Accounting & Payroll Specialist Clerk III

JOB Play a key role in keeping the City-County's financial operations running smoothly. In this position, you'll handle a mix of technical and administrative accounting work that supports accurate, reliable fiscal records. You'll also work closely with the Payroll Department and serve as a trusted backup to the Payroll Supervisor, ensuring employees are paid correctly and on time. This is responsible, technical, and requires administrative accounting work in maintaining the fiscal records and systems and assists with administering the payroll processes of the City-County. The work is performed under the general direction of the Manager of Accounting and Grants. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, other department employees, other City-County employees, and the public. This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.

EXAMPLE OF DUTIES

Accounting Functions - This position will be responsible for supporting the Finance & Budget Department as follows: Makes journal entries to balance and close monthly books in general ledger, revenue and expense accounts.

Enters budget transfers and communicates necessary information to outside Department Heads.

Prepares periodic reports and budget to actual analysis.

Assists in the preparation of 1099 and related reporting including vendor maintenance.

Reconciles general ledger and performs periodic financial studies and analyses.

Assists the Finance & Budget Department Staff in the operation and maintenance of the government's financial system and assists in preparation of year-end Comprehensive Annual Financial Report.

Under direction of the Manager of Accounting and Grants, prepares and maintains written internal control policies and procedures.

Prepares and maintains written audit standards.

Serves as liaison between Budget office and field office accounting functions.

Serves as a member of various employee committees and provides back-up and support to other related positions and accounting functions.

Completes special projects, as needed, under the direction of the Manager of Accounting and Grants.

Accounts Payable Functions - This position will be responsible for supporting the Accounts Payable Supervision as follows: Processes vendor payments in accordance with the procurement policies of the City-County and the accounts payable process established by the Finance & Budget Systems.

Receives invoices, attaches to purchase order or routes to departments.

Authority to deny purchase orders that do not comply with accounting procedures or procurement process and return to the Department Heads.

Matches purchase orders with invoices, calculates discounts, verifies for proper accounting and procurement policies, verifies amounts, and submits claim for processing.

Prepares weekly expenditure approval report for the Finance & Budget Committee.

Invoices State Agencies for telephone and various internal expenses.

Reconciles copy machine charges on-line with vendor and processes the quarterly copy machine charges to departments.

Prepares claims for payments and mailing to vendors for payroll department.

Payroll Functions - This position will be responsible for supporting the Payroll Coordinator as follows: Verifies validity and accuracy of payroll time sheets.

Ensures payroll time sheets comply with company and union policies.

Enters time sheet data into payroll database.

Prepares payroll registers and reviews for accuracy.

Prepares final payroll, paychecks, and reports.

Prepares direct deposit as required.

Prepares and maintains employee payroll records, including pay rate, deductions, and benefits.

Prepares checks for payroll taxes and benefit payments.

Calculates retroactive pay as needed.

Confers with and answers payroll processing questions from City-County employees.

Prepares and reconciles quarterly and year-end reports and W2's.

Projects payroll expenses for budget estimates.

Reviews and verifies the accuracy of transactions and accounting classifications assigned to various records.

Complies with department policies and procedures.

Prepares periodic reports and related correspondence, collecting and summarizing information, and establishing and maintaining follow-up systems as required.

Attends meetings, conferences and workshops as requested and authorized.

Performs related work as required.

SUPPLEMENTAL INFORMATION

The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.

The job description is only a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.

ADA Accommodation NoticeThe City-County of Butte-Silver Bow is committed to providing equal access to employment opportunities. If you require a reasonable accommodation to complete the application process or participate in the hiring process, please contact us.