Hybrid Accounting Specialist bei City of Ashland, OR

About the Department

Performs a wide range of professional and technical accounting duties to support the City’s financial operations. Responsibilities include maintaining accurate financial records, preparing journal entries, reconciling accounts, assisting with budget development, and ensuring compliance with Generally Accepted Accounting Principles (GAAP) and relevant regulations. The position also leads the development and maintenance of financial reporting tools and supports department staff and management with data analysis and reporting.

Position Duties

The following duties are normal for this position.   However, they are not to be construed as exclusive or all–inclusive.  To perform this job successfully, an individual must be able to perform each duty satisfactorily.  Other duties may also be required or assigned.

1. Perform professional and technical accounting duties in support of City operations, ensuring accurate maintenance of general, revenue, and expenditure ledgers and subsidiary systems. Ensure transactions are recorded in compliance with Generally Accepted Accounting Principles (GAAP), state regulations, and City financial policies.
2. Reconcile and audit accounting records, including bank statements, accounts payable and payroll clearing funds, credit card transactions, cash receipts, and Treasurer’s checks. Identify and resolve discrepancies to ensure accuracy and integrity of financial data.
3. Develop and maintain detailed financial reporting tools, including highly linked Excel spreadsheets and pivot tables for recurring reports and proprietary financial statements. Update and manage reporting templates to meet federal, state, and internal requirements.
4. Coordinate and maintain fixed asset records, including the scheduling and execution of periodic physical inventories. Track capital assets in accordance with regulatory standards.
5. Provide budgetary and financial planning support, including cost analysis, fund forecasting, and the preparation of personnel cost estimates, severance evaluations, and position costing spreadsheets based on management assumptions.
6. Produce regular and special financial reports and summaries, verifying results against source data. Perform trend and variance analysis on revenue streams and cost centers as directed.
7. Support technology integration within the Accounting Division, including:
   1. Building data connections between internal databases (e.g., ERP and transparency software),
   2. Creating complex Excel formulas and pivot tables,
   3. Training staff and department users on financial systems and data reporting tools.
8. Manage sensitive financial data related to union negotiations, personnel cost modeling, and compensation analysis; ensure strict confidentiality of sensitive information.
9. Assist with the development of the annual budget, including departmental coordination, data compilation, document preparation, and performance monitoring throughout the budget cycle.
10. Support audit processes, preparing schedules and financial documentation for internal and external audits; assist auditors in meeting all compliance requirements.
11. Prepare and maintain financial schedules that support budget planning and audit processes, focusing on accuracy, accessibility, and up-to-date information for reporting needs.
12. Maintain written procedures and internal documentation for accounting functions, updating as needed to reflect changes in systems, policies, and best practices.
13. Work collaboratively across departments, providing accurate financial information, supporting team objectives, and delivering excellent customer service to both internal and external stakeholders.
14. Provide assistance to accounts payable, accounts receivable, and payroll as assigned, including telephone relief and assistance as necessary.
15. Maintain proficiency by attending training conferences and meetings, reading materials, and meeting with others in areas of responsibility.
16. Follow all established safety protocols and procedures applicable to work areas and City policies.
17. Perform other related duties as assigned.

Minimum Qualifications

• Bachelor’s degree from an accredited college or university in Accounting, Finance, or related field.

OTHER REQUIREMENTS

• Two (2) years of accounting/financial experience.
• Possession of, or the ability to obtain and retain, an Oregon driver license by the time of appointment.

• Previous experience in a government organization.

SUBSTITUTION

Any satisfactory equivalent combination of education, training and experience that demonstrates the knowledge, skills and abilities to perform the duties of the job proficiently may substitute for the above requirements.

KNOWLEDGE, SKILLS AND ABILITIES

KNOWLEDGE:

• Principles and practices of governmental accounting and auditing, including general ledger, fund accounting, and financial reporting requirements.
• Generally Accepted Accounting Principles (GAAP) and Governmental Accounting Standards Board (GASB) guidelines.
• Principles and practices of internal auditing and financial controls, including fraud prevention and detection.
• Methods of preparing and analyzing journal entries, adjusting entries, and financial reconciliations.
• Municipal budget preparation, tracking, and forecasting techniques.
• Financial recordkeeping, reporting, and documentation standards in a public sector environment.
• Manual and automated accounting systems, including Enterprise Resource Planning (ERP) systems and financial transparency tools.
• Advanced spreadsheet functions (e.g., pivot tables, VLOOKUP, dynamic linking, and complex formulas) and database software for financial analysis and reporting.
• Common word processing applications and the integration of data from multiple sources for reporting purposes.
• Applicable federal, state, and local codes, laws, and regulations governing public finance, reporting, and auditing.
• Modern office practices, procedures, and equipment.

