Accounting Technician Supervisor

INTRA-DIVISION

JOB OPENING

CITY OF FARMINGTON

JOB POSITION #28: Accounting Technician Supervisor

NUMBER OF VACANCIES: 1

DEPARTMENT: Administrative Services/Finance

WORK LOCATION: West Annex

HIRING RANGE: $19.91 - $30.97 / hour

PAY GRADE: J

TYPE OF POSITION: Regular / Full-time

DAYS WORKED: Monday - Friday

HOURS WORKED: 8:00 am - 5:00 pm

APPLICATIONS WILL BE RECEIVED UNTIL: Tuesday, February 14th, 2023

JOB DUTIES

Resumes submitted without a City of Farmington Application will not be considered in our job selection process.

SUBMIT APPLICATIONS ONLINE - CITY OF FARMINGTON INTRANET HUMAN RESOURCES - INTERNAL JOB POSTINGS

ESSENTIAL DUTIES:

Works under the supervision of the Finance Controller.

Provides leadership and direction to team members in all situations, including but not limited to pandemics, natural disasters, force majeure, vendor disruption, product shortage, personnel shortage, or other disruptive events. Develop and administer contingency plans as needed.

Directly supervises three of the Finance Division's Accounting Technicians and provides direction and guidance in the performance of responsibilities and duties.

Hires, trains, promotes, counsels, disciplines, and evaluates performance of staff. Serves as a member of the Controller's management team.

Executes and maintains the Emergency Action Plan, assigning roles, providing training and conducting drills as necessary to ensure team readiness.

Performs duties of subordinate personnel as needed.

Serves as a member of various quality control and specification committees, division head's supervisory team and communicates key organizational issues to team members.

Supervises accounts payable (AP) and accounts receivable (AR) processes and is responsible for daily activities.

Supervises lower level 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. Schedules and organizes workflow of Technicians on a daily basis. Schedules staff requests for time off and monitors unscheduled absences. Checks timesheets for accuracy and time availability. Trains staff in proper accounting procedures and facilitates problem solving and constructive communication through regular staff meetings and training.

Ability to establish priorities, work independently, and proceed with objectives without supervision.

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

Reconciles monthly bank statements and prepare various adjusting journal entries monthly. Reconciles the operating bank statement on a daily basis.

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, 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, and prior deposits taken directly to the bank. Enters and/or reviews the daily Finance cash receipts and prior deposits batch to the general ledger. Researches all balancing errors and makes corrections as necessary.

Balances the Municipal Court receipts and transfers monies to their designated accounts through a monthly journal entry.

Logs animal shelter receipts and maintains a spreadsheet to determine which animal shelter receipts are outstanding and which receipts are to be transferred as revenue. Balances funds and creates adjusting journal entries, as needed.

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

Researches incorrect numbers and corrects on batches prior to updating the batches.

Researches incoming checks with inadequate information to determine what type of cash receipt they are paying.

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

Creates, enters, and posts adjusting journal entries in the 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.

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.

Assists Controller with the year-end duties.

Develop, document, and maintain accounting practices and procedures for job duties in the Finance division.

Assists with all grant accounting, including grant reimbursement tasks. Tracks and provides copies of invoices, checks, and payroll timesheets for the grants to both internal and external departments, as needed. Attends meetings and conferences regarding guidelines in grant reporting.

Responsible for the annual IRS 1099 process by researching and making the determination as to which vendors require a 1099. Sends 1099's to vendors and 1099 electronic file to the IRS. Processes B-notices on all 1099's returned by the IRS.

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.

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

Settles on-line credit card payments and balances the payments with the automated cash receipts batch and corresponding software reports, then 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.

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. Coordinates with Purchasing personnel to delete duplicate vendors.

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

Organizes and processes the check report for Council review and approval.

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.

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

Assists in answering incoming calls and assists callers as appropriate.

Opens and distributes incoming mail to appropriate personnel.

Creates, enters and posts adjusting journal entries for the monthly mail room inter-department billings.

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

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.

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.

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

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 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.

Assists in filing reports for the Finance Division.

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

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

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

Performs various internal audits.

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

NON-ESSENTIAL DUTIES:

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

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

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

Serves as a backup for Staff Accountant to design and implement power point training material for the cash handling, procurement card, and travel policies.

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

Maintains and adheres to safety procedures.

Ability to maintain confidential and sensitive material.

Attendance at work is an essential function of this job.

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

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.

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

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.

Valid driver's license with acceptable driving record for 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.

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

Ability to utilize IBM AS/400 and Naviline computer terminal to input data is preferred.

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.

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.

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

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.

TOOLS & EQUIPMENT USED:

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

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.

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 Supervisor Jobs at City of Farmington