Accountant I - Payroll

This position performs a variety of intermediate-level professional analytical and accounting functions, including the preparation of financial reports required by the State of Washington (including the Budgeting, Accounting and Reporting System (BARS) and State Auditor’s Office requirements) and by City ordinance, resolution, or policy. Coordinates the maintenance and production of accounting reports and records and ensures compliance with established accounting procedures and practices. Uses the City’s financial systems to ensure the accuracy of financial information and works as part of a team serving internal and external customers.Work activities involve multiple skills and may include, but are not limited to, any of the following depending on area of assignment, department needs, special projects, and cyclical factors such as year-end close, the annual audit, and the budget process:

Collect, coordinate, prepare, research, and analyze a variety of complex reports for Federal, State and local agencies, and the City while ensuring compliance with Generally Accepted Accounting Principles (GAAP), Governmental Accounting Standards Board (GASB) statements, and the Washington State BARS manual. Perform professional accounting services such as general ledger, internal controls, accounting system setup and functionality, capital assets, project accounting, and grant management and reporting. Perform professional financial services in matters such as City budget, long-term capital planning and capital improvement planning development, balancing, and reporting; accounts payable; and various special projects, as assigned.
 
Within this Classification series, an Accountant will be assigned primarily to one of the areas below; however, all Accountants work closely, and responsibilities may overlap. For backup and succession planning purposes all accountants will be operating as part of a team to ensure that the work of critical activities and functions are able to be done by a minimum of two (2) employees in the Finance Department; cross-training on tasks is a vital and necessary component of this position. 
 

• Establish and maintain effective and cooperative working relationships with City officials, department heads, co-workers, supervisors, and the public; use good judgment to respond to inquiries and resolve concerns in a positive and timely manner with tact and courtesy, sometimes under stressful situations.
• Coordinate, prepare and/or assist with the City’s Annual Financial Report submitted to the State Auditor’s Office, including statements such as the balance sheet; statement of revenues, expenditures, and changes in fund balance; budgetary comparison statement; statement of cash flows; statement of net position; and statement of activities. Prepare other financial schedules, spreadsheets, and financial projections during the year to support annual report requirements.
• Develop and maintain current Standard Operating Procedures (SOPs) with step-by-step instructions for critical functions; test SOPs periodically to ensure they are accurate and adequate.
• Collect, prepare, post, and retain monthly journal entries.  Balance journal entries at the fund level and distribute financial reports to City users.
• Prepare monthly, quarterly, and/or annual reports for the Finance Director, Boards, and City Council including, but not limited to budget variance, finance status, general ledger, and project accounting and progress reports.
• Reconcile all City cash accounts to the general ledger monthly.  Retain reconciliations and bank records in orderly fashion.
• Assist the Finance Director and City Staff in the development and update of the Long-term Capital Plan and assist other departments with the development and update of the City’s Capital Improvement Plan.
• Set up and maintain project accounting on multi-year projects and serve as a resource to project managers for financial reporting and tracking.
• Participate as a member of the audit team during the City’s annual audit by the Washington State Auditor’s Office; prepare reconciliations and supporting schedules and respond to auditor requests.
• Administer and maintain the City’s chart of accounts in conformance with BARS; set up new accounts and maintain the account structure in the City’s financial software.
• Assist the Finance Director and City Staff with the development of the biennial budget, mid-biennial budget update, budget amendments, budget adjustments, and researching budget variances.
• Audit departmental, finance, sales tax, and business license accounts for discrepancies as needed, as requested by Department Directors, or as part of annual verification.
• Participate on the team that manages access to, maintains, and upgrades the City’s financial and Enterprise Resource Planning (ERP) software.
• Maintain retention schedule and archives for finance documentation. Apply Washington State Archives local government records retention schedules (including CORE).
• Serve as a financial resource to other City departments and perform duties such as preparing revenue and expense statements, reconciling general ledger accounts, preparing journal entries to record financial transactions, and researching budgetary variances.
• Assist in day-to-day training and coaching and be a resource to department and city staff.
• Cross-train with other departmental staff on accounting and finance duties.
• Perform the duties of the assigned program area.

