Finance - Accounting

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Administrative Services Director

Executive Management

 

 

PURPOSE OF POSITION: 

Plan, direct and oversee the operations of the Administrative Services Department, including general accounting and reporting systems, revenue collection, utility billing, purchasing, municipal court, risk management, financial reporting, debt management, budget development and human resources. Supervise department personnel, directly or through subordinate supervisors, in the performance of their duties.

 

ESSENTIAL JOB FUNCTIONS: 

Plan, develop and implement departmental goals and objectives based on analysis of City needs, workload, staffing levels, and economic, legislative and judicial influences to provide appropriate and effective financial and administrative services for the City. 

 

Develop budgeting, accounting and reporting systems in compliance with professional standards. Serve as City Budget Officer, including coordination of independent Parks and Recreation Commission budget.  Prepare initial department budget request and necessary justifications, and oversee the consolidation of departmental budgets into a comprehensive budget for the City, requiring the forecasting of City revenues and expenditures.  Manage and monitor approved department budget. Review and approve expenditures.  Review progress and make necessary modifications.

 

Manage and evaluate work of subordinates, including supervisory personnel. Hear grievances and administer disciplinary action. Interview and effectively recommend hiring, disciplinary and termination actions. Ensure provision of adequate training within department.

 

Provide general assistance on a citywide basis related to budgetary, purchasing, financing options, and general accounting.  Function as City Purchasing Agent. Ensure compliance to related policies. Research, analyze and assemble information and financial reports, and make recommendations on citywide financial matters. Perform lead role in City Rick Management program.

 

Oversee collection of City revenues. Maintain business licensing, prepared food and beverage tax system, hotel/motel tax system and utility billings for water, sewer, electric, telecommunications, storm drain, parking & transportation.

 

Consult with various financial institutions and advisors, and bond counsel to arrange financing for construction projects. Provide financial information and analyses used to prepare bond prospectuses for debt financing.  Attend City Council and various other meetings. Draft and/or recommend resolutions and ordinances and prepare and present reports for Council action or information.

 

Write, follow, and update procedures relating to area of expertise. Track, document, and report City performance relating to areas of expertise.

 

Assist and support team performance, work cooperatively with other team members. Communicate effectively in a positive manner. Provide positive support to internal and external customers.

 

AUXILIARY JOB FUNCTIONS: 

Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility.

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS: Broad knowledge of the principles, methods and practices of general management, municipal accounting and budgeting, financial analysis and reporting, internal controls and auditing procedures, cash management, investments, and utility industry accounting practices. Knowledge of the principles of supervision and personnel practices; and computer software applications. Equivalent to a complete four year university education and six years experience, including a minimum of three years supervisory experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon driver's license (or ability to obtain) and acceptable driving record.

 

DESIRABLE QUALIFICATIONS: Previous experience in a similar position or senior accountant or auditor in a medium to large public sector organization. CPA or Certified Management Accountant (CMA) desirable.

 

SUPERVISORY RESPONSIBILITIES:  

Responsible for over 25, seldom over 45 FTE, including subordinate supervisory personnel.

 

SUPERVISION RECEIVED: 

Works under the general direction of the City Administrator.

 

 

Accounting Division Manager

Division Supervisor

 

 

PURPOSE OF POSITION: 

Lead the Finance Department Accounting Division in day-to-day activities, assist Finance Director in departmental planning, oversee others in the department and perform professional accounting duties as required.

 

ESSENTIAL JOB FUNCTIONS: 

Supervise employees performing various accounting functions for the City such as accounts payable, accounts receivable, payroll and general ledger. Includes instructing, assigning and reviewing work for 3 or more employees.  Evaluating performance, taking and/or effectively recommending necessary personnel actions, and resolving employee complaints.  Supervise monthly integration and reconciliation of City revenues such as business licenses, prepared food & beverage, and hotel/motel taxes, and all subsidiary journals into the general ledger including utility transactions such as electric, water, sewer, storm drain, parking, transportation, inventories, etc. 

