Accounting Assistant – Public Works/Utilities Fiscal Services

City of Jackson•Jackson, MI

4d•$56,625 - $73,618•Onsite

About The Position

Under the direct supervision of the Public Works/Utilities Fiscal Supervisor, this employee performs complex and responsible accounting tasks relating to municipal finance including accounts payable, accounts receivable, department payroll, budgeting, purchase requisitions, federal and state reporting, and assistance with grant administration, basic or routine data entry, record keeping, file maintenance, and other clerical functions to support the Department of Public Works and Engineering. This position requires accounting skills, data entry skills, excellent customer service skills, and the ability to work with a team or independently to meet deadlines.

Requirements

Associate degree or its equivalent plus two (2) years of general office and accounting experience, or equivalent combination of job-related education and experience.
Knowledge of accounting standards and procedures.
Knowledge of the methods and approaches to modem office management.
Skills in the use of general office equipment, including computers and related software and specialized financial software, and databases.
Ability to perform mathematical computations with speed and accuracy.
Skilled in verbal and written English language communications.
Ability to work independently to initiate and assume responsibility without direct supervision, and exercise discretion related to the handling of confidential information.
Ability to interact professionally and constructively with other financial professionals, administrators, other employees, elected officials, and the general public.
Be proficient in the use of Microsoft Word and test proficient in Excel Software.
Ability to read, write, speak, and understand the English language as necessary for the position.
Ability to follow written and oral instructions.
Ability to get along with other employees and members of the public.
Possess and maintain a record of orderly law-abiding citizenship, sobriety, integrity, and loyalty as it pertains to and reflect upon their employment with the City.
Physically and mentally able to perform the essential duties of their position without excessive absences.

Responsibilities

Performs clerical and accounting-related duties to support the administration of the Departments of Public Works and Engineering, including accounts payable, accounts receivable, department payroll, budgeting, purchase requisitions, federal and state reporting, and assistance with grant administration, basic or routine data entry, record keeping, file maintenance, and other clerical functions.
Prepares accounts payables, including coding to proper GL accounts, balancing entry reports, and reconciling statements. Investigates any conflicting information and obtain proper authorization from various departments. Enters and reconcile accounts payables in financial software.
Maintains employee timecard records, including entry of daily/weekly/biweekly timesheets, tracking leave balances, reconciliation of payroll-related reports, processing personnel action requests, and maintaining employee-related files, which may include privileged or sensitive information. Investigates any conflicting information, obtains proper authorizations, and submittals for appropriate approvals.
Prepares journal entries, verifies balance reports, and prepares budget progress reports as well as monthly and annual budget maintenance and reporting. Including the reconciliation of procurement cards per specified regulations and posting to proper expense accounts.
Prepares and generates accounts receivable invoices for customers, contractors, government entities, and other City departments for services, repairs, and utility charges. Analyzes labor, benefit, overhead, equipment rental, and other direct costs and establishes standard rates for invoicing.
Prepares purchase order requisitions to abide by the City’s procurement policy, ensures funding availability, and expenditures are posted properly for all of the department and its divisions.
Assists with the preparation of federal, state, and local grant applications and reports and assists with administering grant programs to include disbursements and allocation of funding sources. Works closely with outside funding sources for over 30 funds and hundreds of projects to track revenues and expenditures, and monitor grant and project budget requirements.
Assists with the preparation of Community Development Block Grant (CDBG) “drawdowns” for streets, sidewalks, and streetlight projects. Along with the accounting on state and federal special project accounts related to the department, including year-end accounting for major and local streets.
Maintains the departmental inventory of supplies and equipment, including purchases. Generates annual reporting of equipment to the state and makes necessary updates to equipment rental rates. Prepare and process adjustments for month-end and year-end inventory.
Assist with the preparation of the annual budget for Departmental funds and accounts to include detailed expense and revenue reporting, employee wage and benefit-cost analysis along with compiling the final budget requests for submittal.
Reviews and prioritizes incoming and outgoing mail and may independently draft correspondence or other documents.
Receives and screens telephone calls and visitors. Explains departmental procedures and operations and addresses complaints, inquiries, and requests for information from other departments. Follows up on complaints, correspondence, and transactions to ensure deadlines, schedules, and expiration dates are observed.
Assists with various special projects and programs particular to the Department of Public Works as assigned. Creates and maintains various databases and comprehensive record-keeping and filing systems, including the maintenance of confidential materials and information.
Performs related work as required and other duties as assigned.