Accounting Specialist

The City of Albany’s Finance Department is looking to fill an Accounts Receivable Specialist position to be part of our team. This position is perfect for you if you are detail-oriented, a self-starter, provide excellent customer service, take initiative to problem-solve, enjoy working in a collaborative environment, and are eager to navigate process and system improvements.

Benefits include:

• Excellent medical, vision and dental benefit package for the employee and qualified family members with low monthly out-of-pocket cost. Currently, the employee-paid premium is approximately $51 per month for employee-only coverage up to a max of $147 per month for family coverage.  
• City-paid contribution to a VEBA Trust account for out-of-pocket healthcare expenses. Currently, the annual contribution is $1,000 for employee-only and $2,000 for employee plus dependent(s).
• Paid time off including:
  • 8 hours of vacation leave per month, with progressive increases
  • 8 hours of sick leave per month
  • 10 paid holidays per year
  • 24 hours of floating holiday per year
  • No after-hire waiting period to use vacation or sick leave
  • Fronted sick and vacation leave may be considered upon hire

• Excellent retirement benefits including: 
  • City-paid participation in the Oregon Public Employee Retirement System (OPSRP and City pays 6% IAP contribution) 
  • City-paid 0.5% contribution into pre-tax deferred compensation plan 
• In addition, other benefits such as job-related college tuition and book reimbursement, employee assistance program, basic life insurance, short-term disability, long-term disability, and flexible spending accounts for healthcare and childcare expenses.

 To learn more about our organization, our community, and our benefits, click here.

This position is responsible for performing a wide variety of clerical, administrative, and technical accounting duties in preparing, processing, recording, and maintaining financial accounts such as accounts receivable, accounts payable, collections, billing, risk management, procurement, and assessments.  Supports and communicates system functions as it relates to accounting for internal and external customers; and performs related work as required.

1. Performs a variety of basic to advanced accounting duties, clerical tasks, and administrative accounting work involving the utilization of automated accounting and/or technical recordkeeping systems, including developing forms for data entry, reviewing, and checking data prior to entry, document imaging, and preparing reports.
2. Performs a variety of accounting functions including accounts payable, accounts receivable, assessments, account reconciliation, deposits, and preparing related departmental financial reports.
3. Interprets state and federal laws, city ordinances as it relates to code enforcement, levies of properties and policies and procedures for billing purposes; and suggests recommended changes and actions.
4. Generates and reviews summary reports for verifying accounting information and analyzing specific data for further processing or researching. 
5. May assist in budget preparation including development of reports and formulas, analysis of operating costs, and research of past expenditures as requested.
6. Assists in the preparation of accounting records; assist with required governmental reports; and assist with preparation of the Comprehensive Annual Financial Report.
7. Designs and reviews forms, and other documents for accuracy, completeness, and conformance to standards, rules, and regulations such as risk management forms, vendor, and billing request forms. 
8. Responds and resolves internal and external customer complaints, requests for information; and explains procedures and policies related to Finance Department operations.
9. Assists departments, various committees, and the Enterprise Resource Planning (ERP) system provider to identify problems, find solutions, tests system updates, and determines more efficient ways to handle the financial processes in assigned area.
10. Prepares and maintains electronic and manual records and files related to assignment.
11. Assists in the development and implementation of software systems that affect cashiering and other Finance Department functions. 
12. Represents the City of Albany by responding to the public, citizens, its employees, and others in a prompt, professional, and courteous manner while continuously maintaining a positive customer service demeanor. Regards everyone, internal and external, as a customer and deliver the best service possible in a respectful and patient manner.
13. Works to create a high-performance work culture by demonstrating a positive attitude and modeling the City’s mission, vision, and values. Conducts self with high integrity, proactive in conserving City resources, and seeks and incorporates customer feedback for ongoing performance improvement. Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality customer service.
14. Serves as a member of various City committees as assigned.
15. Assists other staff in the performance of their duties as assigned and may provide training and orientation to newly assigned personnel.
16. Maintains regular job attendance and adherence to working hours.
17. Operates a motor vehicle safely and legally. 
18. Performs other related duties as required/assigned.

