• Job Description

  Req#: 4649324

  The City of Newberg is seeking an Accounts Payable Specialist with advanced technical skills, proficient in Excel and capable of learning new software. Payroll experience is preferred, but not required. Applicants must be available to work at least 4 days per week on site. Remote work for this position is limited to 1 day per week if the candidate works a 5/8 schedule. There will be no remote work for anyone working a 4/10 schedule. This posting closes on 9/22/24 with the first review on 9/23/24. Proficiency testing may accompany interviews

  GENERALSTATEMENT

  Performs a variety of specialized clerical, accounting, and administrative work that may include accounts receivable, cash reconciliation, general administration, municipal services statements, accounts payable and payroll.

  SUPERVISION RECEIVED

  Works under the general supervision of the Management Analyst or Accounting Manager or designee.

  SUPERVISION EXERCISED

  None.

  ESSENTIAL DUTIES AND RESPONSIBILITIES

  • Accumulates, calculates, posts, balances, reconciles data.
  • Provides accounting assistance to other departments of the City.
  • Identifies irregularities and researches and revolves discrepancies in accordance with established procedures.
  • Provides notary services.
  • Periodically prepares utility, financial, statistical or operational reports as assigned.
  • Assists with records management.
  • Performs special accounting projects as assigned.
  • Completes purchase orders, invoices, orders supplies.
  • Provides accounting and clerical support to Finance Department as required.
  • Researches, creates, and edits a variety of electronic correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
  • Provides backup for other Accounting Clerk II positions, as needed, to ensure completion of their assigned duties and responsibilities. While the primary responsibilities of the position may be specific to a particular specialty, cross-training will occur between Accounts Payable/Payroll, Accounts Receivable, and Municipal Services Billing.
  • The incumbents in this position are required to perform records management and retention, using the state standards and adhering to City policies, practices and procedures.

  Accounts Payable/ Payroll

  • Matches purchase orders and invoices for payment weekly,
  • Enters invoices into financial software,
  • Disburses City funds upon approval of invoices and check requests.
  • Maintains Account Payable electronic and physical files.
  • Backs up payroll function in the absence of the Payroll Specialist, which may include:
    • Preparing monthly payrolls, as well as termination and special payroll checks.
    • Preparing all monthly, quarterly and annual reports related to payroll,
    • Calculating and paying state and federal taxes, insurance premium payments, retirement reporting and submittal, etc.
    • Preparing employee benefit payments, maintains related data and prepares reports.
    • Responding to employee and supervisor payroll questions.
    • Receiving telephone calls, emails, and employee visits concerning payroll issues; handles questions and matters of a more technical nature; responds to outside agencies.

    Accounts Receivable

    • Process Cash Receipting – maintain daily cash activities, balance to cash on hand against receipts; prepare and balance accounts from departments.
    • Assess and correct payment/deposit discrepancies with banks and departments.
    • Monitor purchase card activities; add/remove from tracking software, verify charges and coding, generate monthly reports and journal entries.
    • Generate vehicle fuel log/garage services spreadsheets including journal entries.
    • Prepare/generate purchase orders from requisitions; verify requisitions and consult with department on specifications.
    • Prepares entries to maintain the fixed asset ledger, enters new and updates data into the accounting system, including capital purchase.
    • Prepares and monitors the municipal services statement assistance program.
    • Tracks outstanding checks.
    • Assists in maintaining fixed asset accounts of the City.

    Municipal Services Billing

    • Reads computer files or gathers records such as meter readings.
    • Prepares routes for meter technicians.
    • Processes incoming payments. Posts transactions to accounting records such as spreadsheets & computer files.
    • Processes work orders for service disconnections, reconnections, new orders, leak adjustments, and other public works service requests.
    • Processes meter reading data; prepares and coordinates mailing municipal services statements with third-party vendor; maintains current customer account files; assists in reconciling municipal services billing activity with the general ledger.
    • Prepares, calculates, and tracks leak adjustment credits for customer accounts.
    • Pursues collection of delinquent municipal services accounts, including preparation and mailing of final notices, shut-off and turn-on orders, establishing and monitoring payment schedules, customer follow-up account research, preparing liens and write-offs, appearing in court to testify on behalf of City, when appropriate.

    Other duties as assigned. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.

    EDUCATION AND EXPERIENCE:

    Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, accounting, data processing. Some post-high school financial or/accounting coursework is preferred.

    Four (4) years of increasingly responsible position-related experience. Working knowledge of governmental accounting principles and practices.

    Equivalent combination of education and experience may be considered.
    
    

    SPECIAL REQUIREMENTS:

    Must be bondable.

    Ability and willingness to become certified by the State of Oregon as a Notary.

    Must successfully pass a criminal history background check.

    The incumbent should have the ability to work remotely as business needs dictate, with the City providing the equipment necessary to perform remote work.

    KNOWLEDGE, SKILLS AND ABILITIES:

    • Working knowledge of computers, electronic data processing, and common office software.
    • Working knowledge of modern office practices and procedures.
    • Skill in operating listed tools and equipment.
    • Ability to perform arithmetic computations accurately and quickly using modern office software programs and calculation technology; ability to communicate effectively verbally and in writing.
    • Ability to establish and maintain positive and cooperative working relationships with City staff, other organizations and the general public.
    • Ability to work under pressure and deal professionally with frequent interruptions.
    • Ability to meet deadlines.

    TOOLS AND EQUIPMENT USED:
    Computer, including word processing, spreadsheet and database software; 10-key calculator by touch, standard office equipment and communication devices including telephones.

    PHYSICAL DEMANDS
    The physical demands described here are representative of those that must be met by an average employee to successfully perform the essential functions of this job. Reasonable accommodation will be made to meet the needs of qualified individuals with limitations who can perform the essential functions of the job.

    While performing the duties of this job, the employee is frequently required to sit, talk and listen. The employee is occasionally required to walk; use hands to operate, finger, handle, or feel objects, tools, or controls; and reach with hands and arms. Weekly lifting, moving and carrying of objects up to 25 lbs, and crouching, bending, kneeling. Specific vision abilities required by this job include close vision and the ability to adjust focus. Regular focus on a computer screen for prolonged periods and daily use of a keyboard.

    WORK ENVIRONMENT
    The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

    Work is performed generally in a standard indoor office setting working at a desk. The noise level in the work environment is usually moderately quiet.

    This position description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

• About the company

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