What are the responsibilities and job description for the Account Specialist - Field Operations position at City of Glendale, AZ?
Description
Performs a wide variety of basic accounting duties for one or more City programs or departments.
Essential Functions
- Acts as department Time and Labor Liaison, performing a variety of duties to ensure that employees enter time correctly and that timesheets are approved. Changes work schedules and assigned supervisor as needed.
- Prepares and maintains forms, files and records including purchase orders, invoices, claims, billings, vendor files, budget files and others; makes adjustments and posts receivables to subsidiary ledgers.
- Prepares and maintains financial and statistical reports and ledgers of accounts payable/receivable; maintains, monitors and reconciles records on travel expense reports and credit card charges.
- Reconciles monthly vendor statements, verifies signature authorization and signatures on invoices, updates and assigns a due date for check issuance.
- Verifies receipt of purchase orders, calculates applicable discounts, enters information for payment.
- Researches and processes payables for monthly bills; maintains running balances on open purchase orders, keeps records and prepares reports as necessary.
- Tracks, monitors and reconciles department or program budget accounts, expenditures, transactions, etc. Investigates discrepancies; assists in estimating expenditures.
- Researches general ledger accounts and reconciles vendor accounts to provide information and assistance.
- Prepares various expense, income and financial reports. Assists in estimating costs of new programs.
- Participates in the preparation, implementation and administration of department budget.
- Monitors, verifies and audits procard information in order to reconcile information.
- Prepares bank deposits as necessary.
- Queries and compiles disbursement information in response to public records and external audit requests.
- Provides customer service, procedural guidance, and general information to other City employees, vendors, and the public.
- Processes check requisitions, which includes reviewing documents for signature authority and appropriate supporting documentation.
- Reviews invoices and other payment documents for proper accounting, which includes interpreting and applying accounting standards for financial reporting to classify the expenditure.
- May prepare Personnel Action forms (PA's) as needed.
- May prepare correspondence, reports, charts, documents, etc., including assisting with preparation of comprehensive reports related to budget expenditures.
- May collect revenue and deposits, ensuring appropriate accounting, reporting and tracking.
- May assist with grant submission process.
- When assigned to Landfill, backs up and fills in for scale house cashiers as needed.
- Performs other related duties as assigned.
Minimum Qualifications/Special Requirements/Success Factors
Two (2) years' experience in clerical accounting, bookkeeping, or a related field or equivalent college course work in Accounting.
Any equivalent combination of education, training and experience that provides the required knowledge, skills and abilities is qualifying. One year of relevant experience may be substituted for each year of required education.
Knowledge of:
- General business operation and accounting systems
- Computer and applicable mainframe and PC software
Ability to:
- Prepare and maintain complete and accurate financial records and files
- Make mathematics calculations with speed and accuracy
- Follow oral and written instructions and standing procedures
- Prepare accurate and complete financial reports from accounting data
- Operate standard office equipment including a personal computer using program applications appropriate to assigned duties
- Communicate effectively both orally and in writing
- Establish and maintain effective working relationships with City employees and the public
Success Factor Classification Level - Foundational
This position 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.
Physical Requirements/Working Conditions
Office setting. When assigned to Landfill, may require some exposure to seasonal and inclement weather if directing traffic is needed. May require working with difficult customers.
Benefit information is outlined here: https://www.glendaleaz.gov/Your-Government/Connect/Departments/Human-Resources-Risk-Management/Benefits