Program Assignments
While the core responsibilities of the Accountant position remain the same, each Accountant may be assigned specific program areas of focus:

• Program Assignment – Accounts Payable
   This Accountant will serve as the primary lead for:
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  1. Serve as the City’s accounts payable specialist, validate requests and issue accounts payable checks; process void/re-issue checks as necessary.
  2. Initiate timely transfer of bank funds for A/P procedures.
  3. 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. Check if vendor has a City business license.
  4. Maintain schedule of accounts payable check runs for management and City Council approval. Prepare, enter, and process high-volume of invoices, check processing, ACH payment processing, scanning, reconciling statements, cross-training, indexing, account coding, invoice filing, issue resolutions, and respond to vendor and department inquiries.
• Program Assignment – Payroll
   This Accountant will serve as the primary lead for:
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  1. Process organization-wide payroll. Compile, input, process and distribute the City's monthly payroll including a semi-monthly draw, calculating necessary deductions. Validate and issue payroll checks and process void/re-issue checks to employees as necessary.
  2. Finance Department lead for the implementation of the City’s Tyler Technologies Enterprise Resource Planning software for the Payroll function.   
  3. Maintain payroll calendar and payroll system. 
  4. Ensure all monthly, quarterly, and annual payroll reporting, including benefits, is completed accurately and timely.
  5. Set up and maintain employee direct deposit data. Initiate timely payroll direct deposits through specialized banking software.
  6. Assist the Finance Department to develop and improve the City's payroll policies, procedures, and programs.
  7. Coordinate with department directors and employees to implement and maintain day-to-day payroll processes, routines and priorities.
  8. Assist with the genesis and design for other software tools, including Advanced Microsoft Excel workbooks.
• Program Assignment – Treasury and Debt
   This Accountant will serve as the primary lead for:
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  1. Maintain all debt schedules and assist with Treasury functions.
  2. Lead finance liaison for the Investment Committee; prepare all documents and coordinate meetings.
  3. Maintain debt service amortization schedules and ensure timely debt service payments
  4. Record debt activity, year-end balances, and the Schedule of Liabilities (Schedule 09) for the Annual Financial Report.
  5. Support bond issuance, arbitrage, and continuing disclosure requirements.
  6. Assist with daily cash position monitoring, investment reconciliation (including the Washington State Local Government Investment Pool), and allocation of investment interest to funds.

 
Associated Functions:

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

Supervisory Responsibility:
No direct supervisory responsibilities though may lead the work activities of others. 
 
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, with or without reasonable accommodation.
 
Knowledge of:

• Generally accepted accounting principles and the fundamental theories in accounting and finance.
• Automated finance and accounting information systems including Artificial Intelligence tools.
• Technical accounting, financial management, investment, audit, and tax practices in a government environment, including BARS, GASB pronouncements, and Washington State laws governing local government finance, utilizing municipal finance and accounting systems or ERPs.

Skill in:

• Written and oral communications.
• Mathematical and analytical methods applied to accounting and financial data.

 
Ability to:

• Compose complex correspondence and reports as well as ability to research, organize and compile data into meaningful reports.  
• Solve problems and provide a decision and/or recommendation and communicate complex information orally and in writing.
• Work under the pressure of multiple projects and deadline situations.
• Be open minded about leveraging technology to enhance processes.
• Perform work activities neatly and accurately.
• 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 resource functions.
• Utilize standard office equipment including personal computers and associated City and department-specific software.

Minimum Qualifications:
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.
 

• Associate degree or equivalent in Accounting, Finance, Economics, Public Administration, or related discipline.
• Three (3) years of professional work experience in finance, accounting, budget, statistics, forecasting, or internal audit, preferably in a government setting.
• Excellent 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. Strong MS Excel and MS Word skills required.
• Valid Washington State driver's license and ability to provide a driver’s abstract showing a good driving record.  
• Complete a comprehensive criminal background screening to include credit check to be bonded, prior to hire.

 
Preferred Qualifications:

• Certified Public Finance Officer (CPFO), Certified Public Accountant (CPA), or similar designation.

Working Environment and 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 to perform the essential functions.
 
Work is performed in an office environment and requires the ability to move or remain stationary for extended periods of time and access all areas of the facility including stairs.  Work requires ability to operate a personal computer, telephone, and other equipment; the ability to communicate information and ideas so others understand, ability to observe details at a close range, and occasionally moving items more than twenty-five (25) pounds.
 
Safety Statement:
We expect employees to ensure compliance with all applicable safety practices and policies, including those established by OSHA/DOSH regulations and the City’s Accident Prevention Program (APP). This includes, but is not limited to, actively identifying, and correcting potential hazards that may affect employee and public safety, including those identified by co-workers. Leading by example to promote a positive culture of workplace safety through everyday action, emphasizing safe completion of work throughout all aspects of developing and carrying out work plans.