Listing Summary

City of Grovetown – Job Description

Department:  Finance Department                         Job Title:  Staff Accountant

Salary Grade: 17                                                              Non-Exempt

Job Status:  Full time – Hourly                                   Hours:  M-F, 9:00 AM – 5:00 PM, with flexible hours based on the City’s needs.  May include nights, weekends, holidays, and some travel.

Reports to:  Finance Director                                     Subject to Employee Benefits:  Yes

Purpose of the Position:   

 

The purpose of this position is to coordinate all phases of accounting and assists with budgetary functions of the City to include accounts payable/receivables and accounting work associated with the accurate processing and accounting for all other receivables that come into the City, including but not limited to taxes, permits, fines, fees, and other general revenues.  This position is responsible for the development of reports; making policy recommendations; making short and long-range goals recommendations; and making recommendations for procedures and guidelines used for monitoring payables.  This position will ensure that all accounts are posted and paid from the correct account(s) and will monitor payables.  This position will also assist the Finance Director with various project tracking, capital asset recording, and other duties that contribute to the advancement of the Finance Department.  This position is expected to exercise considerable independent judgment in the coordination and accountability of these functions.

 

Examples of Duties:  

Duties include but not limited to the following:

(Scope of work)

• Assists with all accounting functions; maintains general ledger and balance sheet
• Ensures quality control over bills and payments made in person and on-line
• Maintains accountability of cash receipts, bank deposits, and cash reporting while ensuring timely processing of deposits of various revenues from/for all departments
• Maintains accountability for reporting accurate payable information relating to budgets
• Maintains accurate files, records, and documents that relate to receivables/payables
• Gives and receives information from City Departments or State and Federal Agencies for required reporting purposes
• Accounts for fixed assets
• Ensures timely processing of deposits of various revenues from/for all departments
• Maintains accurate list of receivables/payables at FY year end and prepares information for annual audit
• Assist with providing comprehensive information for annual audit
• Provides training as needed to department heads and other employees on policies and processes of accounts receivables/payables
• Attends meetings as needed
• Enforces all pertinent policies, rules, and regulations and reports any unusual or questionable shortages or lack of reporting of income and any other anomalies
• Occasionally reviews completed documentation for accuracy of coding and completeness of information
• Maintains journals, reconciles bank accounts, and reconciles other accounts; summarizes accounts, determines balances outstanding, and verifies all bank fees
• Monitors invoice and payment process; answers payment inquiries from vendors; follows-up on and resolves related problems
• Assists with the payroll process in the Finance Director’s absence
• Reviews and reconciles subsidiary ledgers and proposes necessary adjustments as needed to the general ledger
• Assists with budget preparations and the annual audit
• Maintains financial documents either in paper or electronic format
• Assists the Finance Director with reports and research projects
• Assist in preparing monthly financial statements
• Tracks various construction projects and monitors payouts
• Tracks various sales tax projects in each fiscal year
• Transfers records, reports, and other necessary information to City Administrator routine basis
• Routinely tracks budgeted income, forecast trends, and notifies supervisor if funding levels are not attained
• Develops or assists in the development of documents such as Request for Quotes (RFQs) and Request for Proposals (RFPs)
• Administers contracts and agreements: ensures awarded vendor complies with bid specifications, such as pricing, delivery schedule, warranty, packaging, etc.; reviews change orders, negotiations, disputes, and discrepancy resolutions; and utilizes standard City terms and conditions, terminology, documentation, and administrative purchase order procedures
• Administers formal bid process as required: distributes bids and proposals to qualified vendors and suppliers; reviews bids and proposals; aids in the evaluation of supplier performance and contract compliance; verifies use of registered suppliers; answers questions from vendors and suppliers regarding City policies and procedures, procurement laws, and other issues; and makes recommendations regarding selection
• Ensures all department programs, operations, and services comply with applicable City, state, and federal regulations, statutes, ordinances, and policies, and that the department is meeting the needs of the City
• Update City Administrator and Finance Director on the financial status of the City as necessary
• Maintains positive relationships with respective financial institutions; transmits or causes to be transmitted ACH files for payroll and Utility Billing including prenotes
• Responsible for investigating and resolving credit card disputes
• Performs other related duties as necessary or assigned

 

Knowledge, Skills and Abilities:

