PW Senior Analyst in Manhattan, Kansas at County of Riley

Job Title: Public Works Senior Analyst

Department: Public Works Division: Administrative Services

Reports To: PW Administrative Services Manager

Pay Range: 13 Status: Full time

FLSA Status: Exempt

Position Summary: The Senior Analyst supervises, maintains and facilitates a wide variety of accounting systems for the Public Works Department. The position provides accurate information for use in accounts payable, accounts receivable, cost accounting, budgeting, inventory, and other various financial functions. The incumbent must meet all legal requirements, rules, regulations, policies, practices, and procedures associated with the position.

Essential Functions:

• Responsible for the daily administrative operations of the Accounts Receivables and Payables Section

• Manages financial activities and processes for Public Works and Solid Waste

• Manages Public Works CIP fund activity

• Provide courteous service to the public and area professionals regarding Public Works, Solid Waste, and Benefit Districts services.

• Consults with vendors, customers, and county personnel to discuss, formulate and resolve issues for accounts payable

• Serves as the department purchase card administrator

• Sets up and maintains cost account monitoring, reporting systems and procedures, adhering to state and federal audit guidelines and other auditor requirements

• Prepares and balances annual Kansas Department of Transportation Report

• Reviews and research current and past expenditures to maintain accurate cost accounting

• Coordinates and oversees the financial aspects of federal, state, and independent grants for all divisions

• Develops and maintains road materials inventory system

• Designs, builds, and maintains database systems

• Locates and corrects data entry errors in asset maintenance software

• Prepares reports, memos, letters, financial statements, and other documents, using word processing, spreadsheet, database, and presentation applications

• Gathers, develops, and maintains job procedures for Accounts Receivables and Payables

• Creates, modifies, and implements, data accounting systems

• Monitors and assures timely completion of assignments and resolves problems and conflicts

• Formulates direction and strategy for disaster funding reimbursement; including managing and implementing accounting processes and evaluation of costs at the Federal and State levels

• Defines objectives, sets priorities, and determines deadlines for systems above.

• Provides regular predictable attendance and fosters a cooperative work environment

• Files diesel tax refunds by tracking meter readings, researching discrepancies, resolving problems, running calculations, compiling documentation, and filing necessary forms with the State of Kansas.

• Maintains insurance policies for the department by overseeing equipment lists coordinating policy changes and resolving discrepancies as they occur.

Secondary Functions:

• Organizes and conducts training for database users

• Provides back-up for the Administrative Services department positions.

• Performs general office duties

• Aids with training and troubleshooting problems for various software packages.

• Designs and maintains reports and queries for software applications

• Notarize documents as necessary in accordance with State of Kansas regulations

• Oversee and update current materials price list

• Research and calculate yearly equipment rental rates

• Performs other duties as assigned

• Serves as a backup to building security access duties.

Position Requirements:

Education: Associates Degree in Business Finance or equivalent required

Appropriate combination of experience and education will be considered in lieu of the above requirements.

License(s)/Certification(s): Valid driver’s license with an acceptable driving record required. Notary for the State of Kansas preferred.

Experience: 3 years’ experience in accounts payable and accounts receivable required. 2 years experience in computers and proficiency in Microsoft Word and Excel required. 2 years experience maintaining and implementing automated accounting systems preferred.

May require an employee to perform related work during and after hours, any day of the week, including holidays.

Skills:

• Knowledge of the application of routine and complex bookkeeping principles, accounting transactions and the ability to apply these principles

• Knowledge of modern office practices and procedures

• Ability to communicate clearly and concisely both orally and written

• Ability to work with multiple interruptions

• Ability to move from one project to another with ease

• Ability to use discretion regarding confidential information

• Ability to develop and maintain spreadsheets

• Ability to learn new software applications

• Ability to operate computers, calculators, copiers, computerized time clocks, and related office equipment

• Ability to establish and maintain effective working relations with employees, supervisors, other governmental agency officials, vendors, and the public

• Ability to deal tactfully with people

• Ability to plan, prioritize, organize, and accomplish work assignments

• Ability to make mathematical computations with efficiency and accuracy

• Ability to maintain complex financial records and prepare budget analyses and financial reports with accuracy

• Ability to integrate and apply computer software for databases, spreadsheet, word processing, and graphics applications to complex accounting records and other information on personal computers in a local area network environment

• Ability to work independently with little supervision

• Ability to demonstrate strong attention to detail, identify discrepancies or errors, and ensure information and records are accurate and complete.

Supervisor Responsibilities: None

Supervisory Control: Work is performed independently and requires little supervision. Employee is responsible for carrying out assignments and resolving conflicts which arise. Work will be occasionally reviewed by the supervisor.

Guidelines: Guides include established methods and procedures. Guidance is provided by the county personnel manual and instruction from the supervisor. Work is performed in accordance with standard accounting methods, established procedures and traditional practices. Applying these guidelines to bookkeeping and accounting assignments is routine and requires strict adherence; deviations must be authorized by the supervisor. For other work the employee interprets and adapts guidelines such as agency policies, regulations, and precedents for application to specific problems. The employee analyzes results and recommends changes.

Complexity: Includes various duties involving different and unrelated processes and methods. The decision regarding what needs to be done depends on the subject or issues involved in each assignment. The chosen course of action may be selected from many alternatives for non-routine tasks.

Scope & Effect of Work: The work involves resolution of a variety of problems, questions, or situations to conform to procedures and accepted practices required by the work assignment. This position provides help to affect a wide range of agency activities and effects the operations of other agencies. The work affects the accuracy, reliability, or acceptability of further processes or services. Consults with supervisors to set overall objectives, determine available resource limits, set schedules and deadlines, define the scope of projects, and to determine the type of work to be done.

Personal Contacts: Contacts are with vendors, employees, supervisors, administrators, county officials, other governmental agencies, business representatives such as engineers, consultants and the public.

Purpose of Contacts: Obtaining, clarifying, or providing facts or information. Gaining compliance with established policies or regulations through persuasion or negotiation to influence or motivate individuals. Resolves problems, receives and relays messages which are often detailed, complex and sometimes of an emergency nature. Obtains, clarifies, or gives facts.

Physical Demands/Effort: The physical demands described represent those required to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Specific vision abilities required include close vision, distance vision, color vision and peripheral vision. The position has a dimension which may lead to mental and physical fatigue.

The employee is required to stand; walk; sit; use hands to finger, handle, reach with hands and arms; talk or hear. The employee must occasionally lifts/pushes/pulls 20-50lbs, frequently lifts up of 10-25lbs and constant lift of up to 10lbs.

Work Environment/Conditions: The work environment described represents those encountered while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The work environment involves everyday risks or discomforts that require normal safety precautions typical of an office setting. Work is generally in an office setting with visual attention and dexterity in computer operation. There is an occasional risk the employee is potentially subject to verbal or physical abuse from disgruntled individuals. The noise level in the work environment is usually moderate.

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 work is similar, related or a logical assignment of the position.

The job description does not constitute an employment agreement between the employer and the employee and is subject to change by the employer as the needs of the employer and requirements of the job change.