 

Complete various special projects as assigned, e.g. conduct financial studies and analyses, develop requests for proposals for computer software, budget compliance, implement tax reporting and auditing procedures, salary/benefit projections and comparisons for City, including collective bargaining purposes, etc.

 

Manage the internal audit function.  Assist with audits as needed.  Prepare financial reports including but not limited to utility receivables, Bonneville Power Administration, grant administration, etc.  Oversee accounting record management and retention. 

 

Oversee audits of local businesses related to reporting and collection of hotel/motel taxes, prepared food and beverage taxes, and franchise fees.  Conduct internal audits to ensure compliance to policies and procedures, and advise City departments of appropriate accounting procedures.

 

Respond to questions from the general public, other City departments, various agencies, and resolve complaints and issues referred from other accounting personnel.

 

Write, follow, and update procedures relating to area of expertise.  Track, document, and report City performance relating to area of expertise.

 

Assist and support team performance, work cooperatively with other team members.  Communicate effectively in a positive manner.  Provide positive support to internal and external customers.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:  Bachelor degree in Accounting or related field and four years accounting experience, including broad knowledge of governmental accounting principles, methods and practices, and auditing practices in an automated environment.  Two years supervisory experience and knowledge of supervisory principles with a minimum of two years experience in a team setting, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties.

 

Special Requirements/Licenses:  Possession of valid Oregon driver's license (or ability to obtain) and acceptable driving record.

 

Desirable Qualifications: Previous supervisory experience.  Previous experience within a municipal accounting department. Demonstrated experience working in a team environment and good verbal and written communications skills.

 

SUPERVISORY RESPONSIBILITIES:  

Responsible for up to 6 FTE.

 

SUPERVISION RECEIVED: 

Works under the direction of the Administrative Services Director.

 

 

Financial Analyst

Mid-Level Supervisor

 

PURPOSE OF POSITION: 

Perform a variety of finance and budget duties in support of the city and department, requiring an advanced knowledge of fund accounting, budgeting and costing services in a municipal environment including general governmental and enterprise operations.  Prepare and present departmental reports and maintain records for areas of expertise as required. Perform administrative tasks as assigned in support of the department and other divisions with minimal supervision. 

 

ESSENTIAL JOB FUNCTIONS: 

Perform lead responsibilities in creating, updating and managing cost allocation plans and rate models supporting City enterprise and internal service activities.  Work closely with the department head, division managers, representatives from other departments and external contractors (consultants and auditors) to gather information, analyze appropriateness and coordinate use in the financial and budget systems employed by the City.

 

Work independently with departments and/or consultants on administrative projects such as performance measures and other programs as needed.  Prepare related reports, memos and other documents. Research and compile information as requested.

 

Assist Administrative Services Department members with accounting, budgeting, utility and management programs, projects and activities as needed. 

 

Review contracts, purchases and related documents from an accounting and managerial perspective as needed.

 

Prepare or assist in preparing segments of the annual city and department budget.  Track revenues, expenses and activities throughout the fiscal year.

 

Follow all safety rules and procedures established for work areas.

 

AUXILIARY JOB FUNCTIONS: 

Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility as authorized by the department head. Maintain work areas in a clean and orderly manner.

 

Answer the telephone, determine nature of call, route to appropriate person or department, resolve issues or take messages as necessary. Greet visitors to the Department in professional, business-like manner, referring to other persons as appropriate.

 

Perform other duties as assigned.

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS:  Bachelor of Arts degree in Accounting plus three years accounting experience or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties of the position. Knowledge of governmental accounting practices, financial statement preparation and spreadsheet and database software.  Knowledge of Generally Accepted Accounting Principles, Governmental Accounting Standards Board statements and pronouncements, general audit practices, office procedures and operation of standard office equipment.

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon driver's license (or ability to obtain) and acceptable driving record.

 

DESIRABLE REQUIREMENTS: Specialized training in, and knowledge of, costing government services, allocating costs as part of overhead and utility rate modeling.  Advanced skills in using Excel including trending and charting data.  Previous experience in a municipal environment, analyzing financial reports and operations, budgeting, and/or assisting in financing capital improvements.

