Administrative and Accounting Specialist

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　　Administrative and Accounting Specialist

　　Salary

　　$20.73 Hourly

　　Location

　　Silver-Bow County, MT

　　Job Type

　　Full-time Regular

　　Job Number

　　2024-005

　　Department

　　Public Works

　　Opening Date

　　01/17/2024

　　Closing Date

　　1/31/2024 11:59 PM Mountain

　　FLSA

　　Non-Exempt

　　Bargaining Unit

　　Clerks

　　Description

　　Benefits

　　Description

　　General Statement of Duties

　　Manages administrative and accounting technician duties within the Public Works, Government Buildings, and Parks and Recreation Departments. Assists in purchase orders and claims, council communications, contract tracking, and social media within the departments.

　　Distinguishing Features of the Class

　　This position is responsible for the administrative and accounting technician duties within the Public Works, Government Buildings, and Parks and Recreation departments. Manages filing of documents for the departments. Working with the Finance and Budget department on accounts payable. The position will handle the scheduling and receiving of payments for Parks rentals. Tracking and maintaining filing for contracts. Work is performed under the general direction of the Budget and Grants Manager. The nature of the work performed requires that an employee in this class establish and maintain close cooperative working relationships with supervisory personnel, other department employees, other City-County employees, and the public.

　　This position is covered under a Collective Bargaining Agreement between the City-County of Butte-Silver Bow and the Federation of Butte-Silver Bow Public Employees, Local no. 4372, MFPE Clerks.

　　Duties/Responsibilities

　　Examples of Essential Work (Illustrative Only)

　　Processes vendor payments in accordance with the procurement policies of the City-County and the accounts payable process established by the Finance & Budget Systems;

　　Receives invoices, attaches to purchase order or routes to departments;

　　Submits and monitors council communications ensuring finalized documents are on file for departments’ managers;

　　Maintains electronic and paper files for contracts, grants, and related documents;

　　Maintains social media for departments working with the Public Information Officer and the Special Projects Manager;

　　Backup to the fleet fuel card administrator, prepares department invoices and maintains equipment and driver forms;

　　Maintains Parks and Recreation Park rentals through appropriate software including receiving payments and submitting them to the Treasurer’s office;

　　Maintains Parks and Recreation board meetings, including taking meeting minutes and ensuring approved minutes are available on the City-County website;

　　Performs related work as required.

　　Perform all duties and work assignments in a safe, healthy, and environmentally sound manner. Specifically, complying with the Health & Safety Program; maintaining work areas in a safe and orderly manner; identifying and reporting unsafe conditions; reporting all accidents; wearing required personal protective equipment; and attending safety-related meetings, training sessions, fit testing, etc.

　　Perform all duties and work assignments in compliance with project quality requirements.

　　Act responsibly and ethically, and in conformance with generally accepted business, occupational, and professional standards.

　　Perform other duties as assigned.

　　Qualifications

　　Required Knowledge, Skills and Abilities

　　Requires knowledge of the State of Montana, Budgeting, Accounting and Reporting Systems (BARS);

　　Knowledge of office terminology, procedures and equipment;

　　Knowledge of the generally accepted accounting principles (GAAP) and governmental accounting standard board (GASB) statements.

　　Knowledge of office procedures and practices;

　　Ability to make decisions in accordance with established policies and procedures;

　　Ability to independently solve problems within assigned areas of responsibility;

　　Ability to handle confidential financial information with tact and discretion;

　　Ability to establish and maintain effective working relationships with other City-County employees, department heads, elected officials and other supervisory personnel;

　　Ability to communicate well with supervisor and other members of the Departments, both orally and in writing, using both technical and non-technical language

　　Ability to prepare accurate and reliable reports;

　　Ability to operate a personal computer using standard word processing, spreadsheet and database applications;

　　Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;

　　Ability to perform a variety of clerical tasks with accuracy and speed under the pressure of time-sensitive deadlines;

　　Ability to quickly learn and use new skills and knowledge brought about by rapidly changing information and/or technology;

　　Ingenuity and inventiveness in the performance of assigned tasks.

　　Tact, patience, and courtesy.

　　Acceptable Experience and Training

　　Graduate from an accredited two-year college or university with an associate degree in Accounting Technology or Business Administration;

　　or any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work Experience in administrative and accounting knowledge.

　　Required Special Qualifications

　　Must possess a current Montana Driver’s license or have the ability to obtain one within a reasonable period of time after employment.

　　Must be a resident of Butte-Silver Bow during employment according to Butte-Silver Bow Ordinance. See below.

　　“2.08.010 Residence during employment.

　　From and after October 1, 1979, all employees of the local government of Butte-Silver Bow shall be bona fide residents within the boundaries of Butte-Silver Bow during the period of their employment by the government of Butte-Silver Bow.

　　(Ord. 85 § 1, 1979)”

　　Essential Physical Abilities

　　Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to communicate well with department and City-County employees;

　　Sufficient vision, with or without reasonable accommodation, which permits the employee to produce and review a wide variety of written reports and other materials in both hardcopy and electronic form;

　　Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a computer keyboard, adding machine, and process financial materials;

　　Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to file and retrieve relevant documents.

　　The City-County is an Equal Employment Opportunity Employer. It does not discriminate on the basis of race, color, religion, sex, age, national origin, physical disability, or veteran status.

　　This job description is a summary of the typical functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities. Tasks and duties of the employee may differ from those outlined above.

　　This position offers benefits according to a Collective Bargaining Agreement.

　　Agency

　　City and County of Butte-Silver Bow, MT

　　Address

　　155 W Granite Suite 209 Butte, Montana, 59701

　　Phone

　　406-497-6430

　　Website

　　https://www.co.silverbow.mt.us/

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