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Accounting Administrator

For City of Burlington
General Purpose

SALARY RANGE
Accounting Administrator I: $18.45 to $30.25    OR
Accounting Administrator II: $$19.62 to $32.17   OR
Accounting Administrator III: $19.93 to $32.67

This position is responsible for the administration of: 1) the Department's automated Accounts Payable system for the McNeil Generating Station accounts including all internal/external reporting, analyses, internal controls, and procedures; 2)  the administration of BED's automated payment processing system and coordinating with lock box processing services (cash receipts); and 3) the automated work order system, including billing and receivables.
 
Only 1 (one) position is available and will be filled. Depending on the selected candidates' experience, it will be at the I, II, or III level.
 

Essential Job Functions

Accounts Payable –Operating and McNeil:

  • Reviews invoices to ensure compliance with Department Purchasing Procedures Manual. .
  • Prepares invoices for payment by bank check. Prioritizes invoice payments to take advantage of term discounts, distributes IRS Form W-9s as requested and resolves all vendor statement discrepancies.
  • Processes and pays other items including weekly payroll deductions and payments generated by the payroll software, invoices sent by e-mail to BEDAP mailbox, as well as other invoices sent by e-mail to others. Administers all credit card purchases as authorized.
  • Performs department distribution and allocation of various invoices, including but not limited to, Department of Public Works, Burlington Telecom, Verizon Wireless, and Level 3. Maintains long distance phone codes as needed.
  • Reviews wood chip fuel invoices for accuracy and processes for payment.
  • Analyzes and reviews the application of sales taxes, retainage and 1099 requirements.
  • Reviews the Accounts Payable month and year end closings and reports to ensure accurate recording of accruals.
  • Prepares a variety of AP reports and analyses for other areas as requested.
  • Assist in developing and maintaining an Accounts Payable Procedures Manual.
  • Maintains Operating and McNeil Accounts Payable reports and files.
  • Maintains Accounts Payable system internal controls, including but not limited to, purchase orders, invoice payment approval, receiving reports, etc.
  • Responds to auditor inquiries during fiscal year end audits.
  • Update as necessary information contained in Vendor File (Names, Addresses, Federal Tax Identification Numbers, etc.).
Level II and III Accounts Payable Essential Job Functions
  • Develops and maintaining an Accounts Payable Procedures Manual.
Cash Receipts:
  • Processes miscellaneous customer cash payments and electronic payments as necessary.
  • Prepares a timely and accurate daily bank deposit and coordinates delivery to the bank. Assists Customer Service with over/short discrepancies on daily cash deposits, as needed.
  • Acts as liaison to banking personnel for deposits, issues with automatic debit processing, or issues with missing payments; resolves any discrepancies with customer and employee inquiry.
  • Records and reconciles daily cash with billing services; reviews cash payments edit listings for appropriate account application.
  • Processes reversing entries for check and auto debit rejections (NSF's), including contacting customers to make settlement arrangements, misdirected payments with appropriate documentation.
  • Interacts with Customer Service as needed for issues with residential and commercial accounts, customer payments, and other issues including returned checks or auto debits.
  • Reviews and reconciles "BECS Refunds/Credits Only" account and ensures a zero balance.
  • Assist in developing and maintaining a Cash Receipts Processing Procedures Manual.
  • Creates and maintains cash receipts reports and files.
  • Works closely with State of Vermont's Fuel Assistance program to accurately post applicable payments for mutual customers, administers confidential customer bank information and fuel assistance records, and prepares annual reconciliation of Fuel Assistance program receipts.
Level II and III Cash Receipts Essential Job Functions
  • Develops and maintaining a Cash Receipts Processing Procedures Manual.
Work Order Accounting:
  • Reviews work order activity for accuracy, including but not limited to, inventory issues and returns, proper categories, project numbers, and timely closings.
  • Prepares billings for reimbursable work requests and responds to customer inquiries.
  • Prepares billings for work requests associated with grants, special contracts, or other funding mechanisms.
  • Maintains a variety of reports of work order accounting, including ledgers, worksheets and other reporting needs.
  • Reviews timesheets for accuracy of charges to work requests, including job order number, assigned project number, and allocation of vehicle time and maintenance.
  • Creates and maintains all work order accounting reports and billing files.
  • Assist in maintaining and updating Work Order Accounting and Miscellaneous Receivables Procedures Manual, and appropriate internal controls as relates to work order system including billing and collections.
  • Process all special billings and payments as needed, including but not limited to, work request deposits, scrap metal sales, joint-pole, special metering and processing insurance claims.
  • Responds to auditor inquiries during fiscal year end audits.
  • Completes semi-annual billing for the pole attachments and conduit rental, ensuring compliance with associated tariff and special contracts.
  • Provides primary backup to the Accounting Administrator A I, II or III.
Level II and III Work Order Accounting Essential Job Functions
  • Reconcile Receivables and Payables to the General Ledger for billable work orders
  • Maintaining and updating Work Order Accounting and Miscellaneous Receivables Procedures Manual, and appropriate internal controls as relates to work order system including billing and collections.
Other Responsibilities for levels II and/or III:
 
