Accounting Services Assistant III
Come work at a place where you have a direct impact on the quality of life for Kent residents, business owners and visitors alike!
We are currently accepting applications for the position of Accounting Services Assistant III in our Parks, Recreation and Community Services Department. The ideal candidate will have administrative support experience, with specific work experience related to the maintenance of financial records. In addition, the successful candidate will have proven organizational skills and the ability to provide courteous and effective service to various internal and external customers. If this describes you, we welcome your application for this position!
The monthly salary for this position is $4,364-5,326, depending on qualifications.
This job will close on August 3, 2021.
**A cover letter and resume are required with your online application in order for your application to be considered complete. Uploading your resume to auto-fill portions of the application does not automatically attach it to your application. Incomplete applications will not be considered for this position. Please note that you cannot attach documents to your application after it has been submitted. If you have any questions or concerns regarding your online application, please call our office at (253) 856-5270 and we will do our best to assist you.**
This recruitment process will consist of a panel interview. A test may also be administered in order to narrow down the candidate pool. Dates for these processes have not been established, but candidates will be notified once the schedules are determined.
This is a full-time, benefited position represented by the AFSCME bargaining unit. The City may establish a non-ranked applicant pool for this classification that would be in effect for up to 12 months.
Under the direction of the Parks Accounting Manager or designee, the incumbent will perform a variety of technical accounting tasks and perform administrative support duties for the Facilities division in the Parks, Recreation and Community Services department.
Work is characterized by a variety of clerical, accounting, and recordkeeping duties. Duties and responsibilities include, but are not limited to, processing and maintaining payroll; collecting, reconciling, and correcting requisitions, invoices, and statements; verifying that goods being paid for have been received; processing accounts payables and receivables; preparing journal entries; researching invoices without requisitions; troubleshooting discrepancies on invoices; preparing purchase orders; processing reimbursements; and maintaining complex departmental files. The incumbent is also required to apply advanced skills with spreadsheet and database software in performing technical duties and preparing reports. The incumbent is frequently required to perform work under pressure for deadlines. The incumbent is also expected to provide the primary telephone and front desk coverage for the division, provide assistance to customers, distribute incoming mail, ordering office supplies, register staff for memberships and training courses, and providing basic clerical responsibilities of compiling, collating, and duplicating information.
Work is performed under general supervision. The supervisor defines objectives, priorities, and deadlines; and assists the incumbent with unusual situations, which do not have clear objectives or precedents. The incumbent plans and carries out assignments and handles problems and deviations in accordance with instructions, policies, procedures, and/or accepted practices. Work is evaluated for technical soundness and conformity to practice and policy.
ESSENTIAL DUTIES AND RESPONSIBIILITIES:
Serve as the departmental liaison to assist facilities employees for their time entry into the City’s time-keeping system.
Verify packing slips against invoices to ensure the City receives goods and services for which it pays.
Troubleshoot invoices without requisitions, determine where they belong, and send them to appropriate work groups; prepare correcting journal entries as necessary and make journal entries if a monetary amount needs to be moved from one account to another because of budget changes or incorrect data entry.
Make service to vendors as requested, order name plates as requested by departments
Serve as back up to the Operations Analyst in assigning temporary badges and schedules within the City’s security software
Maintain and update complex spreadsheets relating to assigned duties.
Verify, balance, and adjust invoices to prepare for purchase orders and send out appropriate paperwork for new vendors; prepare purchase orders for payment making sure to obtain proper signatures based on departmental and city guidelines; prepare, separate, and make copies of purchase orders and invoices for payment.
Enter purchase orders into accounts payable system while following guidelines for accuracy and timelines; run necessary reports and reconcile purchase order batch.
Assist in maintaining the files containing documents including, but not limited to, purchase orders, payroll records, telecommunications bills, and contracts; maintain and update the computer publications library; prepare outdated material for storage and label with destroy dates.
Establish and maintain interrelated filing systems including, but not limited to, the tenant leases and projects.
The incumbent has the primary responsibility to answer telephones; greet visitors; provide information and assistance to callers; take messages or refer customers to appropriate personnel; scan and/or copy materials; order and stock office supplies.
