Accounting Specialist

General Description

This position is responsible for ensuring that accounting functions are properly completed and processed in a timely manner. These functions focus on accounts payable and pension and payroll. Work is performed under the general supervision of the Payroll & Accounts Payable Manager.

Essential Job Functions

The following essential functions represent the primary duties of this position but should not be considered an all-inclusive list of responsibilities. Other duties may be required and assigned.

• Reviews purchase orders to ensure that budget codes are appropriate for the item(s) being purchased and follow financial accounting guides. Ensures that budgets being affected on purchases orders have sufficient balances to cover expenditures.
• Processes disbursements to vendors based on reconciliation of invoices, purchase orders and receiving documents.
• Processes vendor disbursements accurately and promptly.
• Prepares all remittance information to be mailed with the checks.
• Responsible for imaging and record retention of all account payable documents.
• Process employee expense reports, including verification of receipts and coding.
• Processes batch check runs, wire transfers, and E-payment transactions. Generates 1099's forms.
• Assists team with gathering support for all audits, including pulling documentation.
• Investigates and resolves problems associated with processing of invoices and purchase orders.
• Answers phone calls; assists employees and outside agencies with inquiries.
• Distribute and reconciles credit card accounts. Issues and tracks City credit cards.
• Maintain accounting software general ledger/accounts payable transactions.
• Receives, researches and resolves a variety of routine internal and external inquiries concerning account payable status, including communicating the resolution of discrepancies to appropriate persons.
• Provide proof of payments, expenses, public record requests, and insurance claims.
• Ensures assigned processes and transactions are following internal policies and procedures, standard accounting principles, practices, and procedures and applicable external federal and state laws, regulations, and guidelines. Refers to policy and procedure manuals, computer manuals, codes/laws/regulations, publications and reference texts, etc.
• Maintain professionalism and manage vendor relations and build effective partnerships.
• Keeps work areas clean and organized. Perform general administrative/office duties as required, including creating reports and correspondence, entering and retrieving computer data, copying and filing documents, sending and receiving faxes, answering the telephone, establishing and maintaining filing systems, etc.
• Processes of computerized weekly payroll, direct deposit requests, pension payroll reports, W-2 income tax reporting, pension reconciliations, pension invoice processing, pension validation reporting, annual pension report, longevity payouts, holiday payouts, and annual audit preparation as it relates to payroll and pension functions, etc.
• Maintains office payroll and pension files. Create reports and audits files, as needed.
• Prepares correspondence, reports, reconciliations, charts and numerous other material of general technical subjects; and follow-up on problems arising with payroll, work comp or other sources.
• Work may be required for other special accounting projects as deemed necessary.
• Performs other duties as may be required or assigned.
  
  

Knowledge, Skills & Abilities

• Knowledge of Microsoft Word, Microsoft Excel, Edmunds and Associates, and Microsoft Outlook.
• Ability to organize, multi-task, anticipate needs,
• Ability to operate a telephone, calculator, copy machine, facsimile machine, computer, printer.
• Good PC skills, including competence using MS Office Suite (Word, Excel and PowerPoint, Outlook) Accounts Payable Software.
• Ability to work in a diverse environment.
• Knowledge of accounts payable, payroll, pension, and general accounting procedures.
• Knowledge of GAAP regulations and processes.
• Knowledge of grants, including research, follow-up, payments, and other procedures.
• Ability to apply basic mathematical skills and complete financial calculations.
• Ability to work cooperatively and collaboratively with all levels of employees, management, and external agencies to maximize performance creativity, problem solving, and results.
• Excellent communication and interpersonal skills, including the ability to establish and maintain positive working relationships with those encountered in the course of work using principles of excellent customer service.
  
  

Minimum Qualifications

• Associate's Degree in Accounting and/or minimum of two years of experience, or an equivalent combination of education, training, and experience that provides the required knowledge, skills, and abilities.
• Two (2) years of experience in accounting processes.
• Valid Florida Driver's license. A valid out of state License is acceptable, but selected candidates must obtain and provide a valid Florida driver's license within thirty (30) days of start date.
  
  

An equivalent combination of education and experience may be considered, provided that the education and experience are in a relevant and related field.

Preferred Qualification

• Accounting and/or payroll experience in the public sector.
• Experience with OpenGov and Edmunds' helpful.
  
  

JOB LOCATION

City Hall Annex. Occasional travel to other City locations and other municipalities may be required.

Additional Job Information

• Physical Requirements: Prolonged sitting, occasional standing, walking, pushing/pulling up to 10 lbs, and lifting up to 50 lbs.
• Environmental Conditions: Exposure to bright or dim lights.
• Sensory Requirements: Some tasks require the ability to perceive and discriminate sound and visual cues or signals. Some tasks require the ability to communicate orally.
  
  

ADA Statement: The City of Apopka is an equal opportunity/affirmative action employer committed to achieving excellence and strength through diversity. The City seeks a wide range of applicants for its positions so that one of our core values, a qualified and diverse workforce, will be affirmed. Americans with Disabilities Act (ADA) compliance requires the City to provide reasonable invited to discuss accommodations.

Disclaimer

The City of Apopka reserves the right to fill positions prior to the closing date and also reserves the right to close the posting prior to the date indicated. Positions will be filled by competitive selection from among categories of qualified and available candidates. It is the policy of the City of Apopka to give first consideration to all employees and other internal applicants prior to considering external (outside) applicants. Applicants should expect a starting salary at the minimum of the pay grade range; applicants with exceptional qualifications and/or experience may be eligible for a rate of pay which is higher than the range minimum upon approval by Administration. Your social security number is requested for the purpose of payroll eligibility verification, processing employment benefits, applicant and employee background checks, and income reporting and will be used solely for those purposes. The City of Apopka participates in E-Verify. Employers are required by federal law to verify the identity and employment eligibility of all persons hired to work in the United States. We utilize the E-Verify system to process our new hires. We provide information to the Social Security Administration and, if necessary, the Department of Homeland Security with Information from each new employee's Form I-9 to confirm work authorization.