Accounting Coordinator/Specialist

It’s a great time to join the City of Boulder!

Hiring Range:

$24.40 - $29.80

Job Description Summary:

This posting for a single vacancy to hire either an Accounting Coordinator or Accounting Specialist depending on qualifications.

Accounting Coordinator/Specialist: Under general supervision, this position will provide financial business services support to the Facilities & Fleet Department which includes three divisions: Facilities, Fleet and Radio Services. This position is an integral part of financial transactional services coordinating closely with the department’s Operations Coordinator to provide accounts payable, billing, reporting, and other financial support services.

Accounting Specialist: This position is responsible for providing customer service to outside vendors, and training to Facilities & Fleet staff on the use of the city’s financial system for payment processing, supporting the city’s Purchasing Card and Travel programs, and performing various financial clerical duties.

Job Description:

Accounting Coordinator:

Essential Duties & Responsibilities

• Works as part of a team to provide financial support.  
• With a high attention to detail, supports all accounts payable activities. 
• Responsible for providing customer service within the city to department staff and outside vendors, trains city staff on the use of the city’s financial system for payment processing, produces vendor checks, processes monthly centralized charges, supports the city’s Purchasing Card and Travel programs, and performs various clerical duties.
• Processes and maintains records for financial transactions and perform related duties as required. 
• Helps to ensure financial guidelines and regulations are followed. 
• Participates as a member of a team, supporting the efforts of a customer service-oriented organization devoted to operational excellence. 
• Works in a collaborative manner to foster teamwork with other city departments and divisions. 

Purchasing

• Reviews requisition requests for adherence to the City of Boulder purchasing guidelines, policies, and appropriate account coding, then processes to create PO’s/Contracts.
• Provides customer service to vendors and department staff throughout the invoice payment process.
• Researches problems as assigned and resolves all payment/non-payment issues.
• Communicates to staff if there are any purchasing changes that need to be made or if any additional items are needed. Monitors the approval process.
• Compiles expense reports.
• Conducts year-end review of all PO’s/Contracts and coordinate with department managers and supervisors for year-end closure process.
• Supports contract administration for Continuing Service Agreements and Contract Renewals.

Accounts Payable

• Performs centralized invoice data entry services for department
• Reviews invoices and purchase orders for accuracy and adherence to city policies for approval to the city’s financial/accounting system for payment
• Trouble-shoots invoices that require further investigation or documentation
• Enters and posts invoices to the city’s financial/accounting system for payment
• Identifies issues and works collaboratively to initiate corrections to keep department purchases in accordance with regulatory Purchasing processes and city Purchasing policies as well as avoiding duplicate payment. 
• Trains department staff on financial systems and processes relating to payment processing, proper Purchasing practices and required documentation
• Assists city staff in obtaining required purchase orders/contracts and helps to answer purchasing related questions to ensure timely payment of invoices
• Maintains organized record-keeping of outstanding invoices and transactions
• Works with vendors and staff to create efficiencies in invoice processing.
• Provides customer service to vendors and department staff throughout the invoice payment process.
• Verifies that all required vendor information has been obtained from new vendors by city department personnel and provided to Accounts Payable and is compliant with city policy. 
• Ensures that changes to vendor master file data are updated on a timely basis
• Works closely with financial system users and vendors in resolving payment issues.
• Reviews and reconciles vendor statements as needed to ensure that invoices are paid timely.
• Conducts research on vendor issues as assigned and resolves payment/non-payment issues.

Purchasing Cards

• Acts as a Purchasing Card Liaison for the Facilities & Fleet Department.
• Prepares and distributes monthly purchasing card statements to purchasing card holders.
• Reallocates statements for entry into the Munis Financial System to ensure that expenses are being charged correctly.
• Provides training for department staff on the proper use of purchasing cards.
• Collaborates with Central Finance on obtaining new cards, deleting cards, and adjusting credit limits for emergencies.

Accounts Receivable/ General Billing

• Manages monthly, quarterly, and annual billings to various internal and external customers.
• Audits information used in the invoicing for accuracy and completeness.
• Responds to customer inquiries regarding their invoices and provides any required back-up documentation.
• Obtains information necessary to set up new customers and collaborates with Central Finance on the set up.
• Monitors monthly aging reports.

Deposits

• Prepares deposits with required back-up documentation in accordance with city policy.
• Records the collection of any receivables in the Munis Financial System.
• Collaborates with Central Finance on any electronic fund transfers.

Professional Competencies:

• Technically Proficient – Highly detail oriented and proficient at performing financial transactional processes using a variety of tools, including spreadsheets and enterprise financial software system.  Able to perform focused work. Works with a high level of attention to detail.
• Organized, Able to Prioritize – Can proactively and effectively plan and execute work in a timely fashion and meet deadlines associated with accounts payable and billing processes. Can efficiently juggle multiple tasks and processes, while prioritizing effectively to meet deadlines and respond to urgent questions in a timely fashion.
• Flexible, Able to Deal with Ambiguity – Can quickly adapt to changing circumstances and priorities, can objectivity understand different perspectives and adapt to decisions made in a respectful and supportive manner in alignment with city policy and department business needs.  Is able to adjust own processes and behaviors to achieve shared goals. Open minded to new ideas and methodologies.
• Strong Communicator, Listener – Can communicate effectively with a variety of audiences and teams.  Can effectively support and train non-financial staff on financial tasks and guidelines. Can listen and understand opinions and concerns of others.

