BARGAINING UNIT / LEVEL: Professional Bargaining Unit - Level 08
SALARY RANGE: $81,516 - $90,020 annually DOQ
GENERAL STATEMENT OF DUTIES: Under the supervision of the Supervisor of Accounting, this position supports day-to-day accounting operations, including accounts payable, accounts receivable, payroll backup, and HCMA Foundation financial activities. Responsibilities include ensuring accurate processing of financial transactions, maintaining organized records, supporting compliance efforts, and contributing to the overall efficiency and integrity of the organization's financial operations. Additional duties include monitoring permit revenue data, preparing weekly deposits, and assisting with audit and reporting processes.
ESSENTIAL DUTIES: The list below is intended to describe the general nature of duties only. Employees shall perform other duties as assigned.
Accounts Payable:
Review, audit, code, and process vendor invoices in an accurate and timely manner
Perform 3-way matching of purchase orders, invoices, and receiving documentation
Verify quantities, pricing, and payment terms to ensure accuracy and compliance
Prepare and process payments (checks, ACH, wire transfers)
Maintain vendor records, vouchers, and supporting documentation
Reconcile vendor statements and resolve discrepancies
Accounts Receivable:
Generate and distribute customer invoices
Monitor customer accounts and follow up on outstanding balances
Apply payments and reconcile customer accounts
Investigate and resolve billing issues or discrepancies
Prepare aging reports and assist with collections activities
Payroll (Backup Support):
Serve as backup for payroll processing, including coordination with third-party providers (e.g., Ceridian)
Review and validate employee timesheets and payroll data for accuracy
Assist with payroll processing, balancing, and distribution
Support payroll-related reconciliations, including benefit deductions and labor distribution
Maintain confidentiality and ensure compliance with payroll regulations
HCMA Foundation Support:
Manage invoices, track payments, and ensure timely and accurate disbursements for the Foundation
Prepare, update, and maintain general ledgers, trial balances, and financial statements (income statements, balance sheets)
Coordinate with Grant Writer to reconcile grants and track grant-related expenses
Provide support for documentation and reporting for internal and external audits related to the Foundation
General Accounting & Reporting:
Assist with month-end and year-end close processes
Prepare journal entries, account reconciliations, and financial reports
Enter and maintain accurate accounting data within financial systems
Generate monthly and ad hoc financial and operational reports
Maintain organized financial records and documentation
Procurement & Administrative Support:
Maintain purchasing records and assist with purchase order and invoice research
Support internal teams with vendor and purchasing inquiries
Maintain organized filing systems for accounting and procurement documentation
Compliance & Controls:
Ensure adherence to company policies, internal controls, and accounting procedures
Maintain compliance with applicable financial regulations and reporting requirements
Support internal and external audits by providing accurate documentation
Assist in developing and improving accounting policies and procedures
Identify risks and recommend process improvements to strengthen controls
MINIMUM QUALIFICATIONS:
Bachelor's degree in accounting, finance or related field. Master's degree preferred. Applicants with 8 or more years of related service will be given credit toward meeting the minimum educational requirements and will be considered for the position.
Five (5) years of progressively responsible experience in accounts payable, accounts receivable, payroll, and general accounting.
Experience with ERP systems (e.g., Kronos, New World) and payroll processing platforms
Working knowledge of GAAP and payroll processes, regulations, and reporting requirements, with the ability to support payroll processing as needed
Proficiency in Microsoft Excel and standard office applications
Strong attention to detail, organizational, and analytical skills
Ability to manage multiple priorities and meet deadlines with minimal supervision
Strong written and verbal communication skills
Ability to analyze and resolve discrepancies in financial and payroll data
Ability to establish and maintain effective working relationships with co-workers, department leaders, officials, and the public
Ability to work independently and as part of a team
May be required to adjust schedule to meet organizational needs, including evenings, weekends, and holidays
Ability to perform essential duties
PREFERRED QUALIFICATIONS:
Master's degree in accounting, finance or related field.
Experience in municipal or public sector finance
Experience with Kronos and/or New World ERP systems
TOOLS & EQUIPMENT USED: Computer equipment, including servers and personal computers with financial, accounting, payroll, database, scheduling, publishing, spreadsheet, and word processing software; telephone and cell phone systems; calculator; copier and fax machines; radios; and automobile for business-related travel.
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.
The employee must frequently walk, sit, talk, hear, and use hands to handle, feel, or operate objects, tools, or controls, as well as reach with hands and arms. Specific vision requirements include close vision, color vision, and the ability to adjust focus. Occasionally, the employee may lift up to 25 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
WORK ENVIRONMENT: The work environment characteristics described are representative of those an employee encounters while performing the essential functions of the job.
Work is generally performed in an office environment with a usually quiet noise level. Occasionally, the employee may work outdoors and be exposed to weather conditions, including heat, rain, and snow. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
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