What are the responsibilities and job description for the Accounting Generalist I/II/III/IV position at City of Abilene?
GENERAL DESCRIPTION
Under general supervision of the Division Manager – Accounting or direction of the Accounting Generalist III, IV to perform various accounting assignments including accounts receivable, accounts payable, cashiering, and reconciliation processes.
SUPERVISION EXERCISED
The Accounting Generalist I, II exercises no supervision. The Accounting Generalist III, IV may exercise technical and functional supervision over lower-level staff.
IMPORTANT AND ESSENTIAL DUTIES
Perform various accounting assignments and reconciliations.
Monitor banking transactions daily for all direct deposits. Send notices to departments of direct deposits received. Match deposits to accounts receivable invoices and prepare cash reports.
Input cash receipts and departmental cash reports into ERP system. Review deposits for accuracy. Post cash receipt batches into ERP system and investigate variances.
Assist in the reconciliation of bank accounts to the general ledger. Agree deposits at bank to deposits in the general ledger. Clear outstanding checks and electronic payments. Consult with various divisions to improve efficiencies in bank reconciliation process. Identify and investigate the cause of discrepancies between the bank and general ledger.
Maintain records on Unclaimed Property. Prepares information to use for reporting to the State.
Assist in the oversight of accounts receivable invoices prepared by various City divisions. Assist in the training and support of general billing invoices. Ensure invoices are prepared timely and on a regular schedule. Follow-up with divisions on past-due invoices. Prepare second notices and suspension notices as necessary. Conduct periodic reviews of accounts receivable aging. Identify and recommend invoices for write-off.
Assist in the management of outstanding liens. Calculate payoff requests for citizens. Prepare write-off requests for evaluation by City management. Coordinate requests for lien release with City Attorney’s Office and subsequent follow-up with citizens.
Assist in Accounts Payable processes, as needed.
Maintain complex records and files. Review and process documents to ensure accuracy, compliance, and proper recordkeeping. Ensure timely filing and reporting, as required, and compile information for reports.
Assist departments with transaction inquiries and/or reports in ERP software.
Assist in Accounting Clerk’s duties, as needed.
Accounting Generalist III/IV
Provide technical and functional supervision over lower-level staff in the absence of the Division Manager – Accounting.
OTHER JOB-RELATED DUTIES
Perform other job-related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Proficiency in data entry and accuracy.
Basic understanding of core accounting services processes including cashiering, accounts payable, and/or accounts receivable processes.
Familiarity with organizing and maintaining financial documents.
Skill to:
Operate office equipment, including computer, scanner, and calculator.
Attention to detail and accuracy.
Basic computer and software applications, with proficiency in Microsoft Excel and Office.
Proficient in typing, including 10-key numerical.
Ability to:
Meet job deadlines for assigned functions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Accounting Generalist II/III/IV
Knowledge of:
Basic knowledge of travel reports and purchase orders.
Vendor and customer payment methods.
Cost centers and accounting codes.
Skill to:
Prioritize tasks and address problems efficiently.
Deliver constructive feedback in a respectful, empathetic, and solution-oriented manner when working with team members and other departments.
Ability to:
Analyze transactions for accuracy and completeness.
Effectively utilize a variety of computer software.
Accounting Generalist III/IV
Knowledge of:
Accounting theory, principles, and practices.
Governmental accounting practices.
Best practices in accounting services.
Skill to:
Recognize inefficiencies and recommend improvements.
Ability to:
Work independently.
Independently manage specialized processes.
Identify and resolve variances in reconciliations.
Train team members on processes, procedures, and software.
Lead, manage, and perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Accounting Generalist IV
Knowledge of:
Advanced knowledge of multiple areas of accounting services processes and procedures.
Basic understanding of general ledger.
Skill to:
Advanced use of ERP or accounting software, including imports.
Address and resolve concerns with internal teams, customers, or vendors.
Ability to:
Perform special projects or research.
Provide technical and functional support to lower-level staff.
Propose journal entries and prepare recurring journal entries.
