Accounting Specialist

PURPOSE OF CLASSIFICATION

The purpose of this classification is to conduct general accounting and financial activities for the Town. Prepares data for financial reports, prepares and processes financial information and documentation pertaining to accounts payable, accounts receivables, cash receipts, payroll, fixed assets, escrow accounts, records maintenance, and other financial activities as needed.

ESSENTIAL FUNCTIONS

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

• Performs various financial tasks for the department; prepares audit schedules; assists with compiling, analysis, and maintenance of records relating to journal entries, trial balances, and related records; prepares, reviews, balances and/or distributes a variety of financial reports to Town departments, outside agencies and other individuals; processes, reviews and prepares checks for various vendors.
• Performs various general accounting tasks; prepares journal entries and bank deposits; calculates data; keys and posts financial data; balances and reconciles reports; prepares journal entries for 945 withholdings; researches financial discrepancies; corrects data errors; maintains financial records; generates reports and submits mandatory reports; prepares and processes letters for collections of past due amounts; posts journal entries and cash receipts.
• Maintains ledgers relative to impact fee collection and compliance with impact fee agreements; verifies calculations of impact fees collected; prepares impact fee recap reports and forwards to the County; maintains ledgers of impact fee credits and works with the County to balance; maintains impact fee schedule spreadsheets for monthly reports; prepares, maintains, and processes documentation of impact fee summaries for various departments.
• Prepares monthly recap reports for road, recreation, and impact fee funds.
• Assists with the customer service function; provides information and assistance regarding accounting related issues to employees, other departments, vendors, customers, the public and other individuals; research problems and initiates problem resolution.
• Performs a variety of administrative tasks related to accounts receivables, fixed assets and planning and zoning accounts; creates journal entries; provides input in the development and update of related policies and procedure; coordinates, schedules and conducts related training; researches and explores new ideas and features to maximize utilization of accounts receivables, fixed assets and planning and zoning applications; researches, analyzes, and resolves difficult or technical related problems and questions.
• Acts as the liaison with the Towns software provider in relation to accounts receivables, fixed asset, research land buildings and infrastructure for addition to the fixed asset system.
• Processes documentation pertaining to accounts payable; forwards incoming invoices to appropriate departments for approval; reviews and manages invoices, travel authorizations, or other payments requests for accuracy, completeness, and proper authorizations; merges purchasing/inventory data in accounting system and ensures invoices balance with accounts payable reports; processes moth-end reports for both purchasing/ inventory systems and accounts payable system; closes out fiscal year in purchasing/inventory system; maintains expenditure spreadsheets; prepares/mails credit packages to new vendors, including credit reference letter, Town W-9 form, and tax exempt form; maintains accounts payable files and W-9 files; processes and prints accounts payable checks; prepares 1099s in accordance with IRS requirements; researches discrepancies on order/invoices and works with vendor problem resolution.
• Prepares, maintains and processes documentation pertaining to customer escrow accounts; prepares and processes billing; mails statements; processes refunds and balances to general ledger; provides information to customers and other departments regarding accounts.
• Maintains detailed records of performance bonds and escrow accounts; prepare performance bond and escrow schedules; reconciles to subsidiary ledger; provides documentation to auditors.
• Verifies cash received for deposits and revenue; prepares bank deposits; records deposits on spreadsheets.
• Reviews, balances, and updates cash reports from cashier for receipts collected from all revenue sources, including building, occupational licenses, planning & zoning, engineering, police, code enforcement, and all miscellaneous revenue sources; assists in determining issues such as proper cash receipts system setup and account coding along with credit card reconciliation.
• Records daily cash receipts revenue for the various town funds into the general ledger system
• Assists in resolving problems and discrepancies and processes daily cash receipts from different applications and sources for the various Town funds and accurately records the transactions in the general ledger.
• Prepares, reviews, balances, and/or distributes a variety of financial reports to Town departments, outside agencies, or other individuals
• Researches, prepares, maintains, and processes documentation pertaining to fixed asset inventory control; maintains and records all fixed asset purchases and disposals; balances fixed assets to general ledger; applies asset tags to fixed assets; coordinates and performs annual fixed asset inventory.
• Provides backup coverage for other accounting staff as needed; conducts cross training in other fiscal functions and procedures.
• Verifies receipt of water utility deposits, records deposits on timely basis.
• Communicates with finance department members, other Town employees & departments, auditors, pension boards, financial institutions, vendors, customers, the public, other municipalities, state/federal agencies, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Maintains confidentiality of departmental issues and documentation.
• Provides backup coverage for payroll, administrative staff, or other positions as needed.
• Performs customer service functions for employees, other departments, vendors, customers, the public, or other individuals; provides information and assistance regarding accounting-related issues; research problems and initiates problem resolution
• Prepares or completes various forms, reports, correspondence, journal entries, schedules, ledgers, spreadsheets, graphs, purchase orders, county impact fee reports, Town impact fee reports, radon and building surcharge reports, comprehensive annual financial report, lead schedules, audit work papers, performance bond schedules, escrow schedules, or other documents.
• Receives various forms, reports, correspondence, journal entries, accounts receivable reports, cash receipts reports, fixed asset reports, fixed asset worksheets, revenue/expenditure reports, balance sheets, letters of credit, contracts, agreements, general ledger codes, accounting standards, publications, policies, procedures, manuals, directories, Internet resources, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Maintains a current knowledge of applicable laws/regulations; reads professional literature; attends workshops and training sessions as appropriate.
• Operates a computer to enter, retrieve, review or modify data; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, financial management system, report writing, e-mail, or other software programs; performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner.
• Monitors inventory of department equipment, supplies, forms, or other materials; ensures availability of adequate materials to conduct work activities; initiates orders for new/replacement items.
• Maintains file system of department files/records; maintains files of letters of credit; prepares and sets up files; reviews, sorts and organizes documents to be filed; files documents in designated order; retrieves/replaces files; disposes of obsolete or sensitive documentation in accordance with applicable laws or established procedures.

ADDITIONAL FUNCTIONS

• Performs other related duties as required.

MINIMUM QUALIFICATIONS

• Associate's degree with course work emphasis in Accounting supplemented by fours (4) years previous experience and/or training involving general accounting, bookkeeping, accounts payable, and personal computer operations.
• A valid Florida driver’s license is required. For application purposes, a valid driver’s license from any state (equivalent to a State of Florida Class E) may be utilized; with the ability to obtain the State of Florida driver’s license within thirty (30) days from date of employment.

PERFORMANCE APTITUDES

• Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others regarding the application of procedures and standards to specific situations.
• Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

ADA COMPLIANCE

• Physical Ability: Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
• Sensory Requirements: Some tasks require the ability to perceive and discriminate visual cues or signals. Some tasks require the ability to communicate orally.
• Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.

The Town of Jupiter, Florida, is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Town will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.