Head Administrative Clerk- Audit Department

4 days ago

Westfield, MA, United States City of Westfield (MA) Full time
CITY OF WESTFIELD

HEAD ADMINISTRATIVE CLERK - AUDIT

AFSCME 35 GRADE 12

GENERAL STATEMENT OF DUTIES AND RESPONSIBILITIES:

Performs a variety of administrative and technical work requiring a high degree of decision making and complete knowledge of the operations within department policies and procedures, City regulations, and Massachusetts General Laws. Position is responsible for overseeing the daily operations of accounts payable ensuring the accuracy and timeliness of payments and providing excellent customer service.

SUPERVISION:

Works under the general supervision of the City Auditor. Most of the work is done independently with a high degree of decision making. The employee refers unusual situations to the supervisor for advice and further instructions. Provides supervision to other accounts payable personnel and guidance to other departments in the processing of invoices.

ESSENTIAL DUTIES AND RESPONSIBILITES:

The essential functions or duties listed below are intended only as illustrations of the various type 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 to the position.

  • Manages daily workflow for accounts payable processing.
  • Maintains and stores detailed and accurate accounts payable records in accordance with departmental regulations and state statutes governing the records and records retention.
  • Analyzes invoices submitted for accuracy including appropriate authorization, proper application of applicable vendor contract terms or pricing, City policies, and collective bargaining agreements.
  • Processes, approves and posts invoices for all departments; creates and attaches electronic documentation to posted invoices.
  • Posts ledger, journal and account entries; monitors accounts and ensures that any discrepancies are identified, resolved and adjusted.
  • Verifies purchase orders for availability of funds and proper account to be charged.
  • Prepares weekly and special warrants for signature.
  • Assists with producing and ensuring adherence to accounts payable policies and forms.
  • Coordinates with all departments regarding year end processing and closing of accounts.
  • Processes payroll on a bi-weekly basis, entering data from time sheets and reports; tracking employee time and attendance including paid time off.
  • Orders supplies; prepares department purchase orders and processes department invoices.
  • May train other accounts payable personnel and participate in cross training.
  • Such other related duties as required.
OTHER ADDITIONAL REQUIREMENTS AND RESPONSIBILITIES:
  • Thorough knowledge of municipal bookkeeping with ability to apply such to everyday activities.
EDUCATION AND EXPERIENCE:

High school diploma or GED, Associates degree preferred, and 2 years related work experience or any equivalent combination of education and experience which provides requisite knowledge, skills and abilities to perform the essential functions of the job.

SKILLS AND QUALIFICATIONS:
  • Excellent organizational, typing and data processing skills, proficient in the use of personal computers and office software including word processing, database, internet and spreadsheet applications. Working knowledge of office and accounting software and machines. Must have a firm understanding of math and technology as well as knowledge of accounting techniques.
  • The work involves numerous standardized practices, procedures, or general instructions that govern the work and in some cases may require additional interpretation. Judgment is needed to locate, select and apply the most pertinent practice, procedure, regulation or guideline.
  • Ability to communicate effectively both orally and in writing; strong communication skills in relaying important information and ability to deal appropriately with other employees, department heads and City officials. Ability to maintain confidential information.
  • Ability to understand and follow directions and take the initiative in completing assignments. Ability to complete work under pressure while maintaining a high degree of accuracy in accordance with work deadlines.
  • Ability to follow departmental rules, regulations, policies and practices in all aspects of job.
  • The work consists of the practical application of a variety of concepts, practices and specialized techniques relating to a professional or technical field. Assignments typically involve evaluation and interpretation of factors, conditions or unusual circumstances; inspecting, testing or evaluating compliance with established standards or criteria; gathering, analyzing and evaluating facts.
  • Ability to proofread work. Ability to learn and efficiently utilize specific software for department use. Performs preparation of forms, correspondence and other documents.
  • Assists with answering telephones as well as responding to questions and providing information within authority. Performs filing, scanning and copying as directed.
  • Ability to establish and maintain effectively working relationships and work cooperatively with coworkers, City officials, other City employees and the public. Ability to communicate effectively with the public in a courteous and professional manner.


PHYSICAL, MOTOR, AND VISUAL SKILLS

Physical Skills

Work is generally conducted within Municipal Building, where Employee is required to report for their shift. Ability to travel throughout the office and within the Municipal Building is necessary. Work is largely sedentary in nature, with occasional lifting of up to 25 pounds with some pulling and pushing or reaching above, generally of desk and file drawers. Frequent use of hands to operate keyboards and telephones, and other office equipment.

Motor Skills

The work requires motor skills for activities such as keyboarding, filing, moving objects and using a variety of office equipment.

Visual Skills

Visual demands require routinely reading documents for general understanding and analytical purposes.

The City of Westfield is committed to maintaining a work environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

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