Job Summary

The City of West Hollywood seeks an Accounting/Finance Specialist with a background in payroll administration. The incumbent will primarily be responsible for maintaining and reconciling timekeeping records, reconciling benefits, and processing a variety of payroll transactions.

The Ideal Candidate Will:

Be committed to providing excellent customer service, be a team player, and effectively communicate city policies with courtesy.
Have experience working in an environment with sensitive and confidential information, demonstrating sound judgment, personal initiative, and discretion.
Have an understanding of timekeeping and payroll functions.
Have experience working with automated financial, payroll, and timekeeping systems.
Have the ability to pay close attention to detail with a high degree of accuracy.
Be results-oriented and able to perform effectively in a deadline-driven environment.
Demonstrate problem-solving, professionalism, and strong organizational abilities.
Have excellent editing and proofreading skills.
Have a high energy, enthusiasm, and motivated demeanor.
Experience with payroll in municipal settings is highly desired.
Experience with Tyler Eden and Tyler ERP is a plus.

Job Flyer: https://www.weho.org/home/showdocument?id=61061&t=638736867635405212

Reports to: Accounting Manager

EXAMPLES OF DUTIES

Job Summary:

Performs complex technical and administrative functions related to financial processes, including: receiving, verifying, and processing invoices, purchase orders/purchasing functions, etc.; processing payroll; entering information into computer system; processing and issuing checks; receiving and processing payments; developing and distributing various reports; preparing journal entries; and updating and maintaining all accounting/financial information, schedules, lists, data, and files related to any of these functions.

ESSENTIAL JOB FUNCTIONS: (All responsibilities may not be performed by all incumbents.)

Processes accounting/financial information for the organization, including: receiving, verifying and/or approving invoices and requisitions; reviewing contracts; reconciling encumbrance program with the General Ledger; coordinating various billing processes; entering information into computer system; collecting and coding revenues; posting payments and adjustments; prepares and adjusts journal entries; maintaining and updating computer database information and related spreadsheets; processing/issuing various certifications and permits; overseeing funds and processing transactions; and printing, verifying and issuing checks.
Processes payroll under very strict and significant time constraints, including: corresponding with staff regarding payroll matters/due dates; entering employee, time, leave and other payroll related information in the computer systems; reviewing employee time and payroll/benefit information for accuracy; ensuring accurate processing of contract requirements as applied to pay and benefits; interfacing payroll information with accounts payable information; reviewing audit and balancing reports; calculating and processing salary increases; tracking information related to the retirement program and making adjustments; reconciling accounts; preparing journal entries; and processing payroll closing functions.
Processes purchase orders and other purchasing functions, including: ensures accounting transactions related to purchases are in accordance with City policies and procedures and ensures the availability of funds; assists with the posting of requests for proposal and bid documents on various websites; assists with reviewing contract terms as needed and as related to purchasing functions; and reconciles encumbrance balances against the General Ledger. Reviews and posts requisition requests, purchase order change orders and purchase order liquidations. Performs year-end rollover and/or liquidation of purchase orders. Responds to requests for information, including public records requests, and advises other staff on purchasing policies.
Processes business tax certificates and renewals, including: assisting business owners in completing forms and answering questions related to in person or online services; coordinating of mailing lists and mass email notifications; printing, mailing or emailing digital tax certificates and renewals; conducting research to locate businesses operating without licenses; calculating related fees, penalties and taxes; coordinating renewal processes; and posting payments.
Assists in business tax certificate processes, including; developing and revising forms and instructions based on municipal code; issuing annual tax forms; identifying new businesses; and reporting delinquent accounts.
Assists in revenue maximization functions, including: coordinating use of confidential state tax data to correct allocations of sales tax data; and identifying businesses not paying taxes.
Maintains property and vehicle schedules, including: registering new vehicles; working with auction houses to sell property and vehicles; and ensuring that vehicles and property are properly insured and disposed of.
Participates in the installation of new and revised programs, systems and procedures; creates databases and prepares reports and spreadsheets.
Researches and adheres to Federal, State and County laws while reporting financials accordingly.
Implements, interprets, translates and provides assistance to staff pertaining to the City of West Hollywood Department of Finance Policies and Procedures, when appropriate.
Prepares complex, routine and non-routine reports utilizing a variety of software; receives, sorts, and summarizes material for the preparation of reports; prepares work reports.
Assist the division with administering, enforcing and interpreting City codes, ordinances, policies and administrative decisions related to division operations.
Analyzes and resolves administrative situations and problems; researches, compiles and summarizes information; set priorities and meets critical deadlines; follows up on assignments with minimal direction.
Assists the division in developing and communicating goals and objectives, work plans, budgets, policies and office procedures; recommends improvement when necessary.
Assists in reviewing various financial documents and reports; composes correspondence and communicates with vendors, business owners, constituents, staff, etc., to provide information and troubleshoot problems related to various accounting/financial functions.
Investigates departmental questions concerning transactions and makes corrections, posts and balances journal entries; reconciles and balances various accounts; generates balances and distributes various reports.
Develops and maintains various filing systems; files and retrieves documents in an orderly fashion so that materials can be easily located; opens, stamps, sorts, and distributes incoming, interoffice, and/or outgoing mail.
Assists supervisor and other staff in completing accounting/financial and general ledger functions and submitting deposits; provides assistance in analyzing financial records and reports.
Processes and assists in year-end functions related to accounting/financial operations; analyzes reports; maintains spreadsheets; prepares journal entries.
Types letters, memos, labels, reports, purchase orders, requisitions, forms or other correspondence on a computer.

