JOB DESCRIPTION

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					                                           JOB DESCRIPTION
                                               CITY OF FARMINGTON


JOB TITLE: ACCOUNTING TECHNICIAN III

PAY CLASS: C-3 Non-Exempt

DEPARTMENT/DIVISION: Administrative Services / Finance

LATEST REVIEW DATE: 01/08                            REVIEWED BY: E. Schlotthauer/D. Hansen

                                                     JOB DUTIES

ESSENTIAL DUTIES:

Performs routine clerical, accounting, and administrative work in the Finance Division.

Works under the supervision of the Finance Office Manager.

Reconciles monthly bank statements and prepare various adjusting journal entries monthly.

Perform technical and administrative accounting work in maintaining the fiscal records and systems of
the City in accordance with Generally Accepted Accounting Principles (GAAP) and Governmental
Accounting Auditing and Financial Reporting (GAAFR) principles.

Assist in the implementation of new GASB pronouncements.

Assist the Controller with the preparation of the Comprehensive Annual Financial Report (CAFR).

Assist with the maintenance of the purchasing card program. Monitors outstanding procurement card
transactions in need of data input or approval. Coordinates with city personnel for completion of these
transactions. Balances completed transactions with the P-card Bank statement and writes check.
Reviews all procurement card statements and receipts for legitimacy and to determine if expenditures
were within the travel guidelines. Assists procurement card liaisons with credit card disputes, vendor set
up, and questions on p-card usage.

Assist with the budget process including the preparation of preliminary and final budget books.

Performs technical and administrative accounting work when assisting the Accountants and Controller
with the preparation of the Comprehensive Annual Financial Report.

Performs various internal audits.

Assist Controller with year-end duties.



       Job Description - Accounting Technician III
Assist the accountants with analyzing the budget.

Develop, document, and maintain accounting practices and procedures.

Assist the Office Manager in the performance of their duties.

Assist in accounts payable (AP) and accounts receivable (AR) processes.

Performs the duties of the Office Manager and management functions during absences.

Develops, enters, and posts adjusting journal entries to HTE software system.

Assist in answering telephone calls to the department and assists callers as appropriate.

Attendance is an essential function of this job.

Verifies account numbers, project numbers, and workorder/job numbers on the encumbrance and
accounts payable batches that build on GMBA daily from the purchasing and GMBA HTE modules.
Researches incorrect numbers and corrects on batches prior to updating the batches.

Assists external auditors in obtaining the backup data necessary to perform such audits.

Works closely with banking personnel to research and, if necessary, correct any errors discovered in the
research.

Researches and corrects reconciling items from various bank accounts and coordinates with banking
personnel in correcting errors. Reconciles and performs extensive research for various bank transactions
in the clearing account, the disbursement bank account, the operating bank account, the customer
deposit bank account and the health bank account. Creates, enters and posts adjusting journal entries to
clear outstanding reconciling items on these banks.

Locates and balances off-site cash receipt reports to their bank deposit slips. Enters cash receipts and
prior deposits daily to the general ledger accounts.

Researches and processes all incoming bank ACH debits by coordinating utility payments via ACH with
Customer Service personnel.

Assists Office Manager and Controller with the year end duties.

Assists with grant accounting for Region II. Tracks and provides copies of invoices and payroll
timesheets for the Region II Grant. Attends meetings and conferences regarding guidelines in reporting
the Region II grant.

Assists in the annual IRS 1099 process by researching and making the determination as to which
vendors require a 1099.


       Job Description - Accounting Technician III
Assists the Office Manager in the performance of their duties. Performs the duties of Office Manager
and management functions in the absence of the Office Manager.

Reviews vendors in global vendor file, determines duplicate vendors, coordinates with Purchasing
personnel and deletes the duplicate vendors from the global vendor file.

Responsible for obtaining banking reports from the on-line banking web service and distributes these
reports as necessary.

Issues stop payments and processes return checks and items as notified from the bank. Obtain images
from the banking institution.

Settles Click to Gov on-line credit card utility payments via the C2G website. Balances the payments
with the automated cash receipts batch and posts the batch.

Settles Click to Gov on-line credit card business license payments via the C2G website. Balances the
payments with the automated cash receipts batch and posts the batch.

Receives and distributes all invoices to their originating Departments for review and payment
processing. Reviews all invoices and compares them to purchase orders and field purchase orders for
accuracy. Verifies payment terms and processes invoices for payment. Reviews invoices to determine if
tax should be paid and for legitimacy of vendor and items purchased. Reviews monthly vendor
statements for past due invoices. Locates past due invoices or calls the vendor for a copy of the
outstanding invoice. Consistently communicates with the Division representative to get the invoice
processed for payment in a timely manner. Researches all available resources including the internet to
obtain current data on the vendor.

Reviews invoices for accuracy and processes vendor checks for payment.

Review check for accuracy and mail checks to appropriate vendors.

Voids and reissues checks upon request.

Responsible for issuing electronic tax exempt certificates using the State of New Mexico on-line
registration system (CRS) upon request. Files and maintains these certificates.

Resolves invoice conflicts by communicating with vendors, city personnel and management.

