of higher-level complex, specialized, and responsible clerical and routine accounting duties in support of the finance department and the organization.

• Assumes clerical responsibility for the Finance Department including maintaining appropriate records, archiving, preparing necessary reports, filing, and serving as an information source.
• Performs accounts payable functions, including reviewing invoices for proper backup, processing checks, and producing reports.
• Administers City Procurement Card and Fuel Card programs and ensures compliance with sales/use tax payments.
• Processes accounts receivable, issues invoices, performs billing for City services, and follows up on delinquent account collections.
• Prepares and enters journal entries into the financial system and prepares monthly/quarterly reports for the Department of Revenue.
• Maintains, reconciles, and audits the petty cash fund.
• Provides office support as assigned, including processing cash receipts, commuter parking invoices and payments, invoice coding, and daily bank deposits.
• Trains, evaluates, assigns, and oversees work of other departmental clerical staff.
• Acts as a backup for the Payroll Coordinator position on an as‑needed or rotating basis.
• Plans, organizes, designs, maintains, and oversees departmental record‑keeping systems and/or programs. Prepares records and documentation for archiving and destruction.
• Coordinates the sale of surplus City property.
• Answers telephones and greets visitors, providing information and assistance on departmental and City policies.
• Prepares minor reports and compiles information.
• Provides information and forms as needed; applies departmental policies and procedures in determining completeness of applications, forms, records, and reports. Updates information and forms as necessary.
• Types and proofreads a variety of documents including general correspondence, meeting minutes, agendas, reports, memoranda and statistical charts from rough draft, recordings or verbal instruction.
• Performs a wide variety of general clerical work including the maintenance of accurate and detailed logs, records, verifying accuracy of information, researching discrepancies and recording information.
• Processes accounts payable and purchase orders, etc. for department by assigning correct account numbers, reviewing charges and routing to appropriate staff for signature.
• Supervises credit card use; compiles accounts payable and assigns appropriate budget/tracking numbers to purchase requisitions and invoices and routes to appropriate staff for signature.
• Orders, receives, and organizes departmental materials and supplies.
• May oversee, schedule, and manage department activity calendars, meeting rooms, and multi‑media projector.
• Registers employees for specialized training and manages the City’s travel account and reimbursements.
• Verifies prevailing wage paperwork is completed prior to processing vendor and contractor invoices.
• May transcribe and prepare meeting minutes; may prepare department/agenda packets and distribute; prepares and posts public notices.
• Uses modern computerized equipment and software programs including but not limited to MS Access, Excel, Word, Publisher, Smart Gov, Eden and Adobe Acrobat Pro, Central Square.
• Renews departmental memberships and licenses.
• Performs other duties as assigned.

• Modern office practices, procedures and methods.
• English usage, spelling, grammar and punctuation.
• Filing and record keeping systems.
• Office equipment and operations.
• Computer software systems including Microsoft Office Suite, Access, Publisher and various inventory and maintenance management systems.
• Ability to learn technical software systems including financial software (Eden), and other systems.
• Establish effective working relationships.
• Understand and carry out oral and written instructions.
• Exercise initiative and sound judgment.
• Excellent customer service skills.
• Knowledge of municipal government operations preferred.
• Knowledge of laws, ordinances, codes, and regulations governing the area of assignment.
• Knowledge of accounts payable,…