Accounting/Procurement Assistant

City of Palm Bay; Town of Florida (NY); On-site; USD 50,000 - 75,000; Full time

Job summary

City of Palm Bay is seeking a detail-oriented professional to coordinate accounting and procurement activities within the Public Works department. The role requires an associate degree (or equivalent experience) and several years of related work to support financial records, budgeting, and audits.

Under limited supervision, you will analyze financial data, assist with capital projects, grants, and year-end closing, while aiding external auditors and procurement processes.

Qualifications

• Associate degree in accounting, procurement, finance, business or related field is preferred.
• High school diploma with 9+ years of related experience accepted in lieu of degree.
• Government work experience is preferred.
• Knowledge of computerized accounting applications and spreadsheets is required.
• Must possess a valid Florida driver’s license and maintain acceptable driving record.

Responsibilities

• Coordinate various accounting and procurement activities under limited supervision.
• Analyze and reconcile financial transactions.
• Assist in maintaining accuracy of Public Works capital projects and financial records.
• Prepare budgets, annual audit, procurement documents and year-end closing.
• Assist with grants, journal vouchers, budget transfers and amendments.
• Support external auditors during annual city audit and financial reporting.
• Assist in accounts payable processing and procurement to expedite purchases.
• Identify capital equipment and coordinate disposal of surplus items.

Skills

Accounting knowledge

Finance

Data entry

Financial analysis

Procurement coordination

Education

Associate degree in accounting/procurement/finance/business

High school diploma + 9+ years experience

Tools

Accounting software

Spreadsheets

Job description

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.

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.

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.

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. While it is intended to accurately reflect the position activities and requirements, Management reserves the right to modify, add or remove duties and assign other duties as necessary that are a logical assignment to the position.