Loading...
Finance Assistant IIDESCRIPTION OF WORK General Statement of Duties: Performs skilled accounting work including accounts payable, special assessments, development escrows, accounts receivable and reporting; serves as backup to Utility Cleric and receptionist; performs other finance and administrative duties as required. Supervision Received: Works under the direction of the Administrative Services Director. Supervision Exercised: None. MAJOR JOB FUNCTIONS 1. Accounts Payable: a. Receive and distribute invoices to department heads for approval; check returned invoices against supporting documentation, assign or review account coding of claims and prepare claims list for City Council approval b. Enter invoice payment data in software system, verify and process payment data in software system, verify and process payment patches, print checks, reconcile to invoices c. Prepare and issue checks after Council approval and ensure all bills are paid in a timely manner d. Assist in assuring compliance with the City's purchasing policy e. Maintain vendor files, determine W-9 compliance for applicable vendors, prepare and issue 1099's in compliance with State and Federal requirements _ CITY 0 eF MINNESOTA 0 Position Description Position: Finance Assistant II Reports to: Administrative Services Director Supervises: N/A FLSA Status: Non-exempt Pay Grade: 8 Date Approved: September 23, 201; I DESCRIPTION OF WORK General Statement of Duties: Performs skilled accounting work including accounts payable, special assessments, development escrows, accounts receivable and reporting; serves as backup to Utility Cleric and receptionist; performs other finance and administrative duties as required. Supervision Received: Works under the direction of the Administrative Services Director. Supervision Exercised: None. MAJOR JOB FUNCTIONS 1. Accounts Payable: a. Receive and distribute invoices to department heads for approval; check returned invoices against supporting documentation, assign or review account coding of claims and prepare claims list for City Council approval b. Enter invoice payment data in software system, verify and process payment data in software system, verify and process payment patches, print checks, reconcile to invoices c. Prepare and issue checks after Council approval and ensure all bills are paid in a timely manner d. Assist in assuring compliance with the City's purchasing policy e. Maintain vendor files, determine W-9 compliance for applicable vendors, prepare and issue 1099's in compliance with State and Federal requirements 2. General Accounting: a. Escrow accounts i. Maintain escrow accounts, reconcile escrow activity with the general ledger accounts and prepare journal entries to complete reconciliation process ii. Identify the escrow collection status for review by Administration and City Council; prepare quarterly statements for Council review iii. Respond to developer inquires on account status and prepare statements for developers detailing invoices applied to the escrow b. Special Assessments (excluding Utility Assessments) i. Complete special assessment searches as requested ii. Prepare assessment roll for outstanding escrow accounts and past due invoices iii. Bill properties not served by City water and sewer for storm water fee, maintain list of property for billing iv. Maintain special assessment records for all projects from Council approval to certification by the county for collection; reconcile the County's assessment records with those maintained by the City c. Other i. Prepare bills for projects and manage collection ii. Assist with annual audit as requested iii. Assist with preparation and processing of month-end journal entries 3. Reporting and Special Projects: a. Prepare memos, correspondence, statements and other information using word processing and spreadsheet applications b. Research, analyze and report on special projects and create spreadsheets as requested c. Create financial reports as requested d. Assist other departments in creating project/program spreadsheets and tracking and reporting project/program costs 4. Staff Backup: a. Assist in entry and processing of utility billing data as needed b. Respond to customer inquiries and complaints regarding utility bills as needed c. Identify and coordinate meter inspections, repairs, and replacements as needed d. Assist with daily deposits and monthly utility billing processes as needed e. Provide backup for payroll, deposits, and accounts receivable as needed f. Assist with City Hall receptionist and administrative backup as needed S. Other: a. Promote a positive and motivating environment b. Follow all safety procedures c. Provide exceptional customer service to residents, developers, elected and appointed officials d. Make decisions that are always in the best interest of the City, its residents and businesses e. Perform other duties and projects as assigned f. Confer with supervisor, peers, and employees to discuss issues and resolve issues KNOWLEDGE, SKILLS AND ABILITIES • Knowledge of accounts payable, escrow accounting, and utility billing processes. • Knowledge of Finance Department policies and procedures, City purchasing policies and procedures and assessment policies and procedures. • Working knowledge of accounting and bookkeeping practices, procedures and financial reporting in municipal government. • Working knowledge of relevant City operations, ordinances, policies and procedures. • Ability to operate office equipment including a personal computer with specialized and standard office and specialized software, including accounting, word processing, spreadsheets and utility billing. • Ability to establish effective working relationships and to communicate effectively, both orally and in writing, with customers, vendors, City staff, auditors and the general public. • Ability to perform mathematical calculations, prepare spreadsheets, analyze data and identify and resolve discrepancies. • Ability to organize and prioritize the work and meet deadlines. • Ability to enter information with speed and accuracy and to maintain accurate and complete records and documentation. • Ability to work both independently and as part of a team. • Ability to handle detail and accurately process transactions and solve problems. MINIMUM QUALIFICATIONS 1. Associate degree (AA, AS, AAS) in accounting or a related field 2. Two years of experience with accounts payable and general ledger accounting using specialized accounting software 3. An equivalent combination of education and experience may be substituted for the educational and experience requirements above PHYSICAL DEMANDS Must be able to sit for long periods of time and manipulate objects using fine motor skills for extended periods. Must have ability to bend, stoop, push, pull, and reach periodically. Note: This job description does not constitute a contract or employment agreement.