City of Sandpoint
Overview
The Accounting Specialist coordinates and assures adherence to the City's cash management policy while ensuring all forms of daily cash/payment receipts are reconciled, balanced, and deposited. This position coordinates, administers and assures adherence to the City's purchasing policy for accounts payable while ensuring that all payments are processed timely and accurately. The position manages the purchase card program including processing all charged expenses; conducts training for cardholders and administrative staff; and prepares policies and procedures for the purchase card program. The position serves as the City's point of contact for all vendors for accounts payable. The position coordinates and assures all accounts receivable are billed/collected timely and accurately. The position monitors and assists in tracking fixed assets and assures compliance with the City's travel policy. The Accounting Specialist is under the direct supervision of the Assistant Finance Director and performs work within established regulations and protocols with latitude for independent judgment.
Compensation
The full salary range for the position is $26.18/hr. - $35.75/hr. The general hiring range for the role is $26.18/hr. - $29.26/hr. The hiring salary will depend on the candidate’s experience, qualifications, and education.
Responsibilities
Responsible for a high volume of daily payment transactions; monitor posting, processing and balancing of cash, electronic payment files, and other forms of payments to the accounting system/ERP software. Reconcile all daily payment transactions including cashier receipts, Point & Pay, Paytrac, SafeSave E-Box, ACH, EFTs, bank wires, and other methods. Research and identify misapplied/unapplied payments, adjustments, returns, voids, and rejected payments daily to ensure payments are applied against appropriate balances and accounts. Ensure all manual payment items/types are entered into the ERP system daily. Prepare and coordinate the daily bank deposits. Serve as the City’s point of contact for vendors and departments to ensure all accounts are current and paid; ensure payments have proper signatures and general ledger codes; negotiate with vendors to maintain accurate account balances; balance vendor accounts and resolve discrepancies; assist departments to ensure invoices are processed in a timely manner. Monitor departments’ accounts payable/receivable actions to ensure purchases/invoicing adhere to policy, have proper authorization and backup, account numbers, invoice numbers, and dollar amounts; enforce payment deadlines. Manage all aspects of the City’s purchase card program including configuration, setup, maintenance, card issuance/cancellation, spending limits, and reconciliation; verify authorizations for spending limits and purchases; verify repayment of improper charges and report lost or stolen cards; ensure Purchase Card Agreements are completed with signatures. Act as Payments Center Program Administrator by reviewing and distributing statements, card numbers, and authorized charges. Review, input, audit and reconcile the City’s purchasing card statement and process electronic payment of statements. Review and update policies and procedures for accounts payable, purchasing card system, accounts receivable and daily cash/payment receipting balancing. Review, input, issue and disburse checks for invoices, receipts or credits. Train City purchase-card holders and administrative staff on AP software for inputting invoices and using the purchase card processing software. Track vendors for W-9 documentation; verify 1099 vendors; create 1099 tax forms and year-end IRS reporting/submission. Prepare reports to City Council on disbursed funds/transactions and maintain accurate documentation. Respond to management, supervisor, co-worker and citizen questions in a courteous, thorough and timely manner. Manage time, meet deadlines, and set project priorities; perform duties in accordance with City policies, procedures and safety practices. Maintain strict confidentiality of all matters.
Secondary Duties and Responsibilities
Provide back-up assistance for payroll. Provide back-up for processing utility billing. Performs other duties as assigned.
Knowledge
Standards for governmental accounting and generally accepted accounting principles. Municipal purchasing practices, laws and codes. IRS regulations and guidelines on 1099s and W-9, and workers compensation requirements. Modern office equipment and related software. Computerized ERP/accounting systems and software, preferably BS&A.
Skills
Applying accounting principles to resolve problems. Establish methods, procedures, and internal controls to maintain accounts payable, purchasing card systems, accounts receivable and daily cash/payment receipting balancing. Using good judgment in problem-solving and decision making regarding complex management issues. Exercising tact and diplomacy in dealing with sensitive, complex and often confidential issues and situations. Effectively communicating through verbal, written, and electronic communication channels.
Abilities
Accurately perform complex mathematical calculations. Use accounting and spreadsheet software to prepare reports. Maintain accurate and detailed accounting records. Accurately prepare accounts payable, purchasing card reports, accounts receivable and daily cash/payment receipting balancing. Reconcile complex, high-volume accounts. Read, interpret and apply rules, regulations, policies and procedures. Compile, develop and organize data into clear written reports. Follow instructions and work independently or with minimal supervision; exercise initiative with general guidance. Maintain a professional demeanor at all times. Perform duties with accuracy and speed under time-sensitive deadlines. Demonstrate integrity and ingenuity in performing tasks and solving problems. Perform duties in accordance with City policies and safety considerations. Maintain strict confidentiality of all matters.
Education, Licenses, and Certifications
Associate’s Degree in Finance, Accounting, or related field. Two (2) years of experience in accounts payable using an automated system; or an equivalent combination of education and experience. Valid Driver's License.
Working Conditions and Physical Demands
Office setting with excessive intermittent noise and constant interruptions. Physical demands include: vision, hearing, manual dexterity, ability to operate a computer, and ability to lift up to 25 pounds frequently and 50 pounds occasionally; sitting for extended periods.
