Finance Specialist

Job Title:         Finance Specialist

Revision Date:  10/09/2024

Department:  Administration                                    Reports To:  Finance/HR Director

FLSA Status:    Non-Exempt                                        Supervisory Responsibilities: None

Safety Sensitive Position:  No                                                        

This job description should not be interpreted as all-inclusive. It is intended to identify the essential functions and minimum qualifications of this job. The incumbent(s) may be required to perform job-related responsibilities and tasks other than those stated in this job description. Nothing in this job description restricts management’s right to assign or reassign job-related responsibilities and tasks to this job at any time. Certain functions are understood to be essential; these include, but are not limited to, attendance, getting along with others, working a full shift, and dealing with and working under stress. Any essential function of this class will be evaluated as necessary should an incumbent/applicant be unable to perform the function or requirement due to a disability as defined by the Americans With Disabilities Act (ADA). Reasonable accommodation for the specific disability will be made for the incumbent/applicant when possible.

1. Job Summary: Under the direct supervision of the Finance/HR Director; Performs administrative, accounting and clerical work along with other administrative tasks. 

2. Essential Duties and Responsibilities:
   1. Performs the Accounts Payable functions for all funds by ensuring expenses are paid in a timely manner and in accordance with Accepted Accounting Principles of the State of Arkansas and Generally Accepted Accounting Principles (GAAP), and City ordinances, policies and procedures.
   2. Review invoices submitted for payment from all funds. Match invoices with supporting documents & verify PO and/or Department Head’s approval.
   3. Perform Accounts Receivable functions ensuring all revenues are received timely, all bank balances are monitored per policy and guidelines.
   4. Maintain accounting files and records.
   5. Support the Finance/HR Director by assisting with administrative services required to operate the City’s administrative details; uses initiative, discretion and independent judgement to complete tasks as assigned, correspondence, special project, and related activities; work involves contact with citizens, elected officials and other city personnel.
   6. Serves as Payroll Administrator when necessary and support to the 3rd party payroll provider and other accounting and clerical staff.
   7. Monitor files, vendor statements, purchase orders, and invoices as related to current budget.
   8. Maintain payment schedule for regular monthly payments as outlined in the current budget.
   9. Prepare invoices as needed for reimbursements of funds.
   10. Provide information to vendors and/or city employees regarding payments & account balances.
   11. Assist with preparation of annual budget
   12. Assist with assignment of purchase request numbers as needed.
   13. Assist in disbursement of grant monies and monitoring of grant payment process.
   14. All other duties as assigned. 

3. Minimum Qualifications:
   1. Possess a high school diploma or equivalent (GED)
   2. Two (2) years of bookkeeping/accounting experience and one (1) year of general clerical experience.
   3. Equivalent combinations of education and experience will be considered.
   4. Knowledge with Excel, Word, and other computer programs. Must be able to learn the City’s Accounting software.
   5. Knowledge of standard office practices and procedures. 

4. Additional Knowledge, Skills, or Abilities Needed:
   1. Skill in the operation of normal office machines including but not limited to computer, fax machine, scanner, and more
   2. Knowledge of good filing and record retention.
   3. Ability to multi-task, keep track of details, good organization skills and protect and maintain confidential information.
   4. Ability interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
   5. Ability to speak effectively with citizens, business professionals, or employees of the City
   6. Ability to keep track of details.

5. Physical Requirements: The physical activities marked below are representative of those that will be required on a regular basis to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.