Accounting Specialist:

Overview of Role:

Under general supervision, this position will provide financial business services support to the Facilities & Fleet Department which includes three divisions: Facilities, Fleet and Radio Services.  This position is an integral part of financial transactional services coordinating closely with the department’s Operations Coordinator to provide accounts payable, billing, reporting, and other financial support services. This position is responsible for providing customer service to outside vendors, and training to Facilities & Fleet staff on the use of the city’s financial system for payment processing, supporting the city’s Purchasing Card and Travel programs, and performing various financial clerical duties.

Essential Duties & Responsibilities:

Works as part of a team to provide specific financial support. With a high attention to detail, prepares financial information and provides a variety of administrative support functions to process and maintain records for financial transactions and perform related duties as required.  Identifies and analyzes problems as well as helps to develop solutions to facilitate process improvements and ensure financial guidelines and regulations are followed.  Participates as a member of a team, supporting the efforts of a customer service-oriented organization devoted to operational excellence.  Works in a collaborative manner to foster teamwork with other city departments and divisions. 

Purchasing

• Interprets policies, procedures and reports when reviewing proposals from vendors to ensure information is clearly stated and properly documented, as well as assists employees with questions and implementation as needed.
• Reviews requisition requests for adherence to the City of Boulder purchasing guidelines, policies, and appropriate account coding, then processes to create PO’s/Contracts.
• Provides customer service to vendors and department staff throughout the invoice payment process.
• Research problem vendors as assigned and resolves all payment/non-payment issues.
• Communicates to staff if there are any purchasing changes that need to be made or if any additional items are needed. Monitors the approval process.
• Analyzes the prior year’s expenses by compiling reports to determine blanket purchase order amounts for each vendor’s new purchase order.
• Conducts year-end review of all PO’s/Contracts and coordinate with department managers and supervisors for year-end closure process.
• Performs contract administration for Continuing Service Agreements and Contract Renewals:  Evaluates submitted bids to ensure all required information is included, reviews list of chosen contractors/consultants for completeness and fairness, collaborates with staff and Central Purchasing Division to determine awards and contract renewals, as well as acts as vendor liaison throughout the RFQ process.

Purchasing Cards

• Acts as a Purchasing Card Liaison for the Facilities & Fleet Department.
• Prepares and distributes monthly purchasing card statements to purchasing card holders.
• Conducts audits on monthly purchasing card statements to confirm city policies and guidelines are followed and ensures purchases are appropriately documented.
• Reallocates statements for entry into the Munis Financial System to ensure that expenses are being charged correctly.
• Provides training for department staff on the proper use of purchasing cards.
• Collaborates with Central Finance on obtaining new cards, deleting cards, and adjusting credit limits for emergencies.
• May help with reporting and tracking of deadline and policy compliance across department staff.

Financial Support

• Interacts with the city staff and outside vendors to provide information, answer questions, and resolve problems associated with payments, reimbursements, and expenditures. 
• Coordinates with the Central Finance Department regarding transaction processing, retrieval of financial documentation and other related areas.
• Audit’s information used in the invoicing for accuracy and completeness.
• Interprets and instructs on policies, procedures, and reports, as well as assists with questions and implementation as needed.
• Provides assistance and training to department staff on financial policies and procedures.
• Serves as a vendor liaison.
• Distributes and refers information requests as appropriate, plus follows up to ensure needs are met.
• Processes and audits invoices for payment to ensure that all expenses are compliant with City of Boulder purchasing guidelines, policies, and procedures.
• Ensures that the invoice number standard is followed to catch duplicate payments and descriptions are used to aid in reporting.
• Monitors year-end procedures and deadlines to ensure compliance.
• Provides support on project budgets such as auditing, PO adjustments, PO balances, retainage, etc. with guidance from the project managers.

Accounts Payable

• Processes and audits invoices for payment to ensure that all expenses are compliant with City of Boulder Purchasing guidelines, policies, and procedures.
• Ensures that the invoice number standard is followed to catch duplicate payments and descriptions are used to aid in reporting.
• Monitors year-end procedures and deadlines to ensure compliance.
• May provide back up to the Accounts Payable Administrative Specialist II and help pay bills through the city’s financial system.

Accounts Receivable/ General Billing

• Manages monthly, quarterly, and annual billings to various internal and external customers.
• Audits information used in the invoicing for accuracy and completeness.
• Responds to customer inquiries regarding their invoices and provides any required back-up documentation.
• Obtains information necessary to set up new customers and collaborates with Central Finance on the set up.
• Monitors monthly aging reports.

Deposits

• Prepares deposits with required back-up documentation in accordance with city policy.
• Records the collection of any receivables in the Munis Financial System.
• Collaborates with Central Finance on any electronic fund transfers.

