Finance Coordinator

Town of Highland Park•Highland Park, TX

About The Position

Under the general supervision of the Director of Finance, the Finance Coordinator supports the Town’s purchasing and procurement functions, daily cash receipting and deposit processes, accounts payable, and general Finance administration. The role uses multiple financial software systems to perform assigned duties and special projects and interacts with Town employees, residents, vendors, and other stakeholders. The position coordinates purchase requisitions and purchase orders, administers the purchasing card program, maintains vendor records, and supports departmental purchasing and account coding questions. It also processes and reconciles cash collections, provides accounts payable support, maintains financial records, and handles Finance-related public information requests. Additional duties include coordinating grant administration and budget documentation, maintaining Finance website content and office supplies, and supporting related Town processes.

Requirements

Associate’s degree with credited coursework in accounting, finance, business administration, or a related field from an accredited college or university.
At least three years of progressively responsible experience coordinating purchasing, accounts payable, cash receipting, and related finance support functions.
Working knowledge of governmental purchasing principles and practices, including competitive bidding thresholds, cooperative purchasing programs, and applicable State of Texas purchasing requirements.
Knowledge of basic accounting and accounts payable practices, including account coding, purchase orders, vouchers, cash receipting, and reconciliation.
Strong written and verbal communication skills and the ability to explain purchasing and Finance requirements clearly and collaborate effectively with Town staff, management, departments, vendors, elected officials, residents, and community stakeholders.
Ability to handle cash and sensitive financial information with accuracy, confidentiality, and integrity.
Skill in using enterprise financial software, word processing applications, and automated accounting systems.
Proficiency in Microsoft Office 365, including basic comfort with Microsoft Excel.
Strong attention to detail and problem-solving abilities, including managing concurrent tasks, prioritizing workloads, and maintaining accuracy under strict deadlines.

Nice To Haves

Bachelor’s degree in accounting, finance, business administration, or a related field from an accredited college or university.
Experience with Tyler Technologies Incode (ERP Pro 9 or 10) or a comparable governmental enterprise resource planning system.
Certification in public procurement, such as NIGP Certified Procurement Professional (NIGP-CPP), Certified Texas Contract Manager (CTCM), or Certified Texas Contract Developer (CTCD).
Knowledge of fund, governmental, or not-for-profit accounting principles and practices.
Demonstrated intermediate-level proficiency in Microsoft Office 365, particularly Microsoft Excel.

Responsibilities

Coordinate purchase requisitions and purchase orders, verify required documentation, quotes, and approvals, approve requisitions at the Finance level, and route purchase orders for final review and approval.
Administer the purchasing card program, including distributing monthly statements, setting reconciliation deadlines, reviewing coding and approvals, and processing transactions in the financial system.
Process daily departmental cash updates, reconcile reports to system end-of-day totals, investigate discrepancies, and approve and post balanced transactions.
Coordinate the collection, receipting, and balancing of departmental cash and check collections and prepare collections for scheduled bank pickup in coordination with Accounts Payable.
Create and maintain vendor records after coordinating and verifying required documentation.
Create vouchers and purchase orders for assigned departments, route documentation for approval, and maintain supporting records.
Provide accounts payable support by preparing and routing invoices, vouchers, and supporting records, and processing purchase order and receipt corrections, voids, and reinstatements.
Process Finance-related public information requests by locating and compiling responsive records and coordinating timely responses.
Open, sort, scan, and route incoming Finance mail, including invoices, payments, and financial documents.
Coordinate ancillary Finance and purchasing processes, including surplus property disposition through the Town’s auction provider, publication of required public and legal notices, and creation of project codes.
Monitor the purchasing inbox and serve as a primary contact for departmental questions about purchasing procedures, account coding, documentation requirements, and purchase orders.
Provide guidance and training to department staff on purchasing requirements and the Town’s financial system.
Maintain the Finance section of the Town website by posting check registers, budget information, and other Finance documents and reviewing updates for accuracy.
Order and maintain Finance and Town office supply inventories, including checks, envelopes, and paper.
Maintain organized electronic and physical financial records in accordance with the Town’s records retention requirements.
Coordinate administrative aspects of Town grants, including budget and expenditure tracking, compliance documentation, reporting deadlines, and coordination with departments and grantor agencies.
Assist with monitoring departmental budgets, identifying account balance variances, and coordinating budget transfer documentation for review and approval.
Perform other duties as assigned to support the Town’s mission, goals, and strategic initiatives.