 

PHYSICAL DEMANDS OF POSITION: 

This position has an overall job strength rating as light. As such, the employee is:

         occasionally asked to stand, most often not more than 1-2 hours cumulative per day on carpeted floors;

         spends up to 6.5-7 hours sitting per day in adjustable office ergonomic chair in which the position can be varied at will and alternated with standing and walking;

         infrequently asked to drive, most often only for out-of-office meetings whereby employee operates personal vehicle (infrequent driving time can vary between 15 minutes to 6.5 hours);

         able to change work position at will, take short standing/walking breaks as needed, and/or alternate job tasks for position variance;

         required to walk, generally within immediate office environment, mostly on carpeted surface, and can occur off and on throughout a work day, with short distances within 500 feet;

         frequently required to carry office items, supplies and/or files of up to 5 pounds and infrequently carry up to 20 pounds within the office distance of 500 feet;

         frequently required to lift/lower such office items as files of up to 5 pounds, usually between floor to shoulder height, and infrequently to occasionally lift/lower items up to 20 pounds, usually between floor to waist height;

         infrequently required to occasionally push/pull up to 20 pounds of force using rolling cart or dolly, usually within office environment and/or to personal vehicle, with lesser occasionally to frequently push/pull force to open/close file drawers;

         usually not required to bend from waist or knees;

         usually not required to twist;

         occasionally to frequently required to forward reach for supplies, desk items and filing, but infrequently required to reach overhead for office/mailing supplies, yet can use a step stool;

         frequently to continuously required to use computer, mouse, phone and other office work tasks; occasionally required to grasp or grip with hands, especially for carrying, using mostly light force;

         occasionally required to write and perform other tasks by using fingers to exert force;

         not required to climb stairs if elevator is used;

         not required to balance;

         not required to kneel, but may occur by worker choice when obtaining office items from low shelf heights;

         not required to crouch, but may occur as part of body mechanics handling/lifting;

         not required to crawl;

         required to use sensory functions as follows:

1.        occasional to frequent use of speaking for office/phone verbal communications;

2.        occasional to frequent hearing for general work communications; and

3.        frequent to continuous seeing for all work activities.

 

 

WORKING CONDITIONS: 

Usual office working conditions. The noise level in the work environment is typical of most office environments.

 

SUPERVISORY RESPONSIBILITIES:  

Limited based upon project need.

 

SUPERVISION RECEIVED:  

Works under the general supervision of the Administrative Services/Finance Director.

 

 

Administrative Services Analyst/Claims Manager

Mid-Level Supervisor

 

PURPOSE OF POSITION: 

Perform a variety of administrative duties in support of the city and department, requiring a general knowledge of risk management and administrative operations in a municipal environment including general governmental operations, functions and procedures, legal/judicial conventions, terminology, and formats. Serve as claims manager.  Prepare departmental reports and maintain records for areas of expertise or as required. Perform administrative tasks as assigned in support of the department and other divisions. 

 

ESSENTIAL JOB FUNCTIONS: 

Perform lead responsibilities in handling all tort claim activity for the city, which includes: talking to those wishing to assert a claim against the City, gathering information on the case, working with various city departments and the cityís insurance adjuster, submitting claims to the adjuster, denying claims directly, approving courtesy payments, obtaining payment from individuals who have damaged city property and preparing claims activity reports for city department and council use.

 

Serve on Risk Management Team and perform related tasks as required. Maintain risk management files and documents such as insurance policies and inspection reports. Assist team members with risk management and safety programs, projects, activities and claims as needed. Issue city insurance certificates as needed.  Manage general insurance certificates provided by vendors.

 

Review contracts, purchases orders and related documents from an administrative and risk management perspective.

 

Prepare or assist in preparing segments of the annual city and department budget. Track revenues, expenses and activities throughout the fiscal year.

 

Work with departments and/or consultants on administrative projects and programs as needed. Type related reports, memos and other documents. Research and compile information as requested.

 

AUXILIARY JOB FUNCTIONS: 

Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility. Maintain work areas in a clean and orderly manner.