SKILLS:

• Performing complex accounting functions accurately, including posting, reconciling, auditing, and analyzing financial transactions.
• Using financial and spreadsheet software to compile, manage, and analyze large volumes of financial data.
• Interpreting financial trends and performing variance analysis.
• Preparing clear and accurate financial statements, reports, and audit schedules.
• Performing internal audits and identifying compliance issues or discrepancies.
• Operating standard and specialized office equipment including computers, calculators, and document scanners.
• Collaborating with team members and training others in financial procedures, software tools, and reporting best practices.
• Communicating effectively with coworkers, management, auditors, and outside agencies.
• Organizing tasks, setting priorities, and meeting tight deadlines with a high degree of accuracy.

ABILITIES:

• Perform detailed financial reconciliations between subledgers, bank accounts, and the general ledger.
• Complete and review journal entries and make appropriate adjusting entries.
• Analyze, develop, and maintain linked reporting tools for budget tracking, personnel costs, and grant compliance.
• Apply applicable laws, policies, and regulations related to municipal finance and budgetary procedures.
• Work independently, exercise sound judgment, and maintain confidentiality in handling sensitive financial information.
• Interpret complex financial data and make recommendations for improving systems or efficiency.
• Assist in developing budgets, forecasts, and cost estimates with minimal supervision.
• Establish and maintain effective working relationships with other employees, departments, and external stakeholders.
• Communicate technical financial information clearly to non-financial personnel.
• Maintain accurate and organized records and document control for audit and reporting purposes.
• Maintain regular attendance and punctuality.

The physical and work environment characteristics described in this description 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 or as otherwise required by law.  Employees needing reasonable accommodation should discuss the request with the employee’s supervisor.  

• This work requires the occasional exertion of up to 25 pounds of force; work regularly requires sitting, frequently requires standing, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires walking, stooping, kneeling, crouching or crawling and reaching with hands and arms.
• Work has standard vision requirements.
• Vocal communication is required for expressing or exchanging ideas by means of the spoken word.
• Hearing is required to perceive information at normal spoken word levels.
• Work requires preparing and analyzing written or computer data and observing general surroundings and activities.
• Work has no exposure to adverse environmental conditions.
• Work is generally in a moderately noisy office setting (e.g. business office, light traffic). 

Nothing in this job description limits management’s right to assign or reassign duties and responsibilities to this job at any time.  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.

Other Qualifications

Please apply ONLINE at https://www.governmentjobs.com/careers/ashlandor

 A completed City application must be filed online with the Human Resources Department before the deadline shown above and may be supplemented with a resume of work experience. Resumes are NOT accepted in lieu of a completed City application. Resumes received without a completed City application will not receive a response from the Human Resources Department.

Following a review of the applications, a limited number of the most highly qualified applicants may be invited via email to proceed further in the selection process. Those not selected for interview will be notified in email (no phone calls please). The applicant selected must provide, at the time of employment, appropriate documentation of citizenship, as required by the immigration and Naturalization Act of 1986.

Per Oregon Revised Statutes 408.225 and 408.230, the City of Ashland grants preference in hiring and promotion of veterans and disabled veterans as defined by state law. If you are eligible and wish to claim Veterans' preference points, please indicate so on your application. Please note that you need to submit documentation of your eligibility at the time of your application.

A thorough background investigation will be completed on the candidate selected for hire.

The City of Ashland is an equal opportunity employer and will not discriminate against an employee or applicant for employment because of race, color, religion, sex, sexual orientation, gender identity, age, marital status, national origin or mental or physical disability unless based on a bonafide occupational qualification.

 The City of Ashland will make reasonable accommodations for the disabled.  Individuals with disabilities requiring accommodation in the application or testing process MUST inform the Human Resources Department of the City of Ashland, in writing, no later than the final filing date as stated on the job bulletin.  Applicants needing such accommodations should document the request, including an explanation as to the type and extent of accommodations needed to participate in the selection process.