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Financial Records Specialist

2 months ago

North Bend, Oregon, United States City of North Bend, OR Full time
Salary: $31.66 Hourly

Location: North Bend, OR

Job Type: Part-Time

Department: Finance

FLSA: Non-Exempt

GENERAL POSITION SUMMARY:
This role involves executing standard accounting responsibilities across various stages of the financial process. Key duties include maintaining financial records, managing accounts payable and receivable, overseeing fixed assets, and preparing for audits. Additionally, this position entails coordinating reservations and handling incoming calls. A portion of the role will involve supporting the HR Manager/City Recorder with administrative tasks, meeting documentation, and special projects.

SUPERVISION RECEIVED:
General oversight is provided by the Finance Director, with additional guidance from the HR Manager/City Recorder.

ESSENTIAL FUNCTIONS:
The responsibilities outlined in this job description are considered essential.

TASKS, TOOLS & TECHNOLOGY:
Key Responsibilities:
  • Accounts Payable/Receivable:
    • Generate Purchase Orders as required, categorize and prepare invoices for payment, reconcile packing slips, quotes, and invoices; process payments for all accounts payable.
    • Manage regular accounts receivable invoicing and upkeep of customer accounts, including collection for overdue accounts.
    • Handle assessment billings and issue receipts; maintain necessary records and satisfy liens upon full payment of assessments.
  • Fixed Assets and Audit Preparation:
    • Track capital expenditures and coordinate the identification of fixed assets; maintain records for fixed assets and prepare relevant audit documentation.
  • General Finance Duties:
    • Manage the Building Reservations schedule and customer agreements.
    • Serve as the primary contact for incoming calls to the City's main line.
    • Process daily mail and bank deposits.
    • Act as the front counter lead in the absence of the full-time Accounts Payable/Receivable Technician, addressing customer inquiries and handling cash transactions.
    • Exhibit professionalism and courtesy in interactions with staff and the public.
    • Prepare journal entries and maintain a desk manual for the Accounts Payable/Receivable Technician role.
  • Administrative Duties:
    • Attend City Council meetings, assisting the City Recorder with recording and live streaming; participate in City Council Work Sessions as needed.
    • Document City Council meeting minutes.
    • Support special administrative and HR projects as requested.
  • Backup Duties:
    • Assist the Payroll Technician by reviewing timesheets and payroll documentation.
    • Process payroll in the absence of the Payroll Technician.
    • Reconcile bank statements to the General Ledger monthly.
    • Provide assistance to the Finance Director with budget-related tasks as necessary.

KNOWLEDGE AND ABILITIES:
Knowledge:
Strong understanding of contemporary accounting principles and practices, particularly in governmental fund accounting; ability to perform detailed numerical work; capacity to manage multiple tasks; work independently with minimal supervision; collaborate with other finance personnel; interpret laws and regulations; maintain a clean workspace and secure confidential documents; communicate effectively both verbally and in writing; operate standard office equipment.

Abilities:
Proficient in using a computer for essential job functions; knowledgeable in Microsoft Office applications and databases; capable of creating spreadsheets and working with surveys and electronic presentations.

Ability to work effectively and harmoniously with city employees, public officials, other agencies, and the general public.

WORK STANDARDS:
  • Regular attendance and punctuality.
  • Maintain honesty and integrity in all actions.
  • Demonstrate self-control and attention to detail.
  • Complete tasks thoroughly and accept constructive feedback.
  • Effectively manage high-stress situations.
  • Exhibit reliability and responsibility.
  • Willingness to embrace new responsibilities and challenges.

EDUCATION, CERTIFICATION, & EXPERIENCE:
Minimum requirements include one year of experience in bookkeeping or accounting, along with cash management and customer service experience. A high school diploma or GED equivalent, supplemented by college-level coursework in bookkeeping or accounting, may substitute for required experience on a year-for-year basis.

WORKING CONDITIONS:
The work environment is typical of an office setting, characterized by a professional atmosphere that allows for both teamwork and independent tasks. The noise level is standard for office environments, with light customer traffic.

Physical requirements include frequent sitting, standing, bending, and manipulating objects. The role necessitates mobility and the ability to handle materials weighing up to 10 pounds regularly, with occasional lifting of up to 25 pounds. Manual dexterity is essential for operating office equipment.

SUPERVISION:
This position operates under the supervision of the Finance Director, who reviews work for accuracy and adherence to established procedures. The role may also provide basic training and orientation to volunteers and new personnel.

WORK SCHEDULE:
This is a part-time position, typically requiring 24 hours per week, with hours scheduled between 8:00 am and 5:00 pm, Monday through Friday, and occasional evening work for City Council meetings.