Finance Specialist

City of El Monte; El Monte (CA); On-site; USD 52,000 - 75,000; Full time

Job summary

The City of El Monte is seeking an experienced accounting support specialist to perform a full range of duties in accounts payable, accounts receivable, and payroll. This role works with manual and computerized records, ensuring accuracy and compliance with regulations.

The successful candidate will maintain ledgers, prepare payroll, and generate financial reports while supporting city departments and handling customer inquiries with professionalism.

Qualifications

• Equivalent to an associate degree with major coursework in finance, accounting, or related field.
• Three years of technical accounting experience.
• Knowledge of payroll processes and related regulations.
• Experience with public agency accounting and auditing.

Responsibilities

• Perform accounting support duties for utility billing, accounts payable, and payroll.
• Post, balance, and maintain financial records.
• Prepare payroll for City employees and balance payroll reports.
• Audit time records and ensure compliance with rules.
• Maintain ledgers, journals, and compute tax reports.

Skills

Public finance

Payroll processes

Benefits payroll

Record keeping

Auditing

Math skills

GL posting

Reconciliation

Payroll reporting

Laws & regulations

Customer service

English language

Software tools

Education

Associate degree in finance/accounting

Job description

This recruitment may close before the deadline listed above or upon receipt of the first 100 applications, whichever comes first.

DEFINITION

Under general direction, performs a variety of complex technical and administrative accounting support duties in the preparation, maintenance, and processing of accounting records and transactions, including accounts payable, accounts receivable, and payroll; and balances and maintains manual and computerized accounting and financial records; and performs related work as required.

SUPERVISION RECEIVED AND EXERCISED

Receives general direction from assigned supervisory or management personnel. Exercises no direct supervision over staff.

CLASS CHARACTERISITCS

This fully qualified journey-level classification performs the full range of duties as assigned, works independently, and exercises judgement and initiative. Positions at this level receive only occasional instruction or assistance as new or unusual situations arise and are fully aware of the operating procedures and policies of the work unit.

Examples of TYPICAL JOB FUNCTIONS (Illustrative Only)

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Performs a variety of administrative and technical account support duties related to utility billing, accounts payable, and payroll including posting, balancing, adjusting, and maintaining manual and computerized account and financial records according to established policies and procedures.
• Verifies, posts, and records a variety of financial transactions; prepares and maintains databases, records, and a variety of periodic and special financial, accounting, and statistical reports; generates reports and balances them appropriately.
• Maintains a variety of ledgers, registers, and journals according to established account policies and procedures; reconciles transactions and data as directed; records changes and resolves differences; maintains the accuracy of accounting and financial records.
• Participates in the assignment of appropriate billing rates for utility and other municipal services; adjusts and makes corrections on accounts as required; provides support for the lower-level staff.
• Receives, reviews, verifies, and processes time recording documents to prepare payroll for City employees; audits such documents for completeness, accuracy, and compliance with rules and regulations; prepares and balances payroll reports and records.
• Processes, calculates, and maintains records of a variety of payroll actions; maintains employee records for voluntary and non-voluntary deductions; prepares payroll warrants and wire transfers; prepares reports and payments for various tax, financial, and insurance organizations.
• Processes and maintains a wide variety of documents associated with employee payroll including withholding forms, plan participation forms, court orders, etc.; enters timesheet data into software programs; identifies problems or issues and resolves with employee or supervisor as necessary.
• Interprets, applies, explains, and ensures compliance with provisions of collective bargaining contracts and personnel rules as they apply to payroll and a wide variety of paid and unpaid leave usage; suggests contract and rule changes to improve payroll and time reporting.
• Applies and ensures compliance with applicable tax laws and rulings regarding the employee benefits program and earnings.
• Receives and verifies timesheets; checks for available sick leave and vacation days and other types of available leave days and inputs into payroll system; advises supervisors and employees on requirements of union contracts for time reporting.
• Prepares reports and payments for employee retirement benefits; prepares quarterly Federal and State tax reports.
• Prepares insurance premium statements for payment; updates insurance changes for City employees.
• Assists departments and employees by providing payroll information, explaining procedures, and answering labor contract questions pertaining to payroll.
• Maintains a variety of files and records related to the City's payroll system and general accounting techniques and procedures; reconciles transactions and data as directed; records changes and resolves differences, maintains the accuracy of the accounting and financial records.
• Assists with preparation of Comprehensive Annual Financial Report (CAFR) including providing statistical information.
• Audits receipts of financial transactions for various departments.
• Assists customers, departments, and employees by providing answers and information regarding specific account information, discrepancies, general accounting procedures, and/or department specific issues and problems; researches issues regarding specific transactions; and updates related files and departments on action items.
• Performs clerical and administrative functions for the Finance Department by answering internal and external phone calls, sorting and distributing mail, preparing correspondence, and other related tasks.
• Performs other duties as assigned.

