Accountant

Perform governmental accounting functions involving independent decision and judgment in the process »

Verification and maintenance of financial documents and records »

Match, post, and input information »

Verify and perform calculations »

Assignments require accuracy, attention to detail, and problem/troubleshooting resolution »

Assist across all Divisions as required or directed

This position may have the option to work a hybrid schedule (office/telecommuting) Supervisor: Senior Accountant

Duties: The following are intended to indicate the basic nature of duties allocated to this class. This position may not perform all these tasks and/or may perform similar related tasks not listed here.

Payroll Administer entire payroll process. Review, prepare and process payroll for all employees of the District; audit, verify and distribute paychecks; maintain, compute and monitor pay levels for all employees including pay differentials, step increases, cost of living adjustments, overtime and any adjustments to pay. Prepare and maintain District salary and wage information. Receive and respond to inquiries regarding payroll, taxes, payroll-related retirement and post-retirement reporting; payroll-related benefits, deductions and calculations; research and resolve concerns within a timely matter. Manage and maintain all payroll records including personnel action forms, deductions and withholdings, and retroactive payments. Work proactively with management in providing payroll analysis and management reporting. Compile information needed for lost wage calculations for Workers Compensation leaves; calculate supplemental leave usage and provide information to employees. Read and interpret salary ordinances, administrative codes, Memorandums of Understanding, personnel manuals, labor law publications, read and interpret departmental memos, rules, regulations, and policies. Reviews Personnel Action Forms for new hires, promotions, salary increases, specialty pays, disciplinary actions, separations, and other personnel actions and enters relevant data into payroll system. Import payroll data into QuickBooks general ledger. Perform annual contribution limit checks for 457 deferred compensation plans Submit semi-monthly payroll information for retirement contributions to MCERA Process semi-monthly EFTs/ACH payments for retirement and benefits Reconcile monthly payroll liability accounts (payroll taxes, deferred comp, association dues, retirement, garnishments, life insurance, FSA, Retiree Health Savings accounts, and donations to Foundation) Perform quarterly audits/reconciliations of accrued time off balances in ADP and TeleStaff; ensure balances do not exceed limits Process cash outs of accrued time off balances in accordance with District policy Conduct periodic reviews of MOUs and non-represented employment agreements to ensure payroll information is in accordance with contract provisions and benefit elections Prepare quarterly payroll reports for Workers Compensation Set up new hires and process retirements (calculate final pay and issue final checks) Conduct periodic audits of educational incentive program Assist with implementation of new payroll software Support interim, procedures testing, and year-end audit requests; provide supporting documentation as requested Document processes and create work procedures and checklists Maintain payroll supporting documentation, and related reports Copying, filing, and scanning Support District operations and continuity of business during emergencies or activation of the Emergency Operations Center (EOC), or as ordered by the Fire Chief. Accounts Receivable and Cost Recovery/Reimbursements File reimbursement claims to FEMA, Cal OES, and County of Marin for emergency deployments and EOC support Follow up on outstanding claims and receivables to ensure full cost recovery and timely collection Manage and reconcile billing for fire inspection and permit fees Maintain EMS billing receivable balance roll-forward and perform subsequent receipt analysis for year-end accrual Accounts Payable Train and serve as backup for Accounts Payable function Assist with posting credit card transactions to the general ledger Banking Bank deposits and reconciliations Emergency Medical Services (EMS) Billing Process claims and statements Print Patient Care Reports (PCRs) on a daily basis Print and mail statements and claims on a daily basis Process check and refund requests Capital Assets Manage capital asset inventory in accordance with District policies for capitalization and depreciation Perform bi-annual physical inventory audits Maintain capital asset inventory system and track FEMA required information Maintain fixed asset inventory documentation for purchases, disposals and sales of assets Auditing and Internal Controls Perform internal audits of accounting controls and procedures Assist with payroll and retirement audits and inquiries Accounting and Financial Reporting Organize and prepare monthly and year-end general ledger processing and closing; complete journal entries with proper documentation; post and balance general ledger accounts; confirm compliance and accuracy in accordance with GAAP and GASB (Governmental Accounting Standards Board) pronouncements Support interim, procedures testing, and year-end audit requests; provide supporting documentation as requested Payroll Support Train and serve as backup for payroll function Marin Wildfire Prevention Authority (MWPA) JPA accounting Assist with MWPA JPA accounting and financial reporting Compile program expenditures by project and submit for reimbursement Grant Accounting and Administration Oversee grant project funds and expenditures and submit required documentation in a timely manner Track and submit expenses for Federal and State grants Assist with accounting and recordkeeping for grant funds received and ensure compliance with Federal and State guidelines Track FEMA grant funded inventory items in accordance with Federal guidelines Other Duties as Assigned File quarterly Sales & Use Tax returns Document processes and create work procedures and checklists Maintain the accounting division filing system including: accounts payable, payroll supporting documentation, and other reports in accordance with records retention policy Provide support and coverage for Finance staff when needed Assist with reporting and requests for information from various entities and agencies Support District operations and continuity of business during emergencies or activation of the Emergency Operations Center (EOC) Novato Fire District is an Equal Opportunity Employer, and welcome and encourage qualified applicants of all ages, races, genders, and veteran status to apply

NOTE: Applicants who receive a conditional offer of employment are subject to a background check including, but not limited to, polygraph examination, DMV driving record review, Live Scan, psychological screening, medical evaluation, and drug screen.

Knowledge and Experience: Governmental accounting and auditing GASB (Governmental Accounting Standards Board) Generally Accepted Accounting Principles (GAAP) Grant accounting and administration Full-cycle accounting (A/R, A/P, payroll, fixed assets, cash management) Intermediate to advanced skills in Excel and Word Intermediate to advanced skills in QuickBooks Intermediate skills in ADP, Microsoft Excel, Word, and QuickBooks Familiarity with ADP and TeleStaff highly desirable Three years of progressively responsible accounting experience in private or governmental finance work Basic knowledge of English in written and spoken form Office procedures, practices, and equipment Applicable rules, regulations and procedures affecting payroll functions including but not limited to, Memorandums of Understanding, Federal and State labor laws, and FLSA Abilities: Able to effectively manage multiple priorities and meet deadlines Strong communication skills Provide support to management and staff; follow up and respond to requests in a timely manner Ability to research and solve problems quickly and recommend solutions Use of judgment and accuracy of numbers Understanding, interpreting, and applying appropriate laws, rules, regulations, and written directions to specific situations Work well in a team-oriented environment Use of judgment and accuracy of numbers Meeting critical deadlines Maintain strict confidentiality, discretion, and tact in the performance of assigned duties Work on multiple tasks and projects simultaneously and manage competing deadlines Communicate clearly and concisely, both verbally and in writing Understand and follow verbal and written instructions Establish and maintain effective working relationships Understand, interpret, explain, and appropriately apply District policies and procedures Prepare and maintain accurate reports and records Organize work effectively Anticipate and analyze problems and identify solutions Deal tactfully and courteously with staff, other agencies, and the public

Licenses and Certificates:

Valid California Driver’s License High school diploma or GED certificate Bookkeeping, payroll, and/or accounting certificate; or combination or prior training and experience Bachelor’s degree in Accounting or Finance highly desirable

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