Accounting Supervisor

POSITION DESCRIPTION:

Under minimal supervision of the Accounting Manager, performs and directs various accounting functions as well as assisting in the development and implementation of related policies and procedures.  Supervises work areas of payroll, cash receipts, purchasing documents, accounts payable, and accounts receivable. This position also assists with software system maintenance and coordinating the training in those modules for end-users. 

Scope of Responsibility:

The Accounting Supervisor is responsible for supervision of two  Accounting Technicians and the Payroll Coordinator.

PRIMARY RESPONSIBLITIES:

1. Supervises the workflow of the Accounting Technicians to ensure accurate and timely processing of payroll, cash receipts, purchasing documents, accounts payable, and accounts receivable.  

   1. Establishes and documents procedures and internal controls;

   2. Trains technicians on procedural changes and software upgrades;

   3. Troubleshoots procedural and/or software issues for technicians and departments.  

2. Supervises the workflow of the Payroll Coordinator to ensure accurate and timely processing of payroll. 

       1.  Serves as the backup to the Payroll Coordinator for processing the bi-weekly payroll. 

       2. Reviews IRS required payroll reporting, with includes researching and interpreting current laws. 

3. Oversees the processing of purchasing documents and performs other duties.

   1. Reviews open purchase orders with Accounting Technicians and departments and closes purchase orders;

   2. Posts purchase order encumbrance activity and vendor invoices to the general ledger;

   3. Clears variances between the purchasing module and the general ledger;

   4. Reconciles general ledger encumbrances to purchase order balances for year end and audit reporting;

   5. Performs month end and year end closing of the purchasing module.

4. Supervises accounts payable activities and performs other duties. 

   1. Selects vendor invoices for payment and distributes Expenditure Approval List to Finance Committee;

   2. Reviews vendor credit balances;

   3. Enters void checks; 

   4. Researches vendor issues, communicates with legal counsel and departments;

   5. Completes vendor credit applications.

   6. Performs IRS required reporting, which includes researching and interpreting current laws, reviewing payments made to vendors, processing 1099’s and W-9 vendor setup.

5. Performs accounts receivable activities in addition to supervisory role.

   1. Creates customer master records;

   2. Sets up automatic billings for departments based on agreements and/or correspondence;

   3. Enters customer charges;

   4. Approves adjustments to customers accounts;

   5. Sets up payment plans for past due customers;

   6. Prepares documents to send past due accounts to collections; monitors collection activity and researches customer’s questions;

   7. Reviews cash receipts entries for accuracy, general ledger coding and adherence to policy, posts to the general ledger and retrieves information for departments. 

6. Performs various file maintenance in the cash receipts, and accounts receivable financial modules utilized by the City. 

   1. Code setup;

   2. Integration of modules to the general ledger;

   3. Assists with file maintenance in purchasing, global financials, and payroll.

7. Software support for the Kronos, various HTE financial modules (purchasing, accounts receivable, cash receipts, and payroll) and the Cognos adhoc report writing software.

   1. Participates in software implementations;

   2. Performs software review, configuration and testing of software upgrades; 

   3. Prepares end user documentation and communications;

   4. Responds to end users questions.

8. Prepare information for annual external audit.

   1. Establishes and documents internal control procedures;

   2. Develops year end processing procedures to ensure posting of accounts payable, accounts receivable and cash receipts to proper fiscal year;

   3. Reconciles year-end purchase order balances to general ledger encumbrances;

   4. Maintains proper documentation for auditors;

   5. Assists Accounting Manager with reporting and gathering information.

9. Supervises accounting technician and payroll coordinator staff and ensures quality customer service is provided by team members.

   1. Participates in decisions on matters of hiring, transfer, suspension, lay off, recall, promotion, discharge, assignment, reward, approving leave requests, adjusting grievances or disciplining employees under the span of control;

   2. Sets goals and objectives for others to work towards and monitors performance;

   3. Leads unit management in creating and maintaining a positive work environment and fostering effective performance of staff;

   4. Conducts ongoing feedback, coaching, mentoring, and timely formal reviews of performance for assigned employees;

   5. Provides training and work direction, ensuring the employee knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;

   6. Plans the work schedule to meet department demands and to limit overtime costs to reasonable and necessary levels;

   7. Encourages employee growth and development by providing or encouraging learning opportunities; 

   8. Assesses staff development needs and directs the provision of staff training;

   9. Coordinates new employee training on use of core financial modules as well as the continued training for all users to promote full, accurate, and efficient use of the various modules functions.

10. Communicates courteously and professionally and maintains working relationships with others in carrying out job functions.

    1. Communicates with others in the work unit to provide information relating to work assignments and progress of work or to convey information about conditions or work related needs;

    2. Frequently interacts with others in the work unit, the public, vendors or across departments to exchange detailed and/or technical information.  

11. Performs all job duties in compliance with safety guidelines and with an ongoing awareness of safety practices.

    1. Knows and follows department and city rules as well as sound work and safety practices in order to accomplish the job objectives and avoid injury or loss;

    2. Wears proper protective equipment when policy requires or conditions indicate a need exists and utilizes proper body mechanics and ergonomics while performing work;

    3. When potentially unsafe conditions are observed makes efforts to avoid or correct them if they are controllable and draws them to the attention of the responsible supervisor or safety representative in a timely manner.

12. Performs other duties and activities as assigned.

MINIMUM QUALIFICATIONS:

This job requires a Bachelor’s Degree in accounting, finance or a related field and five  or more years of previous general office accounting experience, payroll experience and supervision of others or an equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above.  

Knowledge, skills and ability include:

• Knowledge of Generally Accepted Accounting Principles (GAAP), government accounting standards (GASB) and fund accounting procedures;
• Knowledge of principles, procedures and practices of payroll administration;
• Knowledge of general office and accounting procedures;
• Knowledge of computer-aided accounting tools such as spreadsheets, graphics and other software packages;
• Knowledge of statistical analysis and spreadsheet modeling;
• Skill in financial calculations, analysis and reporting;
• Skill in organization, prioritization and supervision of work;
• Skill in oral and written presentation;
• Skill in communication, interpersonal skills as applied to interaction with team, coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;

PHYSICAL DEMANDS:

Most work is performed in a normal office environment.  Work requires use of a computer, telephone and other office equipment.  There is high attention to detail and firm deadlines.  Work is generally light with considerable variety.  Daily work may involve moving between buildings and rooms.  The job may involve dealing with and calming individuals who are emotionally charged over an issue.  

Activities include stooping, standing, walking, lifting, fingering, grasping, feeling, talking, hearing/listening, seeing/observing, repetitive motions.

Light Work: Physical demands are normally those associated with light work: Exerting up to 25 pounds of force occasionally and/or negligible amount of force frequently to move objects.

Some requirements in this job description may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.  All requirements are subject to modification to reasonably accommodate individuals with disabilities.

Requirements are representative of minimum levels of knowledge, skills, and experience required.  To perform this job successfully, the worker must possess the abilities and aptitudes to perform each duty proficiently.

This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship.  The City Administrator retains the discretion to add duties or change the duties of this position at any time.