ACCOUNTING PROGRAM ASSISTANT II

**THIS POSITION IS ONLY OPEN TO CURRENT CITY OF MILWAUKEE EMPLOYEES**

Under the direction of the Accounting Manager, the Accounting Program Assistant II performs database management of citywide vendor accounts, including verifying new vendor account information and providing accurate data updates to existing accounts. The Accounting Program Assistant II also processes vouchers in the City’s Financial Management Information System (FMIS) and performs administrative duties.

Database Coordination and Accounting Support

• Perform citywide vendor database management, including approving vendors, verifying correct vendor information and tax identification numbers, and maintaining W-9 forms.
• Review vendor database for incorrect and duplicate data, delete entries, and purge obsolete files.
• Communicate with departments regarding vendor set-up and process corrections; make vendor changes.
• Prepare, generate, and correct IRS 1099 forms, including querying the database and researching payments.
• Review, analyze, and reconcile checks issued to the vouchers processed on a daily basis, including processing check attachments to the Office of the Treasurer.
• Maintain accounts payable documentation and prepare for digital scanning, indexing, and retention for use by all City departments.
• Assist the Accounting Specialist with recording, filing, and processing Interdepartmental Requisition Invoices (IRIs).
• Assist with accounting system testing and research.

Voucher Processing

• Process vouchers in the City’s Financial Management Information System (Oracle’s PeopleSoft), including making weekly payments to Milwaukee Public Schools and Milwaukee Metropolitan Sewerage District and properly paying agents on City debt, pension contributions, and reimbursements for meeting attendance for boards and commissions.
• Prepare requisitions for services and subsequent voucher processing to vendors.
• Maintain copies of contracts and indexing for retrieval for management, professional staff, other departments, and internal and external auditors.
• Prepare records for record retention.
• Order departmental supplies with ProCard and process journal vouchers.

Office Administration

• Review, analyze, and process City contracts that require the countersignature of the Comptroller as to sufficiency of funds, encumbrance transactions, proper authorization signatures, and proper accounts.
• Review, verify, and confirm supporting documentation for Procard vouchers and control groups submitted for payment by City and contracting departments.
• Perform office administration tasks, such as managing office supply inventory, requesting service to maintain and repair office equipment, and serving as receptionist on occasion.

We welcome qualified individuals with disabilities who are interested in employment and will make reasonable accommodations during the hiring process in accordance with the Americans with Disabilities Act (ADA) of 1990, as amended by the Americans with Disabilities Act Amendments Act (ADAAA) of 2008.

1. Regular status as a City of Milwaukee employee, having successfully completed a probationary period for a civil service position, or status as a City of Milwaukee employee in a fixed term position.
2. Three years of progressively responsible accounting support experience performing related functions such as billing, accounts receivable, payroll processing, accounts payable, and account reconciliation.

Equivalent combinations of education and experience may also be considered.

NOTICE: Please do not attach your academic transcripts to your employment application. The hiring department will verify candidates’ education as part of the background screening process prior to extending any job offers.

Technical

• Knowledge of accounting concepts, including accounts payable processes.
• Knowledge of mathematics and ability to perform accurate calculations.
• Knowledge of and ability to use the City’s Financial Management Information System (Oracle’s PeopleSoft), particularly the accounts payable module.
• Ability to use standard office software to create and maintain complex spreadsheets, word processing documents, and reports.
• Ability to perform system testing and research.
• Ability to understand and apply purchasing policies.
• Ability to read, interpret, and write reports.

Communication and Interpersonal

• Ability to listen and to verbally communicate complex issues clearly via phone and in person.
• Ability to provide excellent customer service to internal and external customers, including responding to requests promptly.
• Ability to build and maintain good working relationships across all staff levels in a multi-disciplinary, multi-cultural environment.
• Ability to work in a team setting as well as independently.
• Ability to work cooperatively and effectively with people whose backgrounds may differ from one’s own.

Judgment and Responsibility

• Ability to solve problems and to think critically and analytically.
• Superior organizational skills to be able to manage multiple time-sensitive tasks concurrently.
• Meticulous attention to detail and ability to produce accurate work under strict deadlines.
• Ability to exercise sound judgment and discretion.
• Honesty, professionalism, and the ability to maintain confidentiality.

The current salary range (Pay Range 6KN) is $44,007-$47,224 annually, and the resident incentive salary range for City of Milwaukee residents is $45,327-$48,641. Appointment will be made in accordance with the provisions of the salary ordinance.

THE SELECTION PROCESS will be job related and will consist of one or more of the following: an evaluation of related education, experience and accomplishments, written tests, interview, or other assessment methods. The Department of Employee Relations and the Comptroller’s Office reserve the right to call only the most qualified candidates to oral, performance tests or personal interviews. Information from the selection process will be used to make a hiring decision. Selected candidates will be transferred and/or promoted to the position.

INITIAL FILING DATE - Receipt of applications may be discontinued at any time after this date without prior notice. However, recruitment may continue until the needs of the City have been met. The applicant is responsible for attending all phases of the job selection process at the time and place designated by the City of Milwaukee.

NOTE: Transfer/Promotional Opportunities and Promotional Examinations are not open to Milwaukee Public Schools employees or to the public. Only current City of Milwaukee employees and civilian personnel in MFD and MPD hired through a City Service Commission process who have successfully passed a probationary period for a Civil Service position will be considered. Individuals with exempt, provisional, temporary, or emergency appointments are not eligible for transfer.

APPLICATIONS and further information may be accessed by visiting www.jobapscloud.com/MIL.

• Applications should be submitted no later than the deadline listed above.
• If you would like assistance completing an application, please contact the Department of Employee Relations at (414) 286-3751 or staffinginfo@milwaukee.gov.
• The Department of Employee Relations is in City Hall, 200 E Wells St, Room 706, Milwaukee, WI 53202.

EEO Code = 603

The City of Milwaukee values and encourages diversity and is an equal opportunity employer.