 

Answer the telephone, determine nature of call, route to appropriate person or department, resolve issues or take messages as necessary. Greet visitors to the Department in professional, business-like manner, referring to other persons as appropriate.

 

Perform other duties as assigned.

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS: Specialized training in, and knowledge of, risk management and legal procedures, terminology, forms and documents. Good proofreading skills. Knowledge of word processing and database software; operation of standard office equipment, and elementary accounting sufficient to perform and monitor expenditures of assigned areas, figure budgetary amounts and work percentages and simple interest. Equivalent to high school plus broad additional training in administrative assistant field equal to two years of college and over two years related experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Knowledge of general office practices and procedures; rules of effective English, spelling, usage and grammar.

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon driver's license (or ability to obtain) and acceptable driving record.

 

DESIRABLE QUALIFICATIONS: Possession of accreditation or certification in claims management, risk management, accident investigation, paralegal and/or secretarial work. Knowledge of specific word processing or database software utilized within the Department. Previous experience in a legal or risk management environment dealing with municipalities.

 

SUPERVISORY RESPONSIBILITIES:  

Supervision of staff as it relates to assignment of tasks is a function of this position. May provide training and orientation to newly assigned personnel on department polices and practices.

 

SUPERVISION RECEIVED: 

Works under the general supervision of the Administrative Services/Finance Director.

 

 

Administrative Secretary

Confidential

 

PURPOSE OF POSITION: 

Provide administrative support to the Administrative Services/Finance Director and Administrative Services Department.

 

ESSENTIAL JOB FUNCTIONS: 

Perform clerical and customer service assistance for the Administrative Services Department and Director, including answering telephone calls, providing internal and external customer service, coordinating schedules, and routing inquiries to appropriate person or department depending on nature of call.

 

Type routine correspondence, memos, forms, requests, procedures, reports, etc. from handwritten and verbal instructions. Assist in the designing, formatting, editing, printing and distribution of the City Budget and financial documents. Perform assigned tasks necessary to manage contracts, grants, and other databases as required. Coordinate citizen committees, including preparation of meeting agendas and minutes. Prepare and manage Council meeting presentation materials for the department.

 

Assist the City by maintaining & updating the departmental web page information. Provide support in managing and documenting departmental procedures and activities. Perform various clerical tasks in support of the Administrative Services Department, including data entry, maintenance of files, photocopying documents, etc. 

 

Track, document, and report City performance relating to area of expertise.

 

Assist and support team performance; work cooperatively with other team members.  Communicate effectively in a positive manner.  Provide positive support to internal and external customers. Perform or manage other tasks, projects or duties as assigned.

 

Follow all safety rules and procedures established for work areas.

 

AUXILIARY JOB FUNCTIONS: 

Perform various other general office tasks in support of work unit. Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility. Maintain work areas in a clean and orderly manner.

 

JOB QUALIFICATION REQUIREMENTS:

MANDATORY REQUIREMENTS: Equivalent to high school diploma, plus additional specialized training in office practices and accounting and four years secretarial experience, or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Additional specialized training in spreadsheets, desktop publishing and web design are desirable. Knowledge of basic accounting and office practices and procedures, telephone etiquette, spelling, grammar, and operation of standard office equipment.

 

SPECIAL REQUIREMENTS/LICENSES: Possession of valid Oregon drivers license (or ability to obtain) and acceptable driving record.

 

DESIRABLE QUALIFICATIONS: Knowledge of major aspects of software ďsuitesĒ including word processing, spreadsheet, database and communication software utilized within the department. Ability to work independently with minimal supervision. Previous experience answering phones, performing general accounting tasks, preparing complex technical documents and general office experience.

