DPW ACCOUNTANT

DPW Accountant

Pontiac, MI, US

Job Description

DPW Accountant

Supervision

Supervision Received: This position reports to the DPW Director’s Assistant

Supervision Given: None

Description

The DPW Accountant is responsible for working with Accounts Payable, Engineering and the Director of DPW to understand accounting practices and vendor contracts, to accurately submit payments, track spending and prepare the required expense reports when necessary. This position is also responsible for assisting the director in preparing the yearly budget.

ESSENTIAL FUNCTIONS

The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment of the position:

• Review and verify all departmental invoices and prepare for submission to Accounts Payable with supporting documentation as required.
• Monitor General Ledger accounts to assure monies are available for processing payments. *
• Request a budget transfer for any accounts with insufficient funds.
• Work closely with vendors and monitor vendor statements to resolve any discrepancies in invoicing.
• Interface regularly with Purchasing regarding required documentation and reporting.
• Review and track hours of vehicle usage via timesheets for the monthly Equipment Usage Report.
• Work with city cemetery representatives to maintain cemetery upkeep.
• Maintain various spreadsheets to track material usage to be used for budget preparation.
• Create and maintain efficient methods of tracking invoices to assure timely payments or to resolve any issue delaying prompt payments. This requires extreme attention to detail and accuracy.
• Work as liaison between vendors and Finance Department.
• Submit quarterly Right of Way reports to the Water Resource Commission.
• Become familiar with which account to use for which service or purchase. This will require undivided attention and focus. There are many accounts, and some services require multiple accounts be used per invoice.
• Confirm duplicate payments of invoices are not paid.
• Enter all invoices daily as received in BS&A to remain current.
• Reconcile vendor monthly statements. Address outstanding invoices immediately.
• Maintain an organized filing system. Create and file a file copy of each invoice.
• Make a note of anything unusual about an invoice and keep the note with the corresponding invoice.
• Maintain both current and the previous fiscal year’s invoice file copies in the office file cabinets.
• Stamp each invoice with the date it was received.
• Create Blanket Purchase Orders for as many vendors as possible. Review previous year’s activity to predict as accurately as possible what funds will be needed.
• Assist the Customer Service Representative with answering the phones and the counter when time permits.
• All other duties as assigned.

QUALIFICATIONS

• High School Diploma with minimum five years’ experience in processing invoices, preferably in a municipal setting.
• Experience performing very detail-oriented tasks.
• Attention to details is crucial.
• Data entry accuracy is required.
• Must be computer savvy and have a working knowledge of Excel and Word.
• Must be highly organized and able to multitask.
• Previous municipal experience preferred.
• Must be trustworthy, reliable, a self-starter, efficient and detail oriented.
• Must be able to prioritize and work to complete tasks within a set timeframe.
• Must be able to communicate effectively (verbal and in writing) and deal tactfully and appropriately with vendors, contractors, city officials and city employees.
• Knowledge of BS&A is preferred.
• Must have coping skills to handle stressful and demanding situations whenever they arise.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit and stand; must regularly lift and or move items up to 25 pounds, and occasionally lift or move items 50 pounds; be able to clearly hear constituents when speaking in person or on the telephone. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.