Accounting Coordinator: Full-Time

JOB SUMMARY

The Accounting Coordinator performs a wide variety of basic accounting and administrative work in accounts payable, cash collections and general administration.

ESSENTIAL JOB FUNCTIONS

• Processes invoices and vouchers for payment, verifies the account codes based on the chart of accounts, and mails vendor checks.
• Verifies proper approval of invoices prior to processing in accordance with Purchasing Policy.
• Enters invoices into the accounts payable system to generate checks in a timely manner to meet deadlines.
• Prepares accounts payable reports and related agenda items for City Council meetings.
• Assists with the review of accuracy of payroll calculations.
• Performs duties of cashier (including bond collections) and assists customers at the cash window as needed.
• Responsible for effectively dealing with outside vendors and internal departments of the City to resolve issues as they arise.
• Reviews and processes daily requisitions in the absence of the Purchasing Analyst.
• Sorts and distributes department mail.
• Maintains and files purchase orders once the approval process is complete.
• Maintains and files accounts payable files.
• Assists accountants with the preparation of financial reports by providing accounts payable documentation.
• Responsible for processing public records requests associated with accounts payable.
• Responsible for data entry related to the purchases made with purchase cards issued to employees on a monthly basis.
• Serves as the payroll back-up responsible for running the payroll payment process, as needed.
• Responsible for conducting quarterly new employee payroll reconciliations.
• Responsible for maintaining records of prepaid transactions.

SECONDARY JOB FUNCTIONS

• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• May act as City Hall Receptionist, when needed.
• Performs other related duties as assigned.

FISCAL BUDGET RESPONSIBILITY

• Responsible for adhering to all City of South Padre Island purchasing policies while performing purchasing tasks.

QUALIFICATIONS

Education:

• Requires a high school diploma or equivalent with coursework in general office practices such as typing, accounting, data processing and computer applications or a closely related field.
• Bachelor’s degree preferred.

Experience:

• Two (2) years of related work experience in general office practices or a related field; or any equivalent combination of education and experience, equivalency to be determined by the City.

Licenses or Certifications:

• A valid state driver’s license.

Special Requirements:

• Bilingual: Spanish and English preferred.

Knowledge, Skills and Abilities:   

• Knowledge of government regulations, rules and procedures of the City.
• Working knowledge of computers and electronic data processing.
• Working knowledge of modern office practices and procedures.
• Working knowledge of governmental accounting principles and practices.
• Skill in the operation of the listed tools and equipment.
• Ability to perform arithmetic computations accurately and quickly.
• Ability to communicate effectively verbally and in writing.
• Strong attention to detail and excellent time management.
• Ability to establish successful working relationships.
• Ability to work under pressure and/or frequent interruptions.
• Must be bondable.

TOOLS AND EQUIPMENT USED

Personal computer, specialized word processing and spreadsheet software (Incode, Excel), 10-key calculator, phone, credit card machine, copy machine, cash register, fax machine, printer and postage machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is frequently required to sit and talk or hear; use hands to finger, handle, feel or operate objects, tools, or controls; and reach with hands and arms.  The employee is occasionally required to walk; lift and/or move up to twenty-five (25) pounds.  Specific vision abilities required by this job include close vision and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  Work is normally performed inside an air-conditioned office. The noise level in the work environment is usually moderately quiet.

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job related tests may be required.