Scheduling meeting rooms, ensuring proper room setup, and prepare weekly meeting room calendar
Assist in responding to questions or complaints from tenants in the various facilities and researching rules and regulations that apply.
Responsible for checking out motor pool cars; organize key boxes; check out keys and parking passes; and assist in solving parking issues.
Type correspondence, memoranda, forms, and other documents from typed or handwritten sources; proofread and edit materials, as required.
Receive, sort, and distribute incoming and outgoing mail; distribute public information and bulk mailing materials.
Coordinate assigned accounting activities with other City financial functions.
Attend meetings, seminars, conferences, and training as appropriate; maintain a current understanding of each division’s functions and programs; and represent the division as required.
Actively support the vision, mission, values and goals of the department and the City.
PERIPHERAL DUTIES AND RESPONSIBILITIES:
Perform related duties as assigned.
SUCCESSFUL INCUMBENTS FOR THIS POSITION WILL:
HAVE THE KNOWLEDGE OF:
- Municipal government policies, procedures, and structure; and applicable local, state and federal laws, codes, regulations, and ordinances
- Principles, practices, and procedures of governmental accounting and bookkeeping
- Financial and statistical recordkeeping techniques
- Technical aspects of field of specialty
- Basic administrative research methods and practices
- Basic budget procedures including preparation, monitoring, transfers, and reporting
- Basics of the HVAC system, elevator system, building security systems, and basic building maintenance
BE SKILLED IN:
- Using computer spreadsheets and databases in the analysis and review of financial information
- Performing calculations in accordance with applicable rules and standards; add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals; compute rate, ratio, and percent
- Using correct English grammar, spelling, punctuation, and vocabulary as it pertains to the job
- Demonstrating effective interpersonal skills in a tactful, patient, and courteous manner
- Working with large volumes of detailed material efficiently and accurately
- Effectively communicating technical ideas in layperson’s terms
- Planning, prioritizing, and organizing work in order to meet schedules and timelines
- Composing, editing, and assembling diverse data, correspondence, and reports
- Working on multiple tasks and/or projects simultaneously
HAVE THE ABILITY TO:
- Read, comprehend, apply, and explain general rules, instructions, procedure manuals, governmental regulations, City policies, and procedures
- Effectively utilize modern office practices, procedures, and equipment listed below including, but not limited to, personal computers and related software such as word processing and database and spreadsheet programs
- Work confidentially with discretion
- Understand and follow oral and written directions
- Apply bookkeeping and financial recordkeeping principles to the accurate maintenance of complex financial and accounting records
- Process financial documents rapidly and accurately
- Maintain records, reports, and data
- Use proper telephone etiquette and techniques to properly assist a diverse assortment of inquiries and persons
- Communicate effectively both orally and in writing
- Establish and maintain cooperative and effective working relationships with others
- Deal with problems involving several variables in standardized situations
- Analyze situations accurately and adopt an effective course of action
- Apply common sense understanding to carry out instructions furnished in written, oral, or diagram form
- Complete work despite many interruptions
- Process large volume of error-free work in a timely manner
- Respond to common inquiries and complaints
- Define problems, collect data, establish facts, and draw valid conclusions
SKILLS FOR THE POSITION MAY BE GAINED THROUGH EDUCATION, CERTIFICATION, RELEVANT JOB EXPERIENCE or a COMBINATION, SUCH AS:
Education: High school diploma, GED, or equivalent, supplemented by some college-level coursework or training in business, bookkeeping, and accounting; and
Experience: Three (3) years of increasingly responsible administrative support, accounting, bookkeeping, or related experience involving the maintenance of complex financial records and statistics.
Or: In place of the above requirement, the incumbent may possess any combination of relevant education and experience which would demonstrate the individual’s knowledge, skill, and ability to perform the essential duties and responsibilities listed above.
LICENSES AND OTHER INFORMATION:
- Valid Washington State driver’s license, or the ability to obtain within thirty (30) days of employment
The City of Kent is an Equal Opportunity Employer.