Description

Under the direction of the Finance Director or designee, performs a variety of support level professional analytical and accounting functions, with a focus on accounts payables and customer service. As a specialist in these areas, provide customer-focused services to troubleshoot employee and department problems, and resolve concerns with vendors and billing customers. Assist with communication and preparation of accounts payable runs, and month-end, quarterly, and annual reports; assist with the preparation of items for the City's Annual Financial Report and annual audit; perform other finance and personnel related functions.

Essential Job Functions

Work activities involve multiple skills and may include any or all of the following depending on assignment, business needs, emergency services, special projects, and/or seasonal factors:

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  Customer Service -Make customer services a priority by establishing and maintaining effective and cooperative working relationships with City officials, department heads, co-workers, supervisors and the general public using good judgement to handle customer complaints, respond to inquiries and resolve concerns in a positive and timely manner using tact and courtesy, sometimes under stressful situations.
• Process - Maintain schedule of accounts payable check runs for management and City Council approval. Work with department directors and employees to implement and maintain day-to-day routines and priorities. Strive to improve processes by leveraging technology.
• Standard Operating Procedures - Develop and maintain current SOP (Standard Operating Procedures) with step-by-step instructions for critical functions; test those SOP's by having an accountant run the activity/function periodically to ensure that the SOP's are accurate and adequate.
• Policies - Assist the Finance Director with the development of the City's accounts payable policies, procedures, and programs.
• Validation - Validate requests, ensure proper approvals are included, and issue accounts payable checks; process void/re-issue checks as necessary.
• File Organization - Maintain and organize files, both paper (where necessary) and electronic.
• Journal Entries -Collect, prepare, post and retain monthly journal entries.
• Accounting/ERP System - Be the City's expert on accounts payable features/functions in the City's electronic accounting/ERP System. Acquire advanced knowledge on related aspects of the system (e.g., General Ledger, Project/Grants Accounting, Purchase Orders, etc.).
• Year-end Closing - Accrue payables to the appropriate year and prepare necessary financial reports and notes.
• Chart of Accounts - Become expert in the City's chart of accounts and knowledgeable with the BARS GAAP manual maintained by the Washington State Auditor.
• Bank Transfers - Initiate timely transfer of bank funds for Accounts Payable procedures with approvals.
• Tax Information - Request and maintain W-9 information for vendors and issue year-end 1099. Determine necessity of Washington sales/use tax for out-of-state purchases. ?Verify correct sales tax for independent contractors.
• Utility Payables - Verify utility charges with vendor and responsible departments.
• Reports - Accurately maintain and submit accounts payable runs, and month-end, quarterly, and annual reports.
• Document Retention - Maintain retention schedule and archives for accounts payable documentation and associated reports.
• Utility Billing - Assist the Utility Billing office as needed.
• Procurement - Coordinate with City's Purchasing Office on the City's procurement processes including, the City's procurement policy, purchase requisitions, and purchase orders.
• Financial Resource - Serve as a resource to other finance and departmental administrative staff.

Associated Job Functions:

• Attend various continuing education meetings, seminars, and conferences.
• Perform other duties and responsibilities as assigned.

Performance Requirements (Knowledge, Skills and Abilities):
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Knowledge of technical accounts payable, billing, and procurement practices, particularly in a municipal setting.
• Ability to gain knowledge of generally accepted accounting principles and the fundamental theories in accounting and finance.
• Intermediate knowledge of computerized finance and accounting information systems.
• Written skills, oral communications skills and ability to compose complex correspondence and reports as well as ability to research, organize and compile data into meaningful reports.
• Good mathematic, writing, and communication skills.
• Ability to solve problems and provide a decision and/or recommendation and to communicate complex information orally and writing.
• Ability to work under the pressure of multiple projects and deadline situations.
• Ability to perform work activities neatly and accurately.
• Ability to work independently of specific instruction but in conformance with established practices and procedures as well as the ability to assist in day-to-day training and supervisory functions.
• Ability to utilize standard office equipment including personal computer and associated City and department-specific software.
• Ability to understand and foster a positive workplace environment and refrain from spreading gossip, making disparaging remarks, and undermining the work of others.

Qualifications & Requirements

• High school diploma or GED equivalent with two (2) years of college level courses. Associates degree is preferred.
• Three (3) years of technical experience in accounts payable, accounting, financial analysis, asset management, or purchasing with excellent customer service communication skills and problem-solving responsibilities.
• Advanced computer operation skills and experience with a variety of software programs including Microsoft Office applications, database, customized and menu-driven programs, including finance & accounting and ERP systems.
• Experience with Tyler Technologies systems or other Enterprise Resource Planning (ERP) systems preferred.
• Valid state driver's license or capability to obtain one within 90 days of start date or otherwise establish the ability to perform the job in an equally efficient manner without driving.
• Must pass comprehensive criminal background check including financial credit check to be bonded.
• Must provide a copy of driver's abstract and a good driving record.

An equivalent combination of education, training and experience that provides the required knowledge, skills and abilities to perform the essential job functions may be considered.

Working Environment & Physical Demands

The physical demands and characteristics of the work environment described here are representative of those occurring in the performance of the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in an office environment and requires the ability to sit or stand for extended periods of time and access all areas of the facility including stairs. Work requires eye/hand coordination and manipulation skills to operate a personal computer, telephone, and other equipment; normal range of hearing and visual acuity, and occasionally moving items in excess of 25 pounds.