Accounting Technician II

INTRA-DEPARTMENT

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #70: ACCOUNTING TECHNICIAN II

NUMBER OF VACANCIES: 1

DEPARTMENT: Administrative Services / Finance

WORK LOCATION: Annex - 1st Floor

HIRING RANGE: $16.7311-$26.0302 / Hour

DAYS WORKED: Monday - Friday

HOURS WORKED: 8:00 a.m. - 5:00 p.m.

TYPE OF POSITION: Regular, Full-Time

APPLICATIONS WILL BE RECEIVED THROUGH: Friday, April 15th, 2022

JOB DUTIES

ESSENTIAL DUTIES:

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

Works under the direction of the Lead Accounting Tech III.

Works under the supervision of the Finance Controller.

Supervision is not exercised in this position.

Responsible for implementing the goals, standards and objectives of the Administrative Services Department as well as the goals, standards and objectives of the division.

Using excellent communication and customer service skills, establishes and maintains effective working relationships with other employees, officials, and all members of the general public.

Maintains City of Farmington vehicles to keep clean and notify supervisor immediately of any issues.

Responsible for obtaining W-9 information for 1099 processing.

Reviews and verifies account numbers and project numbers for appropriateness and accuracy.

Responsible for 1099 issuance and accuracy. Resolves any discrepancies on the Internal Revenue Service discrepancy report annually.

Develops, enters, and posts adjusting journal entries to Central Square/HTE computer system.

Responsible for various bank reconciliations such as the clearing account, warrant bank account, customer service bank account, payroll bank account and operating bank account for accuracy.

Assists management and accountants with daily work, as necessary.

Provides back up for the Accounting Assistant and Accounting Technicians as needed.

Downloads the Lockbox/Ebox data files from Bank File Manager and uploads into the AS400.

Void/reissue warrants through accounts payable as required.

Logs and tracks all cash and credit card deposits daily.

Balances the Municipal Court receipts and transfers monies to their designated accounts.

Reconciles the payroll with the payroll journal entry, makes necessary adjustments and write checks to payroll vendors. Verifies and uploads the positive pay file using Bank File Manager.

Researches and verifies with Customer Service utility account overpayments and deposit refunds. Issues checks to customers for these overpayments and refunds. Verifies and uploads the positive pay file using Bank File Manger. Voids and reissues checks in the customer deposit account.

Assists in answering incoming calls and assists callers as appropriate.

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. Balance receivables with the general ledger receivable accounts.

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.

Designs, implements, and maintains power point material for training city personnel on the cash handling, procurement card, travel processes, and other processes as needed.

Processes stale dated checks according to the unclaimed property State guidelines. Researches all available resources including the internet to obtain current data on the vendor. Contacts the vendor for potential void and reissue of stale dated checks. Processes uncollected checks to the State as unclaimed property.

Enters field purchase orders (FPO) and requisitions for the Finance Division.

Processes and tracks Lodgers tax payments through the Accounts Receivable module and enters an FPO for payment to the Farmington Convention & Visitors Bureau for their percentage of the tax.

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

Cross train on other positions and train others to be a backup for this position.

Assists customers and Customer Service personnel in tracking cash receipt payments and transfers payments posted to the wrong customer.

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

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 the invoice for payment. Reviews invoices to determine if tax should be paid and for legitimacy of vendor and items purchased.

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

Reviews invoices for accuracy and processes vendor checks for payment.

Verify vendor address and accuracy of check. Mails checks to appropriate vendors.

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.

Assists in filing reports for the Finance Division.

Keeps management and customers fully and timely informed of pertinent activities that affect them.

As a member of a work team must exercise personal initiative and be a team player at the same time - willing and able to coordinate and cooperate with a variety of customer, supplier and colleague requirements.

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. Creates and processes adjusting journal entries to spread percentages on certain accounts shared by different Divisions.

Creates, enters and posts adjusting journal entries for the mailroom inter-department billings. Reconciles and performs extensive research for various bank transactions in the clearing account, the disbursement bank account, the operating bank account, and the customer deposit bank account.

Creates, enters and posts adjusting journal entries to clear outstanding reconciling items on these banks.

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

Locates and balances off-site cash receipt reports to their bank deposit slips and prepares them for cash receipt entry.

Organizes, boxes, codes and archives all finance reports and delivers these boxes to the archive area.

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

Enters cash receipts and prior deposits daily to the general ledger accounts.

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.

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

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

Maintains and adheres to safety procedures.

Attendance at work is an essential function of this position.

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's Drug and Alcohol Free Workplace Program which includes: pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.

A pre-employment physical and or drug/alcohol test is required for this position.

Extensive background checks required.

Graduation from high school or GED equivalent. Specialized course work in accounting preferred.

Valid driver's license with acceptable driving record for the past three years.

Working knowledge of accounting and accounting procedures.

Working knowledge of modern office practices and procedures.

Comprehensive knowledge of computer applications and software packages. Including, but not limited to, Central Square Public Sector, MS Excel, MS Word, MS PowerPoint, MS Access, Adobe Acrobat Professional, Google email software, and other electronic document management systems is required OR Preferred.

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 WordPerfect, Word, Excel, and IBM AS/400 computer terminal to input data into the Central Square/HTE System.

Excellent verbal communication, written communication, analytical and problem-solving, and customer service skills.

Ability to establish priorities, work independently, and proceed with objectives with minimal supervision.

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

Strong work ethic, displaying initiative, adaptability, and integrity.

Ability to work under stress and handle stressful situations AND/OR must be able to manage a heavy workload under pressure with tight deadlines and frequent interruptions.

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

Must effectively communicate with management, purchasing staff, inter-departmental customers and suppliers. Communications must be efficient and timely to keep all informed of issues and pertinent activities that affect them.

Ability to operate tools and equipment listed.

TOOLS AND EQUIPMENT USED:

Personal computer including word processing software and spread sheeting software such as Word, Excel, Adobe, Google, and Power Point. Central Square/HTE computer terminal, various printers, motor vehicle, typewriter, calculator, copy machine, telephone, scanner, mail opener, fax machine, internet banking service and PC internet.

Operates a City of Farmington motor vehicle to assist in carrying out the business of the department and the City.

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.

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.

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.

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.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER, M/F/D/V.

Current Openings for Accounting Technician II Jobs at City of Farmington