 

PHYSICAL DEMANDS OF POSITION: 

This position has an overall job strength rating as light. As such, the employee is:

         occasionally asked to stand, most often not more than 1-2 hours cumulative per day on carpeted floors;

         spends up to 6.5-7 hours sitting per day in adjustable office ergonomic chair in which the position can be varied at will and alternated with standing and walking;

         infrequently asked to drive, most often only for out-of-office meetings whereby employee operates personal vehicle (infrequent driving time can vary between 15 minutes to 6.5 hours);

         able to change work position at will, take short standing/walking breaks as needed, and/or alternate job tasks for position variance;

         required to walk, generally within immediate office environment, mostly on carpeted surface, and can occur off and on throughout a work day, with short distances within 500 feet;

         frequently required to carry office items, supplies and/or files of up to 5 pounds and infrequently carry up to 20 pounds within the office distance of 500 feet;

         frequently required to lift/lower such office items as files of up to 5 pounds, usually between floor to shoulder height, and infrequently to occasionally lift/lower items up to 20 pounds, usually between floor to waist height;

         infrequently required to occasionally push/pull up to 20 pounds of force using rolling cart or dolly, usually within office environment and/or to personal vehicle, with lesser occasionally to frequently push/pull force to open/close file drawers;

         usually not required to bend from waist or knees;

         usually not required to twist;

         occasionally to frequently required to forward reach for supplies, desk items and filing, but infrequently required to reach overhead for office/mailing supplies, yet can use a step stool;

         frequently to continuously required to use computer, mouse, phone and other office work tasks; occasionally required to grasp or grip with hands, especially for carrying, using mostly light force;

         occasionally required to write and perform other tasks by using fingers to exert force;

         not required to climb stairs if elevator is used;

         not required to balance;

         not required to kneel, but may occur by worker choice when obtaining office items from low shelf heights;

         not required to crouch, but may occur as part of body mechanics handling/lifting;

         not required to crawl;

         required to use sensory functions as follows:

1.        occasional to frequent use of speaking for office/phone verbal communications;

2.        occasional to frequent hearing for general work communications; and

3.        frequent to continuous seeing for all work activities.

 

WORKING CONDITIONS: 

Usual office working conditions. The noise level in the work environment is typical of most office environments.

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel on department polices and practices.

 

SUPERVISION RECEIVED: 

Works under the general supervision of the Administrative Services Director.

 

 

Staff Accountant

IBEW Clerical Technical Union

 

 

PURPOSE OF POSITION: 

Perform a variety of accounting functions in support of the financial operations of the City and the Parks and Recreation Department under the general direction of the Accounting Division Manager.

 

ESSENTIAL JOB FUNCTIONS: 

Prepare and/or assist with the preparation of financial reports, account reconciliations and fund analysis.  Perform work related to the preparation and/or posting of general ledger entries. Review expenditures and revenues as assigned and assist with audits. Assist in the preparation of budgets and related reports. Prepare or assist in the preparation and maintain fixed asset records. 

 

Write, follow, and update procedures relating to area of expertise. Track, document, and report City performance relating to area of expertise.

 

Assist and support team performance, work cooperatively with other team members. Communicate effectively in a positive manner. Provide positive support to internal and external customers.

 

AUXILIARY JOB FUNCTIONS: 

Provide assistance to accounts payable, accounts receivable and payroll as assigned. Provide telephone relief and assistance as necessary.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:  Bachelor degree in Accounting or related field plus three years accounting experience or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties of the position. Knowledge of governmental accounting practices, financial statement preparation and spreadsheet and database software. Knowledge of Generally Accepted Accounting Practices, Governmental Accounting Standards Board statements and pronouncements, general audit practices, office procedures and operation of standard office equipment.

 

Special Requirements/Licenses: Possession of valid Oregon Driverís License (or ability to obtain) and acceptable driving record.

 

Desirable Qualifications:  Previous payroll, accounts payable, accounts receivable, cost accounting and general ledger experience through annual closing helpful. Familiarity with various financial software systems. Previous accounting experience with a municipality.

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel on department policies and practices.

SUPERVISION RECEIVED: 

Works under the direction of the Accounting Division Manager. 

 

 

Account Representative-Finance

IBEW Clerical Technical Union

 

 

PURPOSE OF POSITION: 

Perform a variety of accounting and administrative support tasks primarily associated with specific finance activities including, but not limited to accounting, utility billing; customer service, management, taxes, grants, rate models and cost allocation plans.

