Assistant City Auditor - Audit Department

CITY OF WESTFIELD

ASSISTANT CITY AUDITOR

General Statement Of Duties And Responsibilities

Performs administrative and bookkeeping work requiring a substantial degree of decision making and more than ordinary difficulty in the maintenance and processing of financial records, accounts and transactions; required to serve as Department Head in absence of the City Auditor; performs all other related work as required.

Supervision

Employee works under the general direction of the City Auditor, following department rules, regulations, and policies requiring the ability to plan and perform operations, and to independently complete assigned tasks according to a prescribed time schedule period. Employee plans and carries out regular work in accordance with standard procedures and previous training. Employee as a regular and continuing part of the job, is accountable for the quality and quantity of work done by subordinates and assures the accomplishment of the assigned work in the prescribed manner.

Essential Duties And Responsibilites

The essential functions or duties listed below are intended only as illustrations of the various type 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.

• Prepares monthly journal entries and post to General Ledger. Prints and balances end of month reports such as trial balance, balance sheet and subsidiary accounts.
• Responsible for updating financial database to include new funding sources/accounts to the general ledger, including but not limited to City/School department grant funding.
• Coordinates with all departments in monitoring and maintaining grant funding balances.
• Assists City Auditor in closing and year end reporting to Massachusetts Department of Revenue.
• Prepares a variety of bookkeeping and basic accounting tasks including the processing of the accounts receivable reports, posting and balancing city revenues, Gas & Electric cash and sales reports, NSF reports, and Off Duty School reports.
• Reviews all city purchase orders verifying accounts and funding, maintains purchase orders for changes and oversees order reports.
• Assists the City Auditor with the department’s annual budget. Monitors and reviews the expenditures to ensure adherence to budget limitations. Oversees department purchases in conformity with City policies. Maintains records of accounts receivable and payable being certain that internal records and City generated reports are in agreement.
• At any time, may be required to process accounts payable and/or verify city payroll records.
• Operates department hardware and software computer system.
• Balances Tax Title Record.
• Assists the City Auditor with personnel management. In conformity with City policies and State law, recruits, interviews and hires Audit Department employees. Assures competent staff through orientation, training and evaluation of employees in conformity with City requirements. Consistent with union contracts and relevant City policies, schedules work, approves employee leave requests and engages in employee disciplinary actions, and such other personnel actions as necessary to assure productive and effective operations.
• May be assigned any other duties as related to assist department function.
  
  

Other Additional Requirements And Responsibilities

• Working knowledge of UMAS chart of accounts and state procurement laws and regulations, office procedures, bookkeeping principles and budgetary functions.
• Working knowledge of theory, principles, and practice of accounting and auditing; office and financial software applications, and office equipment such as a personal computer.
• The nature of work assures that errors are usually detected in succeeding operations. Consequences of errors, missed deadlines or poor judgment may include time loss caused by back checking by others and slowdowns in the processing of the work. Errors could result in monetary loss, reduced levels of service, confusion, and delay in the provision of services and could have legal and/or financial repercussions for the city.
• Duties and responsibilities require the application of a variety of administrative procedures. The Employee must communicate effectively with outside agencies, vendors and city staff.
• Makes seldom contact with the public; frequent contact with department personnel. Contact is by telephone, in person, correspondence, and personal meetings.
• Employee has access to department confidential information, such as department personnel records, financial records, department reports. Employee has access to confidential communication between the department, citizens, employees, and other outside agencies.
  
  

Education And Experience

Bachelor Degree in accounting or related field preferred; three (3) to five (5) years prior work experience in accounting, bookkeeping field with municipal experience preferred. At least one (1) year in a supervisory capacity. MUNIS Accounting software experience preferred. Any equivalent combination of education or experience which provides the required knowledge, skill or ability will be considered.

Skills And Qualifications

• Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office software and machines. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
• The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
• Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with other employees, department heads and City officials. Ability to maintain confidential information.
• Ability to understand and follow directions and take the initiative in completing assignments. Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
• Ability to follow departmental rules, regulations, policies and practices in all aspects of job.
• The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts.
• Ability to proofread work. Ability to learn and efficiently utilize specific software for department use. Performs preparation of forms, correspondence and other documents.
• Assists with answering telephones as well as responding to questions and providing information within authority. Performs filing, scanning and copying as directed.
• Ability to establish and maintain effectively working relationships and work cooperatively with coworkers, City officials, other City employees and the public. Ability to communicate effectively with the public in a courteous and professional manner.
  
  

Physical Skills

PHYSICAL, MOTOR, AND VISUAL SKILLS

Work is generally conducted within Municipal Building but may travel periodically to various locations within the City. Ability to travel throughout the office and within the Municipal Building is necessary. Work is largely sedentary in nature, with occasional lifting of up to 10 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. Frequent use of hands to operate keyboards and telephones, and other office equipment.

Motor Skills

The work requires motor skills for activities such as keyboarding, filing, moving objects and using a variety of office equipment and to finger and handle.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.

The City of Westfield is committed to maintaining a work environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.