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The Accounting Specialist coordinates and assures adherence to the City's cash management policy while ensuring all forms of daily cash/payment receipts are reconciled, balanced, and deposited. This position coordinates, administers and assures adherence to the City's purchasing policy for accounts payable while ensuring that all payments are processed timely and accurately. The position manages the purchase card program including processing all charged expenses; conducts training for cardholders and administrative staff; and prepares policies and procedures for the purchase card program. The position serves as the City's point of contact for all vendors for accounts payable. The position coordinates and assures all accounts receivable are billed/collected timely and accurately. The position monitors and assists in tracking fixed assets and assures compliance with the City's travel policy. The Accounting Specialist is under the direct supervision of the Assistant Finance Director and performs work within established regulations and protocols with latitude for independent judgment.
Compensation
The full salary range for the position is $26.18/hr. - $35.75/hr. The general hiring range for the role is $26.18/hr. - $29.26/hr. The hiring salary will depend on the candidate’s experience, qualifications, and education.
Responsibilities
Responsible for a high volume of daily payment transactions; monitor posting, processing and balancing of cash, electronic payment files, and other forms of payments to the accounting system/ERP software. Reconcile all daily payment transactions including cashier receipts, Point & Pay, Paytrac, SafeSave E-Box, ACH, EFTs, bank wires, and other methods. Research and identify misapplied/unapplied payments, adjustments, returns, voids, and rejected payments daily to ensure payments are applied against appropriate balances and accounts. Ensure all manual payment items/types are entered into the ERP system daily. Prepare and coordinate the daily bank deposits. Serve as the City’s point of contact for vendors and departments to ensure all accounts are current and paid; ensure payments have proper signatures and general ledger codes; negotiate with vendors to maintain accurate account balances; balance vendor accounts and resolve discrepancies; assist departments to ensure invoices are processed in a timely manner. Monitor departments’ accounts payable/receivable actions to ensure purchases/invoicing adhere to policy, have proper authorization and backup, account numbers, invoice numbers, and dollar amounts; enforce payment deadlines. Manage all aspects of the City’s purchase card program including configuration, setup, maintenance, card issuance/cancellation, spending limits, and reconciliation; verify authorizations for spending limits and purchases; verify repayment of improper charges and report lost or stolen cards; ensure Purchase Card Agreements are completed with signatures. Act as Payments Center Program Administrator by reviewing and distributing statements, card numbers, and authorized charges. Review, input, audit and reconcile the City’s purchasing card statement and process electronic payment of statements. Review and update policies and procedures for accounts payable, purchasing card system, accounts receivable and daily cash/payment receipting balancing. Review, input, issue and disburse checks for invoices, receipts or credits. Train City purchase-card holders and administrative staff on AP software for inputting invoices and using the purchase card processing software. Track vendors for W-9 documentation; verify 1099 vendors; create 1099 tax forms and year-end IRS reporting/submission. Prepare reports to City Council on disbursed funds/transactions and maintain accurate documentation. Respond to management, supervisor, co-worker and citizen questions in a courteous, thorough and timely manner. Manage time, meet deadlines, and set project priorities; perform duties in accordance with City policies, procedures and safety practices. Maintain strict confidentiality of all matters.
Secondary Duties and Responsibilities
Provide back-up assistance for payroll. Provide back-up for processing utility billing. Performs other duties as assigned.
Knowledge
Standards for governmental accounting and generally accepted accounting principles. Municipal purchasing practices, laws and codes. IRS regulations and guidelines on 1099s and W-9, and workers compensation requirements. Modern office equipment and related software. Computerized ERP/accounting systems and software, preferably BS&A.
Skills
Applying accounting principles to resolve problems. Establish methods, procedures, and internal controls to maintain accounts payable, purchasing card systems, accounts receivable and daily cash/payment receipting balancing. Using good judgment in problem-solving and decision making regarding complex management issues. Exercising tact and diplomacy in dealing with sensitive, complex and often confidential issues and situations. Effectively communicating through verbal, written, and electronic communication channels.
Abilities
Accurately perform complex mathematical calculations. Use accounting and spreadsheet software to prepare reports. Maintain accurate and detailed accounting records. Accurately prepare accounts payable, purchasing card reports, accounts receivable and daily cash/payment receipting balancing. Reconcile complex, high-volume accounts. Read, interpret and apply rules, regulations, policies and procedures. Compile, develop and organize data into clear written reports. Follow instructions and work independently or with minimal supervision; exercise initiative with general guidance. Maintain a professional demeanor at all times. Perform duties with accuracy and speed under time-sensitive deadlines. Demonstrate integrity and ingenuity in performing tasks and solving problems. Perform duties in accordance with City policies and safety considerations. Maintain strict confidentiality of all matters.
Education, Licenses, and Certifications
Associate’s Degree in Finance, Accounting, or related field. Two (2) years of experience in accounts payable using an automated system; or an equivalent combination of education and experience. Valid Driver's License.
Working Conditions and Physical Demands
Office setting with excessive intermittent noise and constant interruptions. Physical demands include: vision, hearing, manual dexterity, ability to operate a computer, and ability to lift up to 25 pounds frequently and 50 pounds occasionally; sitting for extended periods.
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