Department Accounting Analyst - Public Works

City of Corvallis; Corvallis (OR); On-site; USD 55,000 - 75,000; Full time

Job summary

The City of Corvallis Public Works Department seeks a Department Accounting Analyst to support accounts payable processing, budget monitoring, and financial tracking. The role provides complex analytical support, prepares reports, and assists with fund management and cash handling.

This full-time, AFSCME-represented position offers a 12-month probationary period with a 40-hour work week, Monday through Friday, 7:30am to 4:30pm.

Qualifications

• High school diploma or equivalent.
• Associate’s degree in accounting or two years equivalent combination of education and experience.
• One year of related professional experience utilizing computerized accounting systems and spreadsheet programs.

Responsibilities

• Perform Accounts Payable functions for the department. Ensure proper account coding and that all City and State financial requirements are met, including making documentation changes to ensure compliance.
• Maintain the department petty cash system, verifying receipts, tracking boot reimbursements, and other reconciliations such as travel training expense reimbursements.
• Process and reconcile cash receipts for preparation of daily deposits.
• Research, develop, and prepare monthly and quarterly financial operating reports for the department. Review reports developed by other divisions. Develop special reports as required.
• Identify and analyze problems/issues and interact with supervisors, managers and the department director regarding expenditure and revenue trends. Recommend changes to avoid future problems.
• Monitor department and/or division budget throughout the year. Identify developing problem areas and recommend solutions to supervisors, managers, or department director. Analyze budget trends. Maintain budget and budget adjustment records.
• Prepare, process, and track adjustment journal entries, purchase orders, contracts after execution and check requisitions. Prepare and process budget adjustments. Assist with the annual budget process for items such as reports for annual fuel, vehicle repair costs and special project carryover balancing.
• Maintain and track the department’s procurement card program, including being the proxy for approximately 80 credit cards, provide training to new employees on receipts and provides daily, weekly and monthly reconciliations.
• Assist walk-in customers, answer phones, screen calls, route calls, and take messages. Perform various customer service duties such as responding to community member complaints according to City policy, responding to other department or agency requests and, issuing parking permits, bulk water keys and temporary hydrant meters. Forward to appropriate staff or respond to emails in the Public Works email account.
• Develop or revise policies and procedures and recommend changes to improve performance.
• Maintain departmental records such as requisitions and purchase orders.
• Perform a variety of non-routine administrative duties such as the review of fleet work orders to corresponding invoices to ensure correct mark up and processing new hire paperwork.
• Provide support for contract administration, track renewal dates, act as liaison to contractors, receive and compile bid information, prepare contracts following City contract specifications and City purchasing procedures.
• Serve on internal committees when required.
• Assist the department with emergency response efforts by answering phones quickly and efficiently, recording accurate information about the situation, forwarding calls appropriately, and providing an appropriate level of information to callers regarding the status of an event.
• Assist other administrative staff and performs other related duties, including those of any classification below Department Accounting Analyst from brief instructions or through self-initiative.
• Conform with all safety rules and practices and perform work in a safe manner. Maintain job-site safety for co-workers and minimizes hazardous conditions. Attend required trainings.
• Deliver excellent customer service to diverse audiences. Respond to routine customer service requests, questions, and complaints. Maintain a positive customer service demeanor and delivers service in a respectful and patient manner.
• Perform as a member of a team, assisting with development of work group goals and objectives, and contributing to the achievement of goals and objectives. Maintain effective work relationships.
• Comply with all Administrative Policies. Perform work in accordance with Council Policies and Municipal Code sections applicable to the position.
• Arrive to work, meetings, and other work-related functions on time and maintains regular job attendance.
• Participate in the Emergency Management program including planning, classes, training sessions, exercises and emergency events as required.
• Operate and drive vehicles and/or equipment safely and legally.
• Perform other duties as assigned.

Skills

Accounts payable

Budget monitoring

Financial reporting

Customer service

Data analysis

Education

Associate’s degree in accounting

High school diploma or equivalent

Two years equivalent education & experience

Tools

Accounting software

Spreadsheets

Job description

City of Corvallis Public Works

The goal of the Public Works Department is to support and enhance the quality of life for community members by delivering responsive and efficient services to all neighborhoods and to maintain reliable and cost-effective public works facilities and systems in a manner that emphasizes customer satisfaction and good stewardship of natural, fiscal, and staff resources.

About the Position

The Department Accounting Analyst performs a wide variety of routine and complex clerical, customer service and administrative activities in alignment with established City policies and practices to assist and support department staff and community members. Responsibilities include providing complex technical and analytical support to the department in accounts payable processing, budget monitoring, and financial tracking; research, develop, analyze and interpret data; prepare information and reports; assist with fund management; telephone and in-person reception; and cash handling. This position requires the ability to exercise knowledgeable, independent judgment on routine and non-routine matters.

Full-Time, 40 hours per week. AFSCME – represented position. 12-month probationary period.

Schedule: Monday - Friday 7:30am - 4:30pm

Must meet all qualifications and requirements as listed in the position description.

