Accounting Assistant - DPW Finance - City of Newton

Job Description

Responsible for a wide variety of Financial and Administrative activities involving the processing of accounts payable and receivable, payroll processing, budgetary accounting, procurement processing, administrative projects, and any other related activities.

Essential Elements 

• Responsible for Accounts Payable and Accounts Receivable tracking and processing.
• Reviews contracts for goods and services for inclusion of necessary documentation, certificates of insurance and corporate authority certificates. Verifies funds available and checks for accounting codes.
• Works closely with several departments on maintaining proper procurement practices.
• Assists with development and maintenance of Operating and Capital Budgets.
• Forecasts future expenses for budgeting purposes such as department personnel, payroll, and payables.
• Reviews department expenses for accuracy and proper billing practices.
• Assists in preparation and tracking of department payroll.
• Generates and processes various financial, department, and government reports.
• Communicate with other departments and outside vendors regarding accounting or administrative issues.
• Assists in various projects as directed by management.
• Establishes and maintains department and vendor records and data.
• Assists managers in contract tracking/management and procurement procedures.
• Ensures that fund transfers are made and recorded by source of funds. Periodically audit accounts.
• Prepares requisitions, orders department supplies for both field work and administration, verifies invoices for payment approval
• Performs Data Entry for asset work order systems
• Ability to assist management with any administrative, accounting, payroll, billing, or contractual issues as needed and the flexibility to work in multiple city locations
• Handles and processes outside complaints, inquiries and questions as needed.
• Attends and participates in staff, department or other meetings including after-hours meetings/events when required by management.
• Takes meeting minutes and prepares meeting agendas as requested by management.
• Assists with office management including ordering supplies, tracking of department equipment inventory, and other related activities.
• Performs other duties as required.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION/PROFESSIONAL SKILLS: Bachelor’s degree in Business, Math, Statistics or related area OR 1-3 years related professional experience.

COMPUTER SKILLS: Experience in Microsoft Office Suite. Advanced abilities in Microsoft Excel is a requirement. Ability to analyze and manipulate large amounts of data. A skills test may be administered for applicants.

LANGUAGE SKILLS: Ability to read, analyze and interpret financial data, financial reports and legal documents. Ability to write reports and correspondence. Ability to present information effectively, which may be controversial in nature, to customers, citizens, regulatory agencies or financial agencies, or to employees of the City.

MATHEMATICAL SKILLS: Ability to calculate figures and amount such as discounts, compounding interest costs, commissions, retainage, bond payment schedules, proportions. Ability to compute rate, ratio and percent and to create and interpret large data sets. Ability to calculate revenues and profits. Ability to apply concepts of basic finance.

REASONING ABILITY: Ability to use judgement in the analysis of facts and circumstances to solve practical problems. Ability to interpret information furnished in written, oral, diagram, or schedule form and make decisions within the limits of established policies.

PHYSICAL DEMANDS: 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.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Company Description

THE CITY:

The City of Newton is a wonderful place to live and work. Newton has safe and attractive neighborhoods, an excellent public school system, an active community life, multiple transportation systems, proximity to Boston and a well-managed and financially strong City government. The City of Newton has a population of approximately 88,900, with 32,600 housing units and occupies a land area of 18.3 square miles. Newton is principally suburban-residential in character. Unlike many other communities that are established around a single Main Street or downtown, Newton is comprised of thirteen distinctive villages. Newton has a diversified economic base with approximately 4,700 establishments employing approximately 79,500 people. Newton is special in many ways. It is home to a variety of private secondary and post-secondary schools including a portion of Boston College, Lasell University, William James College, Hebrew College, and the UMass Amherst – Mount Ida Campus.  The longest stretch of the Boston Marathon runs through the City, including the well-known Heartbreak Hill. Newton-Wellesley Hospital, part of the Mass General Brigham health care system, serves as an important partner to the City. In September 2018, Newton was again ranked #1 in Massachusetts as the best place to live and #12 in the U.S.

OUR GOVERNMENT:

Newton has what is known as a “strong Mayor” form of government with the Mayor having the executive and administrative powers of the City. The legislative branch is comprised of 24 City Councilors. Mayor Ruthanne Fuller was sworn in on January 1, 2018 after serving on the City Council. She ran on a platform of providing Newton’s children with a top-notch education in an inclusive environment where empty nesters, seniors, young families, and people of diverse incomes can live together in vibrant villages and neighborhoods. Mayor Fuller is committed to keeping Newton safe, improving the city’s infrastructure, addressing climate change, providing excellent and responsive city services, and fostering art, culture and community life. The first female Mayor of Newton, she is a tireless advocate for all the city’s residents and is committed to making sure the city is welcoming, inclusive and diverse. The City of Newton was evaluated by Moody’s Investors Services in February 2020 and assigned its highest rating of AAA. Newton was thus well-positioned to weather the pandemic and economic downturn.

AS AN EMPLOYER:

The City of Newton believes that its employees are its greatest asset.  To that end, we are committed to supporting our employees by providing competitive wages and growth, a comprehensive benefits package which includes a defined municipal pension plan, quality health and dental insurance plans, generous paid leave benefits, paid holidays, and access to supplemental benefits such as deferred compensation, short term disability plans, flexible spending accounts, and other employee benefits.  We also provide access to an Employee Assistance Program and access to employee training and professional development opportunities.  We continuously work to review and expand upon our benefit offerings.  We encourage you to visit our Human Resources Department website to learn more about our organization and benefits which are available to our employees.  And as always, you are encouraged to reach out to our dynamic HR Team by emailing hr@newtonma.gov.

Human Resources Diversity Statement

We recognize our workforce is a source of strength that is vital to our ability to effectively serve the City of Newton’s diverse community. We will:

•   Actively recruit, develop, and retain a diverse and talented workforce.
•   Proactively address discrimination through education and in partnership with other departments and leaders.
•   Serve as a role model to celebrate and nurture diversity.
•   Foster inclusion by staying curious and clarifying assumptions.
•   Evaluate and develop policies and practices that reflect the diverse nature of our workforce.
•   Build and strengthen accountability at all levels to support diversity efforts.

Benefits

• Health insurance
• Dental insurance
• Tuition Reimbursement
• Flexible Spending Accounts
• 457 Deferred Compensation plans
• Metro Credit Union
• Verizon Wireless discount
• Employee Assistance Program
• Generous paid leave time benefits and paid holidays.
• City Retirement (Mandatory)
• Weekly Direct Deposit
• Opportunity to serve the public and join a dynamic team of dedicated employees