Accounting Specialist (Part-Time)

City of Hollywood, Florida • Hollywood, FL

5d • Onsite

About The Position

This is complex sub-professional accounting, auditing and technical work in fiscal operations. Employees in this class are responsible for accounts payable and other accounting operations of their assigned area, as well as the preparation of routine and special information reports and proofreading financial statements. Knowledge of purchasing policies and procedures, payment/discount terms and department functions is crucial to this position. Work in this class is normally in accordance with established procedures; however, the incumbent must use some independent judgment and knowledge of accounting practices and policies in interpreting procedures, recording and reporting transactions and preparing financial statements. Work is subject to automatic and periodic verification through systems of internal controls, pre-audits and post-audits and to supervisory review for conformity with established regulations and policies. Decisions regarding new procedures or unusual situations are referred, with appropriate recommendations, for final determination to a technical or professional supervisor.

Requirements

• High School Diploma or GED equivalent plus coursework in accounting, or business practices, supplemented by two (2) years responsible clerical accounting work or an equivalent combination of training and experience.
• Valid Driver’s License: With proof of automobile insurance
• Background Check: Must have an acceptable background record
• Driving Abstract: Must have an acceptable driving record
• Knowledge of principles and practices of accounting and bookkeeping.
• Knowledge of departmental and municipal rules, ordinances, regulations, and policies controlling accounting procedures and fiscal operations.
• Knowledge of modern office practices, terminology, methods, procedures and equipment.
• Ability to assimilate, analyze and summarize data relative to the accounts payable function.
• Ability to research, collect and compile data for administrative and annual reports.
• Ability to make decisions and interpretations in accordance with established rules, policies, and procedures.
• Ability to understand and follow complex oral and written instructions.
• Ability to maintain effective working relationships with fellow employees, subordinate personnel, and the public.
• Ability to communicate information tactfully and impartially, orally and in writing.
• Skill in fundamental computer operations including Microsoft Word, Excel and accounting software.
• Ability to maintain effective and professional relationships with work colleagues, supervisors, managers and the public.

Nice To Haves

• Associate’s Degree from an accredited college or university in Accounting or related appropriate discipline or bookkeeping and/or accounting related college level courses, supplemented by four (4) years responsible clerical accounting work.
• Additional education and experience or an equivalent combination of training and experience may be substituted for the above requirements

Responsibilities

• Processes invoices, purchase orders, contracts and all other payment request types.
• Reviews all submissions for accuracy, required authorizations and compliance with City policies and external audit compliance.
• Maintains pending payment files; monitors payment terms and due dates; notifies departments of pending and past due items; prompts departments and vendors for necessary action.
• Assembles unpaid invoice detail for submission directly to Department Director for inclusion in monthly “Over 45 Days Report”.
• Takes additional steps to identify missing invoices and misapplied payments by reviewing statements and researching past due amounts.
• Identifies discrepancies, if any, between vendor invoices, purchasing authorization and City policies.
• Determines action required to resolve discrepancy.
• Communicates issues to vendors and appropriate departments.
• Documents actions taken and steps needed for problem resolution and follows through to discrepancy resolution.
• Responds directly to vendors, citizens and other departments regarding inquiries and complaints.
• Provides information, interpretation of procedures and independently determines course of action needed to resolve all payment issues.
• Works directly with Accountants to verify appropriate payment request format, payment amount and budget year.
• Inputs data on a daily basis into the City’s ERP system; maintains daily and cumulative balances; reconciles work of multiple staff members with computer generated report totals.
• Controls, coordinates and produces large, weekly accounts payable check run.
• Prepares manual checks when needed.
• Generates check production runs and reviews reports for accuracy.
• Updates final postings to general ledger.
• Tests and implements new accounting packages, check writing software and all vendor upgrades affecting the Accounts Payable system.
• Prepares monthly sales tax returns and appropriate supporting documentation for Accountant review and approval.
• Remits sales tax return and payment electronically to State.
• Assembles purchase and usage documentation to support monthly fuel inventory.
• Independently resolves discrepancies as appropriate.
• Assembles monthly supporting documentation for postage and monthly fuel consumption for City vehicles and equipment.
• Assembles documentation for retail fuel sales at City Marina and calculates profit on sales.
• Resolves discrepancies, if any, with division’s personnel.
• Prepares and enters journal entries into City’s ERP system for above activities.
• Submits entries to Accountant for review and update.
• Prepares and remits quarterly fuel tax returns with supporting documentation to State.
• Follows up to ensure payment is subsequently received.
• Prepares State of Florida tag and title work for all new and confiscated City vehicles and equipment; verifies receipt of funds and processes title transfers for all City vehicles auctioned or otherwise disposed of.
• Monitors receipt of tags and titles and distributes to appropriate division(s) upon receipt.
• Reviews requests for miscellaneous fee refunds for compliance with City policies.
• Ensures appropriate charges are levied prior to issuance of refunds.
• Must effectively and positively represent the City in delivering and performing work with colleagues and clients, irrespective of gender, race, religion, age, disability, political affiliation or belief, or sexual orientation.
• Must maintain effective and professional relationships with work colleagues, supervisors and managers.
• Performs related work as required for this position description only.

Benefits

• Low cost health insurance giving you the best value - Medical, Dental, Vision and Flexible Spending Plans.
• 4-Day Work Week
• Award Winning Wellness Program
• Generous Paid Time Off Program inclusive of 13 Paid Holidays, Vacation Leave, Personal Leave, and Sick Leave.
• Federal Student Loan Forgiveness Program (Employees with 10 years of public service and on-time payments qualify)

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Education Level: High school or GED