Accounting Specialist I

The Accounting Specialist I performs mid-level work that is moderately complex and includes, but is not limited to, accounts payable, banking deposits, and Merchant Card Services relationship. The position involves significant coordination and cooperation with Purchasing, Payroll, Utility Billing, and other Departments. The Accounting Specialist I works under close supervision, with limited latitude for the use of independent judgement.

• Prepare, verify, and process payments of vendor invoices, contractual obligations and employee expenses on weekly Accounts Payable process. Accounts Payable responsibilities include but are not limited to, vendor invoices, debt service payments, insurance and benefits payments, utilities, and lease payments.  
• Process payroll-related invoices, including insurance and benefits, other withholding such as child support, wage garnishment, 457, etc.
• Verify accurate new vendor information entry, including but not limited to IRS W9.
• Assists General Services with ongoing review and updating of current vendor information.
• Prepare and distribute annual IRS 1099 forms to vendors and file IRS report.
• Maintain a complete and accurate accounts payable filing system.
• Respond quickly and accurately to requests for information/documentation to City auditors, or Open Records requests through appropriate channels.
• Receive banking deposits from all departments and prepare the City Host Bag for daily Armored Services pick-up and related logs.
• Review all purchasing card expense reports on monthly statement for completeness and appropriateness, documenting discrepancies and missing items on appropriate logs.
• Review fuel card receipts, documents missing items, and records expense distribution.
• Responsible for the Merchant Card Services relationship (credit card payments received by the City). Merchant Card Services includes monthly merchant card statements and recording appropriate fees.
• Develop and maintain a Vendor Point of Contact Log for all services coordinated by the Finance Department.
• Conduct quarterly cash drawer audits and maintain the audit log and documentation.
• Prepare miscellaneous journal entries for review and approval by Accounting Manager.   
• Serve as back up to Finance Cash Collection functions.
• Document and maintain internal policies and procedures.
• Distribute mail daily.
• Assist General Service’s staff with inquiries related to requisitions and purchase orders.
• Perform additional related duties, as assigned.  

Required Education and Experience

• High school diploma or equivalent.
• Minimum of three years of experience in accounts payable or finance.

 
Required Certificates and Licenses
None
 
Preferred Education and Experience

• Associate's degree (A.A.) or equivalent from an accredited two-year college or technical school.
• One year or more working for a city or other government entity.
• Four years or more of related experience. 

• Ability to write routine reports and correspondence.  
• Ability to speak effectively with customers and staff members.
• Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages.
• Strong knowledge of accounting and principles of office management.  
• Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  
• Ability to establish and maintain effective relationships with public officials, superiors, subordinates and the general public.  
• Proficient in using MS Word and Excel.

While performing the duties of this job, the employee is regularly required to stand; walk; sit; use hands to handle items; reach with hands and arms; talk and hear. Specific vision abilities required by this job include close vision and ability to adjust focus.