Professional Competencies:

• Technically Proficient – Highly detail oriented and proficient at performing financial transactional processes using a variety of tools, including spreadsheets and enterprise financial software system.  Able to perform focused work. Works with a high level of attention to detail.
• Organized, Able to Prioritize – Can proactively and effectively plan and execute work in a timely fashion and meet deadlines associated with accounts payable and billing processes. Can efficiently juggle multiple tasks and processes, while prioritizing effectively to meet deadlines and respond to urgent questions in a timely fashion.
• Flexible, Able to Deal with Ambiguity – Can quickly adapt to changing circumstances and priorities, can objectivity understand different perspectives and adapt to decisions made in a respectful and supportive manner in alignment with city policy and department business needs.  Is able to adjust own processes and behaviors to achieve shared goals. Open minded to new ideas and methodologies.
• Strong Communicator, Listener – Can communicate effectively with a variety of audiences and teams.  Can effectively support and train non-financial staff on financial tasks and guidelines. Can listen and understand opinions and concerns of others.

Accounting Coordinator:

MINIMUM QUALIFICATIONS – ACCOUNTING COORDINATOR

• Three or more years of work experience in an accounts payable environment
• Basic understanding of accounting standards and practices.
• Strong mathematical skills. 
• Thorough understanding of and experience with aspects of accounts payable, purchasing cards.
• Working knowledge and experience using spreadsheets, databases and querying tools for report writing and analysis. 
• Excellent written and verbal communication skills.
• Ability to work effectively as a member and leader of formal and informal teams; understands the interests and concerns of others and is able and willing to share and receive information.
• Ability to develop and maintain accurate filing systems
• Acute attention to detail and demonstrated problem solving skills. 
• Demonstrated research skills. 
• Strong customer service skills. 
• Well organized and independent with effective time management skills. 
• Ability to work under pressure and meet deadlines

PREFERRED QUALIFICATIONS

• A minimum of 3 years of experience demonstrating the ability to process financial records and to compile data and statistics accurately, Proficiency with Microsoft Office, especially proficient with Excel spreadsheets.
• A minimum of an associate’s degree in Accounting, Finance, Business Administration, or a related field.
• Strong math skills. Demonstrated ability to conduct research independently, perform analysis and provide recommendations, and have a basic understanding of accounting standards and practices.
• Strong organizational skills and ability to follow up on issues.
• Ability to work independently under minimal supervision, including the ability to conduct research independently. Identifying what needs to be done and doing it before being asked or before the situation requires it. Completes work in a timely and consistent manner.
• Good verbal and written communication skills, including the ability to communicate effectively and to establish and maintain working relationships with individuals at all levels in the organization, and vendors. Actively listens to concerns and is open to the ideas of colleagues and customers. Ability to communicate tactfully and effectively with the public and coworkers, with excellent customer service skills.
• Ability to work effectively as a member and leader of formal and informal teams; understands the interests and concerns of others and is able and willing to share and receive information.
• Experience using financial software for accounts payable, billing, and personnel processes.
• Ability to develop and maintain accurate electronic filing systems.
• Experience working in a financial role in a government agency or public utility.

• Experience using databases.

Accounting Specialist:

MINIMUM QUALIFICATIONS:

• A minimum of 3 years of experience demonstrating the ability to process financial records and to compile data and statistics accurately, Proficiency with Microsoft Office, especially proficient with Excel spreadsheets.
• A minimum of an associate’s degree in Accounting, Finance, Business Administration, or a related field.
• Strong math skills. Demonstrated ability to conduct research independently, perform analysis and provide recommendations, and have a basic understanding of accounting standards and practices.
• Strong organizational skills and ability to follow up on issues.
• Ability to work independently under minimal supervision, including the ability to conduct research independently. Identifying what needs to be done and doing it before being asked or before the situation requires it. Completes work in a timely and consistent manner.
• Good verbal and written communication skills, including the ability to communicate effectively and to establish and maintain working relationships with individuals at all levels in the organization, and vendors. Actively listens to concerns and is open to the ideas of colleagues and customers. Ability to communicate tactfully and effectively with the public and coworkers, with excellent customer service skills.
• Ability to work effectively as a member and leader of formal and informal teams; understands the interests and concerns of others and is able and willing to share and receive information.
• Experience using financial software for accounts payable, billing, and personnel processes.
• Ability to develop and maintain accurate electronic filing systems.

PREFERRED QUALIFICATIONS:

• Bachelor’s degree in Public Administration, Business Administration, Accounting or related field, and a minimum of three years of previous work experience demonstrating the ability to process financial records and to compile data and statistics accurately, or any equivalent combination of education and experience.
• Experience working in a financial role in a government agency or public utility.
• Experience using databases.

Additional Job Description:

The City of Boulder is committed to a diverse and inclusive workplace. We are an equal opportunity employer and do not discriminate on the basis of race, national origin, gender, gender identity, sexual orientation, protected veteran status, disability, age, or other legally protected statue. For individuals with disabilities who would like to request an accommodation, please send a request to HR@bouldercolorado.gov.