Accounting Technician III

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #50:  Accounting Technician III

NUMBER OF VACANCIES:   1

DEPARTMENT:  Administrative Services / Finance

WORK LOCATION:  Annex 1st Floor

HIRING RANGE:  $17.61-$21.64 per 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, March 15th, 2019

JOB DUTIES

ESSENTIAL DUTIES:

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

Works under the supervision of the Finance Controller.

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

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 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.

Performs various internal audits.

Develop, document, and maintain accounting practices and procedures.

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

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

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 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. 

Provides guidance to lower level Accounting Technician staff. Oversees Technician job functions and offers support and training to Technician staff as needed. Makes sure day-to-day functions on the accounting Technician side are covered during staff absences. Fills in as needed for other Technician positions. Scheduled and organizes workflow of Technicians on a daily basis.

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 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. 

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.

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.

Attendance at work is an essential function of this job.

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 Testing Policy which includes:  pre-employment testing, post-accident testing, reasonable suspicion testing, return to duty testing, and follow-up testing.

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.

Extensive background checks required.

Working knowledge of accounting and accounting procedures.

Working knowledge of modern office practices and procedures.

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, 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.

TOOLS & EQUIPMENT USED:

Personal computer including word processing software and spreadsheeting software, such as Word,  Excel, 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.

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

Current Openings for Accounting Technician III Jobs at City of Farmington