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Financial Specialist

3 months ago

Beavercreek, United States City of Beavercreek Full time

GENERAL NATURE OF WORK: This position performs technical administrative work in the Finance Department. An employee in this class is responsible for processing inputs to and outputs from the Financial Management System. This includes cash receipts, accounts receivable, and accounts payable. Duties are performed under the direction of the Assistant Finance Director and the Finance Director.

EQUIPMENT & JOB LOCATION: This position requires general knowledge of financial software and computer applications. The primary work site is the Beavercreek City Hall.

ESSENTIAL FUNCTIONS - EXAMPLES OF DUTIES:

Any one position may not include all of the duties listed nor do the listed examples include all duties which may be found in all positions in this class.

  • Responsible for all aspects of accounts payable, including checking invoices entered by the individual departments into the City's accounts payable software for accuracy and completeness, monitoring open purchase orders, and processing weekly accounts payable.
  • Processes and pays various City-wide invoices, including street lighting, utilities (water, sewer, electric, phones etc.), insurance (medical, dental, vision and life), and store card accounts (i.e., Lowes, Tractor Supply, etc.).
  • Oversees the Finance Department's petty cash account, which includes processing reimbursements for employees and Council members via their payroll direct deposit, reconciling the account, and processing monthly replenishment of the petty cash account.
  • Accepts, processes, and posts daily cash deposits that are received from various departments throughout the City, including preparation of the daily bank deposit.
  • Monitors and posts incoming ACH deposits to the City's general operating account by various government agencies.
  • Manages the purchasing card program, which includes setting up new users in SDG2, issuing purchasing cards at the appropriate transaction threshold level, working in conjunction with the bank to resolve any suspicious activity, processing monthly purchasing card activity including downloading card transactions from the vendor's website, importing all credit card transactions into the city's financial software program, and verifying that all transactions are legitimate and comply with the City's purchasing card policy.
  • Secures and maintains titles to all the City's vehicles.
  • Annually reconciles the City's list of vehicles and contractor's/mobile equipment with what Miami Valley Risk Management (MVRMA) is reporting for property insurance purposes so that MVRMA can update property appraisals accordingly.
  • Responsible for all aspects of Accounts Receivable, including issuing invoices, tracking payments, and posting collected revenue for contractual obligations with other entities, including alarm fines, extra duty, code enforcement cases, etc. Monitors outstanding receivables and follows up when necessary.
  • Prepares schedule of unpaid code enforcement fines to be sent annually to the Greene County Auditor for property assessment.
  • Prepares and posts journal entries as required.
  • Assists with the annual compilation and audit of the City's financial records.
  • Assists the Assistant Finance Director with various monthly bank reconciliations.
  • Prepares and files quarterly excise tax reimbursement with the Ohio Department of Transportation.
  • Maintains and updates the Capital Asset database for all acquisitions and disposals as dictated by the City's Fixed Asset policy. Assists with the recording of fixed assets and construction in process for the annual audit.
  • Reviews each vendor's status for accuracy and annually generates and issues 1099 Miscellaneous Income statements based on requirements of the IRS tax code.
  • Completes credit authorizations as requested by various City vendors.
  • Competes reconciliation of the Miscellaneous Trust Fund on a monthly basis, which includes allocating various revenues and disbursement to all the different programs in the Parks, Senior Center, Police, and Council funds.
  • Responsible for tracking all Short-Term Rental Registration Certificates, including maintaining and updating a list all certificate information such as type, status, address etc. Verifies that all required monthly reporting by the owner and all taxes due were sent in timely and for the correct amount. Assists with documenting and bringing actions against an operator for money owed. Also records and tracks Hotel/Motel taxes.
  • Verifies that an Independent Contractors Acknowledgement Form (PEDACKN) is completed annually for all independent contractors supplying services to the City, and that all PEDACKN's are submitted to OPERS with 30 days of when the individual began providing service(s), including the Form SR-6 if required, and annual reporting.
  • On a quarterly basis, uploads all of the City's expenditures or "checkbook" (which includes checks, journal entries, wires, and all payroll related transactions) to the Open Gov platform which is accessible to residents via our website.
  • Provides back-up for processing payroll in the absence of the Financial Specialist (Payroll). Cross trains other Financial Specialist in completing all financial functions including AP, AR and fixed asset reporting.
  • Reconciles payroll accounts and various other accounts designated by the Assistant Finance Director on a monthly, quarterly, or annual basis.
  • Prepares reports and provide detail support for the auditors completing the City's ACFR.
  • Responsible for records identification and annual records retention and destruction per RC-3 requirements.
ADDITIONAL EXAMPLES OF WORK PERFORMED:
  • Responsible for maintaining various logs, filing of accounts payable, accounts receivable and other miscellaneous vendor files.
  • Responsible for complying with records retention schedules for the Finance Department.
  • Follows up with departments and/or vendors concerning questions about invoices, purchase orders, requisitions and other miscellaneous inquiries.
  • Monitors and orders office supplies when needed.
  • Assists with preparation of the annual budget.
  • Performs other duties and special projects as assigned.
DESIRABLE KNOWLEDGE, SKILLS, AND ABILITIES:
  • General knowledge of the occupational hazards and corresponding safety precautions necessary for the safe performance of assigned duties.
  • Ability to establish and maintain an effective working relationship with City officials, supervisory personnel, City employees, vendors, and the general public.
  • Ability to understand and follow oral and/or written instructions.
  • Ability to maintain and adhere to daily, weekly, and monthly schedules.
  • Ability to meet deadlines and prioritize work.
  • Ability to handle confidential information.
  • Detail-oriented.
  • Proficiency in computer software (Word, Excel, Outlook, Powerpoint) systems and financial software applications.
  • Ability to deal firmly, tactfully, and courteously with the general public.
DESIRABLE TRAINING AND EXPERIENCE:
  • Graduation from a standard high school or the equivalent; or any combination of training and experience which provides the desired knowledge, skills, and abilities.
  • Prefer two years of experience in governmental accounting.
  • Experience with banking transactions including ACH and wires.
  • Knowledgeable about general accounting practices and internal controls as they relate to accounts payable, accounts receivable, capital assets, cash flows, and petty cash.
NECESSARY SPECIAL REQUIREMENTS:
  • Possess and maintain a valid Ohio Driver's License as required.
  • Ability to work other than normal working hours.
  • Notary Public or ability to attain certification.


Only applications from current internal City of Beavercreek employees will be accepted. Applications accepted until Thursday, July 11, 2024.

The City of Beavercreek is an Equal Employment Opportunity employer.