Finance & Payroll Coordinator

GENERAL PURPOSE

Performs a variety of accounting duties as well as other assigned tasks.

SUPERVISION RECEIVED

Works under the supervision of the Administrative Services Bureau

Assistant Chief.

SUPERVISION EXERCISED

None

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Performs all aspects of payroll as well as routine accounting tasks.

Compile employee timesheets, requests for time off and overtime slips. Complete by-weekly timesheet for each employee through the Incode system. Maintain attendance files by year.

Leave Balances – Keep a running total of each employee’s earning and usage of COMP, SICK & VAC leave. Maintain computer file.

Maintain a file of current personnel containing their date of employment, current position, pay range & step and any incentives that they are currently earning. Report all changes and terminations to the personnel department at City Hall.

Generate purchase orders for all purchases. Maintain computerized log as well as manual file containing hard copies. Complete purchase orders by payment of invoices.

Produce check requests for all monthly invoices as well as all incidental expenses that occur in operation of the police department. Track balance of each budget account by maintaining a spreadsheet logging debits and credits to these accounts. Also, maintain hard copy file of each transaction.

Review & verify, monthly, all debits & credits made to individual budget accounts. Work with the Finance Department regarding any discrepancies. Follow up on items that have been identified as needing correction.

Maintain monthly file of receipts for all purchases to departmental credit cards. Verify all receipts with monthly credit card statement. Follow up on any discrepancies. Log debits to proper accounts in budget spreadsheet.

Verify purchases made from the city warehouses by comparing warehouse statement to departmental receipts. Log debits to proper accounts in budget spreadsheet.

Deposits – Make entries for incoming money, into the Incode system; Reimbursement for cell phone usage, sexual assault exam reimbursement from the government, seized funds, etc.

Maintain computerized files of all departmental forms. All new and updated forms are added to the shared drive for all employees to retrieve as needed.

Assist in annual budget preparations by maintaining spreadsheets used to organize financial information.

PERIPHERAL DUTIES

Research and retrieve information regarding payroll & accounting issues at Supervisor’s request.

Compile and report expenses for crossing guards and SRO’s to be submitted to the school district for reimbursement.

Sexual Assault Reimbursement – Quarterly file for reimbursement from the government for expenses incurred in testing victims of sexual assault.

Keep Court Subpoena Log and keep officers informed of court dates.

Maintain office supply cabinet. Generally, order supplies weekly.

Provide backup for Chief’s secretary by distributing incoming & inter-office mail; answer phones; light typing; greeting citizens; handling petty cash; other duties as needed by the Chief of Police.

DESIRED MINIMUM QUALIFICATIONS

Education and Experience:

Graduation from a high school or GED equivalent with some general accounting experience.

Necessary Knowledge, Skills and Abilities:

Working knowledge of computers, electronic data processing and spreadsheets; some knowledge of accounting principles & practices; ability to communicate effectively verbally and in writing.

TOOLS AND EQUIPMENT

Word processing software; keyboard; 10-key; copy machine; fax machine.

PHYSICAL DEMANDS

The physical demands described here are representative of those 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.

While performing the duties of this job, the employee is frequently required to sit, walk, talk and hear. The employee is occasionally required to use hands to grasp or touch, handle or feel objects, tools, or controls, and reach with hands and arms.

The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision and the ability to adjust focus.

Occasionally the need arises for this employee to drive to other city offices, typically to City Hall to transfer interoffice documents.

WORK ENVIRONMENT

This employee works inside in a controlled environment. The work environment is generally quiet.

SELECTION GUIDELINES

Formal application; rating of education and experience; oral interview and reference check; job related tests may be required.

Selection Process for Finance Coordinator

File an application on NeoGov

Preliminary Interview

Typing test

Reading and Comprehension test

Complete a Personal History statement

Pre-background interview

Background investigation

Conditional job offers

Polygraph exam

Medical exam

The process takes approximately 2-3 months to be completed

Unsuccessful applicants may be eligible to reapply depending upon the circumstances of their disqualification, if a vacancy exists.

Sensitive or confidential aspects of the applicant’s life may be explored

The duties listed above 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.

The 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.