Accounting/Procurement Assistant

MINIMUM TRAINING & EXPERIENCE Graduation from an accredited college/university with an Associate degree in accounting, procurement, finance, business, or related field plus five (5) years of work experience in accounting, procurement, finance, or business preferred. In lieu of an Associate degree, a high school diploma plus nine (9) or more years of work experience in accounting, procurement, finance, or business will be accepted. Government work experience is preferred. Knowledge of computerized accounting applications and spreadsheets required. Must possess a valid Florida’s Driver’s License and have and maintain an acceptable driving record. EMERGENCY DECLARATION STATUS Code 3: Non-essential employees will not be required to work during a declared emergency but may be required to work during an undeclared emergency or in the aftermath of an event associated with a declared emergency. Employee may be re-assigned to another position or another Department. On an incident-by-incident basis, the employee’s Department Head will make the determination when the employee will be required to work and if they are re-assigned based on the needs of the City. GENERAL STATEMENT OF JOB Under limited supervision, performs a variety of professional level duties involved in coordinating various accounting and procurement activities; analyzes and reconciles financial transactions; assists in maintaining the accuracy of the Public Works capital projects; prepares and maintains accurate financial records and reports; assists in the preparation of assigned budgets, annual audit, procurement documents and year end closing; and provides highly responsible staff assistance to the assigned management staff. Considerable independent judgment and initiative are required in performing assigned duties. Reports to the designated manager. SPECIFIC DUTIES & RESPONSIBLITIES ESSENTIAL JOB FUNCTIONS Assists the Division Managers, Supervisors and the Public Works Accountant. Assist in data entry and analysis of information in systems to manage, track, maintain and procure vehicle assets and fuel supplies. Monitoring of capital improvement projects and general expenditures and providing periodic reports for capital projects. Assists in all aspects of the development and preparation of the Public Works budget process and preparation (included but not limited to: scheduling review meetings, entering data in the City’s financial software (HTE), year-end estimates and projections for all expenditures and revenues, position control revisions, budget adjustment requests, CIP project detail sheets, fee schedules, etc. Assists in monitoring transactions to ensure they are applied to the appropriate line item and are within budget. Assists project managers with grants reimbursement requests, reports and monitoring expenditures and revenue. Assists in the preparation and processing of journal vouchers, budget transfers, and budget amendments as necessary. Assists with external auditors during performance of the City’s annual audit and during preparation of the annual financial report. Assists in the procurement process to expedite the purchases of goods and services. Assists in the accounts payable process for the department. Reviews and verifies invoices for accuracy, processes invoices for payment, and monitors expenses. Assists in identifying capital equipment during the procurement process. Coordinates disposal of surplus items. Performs quality assurance/quality control checks of data accuracy, analyzes aggregated and individualized data sets, and prepares written reports. Performs data research and develops and prepares specialized reports for management. Assists with special projects as needed. ADDITIONAL JOB FUNCTIONS Performs other work as required. This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills or working conditions associated with the position. Whi…

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