Accounting Assistant

Reporting to the Financial Services Manager, handle the accounts payable duties for the department and provide other analytical duties for the department related to two federal housing programs, purchasing activities and departmental and project budgeting.  Accounts Payable duties require matching invoices with purchase orders for processing payments, obtaining approvals for payment, entering payment information that often involves split funding for the payment and processing payments timely.

Ability to analyze data and documents with attention to detail.  Data analysis involves organizing, analyzing and matching financial disbursements with reimbursements between a federal database and the City’s financial records. 

Ability to perform other data analysis and calculations in support of budgeting and purchasing activities.  

Be a part of a team where you will process critical payments and disbursements that not only fund City operations but also community improvements.  Provide other research and analysis in support of the department. Learn the City’s new enterprise management system – Workday along with every other City employee.

The Community Planning and Development Department includes divisions that serve the community as well as promoting and supporting urban and economic development activities.  The Accounting Assistant role provides accounts payable services to the department for the accurate and timely payment of invoices; data analysis and tracking tasks for two federal housing programs and the ability to allocate costs for budgeting and the payment of invoices.

• Review, validate and pay all invoices for the Community Planning and Development Department, ensuring that all payments have adequate and appropriate documentation and approvals in support of the payment.
• Receive, track and in some cases download invoices for payment.
• Receive documents authorizing grant disbursements and process for payment.
• Obtain account coding and approval for processing payments from division heads and other personnel.
• Review and validate documents for mathematical or content accuracy and resolve discrepancies.
• Review and understand City purchasing and payment processes to make determinations for the proper processing of payments.
• Perform credit card reconciliations in support of monthly credit card payments.
• Process and track federal program disbursements to facilitate monthly reconciliations.
• Train in the new Workday system and share knowledge with colleagues who are learning at the same time.
• Collaborate with Financial Services Manager and Administrative Analyst for the sharing of information and cross-training.
• Prepare spreadsheets for the purposes of tracking payments and reimbursements, calculating cost allocations and for other data analysis.

What you will bring along:

• Knowledge of accounts payable processes including the use of purchase orders.
• Knowledge of general purchasing procedures and methods including bids, sole source justifications and requests for proposals.
  • Attention to detail and a propensity for working with numbers.
  • Experience with the use of electronic spreadsheets, enterprise systems and word processing for analysis and tracking.
  • Ability to review and interpret contract agreements and evaluate contract compliance.
  • Ability to analyze, review and organize sources of revenue and expenditures.
  • Good organizational and time management skills.
  • Effective written and verbal skills.

• Medical, dental, and vision coverage for you and your family.
• Paid vacation and sick leave.
• Competitive pay.
• Retirement pension through participation in the Oregon PERS system.
• Opportunity for voluntary pre-tax contributions to a 457b retirement account.
• Health care and dependent care flexible spending accounts.
• Standard and voluntary life insurance.
• Voluntary long-term care insurance.
• Employee wellness program.
• Employee assistance program.
• Work schedule is Monday through Friday, between 7:30 a.m. to 4:30 p.m. 
• Our team follows a hybrid schedule working in-office (340 Church St SE, Salem, OR 97301) 3 days a week, and remotely for the rest with manager approval. This is subject to change based on business needs.

• Must pass the pre-employment background check.
• May require an Oregon Driver's license and a driving record that meets the City of Salem's driving standards.
• Graduation from high school or G.E.D., supplemented by courses in accounting and government accounting; and two years of experience in accounting procedures, experience with governmental fund accounts, cash handling, or any equivalent combination of experience and training that demonstrate possession of the knowledge, skills, and abilities as listed, and ability to perform the essential job functions.
• Hiring managers do not have access to view resumes as part of the application review process, please make sure to give detailed information in your application that includes your experience, knowledge, skills, and abilities as requested in the supplemental questions and job advertisement.

• Bilingual skills preferred.

• Experience in as accounts payable, accounts receivable, cash handling, or collections;
• Exercising good judgement and working independently to accomplish assigned responsibilities, determining correct procedures, rules, and regulations to be followed when preparing billings, posting payments, reconciling account information, receiving payments, and processing delinquent accounts;
• Ability to organize and track work assignments involving multi-step processes to meet deadlines and ensure accurate, timely completion of processes; re-prioritize tasks and reply to requests for information on short notice on a daily basis;
• Ability to make accurate arithmetical computations;
• Review, interpret, and apply relevant laws, rules, and regulations;
• Computer operation skills and experience with a variety of financial and billing systems used to perform assigned job functions (Elite, Paylease, banking web sites, etc.);
• Respect, seek to understand, and value individual differences to foster and support a diverse and inclusive workplace;
• Establish and maintain effective working relationships with other employees and the public;
• Excellent communication.