Job Description
Primary purpose:
Responsible for managing and overseeing the General Ledger to ensure all financial transactions are posted on time to ensure accurate reporting of the City's financials. Prepares various reports to comply with federal, state and local laws. Assists in the preparation of the City's financials for the annual external audit and reporting to the Department of Revenue.
Supervision:
Scope and Judgment: Performs professional office and administrative duties requiring independent judgment and initiative to analyze, solve problems and make decisions based on departmental and city policies and procedures. Exercises considerable judgment and initiative in performing duties.
Supervision Received: Position reports to the City Comptroller, operating with minimal supervision. Operates in accordance with applicable state and local laws and regulations, and department policies and procedures. This position requires the ability to plan and perform operations to independently complete assigned tasks according to a prescribed time schedule. This individual independently establishes own daily work plan based on regular routine and special assignments.
Supervision Given: Provides immediate direction, control and monitoring over a function unit or section with time spent assigning, explaining, checking progress and reviewing routine work. Supervisory responsibilities include direct accountability for quantitative and qualitative results, and budgetary control. Acts as the City Comptroller during extended absences.
Essential Functions:
(The essential functions or duties listed are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)
Maintains the City's general ledger and supporting subsidiary ledgers for all funds, while exercising budgetary control over City funds. Reconciles all City funds monthly for accuracy of revenues and expenses.
Prepares Financial Statements, including balance sheets, income statements and monthly spending reports. Prepares Free Cash, Tax Recap, Statement of Indebtedness, Combined Balance Sheet, Cash Reconciliation Report and other reports required by the Department of Revenue.
Coordinates with external auditors in preparation of the Annual ACFR and audit.
Assists in the Issuance of Debt, including setting up Capital Project accounts, Authorized but Unissued, debt service payments, and the handling of premiums to offset the Issuance of Bond Sale Costs.
Works with multiple departments ensuring contracts are executed in accordance with Massachusetts General Laws and that funding is available for said contracts.
Works with all City departments to assist them with accounting and MUNIS requests. Tests new MUNIS versions and maintains various MUNIS modules that have been integrated. Works with outside auditors, representatives of state and federal agencies and with vendors as needed and required.
Ensures City Ordinances as well as State and Federal regulations are adhered to.
Records investment funds to market quarterly, providing reports to Comptroller and Treasurer.
Reconciles cash monthly with the City Treasurer.
Supervises the daily accounting curriculum and projects of the accountant position; Serves as an advisor to all Comptroller staff to solve problems; oversees the work product of staff. Maintains a strong commitment to public service and delivers positive supervisory support and leadership to the Comptroller's team.
When absent, the Deputy Comptroller acts as City Comptroller by making decisions necessary to continue the operations of the city.
Attends and participates in staff and other meetings. Attends training as required and directed. Conducts training for departmental staff and citywide staff as directed and required.
Performs other duties as directed and required.
Minimum Entrance Qualifications:
Education, Training, and Experience:
Bachelor's Degree required in Accounting, from an accredited college or university, five years of progressive accounting, corporate accounting or auditing experience of which a minimum of three is preferred in municipal accounting or auditing. Must be able to demonstrate or quickly learn the UMAS fund accounting system, Massachusetts municipal finance laws and regulations, and be proficient in Microsoft Excel.
MUNIS experience is highly desirable, or any equivalent combination of education, experience or knowledge. A strong commitment to public service required.
Special requirements:
Candidate must demonstrate being on track to become a Certified Governmental Accountant (CGA) by the Massachusetts Auditors and Accountants Association, having passed both the Practical (Accounting) and Legal examinations, as well as meeting experience and education requirements; or indicate a strong ability and commitment to do so within one year of employment and completing within three years of employment.