Qualifications

Knowledge of:

• Public agency finance and account functions.
• Payroll processes and techniques.
• Employee benefits processes as they relate to payroll.
• Record keeping, information processing requirements and rules and policies related to the production of an employee payroll.
• Principles and practices of auditing financial documents.
• Mathematical principles.
• Principles and practices of posting financial transactions to the general ledger.
• Methods and techniques of reconciling and balancing financial documents.
• Payroll reporting and payment requirements of various State and Federal agencies and benefit providers.
• Applicable Federal, State, and local laws,regulatory codes, ordinances, and proceduresrelevant to assigned area of responsibility, including the City's various bargaining unit Memoranda of Understanding and related contracts and documents.
• Techniques for providing a high level of customer service by effectively dealing with the public, vendors, contractors, and City staff.
• The structure and content of the English language, including the meaning and spelling of words, rules of composition, and grammar.
• Modern equipment and communication tools used for business functions and program, project, and task coordination, including computers and software programs relevant to work performed.

Ability to:

• Perform technical accounting duties in support of general accounting and payroll programs.
• Interpret, apply, explain, and ensure compliance with applicable Federal, State, and local laws, rules, regulations, policies, and procedures of accounting and payroll processing.
• Review financial documents for completeness and accuracy.
• Review, post, balance, reconcile, and maintain accurate financial records.
• Compose correspondence and reports independently or from brief instructions.
• Make accurate arithmetic, financial, and statistical computations.
• Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
• Establish and maintain a variety of filing, record-keeping, and tracking systems.
• Work closely with staff to maintain a high level of integrity and confidentiality when dealing with sensitive and complex issues.
• Understand, interpret, and apply all pertinent laws, codes, regulations, policies and procedures, and standards relevant to work performed.
• Independently organize work, set priorities, meet critical deadlines, and follow-up on assignments.
• Effectively use computer systems, software applications, and modern business equipment to perform a variety of work tasks.
• Communicate clearly and concisely, both orally and in writing, using appropriate English grammar and syntax.
• Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Education and Experience

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Equivalent to associate degree with major coursework in finance, accounting, or a related field.

Three (3) years of technical accounting experience.

Licenses and Certifications

• None

PHYSICAL DEMANDS

Must possess mobility to work in a standard office setting and use standard office equipment, including a computer; vision to read printed materials and a computer screen; and hearing and speech to communicate in person and over the telephone. This is primarily a sedentary office classification although standing in work areas and walking between work areas may be required. Finger dexterity is needed to access, enter, and retrieve data using a computer keyboard or calculator and to operate standard office equipment. Positions in this classification occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Employees must possess the ability to lift, carry, push, and pull materials and objects up to 25 pounds.

ENVIRONMENTAL CONDITIONS

Employees work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Employees may interact with upset staff and/or public and private representatives in interpreting and enforcing departmental policies and procedures.

E-Verify

The City of El Monte is an E-Verify employer. E-Verify is an Internet based system operated by the Department of Homeland Security (DHS) in partnership with the Social Security Administration (SSA) that allows participating employers to electronically verify the employment eligibility of newly hired employees in the United States.