  • Initiate, facilitate and lead group discussions no less than annually involving other staff on process improvements pertaining to respective areas of responsibility (i.e. Accounts Payable, Cash Receipts, and Work Order Accounting) using lean principles of management when determined to be appropriate.
  • Responsible for maintaining and updating process improvement flowcharts and other documentation pertaining to areas of responsibility.
  • Train new employees or those requesting training on pertinent accounting functions related to their new or current position pertaining to employee's areas of responsibility (i.e. Invoice Approvals, Travel Policy and Expense Reporting, Purchase Requisitions).
  • Responsible for preparation and maintaining training materials (i.e. New Employee Orientation Handbook) for your areas of responsibility.
  • Perform specialized accounting projects and specific other accounting functions/tasks as assigned by the Director of Finance and Administration.
  • Performs other responsibilities in the absence of co-workers and during periods of high volume as directed.

 

Qualifications/Basic Job Requirements

 

  1. High School diploma required.
  • Two (2) years of relevant experience required, previous utility experience preferred.
  • Ability to understand and comply with Federal Energy Regulatory Commission (FERC) chart of accounts.
  • Ability to operate in a Windows based operating environment using word-processing, spreadsheets and database software required.
  • Ability to analyze data with particular attention to detail.
  • Ability to operate a 10 key calculator required.
  • Ability to organize, prioritize workflow and meet established deadlines required.
  • Ability to have a high level of initiative and enthusiasm to work within a team environment.
  • Demonstrated high level of initiative in problem solving.
  • Ability to communicate effectively both orally and in writing required.
  • Ability to work well under pressure.
  • Ability to work with minimal supervision.
  •  Ability to be consistent and accurate.
  •  Ability to be able to establish and maintain good relations with co-workers.
  • Ability to be able to listen to and appropriately react to a supervisor's feedback and incorporate said feedback to improve employee performance.
  • Ability to recognize cash receipts software problems and to effectively communicate to IS department and/or vendor technical support.
  • Ability to actively support City diversity, equity, and cultural competency efforts within stated job responsibilities and work effectively across diverse cultures and constituencies.
  • Demonstrated commitment to diversity, equity and inclusion as evidenced by ongoing trainings and professional development.
  • Regular attendance is necessary and is essential to meeting the expectations of the job functions.
  • Ability to understand and comply with City standards, safety rules and personnel policies.
Qualifications/Basic Job Requirements for Level II:
  •  Associates Degree in Accounting or related field.
  •  Additional experience may be substituted for a degree requirement on a two for one year basis.
  • Three (3) years of relevant experience required, previous utility experience preferred.
  • Ability to understand and comply with Federal Energy Regulatory Commission (FERC) chart of accounts.
  • Demonstrate proficiency in Excel spreadsheet skills.
Qualifications/Basic Job Requirements for Levels III:
  • Associates Degree in Accounting or related field.
  •  Additional experience may be substituted for an Associate Degree requirement on a two for one year basis.
  • Completed an Undergraduate Certificate Program in Accounting, Advanced Accounting, Business Management, or related field. Completion of an Undergraduate Program shall be in a field of study different from the Associate's Degree, or advanced study in the field of the Associate's Degree.
  • Additional experience will not be substituted for the Undergraduate Certificate requirement.
  • Attend a minimum sixteen (16) hours of training approved by the Director of Finance and Administration every two (2) years.
  • Eight (8) years of relevant experience required, previous utility experience preferred.
  • Demonstrate proficiency in Excel spreadsheet skills.
  • Demonstrate proficiency in Federal Energy Regulatory Commission (FERC) accounting standards and practices.

 

Additional Information

 

The City of Burlington will not tolerate unlawful harassment or discrimination on the basis of political or religious affiliation, race, color, national origin, place of birth, ancestry, age, sex, sexual orientation, gender identity, marital status, veteran status, disability, HIV positive status or genetic information.  The City is also committed to providing proper access to services, facilities, and employment opportunities. 

Applications for this position are only accepted on-line at:

https://www.governmentjobs.com/careers/burlingtonvt

For accessibility information or alternative formats, please contact Human Resources Department at 865-7145.

WOMEN, MINORITIES, VETERANS AND PERSONS WITH DISABILITIES ARE HIGHLY ENCOURAGED TO APPLY. EOE

AmeriCorps, PeaceCorps and National Service alumni are encouraged to apply.

Dec 21, 2018
Jan 18, 2019