Knowledge, Ability and Skill:
Knowledge. Duties require a strong understanding of and the ability to successfully apply complex concepts from a body of knowledge or specific discipline. Frequently the meaning and implications of concepts and their application must be explained and clearly communicated to others. Routinely required that work be organized, methodologies adapted to varied circumstances, and that associated tasks be efficiently and effectively accomplished producing completed work. Participates in the development of technical/financial processes and/or management plans and programs at a municipal wide level. Highly proficient knowledge of office practices and procedures, equipment and techniques, including a variety of software applications, with a strong focus on MUNIS and Excel expertise level should include knowledge of pivot tables, v-lookup and Sum if functions. Strong knowledge of grammar, punctuation, spelling, syntax, appropriate style and arithmetic. Knowledge of all department operations.
Ability. Position requires the ability to comprehend the scope of laws, rules and regulations pertaining to specialty area. Ability to organize time, work independently and accomplish tasks despite frequent interruptions. Ability to produce, read and interpret financial documents. Ability to operate various types of office equipment. Ability to maintain confidentiality of information. Ability to organize clerical and statistical records. Ability to maintain detailed and extensive records and to prepare reports. Ability to work effectively under time constraints to meet deadlines. Ability to deal tactfully and appropriately with City departments and officials in an effective manner. Ability to interpret and follow departmental procedures and guidelines, as well as local, state, and federal regulations pertaining to municipal finance. Ability to be a strong team player and leader. Ability to absorb and learn quickly and maintain a departmental sense of urgency. Ability to use judgement in the analysis of facts and circumstances to solve practical problems and deal with problems involving several complex variables in varied situations. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form. Ability to represent the City in meetings, events ,or during trainings while displaying and maintaining a professional and business acumen.
Skills. Strong organizational skills and the ability to work under pressure. Should have skill in UMAS fund accounting system, skill in all Massachusetts municipal laws and regulations. Strong analytical and problem solving skills including detecting financial errors or irregularities. Advanced administrative and supervisory skills. Expertise and skill in using personal computers, word processing, database, and spreadsheet applications. Excellent customer service skills. Skilled in developing and thriving in a team-oriented environment with an emphasis on researching and testing new methods. Skill in the operation of all the above listed tools and equipment.
Job Environment:
Work is performed under typical office and climate-controlled conditions, with little exposure to occupational risks or loud noises or other unpleasant elements, and which are generally maintained in a neat and clean condition. Duties of this position present little or no potential for injury. Workflow is exposed to typical interruptions during the day from inquiries by employees, the city leadership team, city department staff, business organizations, attorneys, representatives of state and federal agencies, and vendors. Operates computers, calculators, copier, telephone, and all other standard office equipment.
Interactions with others involve explanation, discussion, or interpretation of what is required to render service, plan or coordinate work efforts, or resolved operating problems. Contacts are with service recipients, city departments and officials, outside agencies, businesses, vendors, other governmental organizations, and attorneys. Communication is by means of telephone, personal discussion, email, letter and other technical or written correspondence which involves discussing complex information requiring more than ordinary courtesy, tact and diplomacy in order to resolve complaints, operational issues or while training city wide staff on the City's financial systems, operations and regulations.
• Works with limited confidential information such as department personnel records, bid proposals, citations, occasional litigation, etc., which if disclosed, might adversely affect operations, employee morale, create adverse public relations or otherwise be legally inappropriate. Has full access to the City's budget, financial system/networks and/or security, which if disclosed would have legal and serious financial repercussions.
Errors in judgment could result in significant delay or loss of services, legal ramifications, adverse public relations, and monetary loss.
Physical requirements:
(The physical demands described here represent those requirements that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
The essential functions of the job are largely mental rather than physical, but the job may occasionally require one or a combination of physical strength, stamina, and agility for actives such as standing, walking, climbing stairs, moving objects, operating a computer or other office equipment, keyboarding and filing and operating a motor vehicle. May be required to lift objects weighing up to 20 pounds.
Performance Standard:
Employees at all levels are expected to effectively work together to meet the needs of the community and the City through work behaviors demonstrating the City's values. Employees are also expected to lead by example and demonstrate the highest level of ethics.
EXPECTED HIRING RANGE: The anticipated starting salary for this position will generally fall within a portion of the posted pay range. Initial placement will be based on the candidate's qualifications, experience, and other relevant factors.
(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)
