TOWN OF PORTOLA VALLEY
Finance Analyst
Classification: Accounting Technician
FLSA Status: Non-exempt
Adopted: 12-09-2020
Classification specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
GENERAL DEFINITION
The Finance Analyst is an experienced journey-level accounting classification. The incumbents apply specialized knowledge in the performance of advanced level technical accounting and analytical work. Financial Analysts are responsible for a variety of financial tasks internally and externally. Under direction, performs tasks related to accounts payable/receivable and other fiscal maintenance operations such as payroll, general ledger, fixed assets, financial reporting, annual audit, purchasing, business registrations, involvement in the Town’s budget preparation, and related work as required.
Incumbents are normally expected to solve most work problems independently and to refer to supervisory personnel only those matters which involve policy decisions, technical questions and unusual problems, but do not have independent purchasing authority. This position receives direction and reports to the Finance Director.
TYPICAL DUTIES AND RESPONSIBILITIES
Duties may include, but are not limited to:
- Serves as the Town’s “Back Office” by integrating all the financial and accounting needs of Town departments by supporting, streamlining, and boosting productivity for essential services and systems.
- Performs responsible accounting clerical work involving the processing, maintenance and reconciliation of financial and statistical records in an accounting system
- Posts, computes, compares and files a variety of routine and complex financial, accounting, payroll and statistical information utilizing manual and automated financial records and processing systems
- Makes recommendations for the adjustment of journals or transfer of entries to make revenue or expenditure corrections; enters data into automated financial system
- Utilizes the department’s budget system for preparation and analysis of budget reports. Data comparison and entry into the financial system based on numbers provided, and generates summary schedules
- Creates and manages the warrant list for review by the Finance Director
- Searches records and provides factual data from information on file
- Assist in the preparation for Town audits
- Researches and solves a variety of problems related to assigned activity
- Provides information and assistance to Town staff and to the public regarding applicable departmental policies, rules and procedures
- Interprets financial policy, providing recommendations and works with operational staff in solving financial problems of varied complexity
- Maintains various Town databases and increases overall productivity
- Processes accounts payable/accounts receivable and revenue
- Reviews and prepares invoices for accuracy and appropriate authorization as necessary
- Reconciles accounts payable and purchasing records
- Prepares and maintains Purchase Order records
- Receives payment and prepares business license certificates
- Maintenance and reconcilement of payments, refunds, etc. of Town’s recreation class program and preparation of the annual audit in conjunction with public-facing recreation services.
- Posts receipts, encumbrances and expenditures to various accounts
- Reconciles accounts and prepares general ledger entries
- Exhibits and encourages behavior that is consistent with the Town's risk management program and decreases risk of accident or injury to self, employees, residents, visitors and their property
- Performs general office support and other duties as assigned
EXAMPLES OF MARGINAL DUTIES:
- Assist in a variety of department operations and perform special assignments as assigned
- May participate in the preparation of special events, budget packet preparation, or other related duties as required
- Assist in preparation of requested documentation for occasional Public Records Request in accordance with the California Public Records Act.
- Respond to emergency situations as required
- Serve as back-up and support Finance Director role
- Attend and participate in group meetings; stay abreast of new developments within assigned area of responsibility
QUALIFICATIONS
Knowledge of:
- Practical knowledge of computerized accounting and budgeting systems
- Proficiency in using computer systems and software applications associated with performance of assigned work is essential.
- Problem-solving skills associated with software applications used is expected.
