ACCOUNTING & PAYROLL SPECIALIST

Specialist I                                                    

Immediate Supervisor:            Accounting Manager

Department/Division:              Administrative Services

Grade: 3- 5

FLSA Status:  *See chart, Non-Union

Revised Date: January 2025                                       CM Approval/Date:                                       

JOB SUMMARY:  Under direction of the Accounting Manager, supports accounts payable (AP) and payroll processes, manages document destruction, coordinates deposit pick-ups, and assists in departmental tasks such as grant documentation and bill processing. This position requires a high level of critical thinking and attention to details.

GENERAL DUTIES AND RESPONSIBILITIES:

1. Ensure the accurate daily verification of positive pay to prevent fraudulent transactions.
2. Reconciles ambulance service payments, ensuring accuracy and timely posting.
3. Perform weekly reconciliations of golf course receipts.
4. Responsible for the secure document destruction process for the department.
5. Manage the logistics of deposit “pick-ups” from various payment collection locations.
6. Assist with accounts payable tasks, including opening mail, sorting invoices by department, and preparing and mailing checks.
7. Provide back-up support for accounts payable processes, ensuring continuity of operations.
8. Assist with payroll processing as needed, including filing quarterly taxes and preparing annual tax forms.
9. Coordinates the collection of W-9 forms from vendors and filing the 1099 forms at year-end.
10. Aid in preparing and organizing documents for departmental grants.
11. Process and track various bill requests as needed.
12. Compile and maintain credit card receipts and tech-related requests.
13. Maintain a variety of records and filing systems, ensuring all receipts, documents, and records are up to date and easily accessible.
14. Assist in the research and verification of information as requested by departments.
15. Assists Accounting Manager, Director of Finance and City Manager with special projects as assigned.
16. Complete other related duties as assigned.

EDUCATIONAL REQUIREMENTS - EXPERIENCE AND TRAINING

EDUCATION: 

1. Bachelor’s Degree in accounting, finance, or business required.  Work experience preferably in a municipal utility environment. 
2. Associate degree in accounting, finance, or business or related field with equivalent work experience considered in lieu of Bachelor’s degree.
3. Bilingual skills are desired, but not required.

EXPERIENCE: 

Two (2) years of experience in related fields or any equivalent combination of education, training, and experience which provides the requisite knowledge and skills and abilities for this position.  Previous experience with customer service, billings, accounts receivable, accounts payable, payroll, and general accounting preferred.  Significant emphasis on accounts receivable, accounts payable and payroll.

PHYSICAL AND OTHER REQUIREMENTS:

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting up to 20lbs, carrying, pushing, and/or pulling; some climbing and balancing; frequent stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally, the job requires 40% sitting, 20% walking, and 40% standing. The job is performed mainly in an office setting, under minimal temperature variations and in a generally hazard free environment. 

LICENSING REQUIREMENTS:  None

KEY COMPENTANCIES:

COMMUNICATION:

1. Communicates the City’s mission, vision and values through words and actions.
2. Communicates effectively, both orally and in writing with citizens/customers, department heads and city employees.
3. Works cooperatively with all employees toward the common goal of providing high quality services. 
4. Provides advice, support and suggestions to the Accounting Manager and Director of Finance, city employees and residents.
5. Exhibits excellent interpersonal and human relationship skills.

LEADERSHIP

1. Exhibits behavior consistent with the mission, vision and values of the City of Rochelle.
2. Furthers the vision and values of the city through excellent customer service, creative problem solving, decision making and stewardship of city resources.
3. Engages in and supports the long-term direction of the department through progressive strategic planning and departmental goal setting that is responsive to the needs of the community.
4. Assists the Accounting Manager and the Director of Finance in the preparation of the annual department budget including the preparation of annual department goals. Initiates and suggests actions to improve operations, employee performance, morale and work methods.
5. Provides teaching, mentoring and motivation to other employees within the organization through the sharing of knowledge, skills and information; is proactive in performing and improving his/her own work and suggests and participates in projects and activities to improve the function of the entire organization.

MANAGEMENT

1. Participates in development and mentoring of co-workers to achieve a cohesive work unit consistent with the city’s vision and values.
2. Is accountable for the delivery of quality services and work product as a part of the overall department and city-wide strategic direction, goals and objectives.
3. Effectively manages multiple assignments and priorities to ensure the fulfillment of projects, tasks and responsibilities.
4. Assists in the preparation of and adherence to, operational budgets and exhibits good stewardship of the organization’s resources.

This job description is intended to represent the key areas of responsibilities; specific position assignments will vary depending on the business needs of the department.

Salary and Benefit Information

The salary range for this position is $23.85 to $32.20 per hour, with an anticipated starting salary of $23.85 to $28.03 per hour depending on qualifications. The benefit package includes medical, dental, vision, and life insurance, IMRF pension, vacation, personal, and sick time as well as 13 paid holidays.