Accounting Assistant

About the role

This position performs technical duties in support of assigned city financial operations.

Responsibilities

• Processes and approves accounts payable invoices for payment; reviews vendor statements monthly to ensure proper processing by departments.
• Completes vendor credit applications as requested by departments to establish payment terms; assists in maintaining financial system for vendor set-up; enters new and updates existing vendor information.
• Processes and approves purchasing card transactions.
• Posts monthly interest and fees generated by bank accounts to the general ledger; balances bank statements.
• Balances daily reports to copies of deposit slips received from department as assigned.
• Enters monthly appropriations designated by the City Commission to fund agency requests as assigned.
• Collaborates with buyers of auctioned items to provide receipts, etc. as assigned.
• Maintains record of vehicle titles as assigned; ensures titles are filed under correct departments; returns disposed of vehicle titles to Fleet Division for sale by auction.
• Generates and maintains accounts payable group to balance various reports/invoices for Municipal Court as assigned.
• Aids in the management of fixed assets as assigned; compares items delivered to invoices; documents serial numbers, dates purchased and received, location, etc. and assign city identification number; completes related reports and maintains records.
• Maintains travel expense reports as assigned; collects data on cash expenditures for 1099 reports; scans and maintains related files.
• Researches business tax payment activity to ensure compliance.
• Processes utility bills and work orders and reconciles prepay accounts.
• Resolves billing errors and performs analysis of utility accounts.
• Exchanges information with other departments to resolve discrepancies in utility accounts.
• Performs adjustments to utility accounts related to water leaks, pool fills, debt collection, garbage exemption, and returned items.
• Collects delinquent utility accounts, including submission of debt to third-party collection agencies.
• Manages and tracks bankruptcy accounts to ensure applicable laws are followed.
• Performs nightly payment balancing to submit end-of-day processing and reporting.
• Setups new City of Dothan utility accounts for interdepartmental billing by assigning the correct department, receivable codes, expense account, and payable account.
• Processes interdepartmental bills twice monthly ensuring accounts are charged timely and correctly.
• Coordinates with external utility assistance agencies to ensure compliance with federal and state regulations.
• Aids Customer Service Representatives with daily utility workflow and resolves escalated customer inquiries.
• Performs related duties.

Requirements

• Knowledge of generally accepted accounting principles (GAAP).
• Knowledge of Governmental Accounting Standards Board (GASB) guidelines.
• Knowledge of accounts payable and receivable principles.
• Knowledge of general ledger accounting principles.
• Knowledge of relevant federal and state laws, city policies, and department policies and procedures.
• Knowledge of computers and job-related software programs.
• Skill in problem solving.
• Skill in Microsoft Excel, Word, and Outlook.
• Skill in prioritizing and planning.
• Skill in interpersonal relations.
• Skill in oral and written communication.

Qualifications

• Graduation from standard senior high school or GED, as recognized by the USDE or CHEA.
• Two (2) years recent work experience in accounting, bookkeeping, or fiscal clerical experience.
• Possession of a current Certified Governmental Accounting Technician certification (CGAT) preferred.
• Graduation from an accredited* college or university with an Associate’s degree or higher in Finance, Accounting, Business, or closely related field from an accredited* college or university preferred.
• Necessary Special Requirements:
  • Pass a Data Entry test with a minimum composite score of 65.
  • Obtain a CGAT certification within three (3) years of employment/promotion/demotion/transfer.
  • Background investigation.
  • Drug and Alcohol testing.
  • Employment physical standard.