- Knowledge of budgetary principles and government finance
- Understanding of the relationship between accounts payable and the Town’s budget
- Principles and practices of customer service
- Principles and practices of financial administration, fund accounting and basic budgeting, including generally accepted accounting principles
- Application of data processing in accounting including data input and reporting
- Methods and techniques of administrative analysis
- Pertinent Federal, State, Town and department guidelines and procedures
- Standard office practices and procedures, including filing and the operation of standard office equipment, including a computer
- Computer applications involving word processing, spreadsheets, data entry, database access and/or standard report generation
- Business letter writing and the standard format for typed materials
- Methods and techniques for basic report preparation and writing
- Recordkeeping principles and practices
Ability to:
- Establish, maintain and foster cooperative working relations with others from diverse backgrounds, including elected officials, co-workers and the public effectively and with courtesy, in person, via e-mail and over the phone
- Follow written and oral instructions and procedures
- Communicate effectively, both orally and in writing, by using proper English grammar, spelling and punctuation
- Analyze, interpret, and explain financial policies and procedures
- Prepare accurate and timely financial statements and reports
- Conceive, propose, implement and maintain sound fiscal procedures and records
- Compile, correlate and analyze a large volume of written and numerical data
- Conceive and effectively propose solutions to problems
- Acquire knowledge of, interpret and apply policies, procedures, codes, regulations and laws related to assignment, department, other functions of the city and other governmental agencies in a timely manner
- Ability to explain accounting processes to employees and vendors
- Perform duties on a regular and consistent basis; meet critical deadlines
- Acquire knowledge of applicable policies, codes and other functions of the city and other governmental agencies
- Process, input, compute and reconcile financial data
- Provide general clerical support
- Make adjustments to standard operating procedures as is appropriate
- Prepare and maintain accurate documents, records and reports
- Maintain accurate office files
- Operate basic office equipment (i.e. telephone, copier, calculator, etc.)
- Respond to and interact with elected officials, co-workers and the public effectively and with courtesy, in person, via e-mail and over the phone
EDUCATION AND EXPERIENCE
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
- Education: Equivalent to a two-year degree in accounting, business, finance or closely related field. Bachelor’s degree is preferred
- Experience: Three to five years of progressively responsible accounting experience, preferably including at least two years of local government or non-profit agency experience.
- License or Certificate: Possession of, or ability to obtain, valid California Driver’s License. Individuals who do not meet this requirement due to a disability will be reviewed on a case-by-case basis. ICS 100, 200, and 700 certifications (can be acquired online before job begins).
FLSA STATUS
This classification is non-exempt from the Fair Labor Standards Act (FLSA).
PHYSICAL DEMANDS AND WORKING ENVIRONMENT
The conditions herein are representative of those 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 job functions.
Environment: Standard office setting. CONTINUOUS work indoors in close proximity to co-workers and members of the public. Work schedule is either a standard 40-hour work week during core business hours (8:00 am to 5:00 pm) or a 9/80 schedule within the core business hours. For the 9/80 schedule employees are required to work nine hours (for example from 7:30 a.m. to 5:30 p.m.) for eight workdays, eight hours on a ninth workday, with the tenth day off (alternate Fridays off). Work schedule also includes occasional after hours and weekend meetings/events. Work environment is both formal and informal, team oriented, having variable tasks, pace, and pressure. Work is performed indoors in office and in meeting rooms, occasional assignments outside and field visits in hilly terrain. Flexibility of changing work environments including working from home.
Physical: Primary functions require sufficient physical ability to work in an office setting and operate office equipment. CONTINUOUS sitting and upward and downward flexion of neck; fine finger dexterity; light to moderate finger pressure to manipulate keyboard, equipment controls, and office equipment; pinch grasp to manipulate writing utensils. FREQUENT side-to-side turning of neck, walking, standing, bending, stooping, pushing/pulling, and twisting at waist; moderate wrist torque to twist equipment knobs and dials; lifting objects weighing up to 20 lbs. OCCASIONAL squatting, kneeling, and reaching above and at shoulder height; moderate grasp to manipulate reference books and manuals.
Vision: See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents and to operate equipment.
Hearing: Hear in the normal audio range with or without correction.
EMERGENCY/DISASTER SERVICE
All Town employees are designated Disaster Service Workers through state and local law (California Government Code Section 3100-3109). Employment with the Town requires the affirmation of a loyalty oath to this effect. Employees are required to complete all Disaster Service Worker-related training as assigned, and to return to work as ordered in the event of an emergency.