 

ESSENTIAL JOB FUNCTIONS: 

Respond to customer inquiries regarding accounting systems, payables & receivables, social and economic grants; tax collections and management, internal models and methodologies for calculating charges and reconciling accounts. Perform advance collection procedures for accounts and taxes. Investigate and resolve non-routine problems in accordance with established guidelines. Provide information regarding the Cityís procedures and practices and manage accounting subsystems as necessary.

 

Develop reports for management utilizing raw data to create comparative spreadsheets, analytical narratives and charts. Prepare and review reports relating to accounting systems in an automated environment. Audit subsystems for accuracy and proper reporting. Manage customer assistance programs and prepare required reports.

 

Update accounting systems as needed. Test programs to ensure proper calculations and operation. Create and prepare statistical spreadsheets by type of activity for use in budget preparation, rate studies or as requested.  Provide office support to Finance Divisions as directed by the department head.

 

Write, follow, and update procedures relating to area of expertise. Track, document, and report City performance relating to area of expertise.

 

Assist and support team performance, work cooperatively with other team members. Communicate effectively in a positive manner. Provide positive support to internal and external customers.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:  Associate degree plus four years experience with a minimum of two years accounting experience, or any satisfactory combination of experience and training that demonstrates the knowledge, skills and abilities to perform the duties of the position. Knowledge of basic accounting principles and practices, advanced spreadsheet software and customer service techniques.  Knowledge of general office practices and procedures, operation of standard office equipment and general auditing methods.

 

Special Requirements/Licenses:  Possession of valid Oregon driverís license (or ability to obtain) and acceptable driving record.

 

Desirable Qualifications: Bachelor degree with emphasis in accounting, business or related fields. Previous customer service experience in an automated environment. 

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position. May provide training and orientation to newly assigned personnel on department policies and practices.

 

SUPERVISION RECEIVED: 

Works under the direction of the Administrative Services Director.

 

 

Account Clerk I/Payroll

IBEW Clerical Technical Union

 

 

PURPOSE OF POSITION: 

Perform various accounting and clerical tasks with a primary emphasis in payroll and a secondary emphasis in accounts payable and accounts receivable.

 

ESSENTIAL JOB FUNCTIONS: 

Payroll:  prepare and maintain payroll related documents, files and lists including both manual and computer records.  Enter data into computer, maintain accurate payroll and paid time off accrual records.  Distribute payroll checks according to departmental procedures.  Process voluntary and mandatory payroll deduction payments and prepare check requests for payments as required.  Update reports, balance to payroll and prepare payroll journal entries.  Respond to employee questions and concerns regarding payroll and paid time off benefits.  Prepare and monitor payroll related reports as required including quarterly 941 reports, annual W-2 and transmittal reports, payroll surveys, etc.  Submit reports and/or payments to appropriate agencies.  Enter employee information and changes to computerized payroll records.

 

Perform other accounting and general office duties to assist others within the department as staffing and workloads dictate.

 

Write, follow, and update procedures relating to area of expertise.  Track, document, and report City performance relating to area of expertise.

 

Assist and support team performance, work cooperatively with other team members.  Communicate effectively in a positive manner.  Provide positive support to internal and external customers.

 

AUXILIARY JOB FUNCTIONS: 

Accounts Receivable:  invoice, process, collect and balance payments received by the City.  Respond to questions and problems concerning miscellaneous accounts receivable including cemetery activities and general City information.

 

Accounts Payable:  maintain open files and match vendor invoices and authorizing documents.  Verify quantities and prices billed.  Investigate invoice discrepancies and notify appropriate department of problems.  Enter invoice data into computer and print checks.  Attach back-up materials and forward for signature.  Distribute signed checks to vendors or department heads upon return.  Maintain records necessary for future reference and documentation of activities. 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:  High school education or equivalent plus three years general office experience.  Minimum one year accounting experience or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties of the position.  Knowledge of basic accounting practices, office procedures and equipment.  Knowledge of computer programs such as spreadsheets, word processing and financial accounting software. 

 

Special Requirements/Licenses: Possession of valid Oregon driverís license (or ability to obtain) and acceptable driving record.

