ESSENTIAL FUNCTIONS
The following duties are normal for this position. These are not to be construed as exclusive or all-inclusive. To perform this job successfully, an individual must be able to perform each duty satisfactorily. Other duties may be required and assigned.
- Administers the Town's Purchasing Card (P-Card) Program, including card issuance, maintenance, suspension, and cancellation.
- Reviews purchasing card transactions for compliance with Town policies, purchasing procedures, grant requirements, and IRS regulations.
- Audits cardholder documentation, receipts, and account coding for completeness and accuracy.
- Coordinates monthly reconciliation of purchasing card transactions.
- Provides training to new cardholders and department coordinators.
- Maintains purchasing card policies, procedures, and forms.
- Investigates questionable transactions and works with departments to resolve discrepancies.
- Coordinates with the card issuer regarding fraud, disputes, lost or stolen cards, and account maintenance.
- Assists departments with purchasing card questions and provides guidance regarding allowable purchases.
- Develops reports and recommendations to improve purchasing card controls and program effectiveness.
- Reviews purchasing card transactions for compliance with Town purchasing policies and North Carolina procurement requirements.
- Assists departments in ensuring purchases made by purchasing card comply with applicable procurement laws, grant requirements, and internal policies.
- Reviews reports prepared by others for accuracy and completeness.
- Prepares complex journal entries and financial reports as required for various purposes.
- Reconciles assigned general ledger accounts.
- Retrieves and sorts incoming mail.
- Supports the Accounts Payable function by entering and maintaining vendor files, reconciling vendor payments and other related tasks.
- Serves as back-up to the Accounts Payable and Payroll functions.
- Serves as back-up for travel reimbursement processes.
- Performs other technical accounting activities and assists in analyzing and maintaining other general ledger accounts.
- Produces requested audit documentation, spreadsheets, statistics, and reports.
- Assists staff in solving, or personally responds to, inquiries and accounting issues,
- Completes special projects assigned by the Accounting and Finance Manager and Finance Director.
- Other duties as assigned.
KNOWLEDGE SKILLS AND ABILITIES
?Knowledge of governmental accounting GAAP and auditing methods, procedures, and financial practices.
?Knowledge of the Town and Department’s operating requirements, policies, procedures, and practices; and local, State, and Federal regulations related to department programs and operations.
?Ability to assist in interpreting and analyzing accounting data
?Ability to analyze transactions and reports and make appropriate correcting entries
?Ability to establish and maintain accurate records of assigned activities and operations.
?Ability to interpret and implement local policies and procedures; written instructions, general correspondence; Federal, State, and local regulations.
?Skill in organizational and time management to prioritize duties to accomplish a high volume of work product while adapting to constant changes in priority.
?Ability to perform detailed work accurately and independently in compliance with stringent time limits requiring minimal direction and supervision.
?Ability to think quickly, maintain self-control, and adapt to stressful situations.
?Knowledge of current office practices and procedures.
?Knowledge of computer software consistent for this position.
?Ability to perform mathematical calculations required of this position.
?Ability to communicate clearly, concisely and effectively in English in both written and verbal form.
?Skill in researching and understanding complex written materials.
?Ability to prepare and maintain accurate and concise records and reports.
?Ability to apply sound judgment and discretion in performing duties, resolving problems and interpreting policies and regulations.
?Ability to communicate detailed and often sensitive information effectively and concisely, both orally and in writing.
?Ability to handle sensitive interpersonal situations calmly and tactfully.
?Ability to maintain professionalism at all times.
?Ability to maintain effective working relationships with individuals within and outside the organization.
?Ability to maintain confidentiality and discretion regarding business-related files, reports, and conversations, within the provisions of open records laws and other applicable State and Federal statutes and regulations.
?Ability to work the allocated hours of the position and respond after hours as needed.
PHYSICAL AND WORK ENVIRONMENT
The physical and work environment characteristics described in this description are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions or as otherwise required by law. Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.
- This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching, or crawling and reaching with hands and arms.
- Work has standard vision requirements.
- Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
- Hearing is required to perceive information at normal spoken word levels.
- Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
- Work has no exposure to adverse environmental conditions.
- Work is generally in a moderately noisy office setting.