IMPORTANT JOB FUNCTIONS:

Assists auditors by preparing requested information, generating reports and answering questions.
Assists in administering various financial programs, including: receiving and coding payments; sending out notices; reconciling accounts; and processing journal entries.
Maintains and upgrades knowledge, skills, and development by attending seminars and training programs and reading trade and professional journals and publications.
Follows up on inquiries from various agencies, groups, media, staff, etc., regarding department programs and services.
Coordinates and schedules meetings.
Orders supplies by generating requisitions and processing payments; coordinates functions of web site used for purchasing supplies.
Photocopies reports, memos, and other various documents for staff.
Disseminates a variety of information to various agencies, divisions, or departments via telephone, email, mail or FAX.
May serve as backup for other positions within the department.
Performs other related duties as assigned.

MATERIAL AND EQUIPMENT USED:

General Office Equipment
Computer

Minimum Qualifications Required

Education and Experience:

Associate's degree or equivalent from a two-year college or technical school; and,
Three (3) to four (4) years of progressively responsible related experience; or,
Any combination of education, training and experience which provides the required knowledge, skills, and abilities to perform the essential functions of the job.

Knowledge Of:

KNOWLEDGE, SKILLS, AND ABILITIES

Principles and practices of governmental accounts maintenance and operations, including accounts payable, accounts receivable, and auditing procedures and laws.
Basic principles and practices of accounting.
Record keeping, report preparation, filing methods and records management techniques.
General office procedures, policies and practices, as well as knowledge of computer and other general office equipment.
Applicable state, federal and local ordinances, laws, rules, and regulations and legislative issues.
Standard business arithmetic, including percentages and decimals.

Skill in:

Using tact, discretion, initiative and independent judgment within established guidelines.
Identifying and resolving office administrative situations and problems.
Researching, compiling, and summarizing a variety of informational and statistical data and materials.
Operating and routine maintenance of general office machines such as copiers, facsimile machines, and telephone systems.
Using a computer and all computer software applications to perform the essential and important functions of the job.
Using a computer to accurately and rapidly enter and retrieve data and information.
Preparing clear and concise reports, correspondence, and other written materials.
Communicating orally and in writing with staff, public, and City and governmental officials to give and receive information in a courteous manner.

Abilities:

Ability to read and comprehend instructions, routine correspondence and memos.
Ability to learn policies and procedures, codes, ordinances and departmental operating standards.
Ability to understand and carry out oral and written instructions.
Ability to establish and maintain effective working relationships with others.
Ability to identify confidential material and information and maintain confidentiality of same.
Ability to communicate in English both orally and in writing at the appropriate level.
Ability to perform complex mathematical calculation at the appropriate level.
Ability to deal with problems involving several concrete variables in standardized situations.

While performing the essential functions of this job, the incumbent is regularly required to sit; use hands to finger, handle, or feel objects; reach with hands and arms; speak and hear; and push, pull and/or lift up to 25 pounds occasionally.

Working Conditions:

Work is performed in a normal office environment with little exposure to outdoor temperatures or dirt and dust.
The incumbent's working conditions are typically moderately quiet.

This class specification should not be interpreted as all inclusive. It is intended to identify the essential functions and requirements of this job. Incumbents may be requested to perform job-related responsibilities and tasks other than those stated in this specification. Any essential function or requirement of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans with Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

City of West Hollywood

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