Accounting Technician - AP and GL

Performs skilled accounting tasks with primary responsibility for accounts payable, general ledger reconciliation, capital assets, and cash and investment reconciliation. Ensures accuracy, completeness, and timeliness of financial data and related compliance filings. Works with minimal supervision and provides backup support for utility billing, accounts receivable, and other Finance functions as needed.Essential Duties and Responsibilities

The essential functions of the position include, but are not limited to, the following:

Customer Service

• Focus on providing friendly and helpful customer service to internal customers.
• Set up new vendors, avoiding duplication of records.
• Understand and explain AP and Purchasing policy & procedures to coworkers across the City
• Assist in identifying and troubleshooting problems with Purchase Requisitions, Purchase Orders, Change Orders, Contracts, and other accounting processes.
  
  

Accounts Payable

• Review all incoming invoices and enter into the Accounts Payable system accurately, with correct amounts and vendors identified, and purchase orders, contracts, and allocations linked.
• Route invoices to the correct departments to begin workflow and coding
• Accurately apply GL accounts to shared invoices and other invoices that originate in the finance department.
• Identify invoices that need additional purchasing documentation before entry and communicate with the appropriate department.
• Import P Card transactions monthly
• Identify and process timely payments of municipal financial liabilities; tax increment financing (TIF) and tax abatement payments, bond debt, and internal loans.
• Prepare payment batches, generate claims list and payments, including positive pay file, according to department schedules.
• Upload AP and Payroll payment and positive pay files to the bank.
• Submit Claims list for council review.
• Reconcile monthly vendor statements.
• Prepare monthly returns and payments of sales and use tax, fuel tax, and lodging tax; calculate monthly fuel distribution.
• Prepare aged check letters and annual unclaimed property report.
• Obtain and maintain tax identification numbers (W-9s); prepare annual 1099s.
• Record direct debit payments of Payroll and AP Liabilities
  
  

General Ledger & Reconciliation

• Perform daily reconciliation of cash receipting.
• Prepare reconciliations of general ledger accounts.
• Prepare reconciliation of loans receivable.
• Record recurring transfers and other planned or recurring transactions according to budgets, allocation schedules, depreciation schedules, resource usage logs, and other financial documents.
• Maintain Escrow records & reports.
• Produce various financial reports on a regular or ad-hoc basis.
  
  

Capital Assets

• Track capital asset additions and retirements for vehicles and equipment; maintain capital asset records and reconcile to the general ledger.
  
  

Cash & Investments

• Prepare monthly bank and investment reconciliation.
  
  

Department Support

• Manage insurance property/casualty claims paperwork and follow-up; serve as first point-of-contact; maintain tracking and updating of open and closed claims list.
• Maintain City-owned vehicle title book; add and delete vehicles from the City's insurance; distribute vehicle insurance cards; route vehicle recall notices; notify the State of sold or traded vehicles.
• Organize, file, maintain, and purge department records related to job duties according to data retention requirements.
• Provide backup coverage at the front desk during staff breaks and vacations.
• Research records and provide information as requested, respond to public data requests.
• Prepare audit documentation related to Accounts Payable, GL reconciliation, and Capital Assets.
• Participate in special projects as assigned, including the annual Franchise Fee Rebate Program.
• Serve as backup to Accounts Receivable / Utility Billing /accounting Technicians.
• Perform other duties as assigned or apparent.
  
  

Minimum Qualifications

• Two (2) years of successful customer service experience.
• Associate degree or higher in accounting, business, finance, or a related field, OR two (2) years of progressively responsible accounting experience.
• Two (2) years of experience with accounting software, data entry, and general ledger functions.
  
  

Preferred Qualifications

• Two (2) years of municipal accounting or governmental finance experience.
• Experience with ERP systems and fund accounting.
• Fluency in a second language.
  
  

Knowledge, Skills, And Abilities

• Ability to communicate effectively and professionally, and to establish and maintain effective working relationships with co-workers and members of the public.
• Ability to communicate effectively orally and in writing.
• Experience with an automated office environment, including applicable computer software and Microsoft Office Suite.
• Working knowledge of modern office practices and procedures.
• Familiarity with integrated ERP systems.
• Ability to work independently and prioritize work tasks effectively.
• Ability to accurately record and maintain records.
• Strong organizational and mathematical skills with speed and accuracy.
• Ability to handle interruptions in the workplace while managing multiple tasks.
• Capability to periodically access sensitive information required to perform job tasks, and the ability to maintain confidentiality.
• Proficient in making quick and accurate mathematical computations and performing detailed work accurately.
  
  

Tools and Equipment Used

Personal computer including word processing, spreadsheet, and database software; financial/accounting and ERP software; Laserfiche (document management software); document scanner; phone; 10-key calculator; copy machine; fax machine; postage machine; shredder.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, talk, hear, read, use hands to finger, handle, feel, or operate tools or controls, and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Work Environment

The work environment is representative of those an employee encounters while performing the essential functions. Work takes place in an indoor, well-lit, ventilated, and heated environment. The noise level is usually quiet to moderate. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Information

The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

The City of Faribault does not discriminate on the basis of race, color, national origin, sex, religion, age, or handicap status in the employment or the provision of services.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the position change.