Accounting Specialist

City of Corvallis•City of Corvallis, OR

8d•Onsite

About The Position

Perform a wide variety of routine and non-routine accounting and clerical tasks to support the Finance Department. Areas of responsibility include Accounts Payable, Accounts Receivable, Cash Management, administrative support, and customer service duties. Responsible for preparing, processing, analyzing, recording, reconciling, and maintaining of financial accounts. Serve as customer service representative to the public as well as other City employees. Accomplish routine tasks independently and handle non-routine responsibilities with moderate amount of supervision/instruction. These tasks are illustrative only and may include other related duties. Full-time 40 hours per week AFSCME-represented position 12-month probationary period Schedule: Monday - Friday 8:00am - 5:00pm For more information check out our flyer

Requirements

High school diploma or equivalent and three years of related experience in office/business practices and procedures including professional billing and experience using computerized accounting systems.
OR Associates degree with major coursework in computerized accounting systems, business administration, or related field and one year of related experience including using computerized accounting systems.
Experience with accounts receivable, accounts payable or cash management required.
Accurate clerical skills in word processing, spreadsheets, filing, record keeping systems, and operating office equipment.
Fundamental knowledge of basic financial management and applications including accounts receivable billing, accounts payable, and cash management processes.
Ability to use and maintain manual and computerized filing and record-keeping systems.
Technical knowledge and ability to interpret and apply applicable and changing Federal, State and local laws, administrative rules, guidelines, policies, codes, ordinances and technical principles relative to area of assignment.
Strong organizational and time management skills with the ability to prioritize multiple duties; ability to work accurately and quickly with multiple customers, in person and on the phone, at the same time.
Ability to perform routine duties independently, work with interruptions and consistently meet required deadlines.
Microsoft Excel skills and ability to create auto-calculating spreadsheets, perform basic equations, produce graphs and format for printing, sort and filter tables of data.
Microsoft Word skills and ability to format, write documents, insert page breaks, create headers/footers and insert graphics.
Knowledge of Business English, spelling, punctuation, grammar, basic math and basic bookkeeping terms and concepts.
Ability to write and maintain position procedures and required forms and train other employees in all areas of assignment.
Effective interpersonal, customer service, communication and telephone skills, and the ability to interact with a diverse population.
Maintain composure and deal tactfully with the public.
Deal calmly and effectively in confrontational situations.
Ability to get along with coworkers and the general public, and maintain effective working relationships.
Type by touch, proof read and edit.
Ten-key skills by touch and the ability to use a computer for extended periods.
Understanding of operational rules and general instructions.
Ability to discern and apply procedures to situations as encountered within established guidelines.

Nice To Haves

Ability to travel among City worksites as needed.
Demonstrable commitment to sustainability.
Demonstrable commitment to promoting and enhancing equity, diversity and inclusion.

Responsibilities

Processing specialized accounting and financial functions including accounts payable, accounts receivable, cash management, purchasing-card (Pcard) transactions and other related functions.
Processing invoices/statements, monitoring receivables Citywide, maintaining customers’ accounts, reviewing and processing charges, reconciling system and processing bankruptcy files.
Turning accounts over to collections.
Maintaining, processing and transmitting information related to property liens and assessments including System Development Charges, loans and violations.
Processing payments coming into the City’s financial software.
Reviewing sub-systems to ensure proper flow into the City Financial System.
Overseeing the City’s daily operating cash requirements which includes processing and recording payment activity in the City’s banking and investment accounts.
Acting as City liaison to banking service provider.
Matching purchase orders to invoices, entering invoices into the City’s financial software and processing check runs according to department deadlines.
Reviewing requisitions and invoices for accuracy and compliance with procurement policy and departmental guidelines.
Setting up new vendors, maintaining vendor W-9 forms, reconciling vendor statements and researching and resolving outstanding balances on accounts.
Producing 1099 forms.
Training new employees and City staff in area of assignment including accounts receivable, accounts payable, cash management, Pcards, internal controls, banking, and electronic payment process.
Performing accounting and data entry duties for accounts payable, accounts receivable, invoices, and purchase orders.
Generating operational and summary reports.
Preparing journal entries and balancing system detail to summary accounts.
Providing backup support services to utility billing such as providing information, processing transactions, reconciling customer accounts, completing utility billing daily deposit, adjusting customer statements and resolving customer inquiries and complaints.
Serving as front-line customer service representative for walk-in customers as well as answering phones, routing calls, taking messages, sending or responding to e-mail.
Reviewing Pcard transactions and statements, including monitoring Pcard transactions for compliance with City purchasing guidelines as well as the Pcard manual.
Assisting in the month-end and year-end processes including preparation of audit workfiles.
Assisting in annual audit by preparing assigned reports or providing documentation.
Maintaining confidentiality and exercising discretion and judgment in dealing with sensitive or confidential information within the guidelines of the City’s Identity Theft & Red Flag policy and customer service standards.
Interpreting and applying Federal, State and local laws, administrative rules, guidelines, policies, codes, ordinances and technical principles in a variety of circumstances.
Performing duties in compliance with department policies, guidelines and internal controls.
Performing routine and non-routine clerical duties such as spreadsheet/database functions including formatting, data entry, records maintenance and word processing/typing.
Assisting with clerical training, proofing, editing, and review of clerical work.
Performing administrative support duties such as maintaining calendars, scheduling meetings, making travel arrangements.
Purchasing office supplies and equipment.
Maintaining files on vendors, customers and transactions in accordance with applicable reporting best practice requirements.
Preparing meeting materials, public notices, and announcements.
Writing and/or reviewing procedures and providing input regarding changes and improvements in procedures and processes.
Providing information and training to other staff and departments.
Composing documents, letters, memoranda or notices from brief instructions or through own initiative.
Assisting other administrative staff and performing other related duties.
Acting ethically and honestly; applying ethical standards of behavior to daily work activities and interactions.
Building confidence in the City through own actions.
Conforming with all safety rules and performing work in a safe manner.
Delivering excellent customer service to diverse audiences.
Maintaining composure and dealing tactfully with the public.
Dealing calmly and effectively in confrontational situations.
Maintaining effective work relationships.
Adhering with all City and Department policies.
Arriving to work, meetings and other work-related functions on time and maintaining regular job attendance.