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City of Port Orchard: Accounting Assistant Iii

City of Port Orchard

This is a Full-time position in Annapolis, WA posted August 28, 2021.

JOBNote to applicants: We welcome attachments to your application.

Please know, however, that attachments are not visible to the initial review team.

Be sure to include in the online application pertinent information that you want the review panel to consider.

The completeness of your application is a factor in determining which candidates advance to the next phase of our recruitment process.

Please do not contact Human Resources in regards to your application.

Please use the online application system to monitor the status of your application.

Your cooperation is appreciated.

This position has the following core duties and responsibilities: Prepares financial, accounting, and statistical statements, analyses documents, and reports; assists other accounting staff and departmental management in the preparation of reports and presentations to City management and the City Council; gathers and organizes data.Budget preparation and administration of the biennial budget for all funds.

Including forecasting revenues and estimation of fund balance for all City Funds.

Develops expenditure allocations and other budget information for directors including expenditures for all special revenue and reserve accounts.

Reviews directors’ expenditure requests for departmental operating budgets and capital funds.

Formulates all budget documents and balances for accuracy.

Assists Mayor and Finance Director in departmental budget meetings.

Oversees publishing of budget documents.

Grant Administrator works with Directors and State/Federal agencies to ensure proper use of grant funds.

Processes reimbursement requests, maintains the City’s profile on Federal SAM site, required to receive federal grants.

Prepares schedule for Financial Assistance (SEFA) for annual report and works closely with State auditors during Federal Grant single audits.Oversight for Accounts Payable.

Reviews, monitors, and recommends appropriate changes to Accounts Payable invoices and the invoice register.

Provides directional support regarding contracts, project management, and other functions of Accounts Payable.

Reviews and works with state offices to determine prevailing wage and taxability issues.

Assists Directors and their staff to ensure proper procedures are followed.

Project Management accounting for projects with multiple revenue and expenditure sources to meet all city, state & federal requirements.

Including but not limited to grant administration.

Maintains project accounting setup for city projects and miscellaneous vendor contracts.The complete job description for employees in this classification follows: Major Function and PurposeThe position provides accounting, budgeting, and analysis that impact overall city operations.

The position works closely with the Assistant Finance Director in report and data preparation.

The position works directly with city department heads in grant management, budget preparation and administration, and payroll.

Special projects are assigned by the City Finance Director and the position works independently with expected knowledge and experience to complete the project.

General FunctionUnder occasional to moderate supervision, the Accounting Assistant III works to complete assigned tasks which require accurate and timely completion of accounting functions.

Individuals assigned to this position may work independently and are responsible for their task output, have moderate discretion in conducting the day-to-day workflow; however, work may be reviewed by the City Finance Director, the Assistant Finance Director or by an auditor from an agency not affiliated with the City.

The City Finance Director or the Assistant Finance Director may assign priorities and specific tasks.

Supervision ResponsibilitiesThis is a non-supervisory position.EXAMPLE OF DUTIESJob Duties and ResponsibilitiesThis job description reflects general details as necessary to describe the principal functions of this job, the level of knowledge and skill required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements.

These listed duties and responsibilities in no way imply that these are the only duties to be performed.

Individuals may perform other duties as assigned, including, but not limited to, working in other function areas to cover absences or provide relief, to equalize peak work periods, or to otherwise balance the workload.

Accordingly, individuals occupying this position will be required to follow any job-related instructions, tasks or other duties as assigned by the Director or designee, and must be able to proficiently perform all assigned duties.Prepares financial, accounting, and statistical statements, analyses documents, and reports; assists other accounting staff and departmental management in the preparation of reports and presentations to City management and the City Council; gathers and organizes data.Budget preparation and administration of the biennial budget for all funds.

Including forecasting revenues and estimation of fund balance for all City Funds.

Develops expenditure allocations and other budget information for directors including expenditures for all special revenue and reserve accounts.

Reviews directors’ expenditure requests for departmental operating budgets and capital funds.

Formulates all budget documents and balances for accuracy.

Assists Mayor and Finance Director in departmental budget meetings.

Oversees publishing of budget documents.

Grant Administrator works with Directors and State/Federal agencies to ensure proper use of grant funds.

Processes reimbursement requests, maintains the City’s profile on Federal SAM site, required to receive federal grants.

Prepares schedule for Financial Assistance (SEFA) for annual report and works closely with State auditors during Federal Grant single audits.Responsible for payroll preparation.

Including auditing, processing, and posting of payroll for department employees.

Enters and audits individual timesheets, and other payroll documentation to ensure accuracy of hours, pay rates and increases, charges, and miscellaneous payroll deductions.

Capital Assets prepares annual asset records.

Works closely with director to calculate infrastructure values for donations & annexations.

Balances capital assets, prepares depreciation and year end information for Annual report.Oversight for the processes of utility billing, including rate tables, new installations, delinquent notices, turn-offs, bankruptcies, and liens.

May include researching in lieu of assessment charges and responding to inquiries and collection of special assessments.Oversight for Accounts Payable.

Reviews, monitors, and recommends appropriate changes to Accounts Payable invoices and the invoice register.

Provides directional support regarding contracts, project management, and other functions of Accounts Payable.

Reviews and works with state offices to determine prevailing wage and taxability issues.