Experience and Training Guidelines:
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
Accounting Generalist I
Experience:
Two (2) years of experience in accounting work is preferred.
Education/Training:
A High school diploma or GED is required.
License or Certificate:
A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.
Accounting Generalist II
Experience:
Three (3) years of experience in accounting work is required, including one (1) year of experience in accounts payable.
Accounting Generalist III
Experience:
Five (5) years of experience in accounting work is required.
Accounting Generalist IV
Experience:
Six (6) years of experience in accounting work is required, including two (2) years in bank reconciliation.
Special Requirements:
Essential duties require the following physical skills and work environment:
HIPPA Compliance training is required within sixty (60) days of employment.
Work in a standard office environment.
Push or transport a loaded cart.
With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
___ Sedentary – lifting of no more than 10 pounds
___ Light – lifting no more than 20 pounds; carrying up to 10 pounds
_X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often:
N = No
E = Extensive (100 – 70% of the time)
M = Moderate (60 – 30% of the time)
I = Infrequent (20 – 10% of the time)
A = Almost Never (< 10% of the time)
Code / Task
_I__ Standing
_E_ Sitting
_I__ Walking
_A_ Lifting
_A_ Carrying
_I__ Pushing/Pulling
_A_ Overhead Work
_E_ Fine Dexterity
_A_ Kneeling
_A_ Crouching
_N_ Crawling
_A_ Bending
_N_ Twisting
_N_ Climbing
_E_ Balancing
_E_ Vision
_E_ Hearing
_E_ Talking
___ Other: _____________________
Under general supervision of the Division Manager – Accounting or direction of the Accounting Generalist III, IV to perform various accounting assignments including accounts receivable, accounts payable, cashiering, and reconciliation processes.
SUPERVISION EXERCISED
The Accounting Generalist I, II exercises no supervision. The Accounting Generalist III, IV may exercise technical and functional supervision over lower-level staff.
IMPORTANT AND ESSENTIAL DUTIES
Perform various accounting assignments and reconciliations.
Monitor banking transactions daily for all direct deposits. Send notices to departments of direct deposits received. Match deposits to accounts receivable invoices and prepare cash reports.
Input cash receipts and departmental cash reports into ERP system. Review deposits for accuracy. Post cash receipt batches into ERP system and investigate variances.
Assist in the reconciliation of bank accounts to the general ledger. Agree deposits at bank to deposits in the general ledger. Clear outstanding checks and electronic payments. Consult with various divisions to improve efficiencies in bank reconciliation process. Identify and investigate the cause of discrepancies between the bank and general ledger.
Maintain records on Unclaimed Property. Prepares information to use for reporting to the State.
Assist in the oversight of accounts receivable invoices prepared by various City divisions. Assist in the training and support of general billing invoices. Ensure invoices are prepared timely and on a regular schedule. Follow-up with divisions on past-due invoices. Prepare second notices and suspension notices as necessary. Conduct periodic reviews of accounts receivable aging. Identify and recommend invoices for write-off.
Assist in the management of outstanding liens. Calculate payoff requests for citizens. Prepare write-off requests for evaluation by City management. Coordinate requests for lien release with City Attorney’s Office and subsequent follow-up with citizens.
Assist in Accounts Payable processes, as needed.
Maintain complex records and files. Review and process documents to ensure accuracy, compliance, and proper recordkeeping. Ensure timely filing and reporting, as required, and compile information for reports.
Assist departments with transaction inquiries and/or reports in ERP software.
Assist in Accounting Clerk’s duties, as needed.
Accounting Generalist III/IV
Provide technical and functional supervision over lower-level staff in the absence of the Division Manager – Accounting.
OTHER JOB-RELATED DUTIES
Perform other job-related duties and responsibilities as assigned.
KNOWLEDGE, SKILLS, AND ABILITIES
Knowledge of:
Proficiency in data entry and accuracy.
Basic understanding of core accounting services processes including cashiering, accounts payable, and/or accounts receivable processes.
Familiarity with organizing and maintaining financial documents.
Skill to:
Operate office equipment, including computer, scanner, and calculator.
