DEPARTMENT: FINANCE

POSITION TITLE: ACCOUNTING ASSISTANT (NON-EXEMPT)

PAY GRADE: 107

PAY RATE: $16.59/hr. – 19.91/hr. Depending on Qualifications (D.O.Q)

HOURS: Monday - Thursday, 7:00 a.m. - 6:00 p.m.

Position Open Until Filled.

MINIMUM QUALIFICATIONS:

High school diploma or equivalent and two (2) years of experience in bookkeeping, clerical accounting, or a related area; or an equivalent combination of education, training and experience.

Must also possess the National Incident Management System (NIMS) IS-700 within 30 days of employment and the ICS-100 within 90 days of employment. There may be additional NIMS required, which will be scheduled by your supervisor.

Public sector and HRIS - MUNIS experience preferred.

Must be able to operate a personal computer and have experience in data entry.

JOB DESCRIPTION:

PURPOSE OF THE POSITION

Performs a variety of both routine and complex financial accounting, record-keeping and data entry duties in support of various areas within the Finance Department. Work is performed under the general supervision of the Senior Accountant or Finance Manager, with direct supervision from the Finance Director.

This position is considered an emergency/disaster position. During emergency conditions, all City employees are automatically considered emergency service workers. City employees are subject to being called to work in the event of a disaster, such as a hurricane, or other emergency situation, which requires that the employee be ready, willing, and able to report to work during emergencies and/or disasters of any kind, notwithstanding any other commitments the employee may have and be able perform emergency services duties, as assigned.

ESSENTIAL JOB FUNCTIONS

Performs clerical, technical, and administrative work while answering telephones, providing assistance, data processing and record keeping in support of the City’s financial accounting system.

Reviews and processes financial transaction documents. Reconciles and posts daily cash receipts. Balance month-end deposit reports ensuring accuracy, completeness and compliance with accounting procedures.

Reviews purchase orders; invoices; and travel/training, other procurement documentation, and checks requests for propriety of coding, purpose, and approval. Maintains appropriate records. Prepares and files 1099 tax forms.

Compares invoices with associated purchase orders to ensure accuracy and compliance with City policy and procedures.

Coordinates “follow-up” with appropriate department for missing/incomplete information. Interacts with vendors to resolve payment issues/conflicts.

Research vendor statements and reconciles differences.

Assists in reconciling general ledger to various expenditure and encumbrance reports.

Oversees preparation of automated and manual checks. Maintains appropriate files and records.

Monitors construction contracts for statutory and/or other legal compliance.

Establishes credit relationships with vendors as indicated or requested.

Provides assistance to other finance functions as required.

Monitors City credit card usage. Monitors billings and ensures appropriate credit availability.

Prepares periodic financial, statistical or operational reports as assigned.

Provides administrative and data entry support to various department functions including processing of check requests, purchase orders, journal entries, budget adjustments, general billing and account receivable.

OTHER FUNCTIONS

Reviews and routes incoming correspondence for the Finance Department.

Identifies and prioritizes items that require immediate action.

Orders and maintains office supplies/forms. Performs filing, copying and other duties as assigned.

CRITICAL SKILLS/EXPERTISE

Working knowledge of office automation with proficiency in data entry.

Basic knowledge of accounting principles and practices; considerable knowledge of Microsoft products, to include Excel, Word, and Office products.

Proficient in the use of personal computers and electronic data processing to include the Internet and automated spreadsheet, word processing and financial accounting applications.

Skill in operating listed tools and equipment.

Ability to process data with extreme accuracy.

Ability to communicate effectively verbally and in writing.

Ability to establish and maintain effective working relationships with superiors, co-workers, and the general public.

Ability to work in stressful situations and/or with frequent interruptions.

EQUIPMENT USED

Personal computer, software applications including Window and Microsoft Office Products with emphasis in Outlook, Excel and Word; central financial management system; telephone; 10-key calculator; copy machine; scanner; fax machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK LOCATION AND ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work location is in a City Hall office. The noise level in the work environment is usually moderately quiet.

An application may be completed on line at www.itsmymaitland.com.

THE CITY OF MAITLAND IS AN EQUAL OPPORTUNITY EMPLOYER AND A DRUG-FREE WORKPLACE.

AS PART OF OUR COMMITMENT TO A DRUG-FREE WORKPLACE, FOR ANY POSITIONS DESIGNATED AS A MANDATORY POSITION OR A SPECIAL RISK POSITION UNDER APPLICABLE LAW, JOB APPLICANTS ARE OFFERED EMPLOYMENT CONDITIONAL UPON SUCCESSFULLY PASSING A DRUG TEST. REFUSAL TO TAKE THE TEST, OR FAILURE TO PASS THE TEST ACCORDING TO MINIMUM STANDARDS, IS CAUSE FOR DISQUALIFICATION. ADDITIONALLY, IF YOU BECOME EMPLOYED WITH THE CITY, YOU MAY BE REQUIRED TO SUBMIT TO A DRUG TEST AS REQUESTED AND IN ACCORDANCE WITH APPLICABLE LAW. YOUR REFUSAL, OR FAILURE TO PASS THE TEST ACCORDING TO MINIMUM STANDARDS, WILL RESULT IN YOUR TERMINATION.