Position
Title: Senior
Accountant/Purchasing Agent
Department: Finance
Department
Reports
To: Director of Finance
Union: White Collar, CSEA Chapter 91
FLSA
Status: Non-Exempt
Approved
By: Director
of Finance and Mayor
Approval
Date: Reviewed
January 2020
SUMMARY
The Senior
Accountant/Purchasing Agent, reporting to the Director of Finance, performs
responsible administrative and supervisory work in the receiving, recording and
reconciling of City revenues, maintains accounting controls of City
expenditures, investments, receivables, employee payroll and benefits. Performs risk management functions for all
City departments. Administers,
supervises and performs work involved in directing and coordinating the
activities of the City’s purchasing function.
ESSENTIAL
FUNCTIONS AND DUTIES
Technical
1. Responsible for the functional areas
of accounts payable, accounts receivable and payroll.
2. Organizes,
performs and supervises the receiving, recording and reconciling of all City
revenues.
3. Confers with the Director of Finance
on the placement of funds.
4. Supervises
the deposit and reconciliation of funds in bank accounts or other investments
instruments as directed.
5. Oversees authorized disbursements of
City funds.
6. Coordinates
processing of information with all departments, including the Department of
Utilities to ensure timely receipt and disbursement of funds.
7. Analyzes accounts receivable data
applications for system upgrading.
8. Maintains the general ledger system.
9. Performs financial reporting work as
required by the Director of Finance.
10. Develops
and maintains accounting systems and records for special projects, grants and
related fiscal events.
11. Supervises
and oversees the reconciliation of employee withholding and Social Security
payments and preparation of reports for State and Federal agencies.
12. Performs
risk management functions under the direction of the Finance Director which
include, but are not limited to, the following:
(a) Liaison officer between City and insurance companies; (b) Handles
all insurance claims; (c) Maintains all records pertaining to insurance cases;
and (d) Keeps all insurance policies and records up-to-date in coordination
with the Finance Director.
13. Directs
and coordinates all activities of the procurement function engaged in the
purchase of equipment materials and supplies for all departments of the City
within approved budgetary limits.
14. Ensures
that operating departments receive the goods and services they need in the
right quality and quantity, on a timely basis, as efficiently as possible, and
at the lowest overall cost while ensuring a fair and open process for all City
departments.
15. Develops procedures to receive, review
and process department purchase requests.
16. Provides
assistance to departments on procurement activities to meet program and
budgetary objectives.
17. Analyzes and advises on availability
and quality of goods, equipment and services.
18. Recommends
methods of purchase and negotiates contracts with vendors for purchase of
commodities and recurring services.
19. Prepares
specifications, bid announcements, and solicits bids and awards contracts for
purchases.
20. Coordinates receipts and acceptance of
purchases.
21. Administers purchase agreements.
22. Develops
procurement procedures and methods and records and handles a variety of
correspondence and public contracts.
23. Reports work accomplished to the
Director of Finance.
24. Prepares statistical and narrative
reports as required.
25. Coordinates
purchasing activities with other municipalities to effect economies of group
buying including Utilities.
26. Analyzes
sales and financial information, conducts surveys and examines equipment and
materials.
27. Organizes and oversees the auction of
obsolete/surplus materials and equipment.
28. Remains current in all aspects of the
accounting, purchasing and insurance professions.
29. Provides
general information to the public, maintains professional competencies and
performs other tasks as assigned by the Finance Director.
30. Performs other duties as may be
assigned.
Supervisory
31. Supervises
the deposit and reconciliation of funds in bank accounts or other investments
instruments.
32. Assists
with supervision of accounting and clerical staff with the preparation,
administration and oversight of municipal budgets.
33. Supervises
the work of staff engaged in reviewing requisitions, soliciting bids, analyzing
and recommending acceptance of bids, developing files of supply sources and
performing a variety of routine office tasks incidental to procurement
activities.
34. Supervises
and controls interdepartmental transfers of supplies, materials and equipment
and maintains inventory of fixed assets, materials and supplies.
EDUCATION
AND/OR EXPERIENCE
Bachelor’s
degree in Finance, Accounting, Business/Public Administration from an
accredited college/ university or other closely related field, with a minimum
of five (5) years experience in accounting work, including purchasing. A combination of education and experience
that demonstrates the ability to perform the responsibilities of the position
may be considered in lieu of stated education and experience requirements. Familiarity with municipal/public accounting,
insurance and purchasing operations and procedures desirable. Designation as Certified Public Accountant
preferred. Must be skilled in the usage
of electronic data processing equipment.
Must be proficient with Microsoft Excel and Word and knowledgeable of
and able to operate all other City computer hardware applications and typical
business office equipment.
CERTIFICATES,
LICENSES, REGISTRATIONS
·
Valid
driver’s license.
·
Bondable.
·
Certified
Public Purchasing Officer/Buyer (CPPO/CPPB) designation preferred.
LANGUAGE
SKILLS
Ability
to effectively and diplomatically present information to top management, public
agencies and commissions, the general public and municipal vendors and
contractors.
Ability
to write reports and business correspondence.
Excellent
written and oral communications skills essential.
REASONING
ABILITY
Ability
to read, analyze and interpret financial reports and legal and other documents,
such a bid specifications and insurance forms.
Ability
to define problems, collect data, establish facts and draw valid
conclusions.
PHYSICAL
DEMANDS
While
performing the duties of this job, the employee is regularly required to talk
and/or hear; stand; walk; sit; use hands to finger; handle or feel; and reach
with hands and arms. The employee is
occasionally required to climb or balance; stoop, kneel, or crouch. The employee must occasionally lift/and or
move up to twenty-five (25) pounds.
Specific vision abilities required by this job include close vision,
distance vision, color vision, peripheral vision, depth perception and ability
to adjust focus. The employee must
travel to off site locations and offices, some of which are at other than
ground floor level.
WORK
ENVIRONMENT
The work environment requires the individual to work in an office
environment; sustained posture in a seated position and prolonged periods of
tabulating information. Moderate noise,
ability to work in a confined area, ability to sit at a computer terminal for
extended period of time.
