Accounting Assistant

Reporting to the Financial Services Manager, handle the accounts payable duties for the department and provide analytical support related to two federal housing programs, purchasing activities, and departmental and project budgeting.

Responsibilities

• Review, validate, and pay all invoices for the Community Planning and Development Department, ensuring adequate documentation and approvals.
• Match invoices with purchase orders for processing payments, including split funding.
• Obtain account coding and approval for payments from division heads and other personnel.
• Receive, track, and download invoices for payment as needed.
• Process grant disbursements and documents authorizing payments.
• Review and validate documents for mathematical or content accuracy; resolve discrepancies.
• Perform credit card reconciliations in support of monthly credit card payments.
• Process and track federal program disbursements to facilitate monthly reconciliations.
• Train in and utilize the City’s new enterprise management system, Workday, and share knowledge with colleagues.
• Collaborate with the Financial Services Manager and Administrative Analyst for information sharing and cross-training.
• Prepare spreadsheets for tracking payments, reimbursements, cost allocations, and other data analysis.
• Analyze, review, and organize sources of revenue and expenditures.
• Interpret contract agreements and evaluate contract compliance.

Requirements

• Knowledge of accounts payable processes, including the use of purchase orders.
• Knowledge of general purchasing procedures and methods, including bids, sole source justifications, and requests for proposals.
• Attention to detail and proficiency in working with numbers.
• Experience with electronic spreadsheets, enterprise systems, and word processing for analysis and tracking.
• Ability to review and interpret contract agreements and evaluate contract compliance.
• Good organizational and time management skills.
• Effective written and verbal communication skills.
• Graduation from high school or G.E.D., supplemented by courses in accounting and government accounting.
• Two years of experience in accounting procedures, governmental fund accounts, cash handling, or equivalent combination of experience and training.
• Must pass a pre-employment background check.
• May require an Oregon Driver's license and a driving record that meets the City of Salem's driving standards.

Preferred Qualifications

• Bilingual skills.
• Experience in accounts payable, accounts receivable, cash handling, or collections.
• Ability to exercise good judgment and work independently to accomplish assigned responsibilities.
• Experience organizing and tracking multi-step processes to meet deadlines and re-prioritize tasks.
• Ability to make accurate arithmetical computations.
• Experience with financial and billing systems (e.g., Elite, Paylease, banking websites).
• Commitment to fostering a diverse and inclusive workplace.
• Ability to establish and maintain effective working relationships with employees and the public.

Benefits

• Medical, dental, and vision coverage for you and your family.
• Paid vacation and sick leave.
• Retirement pension through participation in the Oregon PERS system.
• Opportunity for voluntary pre-tax contributions to a 457b retirement account.
• Health care and dependent care flexible spending accounts.
• Standard and voluntary life insurance.
• Voluntary long-term care insurance.
• Employee wellness program.
• Employee assistance program.

Schedule

• Monday through Friday, between 7:30 a.m. to 4:30 p.m.
• Hybrid schedule: 3 days in-office (340 Church St SE, Salem, OR 97301) and 2 days remote with manager approval.

About Us

The City of Salem is the second largest city in Oregon and the state capital. Centrally located in the Willamette Valley, Salem spans 49 square miles across Marion and Polk counties. The city has well-established neighborhoods, preserved historic buildings, and a family-friendly atmosphere, with nearly 180,000 residents.

The City of Salem employs roughly 1,350 staff members across eight primary departments: Community Services, Finance, Fire, Enterprise Services, Legal, Police, Public Works, and Community Planning and Development. The organization collaborates with five labor unions and values diversity, equity, and inclusion.