Finance Coordinator

Highland Park, TX; Highland Park (TX); On-site; USD 55,000 - 75,000; Full time

Job summary

The Town of Highland Park is seeking a Finance Support Specialist to coordinate purchasing, accounts payable, cash receipting, and related finance tasks. You will work with multiple financial systems, process POs, manage vendor setup, and support grant administration.

Qualifications include an Associate degree in accounting/finance and 3+ years of related experience. Strong communication and confidentiality are essential for success in this role.

Qualifications

• Working knowledge of governmental purchasing principles and practices.
• Knowledge of basic accounting and accounts payable practices.
• Strong written and verbal communication, ability to collaborate with town staff and vendors.
• Ability to handle cash and sensitive financial information with accuracy and integrity.
• Proficiency with enterprise financial software and MS Office, esp. Excel.

Responsibilities

• Coordinate purchase requisition and PO processes ensuring compliance with town policies and state requirements.
• Approve requisitions at Finance level and route POs for final review.
• Administer purchasing card program including reconciliation and documentation.
• Process daily cash updates, reconcile reports, and post balanced transactions.
• Create and maintain vendor records, and provide accounts payable support.
• Process open records requests and manage mail/document routing for timely payments.
• Maintain records for POs, invoices, and vendor documentation per retention rules.
• Assist with grant administration, budgeting, and reporting documentation.
• Provide guidance on purchasing processes to departments and staff.
• Maintain Finance website with budget and check register information.

Skills

Government purchasing knowledge

Accounts payable basics

Communication skills

Cash handling & confidentiality

MS Office 365 / Excel

Attention to detail

Education

Associate-level degree in accounting/finance

Tools

Tyler Technologies Incode ERP

MS Office 365

Job description

Under the general supervision of the Director of Finance, this position coordinates the Town's purchasing and procurement support functions, including purchase requisition and purchase order review, purchasing card program administration, and vendor setup and maintenance. The position also coordinates daily cash receipting, balancing, and deposit processes for Town departments and provides accounts payable and general Finance administrative support. The position works with multiple financial software systems to complete assigned duties and special projects and interacts with Town employees, residents, vendors, and other stakeholders.

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

• Coordinates the Town's purchase requisition and purchase order process to ensure compliance with Town policies and applicable State purchasing requirements including verifying the proper documentation, quotes, and approvals are obtained.
• Approves requisitions at the Finance level and routes purchase orders for final review and approval.
• Administers the Town's purchasing card program by distributing monthly cardholder statements, establishing reconciliation deadlines, reviewing documentation for proper coding and approvals, and processing the transactions in the Town’s financial system.
• Processes daily cash updates for departments, reconciles departmental reports to system end-of-day totals, researches and resolves discrepancies, and approves and posts balanced transactions.
• Coordinates the collection, receipting, and balancing of cash and check collections from Town departments and prepares collections for scheduled bank pickup in coordination with Accounts Payable.
• Creates and maintains vendor records in the Town's financial system by coordinating and verifying the required documentation is complete prior to setup.
• Creates vouchers and purchase orders for assigned departments, routes documentation for approval, and maintains supporting records in accordance with Finance procedures.
• Provides accounts payable support, including the preparation and routing of invoices, vouchers, and supporting records, and the processing of purchase order and receipt corrections, voids, and reinstatements, verifying accuracy prior to final processing.
• Processes Finance-related public information (open records) requests by locating and compiling responsive Finance and purchasing records and coordinating responses within required deadlines.
• Processes incoming Finance mail daily; opens, sorts, scans, and routes invoices, payments, and financial documents to the responsible departments to support timely approval and payment.
• Coordinates ancillary Finance and purchasing processes, including the disposition of surplus Town property through the Town's auction provider, the publication of required public and legal notices, and the creation of project codes in the financial system at the request of operating departments.
• Monitors the Town's purchasing inbox and serves as a primary point of contact for departments on purchasing procedures, account coding, documentation requirements, and purchase order questions.
• Provides guidance and training to department staff as needed on purchasing requirements, the Town’s financial system, etc.
• Maintains the Finance section of the Town website by posting check registers, budget information, and other Finance documents, and reviewing updates for accuracy prior to publication.
• Orders and maintains Finance and Town office supply inventories, including checks, envelopes, paper, and related supplies, and reordering as needed.
• Maintains organized electronic and physical records for purchase orders, requisitions, invoices, purchasing card statements, and vendor documentation in accordance with the Town's records retention requirements.
• Coordinates administrative aspects of Town grants, including tracking grant budgets and expenditures against award terms, assisting departments with compliance documentation and reporting deadlines, and coordinating with departments and grantor agencies on grant financial reporting requirements.
• Assists with monitoring departmental budgets, reviewing account balances to identify variances, and coordinating the preparation and routing of budget transfer documentation for review and approval.
• Performs other duties as assigned to support the Town's mission, goals, and strategic initiatives.

Necessary Knowledge, Abilities and Skills

• Working knowledge of governmental purchasing principles and practices, including competitive bidding thresholds, cooperative purchasing programs, and applicable State of Texas purchasing requirements.
• Knowledge of basic accounting and accounts payable practices, including account coding, purchase orders, vouchers, cash receipting, and reconciliation.
• Strong written and verbal communication skills, with the ability to explain purchasing and Finance requirements clearly and collaborate effectively with Town staff, Town management, departments, vendors, elected officials, residents, and community stakeholders.
• Ability to handle cash and sensitive financial information with a high degree of accuracy, confidentiality, and integrity.
• Skilled in the use of enterprise financial software, word processing applications, and automated accounting systems. Proficient in Microsoft Office 365, including basic comfort with Microsoft Excel.
• Strong attention to detail and problem-solving abilities, including the capacity to manage multiple concurrent tasks, prioritize workloads, and maintain accuracy under strict deadlines.

• Associate's degree with credited coursework in accounting, finance, business administration, or a related field from an accredited college or university
• At least three (3) years of progressively responsible experience coordinating purchasing, accounts payable, cash receipting, and related finance support functions.

Preferred Qualifications

• Bachelor's degree in accounting, finance, business administration, or a related field from an accredited college or university.
• Experience with Tyler Technologies Incode (ERP Pro 9 or 10) or a comparable governmental enterprise resource planning system.
• Certification in public procurement, such as the NIGP Certified Procurement Professional (NIGP-CPP), Certified Texas Contract Manager (CTCM), or Certified Texas Contract Developer (CTCD).
• Knowledge of fund, governmental, or not-for-profit accounting principles and practices.
• Demonstrated intermediate level proficiency in Microsoft Office 4.5, with a particular emphasis on Microsoft Excel.

Tools and Equipment Used

Personal computers and other standard office equipment including telephone and multi-function copy machine.