Accounting Specialist Payroll

Carbondale, City of•Carbondale, IL

21h•Onsite

About The Position

This is a regular, full-time position in the Finance Department. The Accounting Specialist is responsible for the proper performance of accounting assignments involving maintaining, reconciling, and auditing various records and activities. Emphasis is upon a thorough knowledge of accounting principles, practices, and procedures, and the ability to apply such knowledge and exercise independent judgment. Work involves using standard office equipment, including personal computers, copiers, scanners, printers, typewriters, Microsoft Office, and specialized accounting software. This position requires the ability to secure confidential information and documents. The Accounting Specialist is supervised and evaluated by the Accounting Manager. Work is assigned by the Accounting Manager, the Senior Accountant, and the Finance Director.

Requirements

Has strong knowledge of general accounting, payroll, bookkeeping, and basic computer skills.
High proficiency level using productivity tools, such as Microsoft Office suites and Excel spreadsheets.
Can work independently with less supervision.
Associate degree in accounting, or graduation from a college or university with a minimum of 6 semester credits of accounting courses, or 2 years of accounting experience.

Responsibilities

Efficiently and accurately perform visual, written, and mathematical tasks in the processing of the City's bi-weekly employee payroll, utilizing the City’s software, Windows, and Microsoft Office 365 software packages: Balance payroll input data and verify the accuracy of numerous payroll deductions. Process related payroll transactions, including, but not limited to, taxes, net payroll, pension plans, child support, union dues, wage garnishments, 3rd party sick pay, and cafeteria plan deductions. Prepare check requests, wires, transfers, deposits, and record payroll journal entries in a timely and accurate manner. File quarterly federal and state 941 taxes and monthly IMRF remittances in a timely manner. Resolve other payroll issues in collaboration with the Human Resources Department.
Efficiently and accurately perform visual, written, and mathematical tasks in the processing of accounts receivable duties: Prepare and send invoices to clients and process all monthly billings, such as lab fees, false alarms, rental registration, water and sewer taps, and other miscellaneous billings. Generate invoices for departments based on the required data provided. Reconcile accounts/receivable balances on a monthly basis. Contact clients as needed to ensure payment of outstanding invoices are received on time and coordinate with the Legal Department for accounts that may require legal dispositions and write-offs. Maintain precise records of all incoming payments and collaborate with the Senior Accountant if a discrepancy occurs.
Efficiently and accurately perform visual, written, and mathematical tasks for various Accounting Division functions, including but not limited to the following: Post daily, monthly, quarterly, and yearly journal entries in the enterprise management software, including monthly bank interest, voided and lost checks, credit card allocations, year-end audit entries, and other necessary adjusting entries from supervisors. Encode and process weekly special warrants with accuracy and in a timely manner. Report stop payment transactions to the immediate supervisors and bank personnel for appropriate actions to refrain checks for encashment. Reconcile monthly accounts such as intra-fund accounts, liability accounts supported by payroll deductions, Illinois Fund investment accounts, Foreign Fire, self-insurance, and others accounts as needed. Record and reconcile Cedar Lake transactions to include sales taxes, transfers, check requests, journal entries and P-card transactions. Balance insurances such as AFLAC, Globe Life, Colonial, Standard, and Life insurance. Ensure that these accounts tally with the employee and employer payroll activities and transactions. Perform other accounting general tasks such as monthly balancing of general and subsidiary ledger accounts, wire and money transfers for Wells Fargo, recording of disabled Fire and Police insurance amounts, processing medical claims and pharmacy claims, and recording of other bank transactions in the consolidated account including credit card allocation, checkbook fees, and global payments. Report and work closely with the Accounting Manager for accounts that require further analysis and adjustments. Work closely with the Accounting Manager for transactions and schedules needed in the year-end audit. Collaborate and work with Police Department for special use monies as needed, request documentation, and record affidavits. Work closely with the Human Resources Division for transactions that require clarification on payroll issues such as work compensation, insurance, and other changes that occur within a particular payroll period. Work closely with the Finance Director for transactions related to insurance claims and payments. Assist as back-up and/or support personnel in various areas of the Finance Department when needed. Record and monitor CBDC transactions and submit to the Accounting Manager for review and submission to the auditors.
Effectively and responsibly perform custodianship functions: Maintain check registers for payroll, vendor, consumer deposit accounts, police pension, and fire pension bank accounts. Maintain all journal entries with attached source documents. Communicate effectively with City employees and the public in person, in writing, and by telephone using tact and good judgment. Work as part of a cohesive team with the Accounting Specialist – AP to cover leaves of absence.
Perform other duties that may be assigned from time to time by the Accounting Manager and Finance Director so as not to hamper the operations of the Department, accomplish the mission, and meet deadlines by the Finance Department and City of Carbondale as a whole.