Accounting Specialist

The Accounting Specialist supports accurate, timely finance operations by independently applying basic accounting fundamentals to complete daily tasks. Primary responsibilities include accounts payable, accounts receivable, vehicle licensing/insurance, providing backup for sales and use tax reporting, and filing unclaimed property.

• Review supplier invoices by confirming required invoice details, vendor master accuracy (e.g., W-9 on file and current remit/ACH information), due dates, and proper sales/use tax treatment; enter invoices into the City's accounts payable system using upload/OCR or manual entry and attach required documentation. Route invoices through the established workflow to the designated coders and approvers, resolve routine exceptions independently.
• Process payment runs by generating checks or initiating electronic payments, clearing automatic-pay items, and ensuring distribution and documentation are completed in accordance with City procedures. Independently research and resolve routine payment exceptions, such as credits, bill backs, and duplicate payments, retaining required supporting records consistent with retention standards.
• Prepare and issue Form 1099 in accordance with IRS procedures by verifying vendor classifications, compiling and reconciling reportable payments, maintaining supporting documentation and ensuring timely annual filing.
• Process and file the City's annual unclaimed property report in accordance with state requirements by monitoring outstanding checks throughout the year, performing due-diligence outreach, updating records as items are resolved, and ensuring all documentation is retained according to policy.
• Create and issue accounts receivable invoices in accordane with City contracts, policies, and bill-back requirements; apply and code payments accurately in the financial system; monitor aging and follow up on delinquent accounts in line with established procedures; and maintain complete records.
• Maintain City vehicle records, including registratrions, licensing, insurance, and fuel cards; enter new vehicle and equipment acquisitions into the fixed asset module with required documentation. Follow up on asset disposals, such as sales or retirements, to ensure records are updated and supporting documentation is collected and retained.
• Reconcile the accounts payable and accounts receivable modules to the general ledger on a monthly basis; research and resolve discrepancies; independently prepare necessary adjustments.
• Assist with and serve as backup for preparing, reconciling, and filing the City's sales and use tax reports; ensure proper tax coding, documentation, and compliance with state requirements. Research and resolve routine discrepancies and support timely submission of all filings.
• Assist senior Finance staff with preparation of basic audit workpapers, assembling documentation, reconciling assigned accounts, and responding to routine auditor requests to support an efficient annual audit process.
• Perform other duties of a similar nature or level as assigned.

Minimum Qualifications:

• High school diploma or GED and 2 years of accounts payable, accounts receivable or related experience; or, an equivalent combination of education and experience sufficient to successfully perform the duties listed above.
• General working knowledge of accounting principles

Preferred Qualifications:

• Experience with BS&A Cloud
• Experience in municipal government or public-sector accounting
• Proficiency with Microsoft Office products, including advanced proficiency with Excel

Knowledge of:

• Accounting principles, practices, and procedures
• Experience with accounting software and systems
• Sales and use tax experience, preferred
• Proficiency with computers; Microsoft Office preferred
• Government filing regulations and related regulations
• General business practices and procedures.

Skills in:

• Typing and data entry
• Providing customer service including the ability to maintain composure under pressure.
• Filing, scanning, and document management
• Organization and time management including the ability to balance multiple priorities.
• Mathetical reasoning and basic accounting skills.
• Clear communication and strong interpersonal skills including effectively interacting with coworkers, supervisors, and the public to exchange information and receive work direction
• Building positive working relationships and maintaining a respectful work environment
• Attention to detail and accuracy
• Ability to handle stress and/or stressful situations.
• Abillity to maintain confidentiality and sensitive information.
• Ability to research discrepancies, assess root causes, and determine corrective actions.
• Sound decision-making skills, with the ability to use judgement and follow established procedures and policies.

Physical Requirements:

Positions in this class typically require: climbing, balancing, stooping, kneeling, crouching, crawling, reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, feeling, talking, hearing, seeing and repetitive motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.