The following duties of this classification are intended only as illustrative examples of the various types of work that may be performed by individuals in this position.

Position Job Tasks and Responsibilities
Finance – Accounts Payable 

1. Performs specialized accounting functions that include but are not limited to processing accounts payable, recording expenditures and encumbrances, maintaining fixed asset records, preparing cash balance reports, reviewing purchasing card transactions, and processing 1099s.
2. May conduct treasury transactions and wiring funds as needed.
3. May provide backup for accounts receivable functions as needed.

Finance – Accounts Receivable

1. Manages accounts receivable processes, including:
   • Preparing and issuing invoices.
   • Accepting and recording of payments for services, local taxes. assessments, fees, loans, and abatements.
   • Monitoring aging reports.
   • Reconciling receivables to the general ledger.
   • Maintaining customer account records and administering AR/revenue charge codes. 
2. Supports cashiering and deposit activities, including:
   • Cashiering and depositing for assigned City operations.
   • Reviewing departmental cashiering and deposit activities for accuracy, completeness, and compliance with City’s deposit standards; and resolving discrepancies in cashiering and deposit activities.
   • Researching unidentified bank deposits to ensure proper cashiering and recording in ERP system.
3. Generates accounts receivable and revenue reports, tracks revenue streams, and provides reconciliations and schedules for audits.
4. Prepares and enters adjusting journal entries as assigned by Senior Accountant or Accounting Manager.
5. Supports process improvement and policy development by recommending updates to accounts receivable and cashiering practices, helping document procedures, and troubleshooting issues that affect related financial systems.

Finance – Risk Management and Procurement

1. Assists with the City’s risk management and property and liability insurance programs. Process property and liability claims. Works with the department, claimant, insurance company and the police department as necessary to process needed documents.
2. May assist with citywide contract and procurement program, which may include facilitating bid openings, publishing public notices, and communicating with departments and vendors.
3. Performs document imagining including scanning, sorting, and indexing of various city documents.

Works under the general guidance and direction of the Accounting Manager.

This is a non-supervisory position.Lead work and coordination of work of others is not a typical function assigned to this position. Incumbents in this position may provide training and orientation to newly assigned personnel.

Education and Experience
A high school diploma or its equivalent with specialized course work in accounting, office practices, or data processing and four years of related experience; 
or 
an associate degree in accounting or business and two years of related experience; 
or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.

Special Requirements

1. The individual shall not pose a direct threat to the health or safety of the individual or others in the workplace.

Knowledge, Skills, and Abilities
Knowledge of: computers and data processing and related software; modern office practices and procedures; accounting principles and practices particularly as applied to governmental accounting and auditing.

Skill in: using computer software, including word processing, spreadsheets, and databases (i.e., MS Office); operating common office equipment, including copy and fax machines, multi-line telephone; communicating effectively both orally and in writing; and operation of listed tools and equipment used.

Ability to: perform detailed work involving numerical data; make accurate mathematical computations; generate and prepare fiscal records and reports; maintain strict confidentiality of financial records, communicate effectively verbally and in writing; effectively organize work and allocate time to content, accuracy, and completeness; understand and carry out written and oral instructions; establish and maintain effective working relationships with employees, other departments, and the public.

Work Environment
In the performance of the job duties, the employee will typically perform their work in an office environment under usual office working conditions. The noise level in the work area is typical of most office environments, with some telephones, personal interruptions, and background noises. Travel is not a regular part of this classification, on occasion may run administrative errands.

Safety Equipment: Develops safe work habits and contributes to the safety of self, co-workers, and the public.

Physical Demands
The factors described herein are representative of, but not all-inclusive of, those that must be met by an individual to successfully perform the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Detailed information may be available in a supplemental Job Task Analysis document. 

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. 

Tools & Equipment Used
In the performance of job duties, the employee will use a computer and various software programs; calculator; multi-line phone; copy and fax machines; and other related tools and equipment.

Salary : $54,922 - $70,003