Position Summary
The Accounting Specialist-Accounts Payable position is responsible for departmental data analysis, intermediate level accounting and administrative tasks related to the accounts payable process, including tracking, recording, and processing invoices and payments. Performs a variety of financial reporting, cash management, and technical accounting work. Exercises independent judgment in analyzing and solving various accounting and customer issues.
Essential Duties
Accounts Payable
- Prepare or review purchase orders, summaries, invoices, vouchers, bills, and related documents; verify accuracy of information; process for payment
- Manage and maintain procurement card process
- Report use tax by calculating requirements on paid invoices
- Investigate and resolve problems associated with processing of invoices and purchase orders
- Provide training to city employees on purchasing, travel, and procurement card policies
- Issue required IRS Form 1099-MISC Income to contractors paid by the city
- Create project accounts in the financial system, track projects and run various project reports for other city departments
- Assist the Accounting Manager with fixed asset accounting, various accounting ledger reconciliations and utility rate study input/information
- Provide customer service over the phone and in person; assist customers with inquiries regarding various finance functions
- Receipt and post monies received for utility bills, invoices, and various other fees; maintain a balanced cash drawer
- Classify and code entries and transactions in accordance with BARS or other procedures and allocate account charges against the appropriate budget
- Timely and regular attendance
- Follow/adhere to all city policies and procedures and safety program regulations and requirements.
- Perform other duties and responsibilities as assigned.
Qualifications
Knowledge of:
- Principles and practices of governmental accounting, including general ledger, debit, credit, and journal entry procedures (i.e. GAAP)
- Classify and code entries and transactions in accordance with BARS or other procedures
- High computer literacy and experience using a personal computer
- Standard office practices, procedures, and equipment
- Basic understanding of laws and statutes (RCW) governing areas of responsibilities (e.g. bankruptcy, foreclosures, etc.)
- Principles and practices of financial record keeping and reporting
- City government functions, policies, rules, and regulations
- Basic customer relations techniques and telephone techniques and etiquette
Ability to:
- Perform a variety of professional and technical accounting functions
- Operate a computer to enter data, maintain records and generate reports
- Work under pressure with challenging deadlines
- Work independently on multiple tasks, cope with interruptions and meet deadlines
- Handle difficult customer interactions and de-escalate hostile situations found in customer service situations
- Communicate effectively with the public and employees, using tact and diplomacy
- Prepare clean and concise reports
- Perform the essential functions of the job, with or without reasonable accommodation
- Establish and maintain effective working relationships among co-workers and other city personnel, contractors, and the general public
- Maintain, disclose and destroy public records in accordance with the requirements of the WA Public Records Act and WA State Archives records retention guidelines.
Job descriptions are not intended, nor should they be construed to be, an exhaustive list of all responsibilities, tasks, skills, efforts, working conditions or similar behaviors, attributes or requirements associated with a job.
Experience, Education and Other Requirements
- Graduation from high school or GED equivalency.
- An Associate’s degree or higher from an accredited college or university with major course work in finance, accounting, business administration, or a related field is preferred.
- Two (2) years of relative municipal experience with concentration on finance department responsibilities and customer service.
- Two (2) years progressively responsible accounting experience, preferably fund or governmental accounting and automated financial data processing systems
Licenses, Certificates and Other Requirements:
- Possession of a valid driver’s license.
- Must successfully pass all phases of the pre-employment hiring process, including but not limited to, reference checks, a credit check and a criminal background check.
Note: Any equivalent combination of education and experience which provides the applicant with the knowledge, skills, and abilities required to perform the job will be considered.
Physical Demands and Work Environment
Work is performed in an office environment with extended periods at a computer, sitting or standing. Position is exposed to frequent interruptions. Physical effort is needed to move, lift and carry office equipment, supplies, and materials. Visual acuity to read computer screens.