 

Desirable Qualifications: Prior accounting experience with emphasis in public sector payroll functions. Knowledge of and experience in governmental accounting procedures.  Post high school education equivalent to an Associate degree in Accounting.

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position.  May provide training and orientation top newly assigned personnel on department policies and practices.

 

SUPERVISION RECEIVED: 

Works under the general supervision of the Accounting Division Manager.

 

 

Account Clerk I/Accounts Payable

IBEW Clerical Technical Union

 

 

PURPOSE OF POSITION: 

Perform various accounting and clerical tasks, with a primary emphasis in accounts payable and a secondary emphasis in accounts receivable and payroll activities. 

 

ESSENTIAL JOB FUNCTIONS: 

Accounts payable:  Maintain open files and match vendor invoices and authorizing documents.  Verify quantities and prices billed.  Investigate invoice discrepancies and notify appropriate department of problems.  Enter invoice data into computer and print checks.  Attach back-up materials and forward for signature.  Distribute signed checks to vendors or department heads upon return. Maintain records necessary for future reference and documentation of activities.

 

Perform other accounting and general office duties to assist others within the department as staffing and workloads dictate. Maintain proficiency by attending training conferences and meetings, reading materials and meeting with others in areas of responsibility.

 

Write, follow, and update procedures relating to area of expertise.  Track, document, and report City performance relating to area of expertise.

 

Assist and support team performance, work cooperatively with other team members.  Communicate effectively in a positive manner.  Provide positive support to internal and external customers.

 

AUXILIARY JOB FUNCTIONS: 

Payroll:  prepare and maintain payroll related documents, files and lists including both manual and computer records.  Enter data into computer, maintain accurate payroll and paid time off accrual records.  Distribute payroll checks according to departmental procedures.  Process voluntary and mandatory payroll deduction payments and prepare check requests for payments as required.  Update reports, balance to payroll and prepare payroll journal entries.  Respond to employee questions and concerns regarding payroll and paid time off benefits.  Prepare and monitor payroll related reports as required including quarterly 941 reports, annual W-2 and transmittal reports, payroll surveys, etc.  Submit reports and/or payments to appropriate agencies.  Enter employee information and changes to computerized payroll records.

 

Accounts Receivable:  invoice, process, collect and balance payments received by the City.  Respond to questions and problems concerning miscellaneous accounts receivable including cemetery activities and general City information.

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:  High school education or equivalent, plus three years general office experience.  Minimum one year accounting experience or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the above duties. Knowledge of basic accounting practices, office procedures and equipment.  Knowledge of computer programs such as: spreadsheets, word processing and financial accounting software. 

 

Special Requirements/Licenses:  Possession of valid Oregon Driverís License (or ability to obtain) and acceptable driving record.

 

Desirable Qualifications: Prior accounting experience with emphasis in public sector accounts payable functions. Knowledge of and experience in governmental accounting procedures.  Post high school education equivalent to an Associate degree in Accounting. 

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position.  May provide training and orientation to newly assigned personnel on department policies and practices.

 

SUPERVISION RECEIVED: 

Works under the general supervision of the Accounting Division Manager.

 

 

Account Clerk I/Accounts Receivable

IBEW Clerical Technical Union

 

 

PURPOSE OF POSITION: 

Perform various accounting and clerical tasks with a primary emphasis in accounts receivable and a secondary emphasis in accounts payable and payroll.

 

ESSENTIAL JOB FUNCTIONS: 

Accounts Receivable:  invoice, process, collect and balance payments received by the City.  Respond to questions and problems concerning miscellaneous accounts receivable including cemetery activities and general City information. 

 

Perform other accounting and general office duties to assist others within the department as staffing and workloads dictate.  Maintain proficiency by attending training conferences and meetings, reading materials and meeting with others in areas of responsibility. 

 

Write, follow, and update procedures relating to area of expertise.  Track, document, and report City performance relating to area of expertise.

 

Assist and support team performance, work cooperatively with other team members.  Communicate effectively in a positive manner.  Provide positive support to internal and external customers.