• Knowledge of the modern office practices and principals

• Knowledge of the Accounting/Bookkeeping practices and principles
• Knowledge of City ordinances, policies, and procedures
• Knowledge of the personnel policy
• Knowledge of budgetary preparation and control
• Knowledge of the City Charter, City Ordinances, and processes
• Knowledge of state and federal laws, rules, and regulations that pertain to the operation of the department concerning the collection and accounting of revenue
• Knowledge of geographic area of the City of Grovetown
• Knowledge of GASB, GAAP and Best Practices
• Knowledge in coding income/expenses with correct budgetary information
• Knowledge of billing procedures for all income accounts
• Knowledge of applicable state and federal laws that apply to the collect and accounting of revenues
• Knowledge of state tax programs such as LOST, SPLOST and TSPLOST
• Knowledge of budgetary preparation and control
• Knowledge of capital asset inventory 
• Knowledge and skills in using various computer programs and applications
• Knowledge and skills in cash management and asset management
• Knowledge, skills, and abilities to produce various reports, some which are used for routine monitoring of income/expense accounts
• Knowledge, skills, and abilities in using common Microsoft Office suite programs  
• Knowledge, skills, and abilities to reconcile receipts, invoices, and purchase orders
• Skills in preparing bank deposits
• Skills in verbal and written communication
• Skills and abilities to maintain confidential information
• Skills and abilities to prioritize work assignments
• Skills and abilities to work under pressure and time constraints
• Skills and abilities to prepare reports and collect data
• Skills and abilities to deal courteously and tactfully with fellow employees and general public, and conducts themselves in a professional manner at all times
• Ability to read, write, speak, and communicate in the English language fluently and proficiently
• Ability to perceive and distinguish between shades of color, visual cues, or signals
• Ability to perceive and distinguish common sounds when communicating, using electronics, using common office equipment, and using equipment within the department 
• Ability to establish and maintain effective working relationships with employees, officials, contractors, vendors, community groups, other governmental agencies, and the general public

 

Complexity:

Employee may assist the Finance Director in implementing established rules, guidelines, and policies, and writing and implementing new policies and procedures that relate to projecting and recording income.   The job is made complicated due to the accounting of various funds and tracking bank accounts.

 

Contacts: 

Contacts are generally with fellow employees and customers that do business with the City.  Incumbent will also have contact with members of the general public.  The purpose of contacts is to give and exchange information and to resolve problems associated with billing or income issues.

 

Guidelines: 

Guidelines are clear and specific but require the employee to use much judgment in accomplishing the overall goals of the department.  Federal and State Laws and regulations, auditing guidelines, and budget guidelines are also of consideration.

 

 

Physical Demands: 

The work of this position is generally sedentary and is performed in an office, but with routine visitation to various departments to review work and processes.  Some occasional bending, stooping, kneeling, crouching, walking, and standing is required.  Some light lifting (up to 30 pounds) is also required without accommodation.  Use of computers and computer screens are required.  Manual dexterity is required in the use of keyboards, computers, and other office equipment.  The employee must maintain a professional work ethic.

 

Supervisory Controls:

This position works under the direct supervision of the Finance Director and receives instruction, training, and advice from the same.  This position does not supervise other employees.

 

Work Environment: 

Work is typically performed in an office setting.  Incumbent works in close contact with other employees, City officials, and members of the general public.  Incumbent is exposed to close contact with other people, noise, and other factors normally associated with employees and dealing with the public.  Incumbent must use a variety of common office equipment in which some have moving parts. 

 

Requirements:

• Employee must possess a 4-year degree in accounting; a combination of education and experience generally associated with four years of college (Bachelor’s degree in accounting, business, public administration, or related field) and related experience sufficient to understand the complex duties of the position
• Employee must have at least three years of experience in a governmental/quasigovernmental setting in a similar job with progressive responsibilities; a combination of certifications, training, and experience may be considered  
• Employee will be enrolled in the state finance officer’s certification program with 1 year
• Employee must be familiar with GASB, Best Practices, and GAAP Auditing Standards
• Employee must have excellent written and verbal communication skills
• Employee must have excellent organizational, time management, analytical, and problem-solving skills
• Employee must be at least 21 years of age
• Employee is subject to credit background checks
• Employee must be proficient in using computers/data entry
• Employee must possess and maintain a valid state driver’s license 
• Employee must have a good driving record
• Employee subject to a pre-employment background check and drug screen
• Some overtime may occasionally be required
• Employee must be bondable

 

Preferred Requirements:

• Master’s Degree in Accounting, Business Administration, Public Administration, or related field; Graduate degree is a plus 
• More than five years of accounting experience with progressive responsibilities
• More than five years of experience in a governmental/quasigovernmental setting

 

 

03-13-2023 HR – Disclaimer:  Job description statements are intended to describe the general nature and level of work being performed assigned to this job title.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of the position.

 

Equal Opportunity Statement:  The City of Grovetown is an Equal Opportunity Employer and does not discriminate against any employee based on race, color, sex, sexual orientation, or national origin, or individuals with disabilities.

*City will pay cost of training, but employee must sign an agreement to reimburse costs if employment time is less than one year unless otherwise stipulated in a contract.