Job Description. Accounting Assistant III. Civil Service: Exempt. Department: Finance Department. Reports To: Assistant Finance Director

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1 CITY OF PORT ORCHARD Job Description Job Title: FLSA: Accounting Assistant III Non-Exempt Civil Service: Exempt Department: Finance Department Reports To: Assistant Finance Director This position may be full or part-time and is authorized for participation in the City s Job Sharing Program. The regular work schedule for the Accounting Assistant III is Monday through Friday, between the hours of 8:00 a.m. to 4:30 p.m. Work schedule will be designated and approved by the Supervisor. Attendance at evening or weekend meetings is normally not required. Employment is at will. Purpose The position provides accounting, budgeting, and analysis that impact overall city operations. The position works closely with the Assistant Finance Director in report and data preparation. The position works directly with city department heads in grant management, budget preparation and administration, and payroll. Special projects are assigned by the City Finance Director and the position works independently with expected knowledge and experience to complete the project. General Function Under occasional to moderate supervision, the Accounting Assistant III works to complete assigned tasks which require accurate and timely completion of accounting functions. Individuals assigned to this position may work independently and are responsible for their task output, have moderate discretion in conducting the day-to-day workflow; however, work may be reviewed by the City Finance Director, the Assistant Finance Director or by an auditor from an agency not affiliated with the City. The City Finance Director or the Assistant Finance Director may assign priorities and specific tasks. Supervision Responsibilities This is a non-supervisory position. Essential Job Functions JOB DESCRIPTION: ACCOUNTING ASSISTANT III Revised PAGE 1 OF 5

2 Prepares financial, accounting, and statistical statements, analyses documents, and reports; assists other accounting staff and departmental management in the preparation of reports and presentations to City management and the City Council; gathers and organizes data. Budget preparation and administration of the biennial budget for all funds. Including forecasting revenues and estimation of fund balance for all City Funds. Develops expenditure allocations and other budget information for directors, estimates finance department expenditures, and expenditures for all special revenue and reserve accounts. Reviews directors expenditure requests for departmental operating budgets and capital funds. Formulates all budget documents and balances for accuracy. Assists Mayor and Treasurer in departmental budget meetings. Oversees publishing of budget documents. Grant Administrator - works with Directors and State/Federal agencies to ensure proper use of grant funds. Processes reimbursement requests, maintains the City s profile on Federal SAM site, required to receive federal grants. Prepares schedule for Financial Assistance (SEFA) for annual report and works closely with State auditors during Federal Grant single audits. Responsible for payroll preparation. Including auditing, processing, and posting of payroll for department employees. Enters and audits individual timesheets, and other payroll documentation to ensure accuracy of hours, pay rates and increases, charges, and miscellaneous payroll deductions. Capital Assets - prepares annual asset records. Works closely with director to calculate infrastructure values for donations & annexations. Balances capital assets, prepares depreciation and year end information for Annual report. Oversight for the processes of utility billing, including rate tables, new installations, delinquent notices, turn-offs, bankruptcies and liens. May include researching in lieu of assessment charges and responding to inquiries and collection of special assessments. Oversight for Accounts Payable. Reviews, monitors and recommends appropriate changes to Accounts Payable invoices and the invoice register. Provides directional support regarding contracts, project management, and other functions of Accounts Payable. Reviews and works with state offices to determine prevailing wage and taxability issues. Assists Directors and their staff to ensure proper procedures are followed. Business licenses administration -works with State Departments and local agencies to ensure proper licensing requirements are met. Coordinates with City departments for business license approval and review. Assists and provides customer service to applicants. Project Management accounting for projects with multiple revenue and expenditure sources to meet all city, state & federal requirements. Including but not limited to grant administration. Prepares and maintains cash flow statements. JOB DESCRIPTION: ACCOUNTING ASSISTANT III October 2016 PAGE 2 OF 5

3 Research and prepare documentation of financial, statistical and operational data for directors in financial software and Budget. Analyzes revenue and expenditure variance to formulate financial reports for directors/council and to prepare budget amendments. Maintains individual employee payroll files with confidentiality regarding personal employment, salary, and benefit information. May respond to sensitive and confidential inquiries and requests from department employees regarding varied payroll issues. Prepares COLA estimates and other required documentation for union contract negotiations. Calculates salary and benefit expenses for the City s biennial budget. Audits financial records, cash receipting system reports and prepares monthly bank and account reconciliations. Prepares accounting records and reports for capital assets, grants, SIU collections and any other functions. Supports the City s annual audit, researching and responding to auditor inquiries. Processes, as needed, accounts payable and receivable, including 1099's and invoices. Tracks and balances all miscellaneous accounts receivable. Monitors and updates Project management for contract and budget compliance. Audits City s online electronic payment options and verifies that City is maintaining PCI compliance. Administers advance travel account for employee travel including issuing checks and ensuring proper procedures are followed. Knowledge, Skills and Abilities While requirements may be representative of minimum levels of knowledge, skills and abilities, to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently. Knowledge of Governmental Accounting Standards Board. Studies to remain up to date in changing standards and new rules as they are developed Knowledge of advanced and complex municipal accounting procedures and the Budgeting, Accounting and Reporting Systems (BARS) Knowledge of finance data processing systems, ability to utilize Microsoft Office desktop applications Microsoft Word, Microsoft Excel, and Microsoft PowerPoint. Ability to operate personal computers with multiple software applications, knowledge and skills with internet applications and able to provide coaching and training to colleagues JOB DESCRIPTION: ACCOUNTING ASSISTANT III October 2016 PAGE 3 OF 5

4 Ability to utilize financial software suite and project management module Ability to work in an environment that requires tact and diplomacy Ability to multi-task and deal with frequent interruptions Ability to plan, coordinate and produce accurate work, and to review and verify work of other staff members Ability to follow stated oral and written instruction and serve as work group resource Ability to function as independent self-starter with little supervision or as a team leader Ability to establish and maintain effective communications, both orally and in writing, with staff, other departments and the general public in a professional manner Ability to coordinate and compile complex fiscal, statistical and other informational data Ability to compose a variety of advanced and complex memorandums or letters, expressing complex ideas clearly and concisely on own or with only general instructions Ability and skills to function as a team leader or project manager for designated areas Working Conditions Work is performed indoors in an office environment Professional attire is required Contacts and Relationships In the normal course of business, the Accounting Assistant III has job-related contact either by telephone, in person or through written communication with the City's elected officials, Directors, co-workers, outside auditors, outside consultants, vendors and other business-related individuals or agencies as required. In addition, the Accounting Assistant III will have extensive contact with the public and will be professional and courteous with all contacts. Physical Requirements The employee must have the ability to enter data or information into a terminal, PC or other keyboard device and must be able to conduct voice communication both via the telephone and in person. Recruiting Requirements Valid Washington State Driver's License with a driving record acceptable to the City s insurance carrier High School Diploma Must be bondable Five years experience in accounting required, municipal preferred or equivalent JOB DESCRIPTION: ACCOUNTING ASSISTANT III October 2016 PAGE 4 OF 5

5 combination of education & experience All City employees must successfully pass a pre-employment Drug Testing as prescribed by the City s Drug and Alcohol Testing Policy Experience and Training Two-year degree in accounting, desirable Customer service experience Experience in double entry accounting, BARS desirable Experience in cash handling, payroll, AP, AR and/or other accounting functions Experience with computers and application software, including word processing, spreadsheets and power point presentations Any other combination of experience and training that provides the desired skills, knowledge and abilities. Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position. However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees. This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change. JOB DESCRIPTION: ACCOUNTING ASSISTANT III October 2016 PAGE 5 OF 5