• Perform Accounts Payable functions for the department. Ensure proper account coding and that all City and State financial requirements are met, including making documentation changes to ensure compliance. Identify and resolve purchasing issues with staff and vendors. Coordinate and monitor payments on department contracts.
• Maintain the department petty cash system, verifying receipts, tracking boot reimbursements, and other reconciliations such as travel training expense reimbursements.
• Process and reconcile cash receipts for preparation of daily deposits.
• Research, develop, and prepare monthly and quarterly financial operating reports for the department. Review reports developed by other divisions. Develop special reports as required.
• Identify and analyze problems/issues and interact with supervisors, managers and the department director regarding expenditure and revenue trends. Recommend changes to avoid future problems.
• Monitor department and/or division budget throughout the year. Identify developing problem areas and recommend solutions to supervisors, managers, or department director. Analyze budget trends. Maintain budget and budget adjustment records.
• Prepare, process, and track adjustment journal entries, purchase orders, contracts after execution and check requisitions. Prepare and process budget adjustments. Assist with the annual budget process for items such as reports for annual fuel, vehicle repair costs and special project carryover balancing.
• Maintain and track the department’s procurement card program, including being the proxy for approximately 80 credit cards, provide training to new employees on receipts and provides daily, weekly and monthly reconciliations.
• Assist walk-in customers, answer phones, screen calls, route calls, and take messages. Perform various customer service duties such as responding to community member complaints according to City policy, responding to other department or agency requests and, issuing parking permits, bulk water keys and temporary hydrant meters. Forward to appropriate staff or respond to emails in the Public Works email account.
• Develop or revise policies and procedures and recommend changes to improve performance.
• Maintain departmental records such as requisitions and purchase orders.
• Perform a variety of non-routine administrative duties such as the review of fleet work orders to corresponding invoices to ensure correct mark up and processing new hire paperwork.
• Provide support for contract administration, track renewal dates, act as liaison to contractors, receive and compile bid information, prepare contracts following City contract specifications and City purchasing procedures.
• Serve on internal committees when required.
• Assist the department with emergency response efforts by answering phones quickly and efficiently, recording accurate information about the situation, forwarding calls appropriately, and providing an appropriate level of information to callers regarding the status of an event.
• Assist other administrative staff and performs other related duties, including those of any classification below Department Accounting Analyst from brief instructions or through self-initiative.
• Conform with all safety rules and practices and perform work in a safe manner. Maintain job-site safety for co-workers and minimizes hazardous conditions. Attend required trainings.
• Deliver excellent customer service to diverse audiences. Respond to routine customer service requests, questions, and complaints. Maintain a positive customer service demeanor and delivers service in a respectful and patient manner.
• Perform as a member of a team, assisting with development of work group goals and objectives, and contributing to the achievement of goals and objectives. Maintain effective work relationships.
• Comply with all Administrative Policies. Perform work in accordance with Council Policies and Municipal Code sections applicable to the position.
• Arrive to work, meetings, and other work-related functions on time and maintains regular job attendance.
• Participate in the Emergency Management program including planning, classes, training sessions, exercises and emergency events as required.
• Operate and drive vehicles and/or equipment safely and legally.
• Perform other duties as assigned.

Qualifying Education / Experience

• High school diploma or equivalent.
• Associate’s degree in accounting or two years equivalent combination of education and experience, providing the required knowledge, skills, and abilities necessary to perform the essential duties of the position.
• One year of related professional experience utilizing computerized accounting systems and spreadsheet programs.

Desired Qualifications

• Experience in government or related environment.

Certifications / Licenses

• Possession of and the ability to maintain a valid Oregon Driver’s License.

Knowledge of: governmental accounting and its application; knowledge of office and department specific computer hardware and software used by position (word processor, e-mail, electronic calendar, spreadsheet, database, web, etc.); and traffic laws and defensive driving.

Skill in: organization and time management; accurate typing/word processing, proof reading and editing, filing, ten key, and operating office equipment; proficient use of business English, spelling, punctuation, grammar, basic math, and advanced bookkeeping terms and concepts; interpersonal relations, customer service, communication and telephone skills; and problem-solving.

Ability to: determine the financial impact to the City of various recommendations and to act accordingly, identify potential problems areas, analyze cause and effect; and resolve technical and service-related problems; gather information, perform complex analytical tasks, develop and analyze alternatives, and make cost effective technical and procedural decisions and recommendations; communicate financial or technical information in a clear and concise manner; maintain manual and computerized filing and record-keeping systems; resolve public inquires and complaints by telephone, e-mail and in person; get along with coworkers and the general public, and maintain effective working relationships; meet deadlines while prioritizing multiple duties and projects around set time constraints, perform routine duties independently, and to work with frequent interruptions; learn the Public Works service area citywide resources by the end of the 12 month probationary period; maintain confidentiality and exercise discretion and judgment in dealing with sensitive or confidential information; understand operational rules and general instructions; discern and apply procedures to situations as encountered within established guidelines; and use multi-line phone system; computer and associated software; copy and fax machines; scanners; and other office related tools and equipment. Pass a pre-employment background check and/or criminal history check.

In Addition: the employee shall not pose a direct threat to the health or safety of the individual or others in the workplace; have demonstrable commitment to sustainability; and have demonstrable commitment to promoting and enhancing diversity, equity and inclusion.

*Please do not include personal or protected information in attached resumes or cover letters, this includes your birth date, age, dates of education, and graduation dates.*