Position Title:                                  
   Finance Accounting Clerk-Payroll Specialist      
   Department:
                                        Administration/Finance
   Immediate Supervisor:
                    Finance Director
    
    
   Position Summary
    
   This is a responsible position accountable for processing employee payroll and the accurate payment of invoices received by the City of Brentwood as well as various reconciliations and special project activities. Work involves responsibility for processing, verifying and recording financial data. Work assignments typically consist of segments of the accounting process and require considerable independence, initiative professional skill and judgment. Work is performed within the framework of established procedures under the direct supervision of the Finance Director.
    
   Grade:                    
   10
   FLSA Status:        
   Non-Exempt
    
   Principal Duties and Responsibilities 
   The following duties, responsibilities and expectations are not necessarily limited to the following, and are not enumerated in any particular order or priority.  At any particular time the frequency or duration with which one or more of the following specific duties is performed may vary widely.
    
   Payroll responsibilities
   a)  Receives and reviews timesheets for accuracy.
   b) Processes and enters the following data into the system: medical & other payroll deductions, retro pay, terminations including payouts, and new employees.
   c)   Submit payroll information for processing by ADP.
   d)  Prepare payroll checks for distribution.
   Accounts payable responsibilities
   a)  Process invoices for City purchases from all departments.
   b)  Check invoice extensions, prices, quantities, freight charges, and discounts.
   c)   Communicate with vendors regarding invoice discrepancies or other billing questions.
   d)  Prepare and type interim checks as necessary.
   e)  Verify proper approvals and account codes.
   f) Group invoices for data entry. Enter invoice groups into accounts payable system and proof computer edits.
   g)  Print checks, prepare checks for mailing, and file paid invoices.
   h)  Maintain purchase orders and paid invoice files.
   i)    Statement reconciliation.
   j)    Processes utility payments, including electric, gas, telephone, cell phones and pagers.
   k)   Processes Insurance payments.
   l)    1099 maintenance.
   Fixed asset responsibilities including recording purchases, disposals and transfers; conducting annual physical inventory process and related reconciliation; advising departments on appropriate fixed asset disposal and accounting requirements and departmental inventories of supplies and small equipment.
   Posts data to various ledgers, registers, journals and logs according to established accounting standards and procedures; prepares journal entries.
   Maintains a variety of accounts and general ledgers; prepares month end fiscal reports and special reports relating to the progress of assigned accounts.  Balances all bank accounts monthly.
   Maintains, reconciles and audits a variety of ledgers, reports and accounting records; examines and corrects accounting transactions to ensure accuracy; tabulates financial and statistical data.
   Assists Finance Director in coordinating the annual independent audit process; closing out accounts, preparing final activity reports and compiling data and records for auditors; working with auditors throughout process to provide materials.
   Provides technical assistance and training to City staff in accounting matters.  Coordinates departmental accounting activities to ensure adherence to accounting standards, audit requirements and internal controls.
   Monitors and balances various balance sheet accounts; researches and analyzes transactions to resolve problems.
   Assists Finance Director in annual budget development process; compiles information related to spending trends and revenue projections; works with other City staff to assess spending and revenue trends.
   Promotes and maintains responsive community relations. 
   Maintains safe work areas and equipment, promptly reports work hazards, as necessary. Reports all work-related injuries immediately. Complies with all safety rules and attends appropriate safety programs. 
   Performs various clerical functions such as filing, typing and data entry. 
   Performs related duties as assigned.
    
   Knowledge Skills and Abilities 
    
   Knowledge of accounting principles and procedures.
   Knowledge of Payroll principles and procedures.
   Knowledge of Accounts Payable principles and procedures. 
   Computer knowledge, including the ability to create and use spreadsheets. 
   Computer knowledge; including Word, Excel and the Internet. 
   Strong math and data entry skills. 
   Ability to understand and follow oral and written instructions in a highly organized manner. 
   Ability to establish and maintain effective working relationships. 
   Ability to analyze, evaluate, calculate, and distribute reports. 
   Ability to use an adding machine with speed and accuracy as well as skill in the operation of office machines, typewriter and personal computer. 
   Ability to operate a cash register and handle currency. 
   Ability to prepare correspondence using word processing software. 
   Ability to provide superior customer service to residents, co-workers, vendors, and supervisors. 
    
   Minimum Requirements – Education, Certification, and Experience
    
   Possession of an Associates Degree in Accounting or closely-related field or an equivalent combination of training and experience.
   Two to three years of accounts payable and payroll experience or an equivalent combination of training and experience. 
    
   Preferred Qualifications – Education, Certification, and Experience
    
   Governmental accounting experience.
    
   Work Environment
    
   The majority of work is performed in a normal office environment with little exposure to excessive noise, dust temperature, etc. 
   While performing the duties of this job, the employee is regularly required to sit and operate a personal computer or calculator for long periods of time.
   Required to use hands and arms to operate other office machines.
    
   The above statements are intended to describe the general nature and level of the work being performed. They are not intended to be construed as an all-inclusive list of all duties, responsibilities and skills required for the position.
   

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