 

AUXILIARY JOB FUNCTIONS: 

Accounts Payable:  maintain open files and match vendor invoices and authorizing documents.  Verify quantities and prices billed.  Investigate invoice discrepancies and notify appropriate department of problems.  Enter invoice data into computer and print checks.  Attach back-up materials and forward for signature.  Distribute signed checks to vendors or department heads upon return. Maintain records necessary for future reference and documentation of activities.

 

Payroll:  prepare and maintain payroll related documents, files and lists including both manual and computer records.  Enter data into computer; maintain accurate payroll and paid time off accrual records.  Distribute payroll checks according to departmental procedures.  Process voluntary and mandatory payroll deduction payments and prepare check requests for payments as required.  Update reports, balance to payroll and prepare payroll journal entries.  Respond to employee questions and concerns regarding payroll and paid time off benefits.  Prepare and monitor payroll related reports as required including quarterly 941 reports, annual W-2 and transmittal reports, payroll surveys, etc.  Submit reports and/or payments to appropriate agencies.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:  High school education or equivalent plus three years office experience.  Minimum one year accounting experience or any satisfactory combination of experience and training which demonstrates the knowledge, skills and abilities to perform the duties of the position.  Knowledge of basic accounting practices, office procedures and equipment.  Knowledge of computer programs such as spreadsheets, word processing and financial accounting software. 

 

Special Requirements/Licenses:  Possession of valid Oregon Driverís License (or ability to obtain) and acceptable driving record.

 

Desirable Qualifications:  Prior accounting experience with emphasis in accounts receivable functions. Knowledge of and experience in governmental accounting procedures.  Post high school education equivalent to an Associate degree in Accounting. 

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position.  May provide training and orientation to newly assigned personnel on department policies and practices.

 

SUPERVISION RECEIVED: 

Works under the general supervision of the Accounting Division Manager.

 

 

Purchasing/Account Representative

IBEW Clerical Technical Union

 

 

PURPOSE OF POSITION: 

Perform City wide purchasing functions to ensure quality and delivery of necessary supplies, tools and equipment for City operations.  Perform various accounting and clerical tasks, with an emphasis on inventory control, in support of multiple operating divisions in the Finance, Public Works and Electric Departments.

 

ESSENTIAL JOB FUNCTIONS: 

Sources material suppliers, prepare bid specifications, obtain quotations and control the issuance of City purchase orders. Prepare and review purchase orders.  Ensure purchasing within City is in compliance with established statutes, policies and practices.  Record purchase order data and distribute purchase order copies to appropriate person/department.  Maintain purchase order files, match receiving documents to purchase order and forward for payment.

 

Write follow update procedures relating to area of expertise.  Track, document, and report City performance relating to area of expertise.

 

Assist and support team performance, work cooperatively with other team members.  Communicate effectively in a positive manner.  Provide positive support to internal and external customers.

 

AUXILIARY JOB FUNCTIONS: 

Conduct physical inventory of materials.  Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility.  Maintain work areas in a clean and orderly manner.

 

JOB QUALIFICATION REQUIREMENTS:

Mandatory Requirements:  Associate degree plus four years of purchasing, accounts payable, accounting, or other related experience and training which demonstrates the knowledge, skills and abilities to perform the duties of the position.  Thorough knowledge of public purchasing processes and requirements, vendor sourcing methods.  Knowledge of inventory record keeping and general accounting principles and practices.  Knowledge of computer programs such as spreadsheets, word processing and financial accounting software. 

 

Special Requirements/Licenses:  Possession of valid Oregon Driverís License (or ability to obtain) and acceptable driving record.

 

Desirable Qualifications: Bachelor degree with emphasis in accounting and inventory control practices and warehouse operations.  Knowledge of and experience in governmental accounting procedures. 

 

SUPERVISORY RESPONSIBILITIES:  

Supervision is not a typical function assigned to this position.  May provide training and orientation to newly assigned personnel on department policies and practices.

 

SUPERVISION RECEIVED: 

Works under the general supervision of the Administrative Services Director.

 

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