Attention to detail and accuracy.
Basic computer and software applications, with proficiency in Microsoft Excel and Office.
Proficient in typing, including 10-key numerical.
Ability to:
Meet job deadlines for assigned functions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain cooperative working relationships with those contacted in the course of work, both internally and externally.
Follow and embrace the City of Abilene Core Values – Respect, Integrity, Service Above Self, and Excellence in All We Do.
Perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Accounting Generalist II/III/IV
Knowledge of:
Basic knowledge of travel reports and purchase orders.
Vendor and customer payment methods.
Cost centers and accounting codes.
Skill to:
Prioritize tasks and address problems efficiently.
Deliver constructive feedback in a respectful, empathetic, and solution-oriented manner when working with team members and other departments.
Ability to:
Analyze transactions for accuracy and completeness.
Effectively utilize a variety of computer software.
Accounting Generalist III/IV
Knowledge of:
Accounting theory, principles, and practices.
Governmental accounting practices.
Best practices in accounting services.
Skill to:
Recognize inefficiencies and recommend improvements.
Ability to:
Work independently.
Independently manage specialized processes.
Identify and resolve variances in reconciliations.
Train team members on processes, procedures, and software.
Lead, manage, and perform as a team member in a manner that accomplishes the Division’s mission and treats team members with dignity, courtesy, and respect.
Accounting Generalist IV
Knowledge of:
Advanced knowledge of multiple areas of accounting services processes and procedures.
Basic understanding of general ledger.
Skill to:
Advanced use of ERP or accounting software, including imports.
Address and resolve concerns with internal teams, customers, or vendors.
Ability to:
Perform special projects or research.
Provide technical and functional support to lower-level staff.
Propose journal entries and prepare recurring journal entries.
Experience and Training Guidelines:
For positions with more than one level, all listed requirements at the lower levels are required at the higher levels. Any combination equivalent to experience and training to provide the required knowledge, skills, and abilities may be qualifying. Knowledge, skills, and abilities may be obtained through:
Accounting Generalist I
Experience:
Two (2) years of experience in accounting work is preferred.
Education/Training:
A High school diploma or GED is required.
License or Certificate:
A valid Texas driver’s license, the ability to obtain one within ninety (90) days of employment, or a military waiver is preferred.
Accounting Generalist II
Experience:
Three (3) years of experience in accounting work is required, including one (1) year of experience in accounts payable.
Accounting Generalist III
Experience:
Five (5) years of experience in accounting work is required.
Accounting Generalist IV
Experience:
Six (6) years of experience in accounting work is required, including two (2) years in bank reconciliation.
Special Requirements:
Essential duties require the following physical skills and work environment:
HIPPA Compliance training is required within sixty (60) days of employment.
Work in a standard office environment.
Push or transport a loaded cart.
With or without accommodation, the “X” indicates the overall strength demand of the position during a typical workday:
___ Sedentary – lifting of no more than 10 pounds
___ Light – lifting no more than 20 pounds; carrying up to 10 pounds
_X_ Medium – lifting no more than 50 pounds; carrying up to 25 pounds
___ Heavy – lifting no more than 100 pounds; carrying up to 50 pounds
___ Very Heavy – team lifting over 100 pounds; carrying more than 50 pounds
Physical Demand Codes: The following describes whether or not the position is expected to exert the physical demands listed during a typical workday as well as the overall frequency of the task:
Codes for how often:
N = No
E = Extensive (100 – 70% of the time)
M = Moderate (60 – 30% of the time)
I = Infrequent (20 – 10% of the time)
A = Almost Never (< 10% of the time)
Code / Task
_I__ Standing
_E_ Sitting
_I__ Walking
_A_ Lifting
_A_ Carrying
_I__ Pushing/Pulling
_A_ Overhead Work
_E_ Fine Dexterity
_A_ Kneeling
_A_ Crouching
_N_ Crawling
_A_ Bending
_N_ Twisting
_N_ Climbing
_E_ Balancing
_E_ Vision
_E_ Hearing
_E_ Talking
___ Other: _____________________
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