Assists in answering incoming calls and assists callers as appropriate.

Assists in filing reports for the Finance Division.

Opens and distributes incoming mail to appropriate personnel. Researches incoming checks with
inadequate information to determine what type of cash receipt they are paying.

Balances and posts multi-account, inter-departmental utility statements.

       Job Description - Accounting Technician III
Creates and processes adjusting journal entries to spread percentages on certain accounts shared by
different Divisions.

Contacts the vendor for potential void and reissue of stale-dated checks. Processes uncollected checks
in accordance to the State guidelines and sends unclaimed check information to the State as unclaimed
property.

Creates, enters and posts adjusting journal entries to the AS/400 computer system.

Balances the Municipal Court receipts and transfers monies to their designated accounts.
Creates, enters and posts adjusting journal entries for the monthly print shop and mail room inter-
department billings.

Logs receipts, balances, and transfers animal shelter funds with adjusting journal entries.

Maintains a spreadsheet to determine which animal shelter receipts are outstanding and which receipts
are to be transferred as revenue.

Balances daily cash receipts from internal and external city departments with the cash, checks, and prior
deposits taken directly to the bank. Researches all balancing errors and makes corrections as necessary.

Organizes, boxes, codes and archives all Finance reports and delivers these boxes to the Archive area.

Documents and maintains procedures for job duties within the Finance division.

Reviews and reconciles the fleet report to the adjusting journal which comes over from the end of month
fleet process. Makes necessary changes and updates the fleet AJ.

Reconciles the payroll AJ with the payroll AP, makes necessary adjustments and writes checks to
payroll vendors.

Researches and verifies with Customer Service personnel utility account overpayments and deposit
refunds. Issues checks to customers for these overpayments and refunds. Assists customers and
Customer Service personnel in tracking cash receipt payments and transfers payments posted to the
wrong customer.

Researches and processes returned checks by coordinating with the various departments and processes
adjusting journals to reverse the original entries.

Creates, enters and posts adjusting journal entries for all City Assistance Program vouchers.

Distributes, balances and reconciles the Finance petty cash. Inputs field purchase orders to replenish
petty cash. Performs Finance petty cash fund audits. Assists the finance staff with off-site petty cash
and cash drawer audits.


       Job Description - Accounting Technician III
Organizes and processes the check report for Council review and approval.

Enters and maintains new and current vendors in both the Global vendor file and the miscellaneous
receivable vendor file. Researches and enters new vendors upon request of city personnel for use in
field purchase orders or purchase orders.

Adds and updates receivable codes for processing statements through the miscellaneous receivable
module and updates all payments made on receivables.

Designs and implements power point training material for the cash handling, procurement card, and
travel policies.

Performs various grant reimbursement tasks. Assists other Department personnel in supplying copies of
invoices and checks for Grant processing.

Scans, sorts, and categorizes backup documentation in the imaging software system. Maintains records
for these images for archive purposes.

Enters field purchase orders and requisitions for the Finance Division.

Reviews and balances gas card statements to determine the origination of charges. Enters FPOs for
these charges for payment of the gas cards.

Processes and tracks Lodgers tax payments through the Accounts Receivable module and issues checks
to the Farmington Convention & Visitors Bureau for their percentage of the tax.

Reviews and balances Humane Society receipts for refund through the FPO process.

NON-ESSENTIAL DUTIES:
May serve on various employee committees, as required and assigned.

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.

─────────────────────────────────────────────────────────────────────
                                           QUALIFICATIONS
─────────────────────────────────────────────────────────────────────
This position is subject to the City of Farmington's Drug and Alcohol Free Workplace Policy.

Graduation from a college or university with an Associate's degree in accounting, business
administration or a closely related field, and a minimum of two (2) years of accounting experience or
any combination of education and experience.

Working knowledge of accounting and accounting procedures.
Working knowledge of modern office practices and procedures.

       Job Description - Accounting Technician III
Ability to operate a 10-key adding machine by touch and to perform arithmetic computations accurately
and quickly.

Ability to troubleshoot problems with daily cash process and resolve discrepancies in accordance with
established procedures.

Ability to utilize Word, Excel, Quattro Pro, Word Perfect, and Liberty software packages.

Ability to utilize IBM AS/400 computer terminal to input data.

Ability to communicate effectively verbally and in writing.

Ability to meet deadlines, prioritizes work, and be flexible with work assignments.

Ability to work under pressure and with frequent interruptions.

Ability to establish and maintain working relationships with co-workers, supervisors, other City
personnel and the public.

Ability to operate tools and equipment listed.

Personal computer including word processing software and spread sheeting software such as Word,
WordPerfect, Excel, Quattro and Power Point. Ability to use an IBM AS/400 computer terminal,
typewriter, calculator, copy machine, telephone, mail opener, scanner and fax machine, banking internet
services and PC internet service.

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.

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. While performing the duties of this job, the
employee is frequently required to sit and talk or hear. The employee is occasionally required to walk;
use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters
while performing the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.

The work environment is a normal office setting. The noise level in the work environment is usually
quiet.
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       Job Description - Accounting Technician III

				
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