Job Information
The City-County of Butte-Silver Bow Accounting & Payroll Specialist - Clerk III in Butte, Montana
Accounting & Payroll Specialist - Clerk III
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Accounting & Payroll Specialist - Clerk III
Salary
$21.35 Hourly
Location
Silver-Bow County, MT
Job Type
Part-time, Regular
Job Number
2025-012
Department
Finance and Budget
Division
Payroll
Opening Date
03/03/2025
Closing Date
3/21/2025 11:59 PM Mountain
FLSA
Non-Exempt
Bargaining Unit
Clerks
Description
Benefits
General Statement of Duties / Distinguishing Features of the Class
We are hiring a responsible and collaborative candidate to perform technical and administrative accounting work in maintaining the fiscal records and systems of the City-County. This position also supports the Payroll Department and serves as backup to the Payroll Supervisor.
This is a responsible, technical position that requires administrative accounting work in maintaining the fiscal records and systems. This position also assists with administering the payroll processes of the City-County. The work is performed under the general direction of the Manager of Accounting and Grants. 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.
Examples of Essential Work (Illustrative Only)
Accounting Functions-This position will be responsible for supporting the Finance & Budget Department as follows:
Makes journal entries to balance and close monthly books in general ledger, revenue and expense accounts
Enters budget transfers and communicates necessary information to outside Department Directors
Prepares periodic reports and budget to actual analysis
Assists in the preparation of 1099 and related reporting including vendor maintenance
Reconciles general ledger and performs periodic financial studies and analyses
Assists the Finance & Budget Department Staff in the operation and maintenance of the government’s financial system and assists in preparation of year-end Comprehensive Annual Financial Report
Under direction of the Manager of Accounting and Grants, prepares and maintains written internal control policies and procedures
Prepares and maintains written audit standards
Serves as liaison between Budget office and field office accounting functions
Serves as a member of various employee committees and provides back-up and support to other related positions and accounting functions.
Completes special projects, as needed, under the direction of the Manager of Accounting and Grants
Accounts Payable Functions-This position will be responsible for supporting Accounts Payable as follows:
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
Authority to deny purchase orders that do not comply with accounting procedures or procurement process and return to the Department Heads
Matches purchase orders with invoices, calculates discounts, verifies for proper accounting and procurement policies, verifies amounts, and submits claim for processing
Prepares weekly expenditure approval report for the Finance & Budget Committee
Invoices State Agencies for telephone and various internal expenses
Reconciles copy machine charges on-line with vendor and processes the quarterly copy machine charges to departments
Prepares claims for payments and mailing to vendors for payroll department
Payroll Functions-This position will be responsible for supporting Payroll as follows:
Verifies validity and accuracy of payroll time sheets
Ensures payroll time sheets comply with company and union policies
Enters time sheet data into payroll database
Prepares payroll registers and reviews for accuracy
Prepares final payroll, paychecks, and reports
Prepares direct deposit as required
Prepares and maintains employee payroll records, including pay rate, deductions, and benefits
Prepares checks for payroll taxes and benefit payments
Calculates retroactive pay as needed
Confers with and answers payroll processing questions from City-County employees
Prepares and reconciles quarterly and year-end reports and W2's
Projects payroll expenses for budget estimates
Reviews and verifies the accuracy of transactions and accounting classifications assigned to various records
Complies with department policies and procedures
Prepares periodic reports and related correspondence, collecting and summarizing information, and establishing and maintaining follow-up systems as required
Attends meetings, conferences and workshops as requested and authorized
Performs related work as required
Required Experience, Training, Knowledge, Skills, and Abilities
Required Knowledge, Skills and Abilities
Working knowledge of modern governmental accounting theory, principles, and practices
Considerable knowledge of internal control procedures and management information systems
Working knowledge of office automation and computerized financial applications
Some knowledge of public finance and fiscal planning
Working knowledge of payroll and accounts payable functions
Considerable knowledge of budgetary, accounting and reporting systems, GAAFR, GAAP and GASB
Skill in operating a personal computer, including spreadsheet and word processing software
Experience in using Enterprise accounting systems
Ability to prepare and analyze complex financial reports
Ability to maintain efficient and effective financial systems and to establish and maintain effective working relationships with employees, city officials, and the general public.
Ability to communicate effectively, orally and in writing
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.
Acceptable Experience and Training
Graduation from an accredited two-year or four-year college or university with a degree or certificate in accounting, finance, business or public administration, or a closely related field; or
Any equivalent combination of experience and training which provides the knowledge, skills and abilities necessary to perform the work.
Required Special Qualifications
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 supervisors, Budget Department employees, other division employees, community groups, and the general public
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 and process financial materials
Sufficient personal mobility, with or without reasonable accommodation, which permits the employee to monitor department operations and to attend meetings at various locations.
Additional City-County information
The job description is only 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.
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 position offers benefits according to a Collective Bargaining Agreement.
Employer
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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