Location: Boynton Beach,FL, USA
The purpose of this classification is to perform intermediate clerical and technical work involving the preparation and maintenance of fiscal and accounting records; performing related work as required. Work is performed under regular supervision of the Deputy Finance Director or Director of Financial Services. This position will act as the liaison between the department they work within while providing financial services department support.
The following duties and functions, as outlined herein, are intended to be representative of the type of tasks performed within this classification. They are not listed in any order of importance. The omission of specific statements of the duties or functions does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Enters receiving information into systems for payment.
Reviews invoices, checks extensions, additions, proper coding, and other pertinent data; processes for payment.
Acts as liaison between Financial Services, purchasing, and vendors regarding payment or other inquires.
Performs as a liaison between Department and Financial Services billing when necessary. This should ensure transparency for billing and receiving payments for all billable services.
Operates calculator, computer terminal, and other standard office equipment to establish, update, and maintain records.
Initiates, manages and tracks all purchase orders as directed.
Performs administrative and financial functions related to overall departmental operations; assists Director and Division Managers with administrative issues; coordinates departmental administrative staff and resources; reviews/revises department policies; administers City personnel policies; modifies and maintains departmental organizational charts; maintains vehicle maintenance records; reviews and redesigns various forms used within the department.
Coordinates budget activities; compiles, prepares and presents division, group and overall department budgets for operating expenses, capital expenditures, personnel requests, and vehicle requests; reviews/analyzes the general ledgers of each division; reviews and allocates expenditures for Department Director. Processes various financial documentation; may prepare or verify/approve payroll; solicits price quotes; verifies/approves accounts payable check requests. Items to be included are:
* Pays all invoices and accounts payable associated with the Department Budget.
* Prints weekly copy of current detail budget report for Department Director.
* Prints weekly budget account balance report, identify which accounts have low balances and advise Supervisor of any balance transfer needs.
* Processes and monitors all budget transfers and inform Supervisor of status every Monday.
* Maintains budget spreadsheet of all department budget accounts, needs, balances and accounts payable by due date.
* Processes monthly credit card statements for the department.
* Analyzes and reports trends effecting the Department's budget.
* Assists in the preparation, data entry, and tracking of department and event specific budgets.
* Assists in annual budget preparation and presentation.
Manages payroll processing, billing, and collections for the Department.
Maintains petty cash and files on all Department contracts and Department grants.
Works closely with other City departments to ensure inter-departmental coordination.
Maintains the department's financial electronic and paper records.
Prepares and/or reviews a variety of operational records and reports including statistics, customer and other data gathering surveys, revenue and expense reports, program participation records, and vendor contracts. Analyzes report/record information to use for planning and management activities; submits reports to management; and presents information upon request.
Plans, conducts and/or coordinates staff training on department and City policies and programs .
Establishes effective working relationships with City employees, management, community groups, meeting planners, local businesses, Chamber of Commerce, Community Redevelopment Agency (CRA), Business Development Board, service providers, media representatives and other parties; provides customer service and assistance to patrons, participants, and the general public; resolves sensitive issues and problems; and provides information regarding programs, policies and services.
Acts as liaison with other department/divisions, conveys information among department personnel.
Oversees special projects and performs project management, as assigned by the Department Director.
Prepares and transcribes technical and statistical terminology and data to a more generally acceptable public format for dissemination.
Promotes green practices to reduce negative impact on the environment.
Attends various meetings, serves on assigned committees, and/or presents information as needed; participates in department and workgroup meetings.
Prepares a variety of documents, technical and statistical reports, graphs, maps, and presentations using a variety of software such as word processing, spreadsheets, databases, and other system software. Composes letters, memorandum and other types of correspondence for the management team.
Communicates with Supervisor, Department Director, City Manager, City Commissioners, architects, engineers, design professionals, division/department employees, other departments and City employees, contractors, vendors sales representatives, the public, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, and/or resolve problems.
Maintains confidentiality of department issues and documentation.
Represents the Director/Managers at internal and external meetings as directed.
Additional Functions
Performs other related duties and special projects as assigned.
Operates a motor vehicle to attend meetings away from primary work location.
* Bachelor's degree in Accounting, Finance, or Business Administration from an accredited University;
* One (1) year previous work experience in some form of purchasing and/or contract management;
* Must have completed Excel Beginner Certification/Course or complete within six (6) months of hire; and
* Must possess (or able to obtain within fourteen (14) days of hire) and maintain a valid Florida driver's license.
PREFERRED QUALIFICATIONS
Minimum Qualifications for education and experience must be met before consideration of the following Preferred Qualifications:
* One (1) year previous work experience in local government;
COMMUNICATION COMPETENCIES
Effectively communicates with supervisor, employees, other departments, contractors, engineers, companies, vendors, outside agencies, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Accurately and expeditiously receives and delivers messages and information to the appropriate individuals.
Ability to prepare accurate and thorough written records and reports.
Ability to understand and follow oral and written instructions and to complete assigned tasks with minimal supervisory direction.
Ability to understand and quickly and accurately follow brief oral and written instructions on moderately complex matters.
Ability to establish and maintain harmonious working relationships with supervisor, customers, other employees, other departments, other governmental and regulatory agencies, and the general public.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of bookkeeping terminology, methods, procedures, and equipment.
Knowledge of standard office procedures, practices, and equipment.
Knowledge of accounting principles and related data processing equipment.
Skill in the use of computer terminal and word processing equipment.
Ability to understand and follow oral and written directions.
Ability to establish and follow detailed work procedures.
Ability to post accounts and to perform mathematical computations with speed and accuracy.
Skilled in the use of a variety of office machines and some typing ability.
Ability to establish and maintain effective working relationships with supervisors, employees, and contractors.