The City of Kodiak is recruiting for a full-time non-exempt Fiscal Specialist (Accounts Payable) in the Finance Department. Under general supervision, this position is responsible for performing routine accounting and administrative work in accounts payable, processing purchase orders and all payments to vendors in a timely and accurate manner. This include verifying and maintaining accounts payable records; processing invoices, generating reports and issuing ACH and checks payments; administering the procurement card program; reviewing and balancing transactions and ledgers; preparing journal entries and check requests; and maintaining all related procedural documentation and compliance.
The Finance Department has several areas of responsibilities and is committed to providing accurate and timely financial information and support to other City departments and citizens. The Finance Department is responsible for the financial and budgetary operations of the City and the operations of the City’s information technology services. The Fiscal Specialist performs as an individual and team member in the delivery of providing advanced technical support and is frequently required to make high level independent, sound judgements, and to work without direct supervision. The Fiscal Specialist must perform these duties in a manner that reflects positively on the City and the Department.
- Receives, reviews, verifies, codes, enters and posts invoices, filing open invoices for reference and payment; ensures compliance with department policies and procedures.
- Processes weekly check runs including auditing the selection of invoices, printing of checks, check registers, ACH payments and electronic reports.
- Reconciles vendor statements for payments made and passes on received invoices to City staff for verification and approval.
- Identifies, sets up and maintains records on all vendors for payment terms, verifies W-9 Forms; maintains up-to-date and accurate records on vendor lists and files; prepares, reviews and processes year-end 1099 Forms.
- Assists City staff in the preparation of purchase orders; maintains the purchase order and encumbrance system; reviews and balances transactions to purchase orders, and to general ledger and subledger on a monthly basis; researches accounting problems and takes appropriate corrective actions.
- Performs monthly processing and reconciliation of City purchasing card statements to purchases and purchase orders; investigates and reconciles vendor statements with payments; responds to routine questions in person and on the telephone.
- Compiles and maintains general fixed assets records for the City (assets with a value over $5,000), including spreadsheets on vehicle/equipment purchases, disposal, registration renewals and insurance claims.
- Tracks and/or maintains a variety of records, logs, ledgers, and files; prepares and enters journal entries; updates control spreadsheets; maintains related documentation; creates and maintains accurate records and archive per the City’s records retention schedule and policy.
- Reviews outstanding and stale checks, coordinating efforts with the Unclaimed Property process.
- Maintains the Finance Department’s petty cash fund by tracking and monitoring funds and receipts.
- Compiles and maintains a procedure manual for accounts payable.
- Conducts year-end closing, ensuring payments are processed in the appropriate year; creates audit schedules as required for and assists with year-end audit.
- Cross-train in other areas and functions of the Finance department and provides back-up support.
- Protects the confidentiality of information as legally required or otherwise directed.
- Performs other duties as assigned.
High school diploma or General Education Development (GED) and Associate’s degree or two-year technical certificate in accounting, business, or related field and three to five years of progressively responsible accounts payable, payroll, accounting, or bookkeeping experience; or, an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.
Valid Alaska Driver’s License or ability to obtain within 30 days of hire. KNOWLEDGE, SKILLS AND ABILITIES (Generally describes the knowledge, skills, and abilities required to enter the job and/or be learned within a short period of time to successfully perform the assigned duties.):Knowledge of:- Basic accounting principles and practices;
- Accounts payable/receivable principles and practices;
- Customer service principles;
- Data entry techniques;
- Basic mathematical concepts;
- Basic report preparation techniques;
- Recordkeeping principles;
- Computers and related software applications like Microsoft Office to include Word, Excel, Access and Outlook.
Skill in:- Reconciling financial records and information;
- Tabulating, recording, and balancing transactions;
- Preparing journal entries;
- Performing mathematical calculations;
- Maintaining records;
- Preparing routine reports;
- Operating standard office equipment, including a 10-key by touch and typing;
- Providing customer service;
- Using a computer and applicable software applications like Microsoft Office to include Word, Excel, Access and Outlook;
- Communication, interpersonal skills as applied to interaction with subordinates, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to give and receive work direction.
Ability to:- Organize own work, set priorities and meet critical deadlines;
- Review and understand Federal, State and local laws, regulations, policies and procedures applicable to the area assigned;
- Operate a computer terminal, personal computer and use applicable software, and maintain computerized and manual files and records;
- Perform a variety of difficult and complex financial and statistical recordkeeping/bookkeeping work involving the use of independent judgement, accuracy and speed;
- Exercise sound judgement;
- Make accurate mathematical calculations;
- Maintain accurate and interrelated financial records and identify and reconcile errors;
- Communicate effectively, both orally and in writing, to interpret, explain and apply policies and regulations applicable to the area assigned;
- Perform a wide variety of customer service and general clerical work;
- Understand and carry out oral and written instructions;
- Assemble data and prepare clear and accurate financial statements and reports;
- Maintain professional and courteous interactions with the public;
- Learn to operate job related tools and machinery to include folding and mail inserting machines;
- Maintain the confidentiality of customer information/data;
- Establish and maintain effective working relationships with those contacted in course of work.
PHYSICAL REQUIREMENTS: Positions in this class typically require: reaching, standing, walking, finger dexterity, grasping, lifting, carrying, pushing, pulling, stooping, bending, kneeling, crouching, reaching, twisting, feeling, talking, hearing, seeing and repetitive motions.
Functions of this position require sufficient physical ability and mobility to work in an office setting; to stand or sit for prolonged periods of time; to operate office equipment requiring repetitive hand movement and fine coordination including use of a computer keyboard; and to verbally communicate to exchange information.
Light Work: Exerting up to 25 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to lift, carry, push, pull or otherwise move objects. If the use of arm and/or leg controls require exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
WORKING CONDITIONS: Most work performed in routine office environment with some out-of-office duties required. Regularly interacts with the general public including contacts of a complex or occasionally adversarial nature.
