Financial Services Specialist II (Payroll)

Financial Services Specialist II (Payroll)
City of Ukiah Fiannce Department
 Ukiah, California
Job Description

DESCRIPTION

Recruitments posted as "Continuous" are subject to close at any time following an initial two-week posting period.  Upon closing, the applications received will be screened and notices will be sent to the applicants regarding the status of their application.   

Under direct supervision of the Finance Controller, Senior Accountant, or Procurement Manager to perform or provide direct support to a variety of general accounting and clerical functions including, but not limited to, the following: processing of payroll, including timesheet review and reconciliation; processing and filing of accounts payable invoices and checks; monthly processing of manual general ledger journal entries; assist with data entry and miscellaneous clerical duties for procurement; distribution of bid documents; data gathering; placing of orders; maintain files and a variety of department records; and provide support to the Finance Department as needed.

JOB REQUIREMENTS

These examples are intended only as illustrations of the various types of work performed.  The examples of work performed are neither restricted to nor all-encompassing of the duties to be performed under this job title.  

Payroll:

  • Perform or assist in performing regular payroll activities, including the initiation and completion of the payroll process, timesheet review and reconciliation, maintenance of payroll records and electronic timesheets, new employee set up and system entry, calendar year-end procedures, quarterly federal and state tax return processing, executing special or non-routine payroll instructions, and issuance of annual W-2s. 
  • Assist with the compilation and submission of annual State Controller Salary report. 

Accounts Payable:

  • Perform regular accounts payable activities, including invoice receipt, analysis, coding to the purchasing system and general ledger, and warrant issuance. 
  • Investigate and resolve invoice discrepancies by contacting vendors and/or City personnel. 
  • Matching of documents and data coding of vendor invoices for data entry. 
  • Accurately file purchasing, accounts payable, and general accounting records and documents. 
  • Prepare or assist in preparing regular sales tax returns to the state.
  • Perform other duties and support as assigned. 

Procurement:

  • Assist the Procurement Division with data entry and document distribution.
  • Assist with analysis of purchase history.
  • Place small orders.
  • Receive and distribute ordered materials. 
  • Create asset tags.
  • Maintain filing system.
  • Perform other duties and support as assigned. 

General Accounting, Bookkeeping, and Administrative:

  • Perform regular bookkeeping functions as assigned by the Finance Controller or Accountant.
  • Prepare routine monthly bank reconciliations. 
  • Perform daily cash reconciliation. 
  • Assist with year-end procedures, including the calculation and journal entry preparation of accruals related to outstanding City obligations, including, but not limited to, compensated absences, depreciation schedules, and interest due on outstanding debt. 
  • Perform accurate data entry on a variety of accounting, billing, and other computer programs involving numeric and text entry. 
  • Assist with the analysis of accounting records and prepare a variety of routine journal entries for review by the Finance Controller or Senior Accountant.
  • Compile data for a variety of periodic reports for governmental agencies. 
  • Compile documentation for fixed asset records. 
  • Perform job costing tasks as assigned by the Finance Controller or Senior Accountant. 
  • Assist with accounts receivable when requested or assigned.
  • Perform other duties and support as assigned. 

MINIMUM QUALIFICATIONS

Knowledge of:

  • Generally accepted accounting principles including, account reconciliation and journal entry preparation.
  • Cost accounting.
  • Computer operations.
  • Modern office practices, procedures, equipment and standard clerical techniques.
  • Microsoft Excel or comparable spreadsheet program.
  • Fundamental payroll procedures and processes.
  • Best practices performing payroll in a government or public agency environment.
  • Payroll taxation and tax accounting.
  • Governmental/fund accounting, including expense and expenditure recognition in the modified accrual basis.
  • Best practices in accounts payable, including issuance of W-9 forms to vendors.
  • Accounts receivable practices, including generation of aged receivable reports.

Ability to:

  • Perform arithmetic and mathematical calculations rapidly and accurately (i.e. fractions, percentages, and pro-rations).
  • Understand and carry out oral and written instructions.
  • Prepare basic journal entries for review and approval by the Finance Controller.
  • Work under pressure to meet established deadlines.
  • Operate office and mailroom equipment.
  • Perform data entry for extended periods of time.
  • Maintain harmonious and cooperative working relationships with other City employees and the public.
  • Lift up to 40 pounds.
  • Perform a regular payroll cycle in its entirety with limited supervision and error.
  • Perform the basic duties of the Payroll Officer in his/her absence.
  • Perform a regular accounts payable cycle with limited assistance and error.
  • Achieve and maintain professional certifications and designations, when applicable and appropriate.
  • Regularly engage in professional development and continuing education, when available and feasible fiscally.

Experience:

  • Two or more years performing general accounting or bookkeeping, accounts payable, accounts receivable, or payroll functions, preferably in a governmental or public agency setting. 

Education:

  • Completion of coursework toward, or attainment of, an Associate’s Degree in Business Administration, Accounting, Payroll, Bookkeeping, or related field.  Professional certifications in payroll, purchasing, or a closely related field is preferred. 

Necessary Special Requirement:

  • Possession of a valid Class C California driver's license.

SELECTION PROCEDURE

Applications must be filled out completely. Applications will be reviewed by a screening committee and those applicants who appear to be among the best qualified will be selected for the examination process.  This process may include a variety of techniques designed to test applicants’ knowledge, skills, and abilities to perform the duties and responsibilities of the job.  An eligibility list will be established by ranking candidates by their overall score and a selection will be made from the candidates on this list.  All employment offers are subject to a City-paid physical examination and a thorough reference and background check.

In accordance with the Immigration Reform Act of 1986, the City must verify, once an employment offer has been made, that all persons have written proof of their right to work in the United States.

In accordance with the Americans with Disabilities Act (ADA), if special accommodations are necessary at any stage of the testing process, please notify the Human Resources Department in advance at (707) 463-6244 so your request may be reviewed prior to the occurrence of the test.

The City of Ukiah is an Equal Opportunity Employer committed to building a diverse workforce.

Continually working to promote diversity, equity, transparency, and justice through the adoption and implementation of City practices, policies, and procedures.

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