Assists Directors and their staff to ensure proper procedures are followed.Oversight for Accounts Receivable.

Reviews, monitors and recommends appropriate AR Billing.

Provides directional support regarding invoices, leases, accounts and other function of Accounts Receivable.

Audits AR History for nonpayment.

Provides direction to ensure that Accounts Receivable processes are followed.Business licenses administration works with State Departments and local agencies to ensure proper licensing requirements are met.

Coordinates with City departments for business license approval and review.

Assists and provides customer service to applicants.Project Management accounting for projects with multiple revenue and expenditure sources to meet all city, state & federal requirements.

Including but not limited to grant administration.

Maintains project accounting setup for city projects and miscellaneous vendor contracts.Prepares and maintains cash flow statements.Research and prepare documentation of financial, statistical, and operational data for directors in financial software and Budget.Analyzes revenue and expenditure variance and formulates financial reports for directors/council and to prepare budget amendments.Provides oversight for payroll process including maintaining individual employee payroll files with confidentiality regarding personal employment, salary, and benefit information.

May respond to sensitive and confidential inquiries and requests from department employees regarding varied payroll issues.

Prepares COLA estimates and other required documentation for union contract negotiations.

Calculates salary and benefit expenses for the City’s biennial budget.Audits financial records, cash receipting system reports and prepares monthly bank and account reconciliations.Prepares accounting records and reports for capital assets, grants, SIU collections and any other functions.Supports the City’s annual audit, researching and responding to auditor inquiries.Processes, as needed, accounts payable and receivable, including 1099’s and invoices.

Tracks and balances all miscellaneous accounts receivable.

Monitors and updates Project management for contract and budget compliance.Audits City’s online electronic payment options and verifies that City is maintaining PCI compliance.Administers advance travel account for employee travel including issuing checks and ensuring proper procedures are followed.Processes department public records requests in accordance with the state’s Public Records Act and city policies.

Maintains department records to ensure compliance with the state’s prescribed records retention schedule.

Reliable and regular attendance is required.Contacts and RelationshipsIn the normal course of business, the Accounting Assistant III has job-related contact either by telephone, in person or through written communication with the City’s elected officials, Directors, co-workers, outside auditors, outside consultants, vendors and other business-related individuals or agencies as required.

In addition, the Accounting Assistant III will have extensive contact with the public and will be professional and courteous with all contacts.

Working ConditionsWork is performed indoors in an office environment utilizing computers and other routine office equipment.

This position requires extensive reading and ability to focus and absorb large amounts of information.

This position may require the employee to sit for prolonged periods and requires occasionally alternating between sitting and standing to meet with others or obtain files.

Work involves regular interruptions and pressure to meet strict deadlines..

Professional attire is required.MINIMUM QUALIFICATIONSKnowledge, Skills and AbilitiesWhile requirements may be representative of minimum levels of knowledge, skills, and abilities, to perform this job successfully, the incumbent will possess the abilities or aptitudes to perform each duty proficiently.

Knowledge of Governmental Accounting Standards Board, studies to remain up to date in changing standards and new rules as they are developed; advanced and complex municipal accounting procedures and the Budgeting, Accounting and Reporting Systems (BARS); and finance data processing systems, ability to utilize Microsoft Office desktop applications Microsoft Word, Microsoft Excel, and Microsoft PowerPoint.

Ability to operate personal computers with multiple software applications, knowledge, and skills with internet applications and able to provide coaching and training to colleagues; utilize financial software suite; work in an environment that requires tact and diplomacy; multi-task and deal with frequent interruptions; plan, coordinate and produce accurate work, and to review and verify work of other staff members; follow stated oral and written instruction and serve as work group resource; function as independentself-starter with little supervision or as a team leader; establish and maintain effective communications, both orally and in writing, with staff, other departments, and the general public in a professional manner; coordinate and compile complex fiscal, statistical, and other informational data; compose a variety of advanced and complex memorandums or letters, expressing complex ideas clearly and concisely on own or with only general instructions; and to function as a team leader or project manager for designated areas.Physical RequirementsThe employee must be able to sit for prolonged periods and alternate between sitting and standing to greet customers; discern and conduct voice conversation, in person or via telephone.

Continuous repetitive arm, hand, and finger movement and hand-eye coordination is essential to performance of this job for operating computers and other office equipment.

May be required to lift and carry up to 20 pounds.

Must have the physical ability to perform all essential job functions.

Minimum RequirementsHigh School Diploma or GED, two-year degree in accounting, desirable and five years’ experience in accounting, municipal preferred.

Experience in cash handling, payroll, AP, AR and/or other accounting functions, experience with computers and application software, including word processing, spreadsheets and power point presentations and customer service experience is required.

Experience in double entry accounting and BARS desirable.

Must be bondable.

A valid Washington State Driver’s License may be requiredSUPPLEMENTAL INFORMATIONThe City may consider any combination of experience and training that provides the desired skills, knowledge and abilities.

Requirements outlined in this job description may be subject to modification to reasonably accommodate individuals with disabilities who are otherwise qualified for employment in this position.

However, some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.This job description does not constitute an employment agreement between the Employer and employee and is subject to change as the needs of the Employer and requirements of the job change.The City is an Equal Opportunity Employer.

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