Accounting Coordinator

JOB SUMMARY

The Accounting Coordinator performs a wide variety of accounting and administrative work in accounts payable, accounts receivable, procurement, payroll, travel expense reports, and general administration.

ESSENTIAL JOB FUNCTIONS

• Processes invoices and vouchers for payment and verification of the Convention Center and Visitor Center account codes.
• Ensures all invoices are correctly coded to the appropriate account and that the Executive Director has received approval before payment.
• Responsible for coding and processing payment sales for events in-house and convention services.
• Tasked with supporting day-to-day managerial decisions for CVB staff members regarding budgetary decisions, long-term strategic planning, and travel and tradeshow commitments.
• Responsible for researching information related to the financial management of the CVB and the destination as a whole.
• Develops and administers the CVB budget with staff assistance.
• Prepares monthly financial reports for Convention & Visitors Advisory Board meetings and provides input to the CEO regarding fund management.
• Responsible for submitting all payroll information to finance accurately and on time.
• Preparation/monitoring of contractual services for all CVB departments.
• Prepares sales commission calculations for CEO approval.
• Manages and oversees the purchase order process and inputs data into the accounting system to retrieve a purchase order.
• Responsible for submitting all payroll information to finance on time and checking records for accuracy.
• Maintains all records and files related to the duties listed.
• Writes financial and administrative reports and documents.
• Answers inquiries and solves financial-related matters concerning budget, expenditures, and purchase requisitions.
• Analyzes and researches accounting problems and recommends solutions.
• Create, process, and maintain purchase orders in accordance with company policies and procedures.
• Respond to finance-related inquiries.
• Obtain and review invoices and other financial documents for correct coding and signatures.
• Prepare check requests, ensuring accuracy and proper supporting documentation.
• Review and verify purchasing card receipts and codes for accuracy, completeness, and compliance with company purchasing policies.

SECONDARY JOB FUNCTIONS

• Composes, types, and edits a variety of correspondence, reports, memoranda, and other material requiring judgment as to content, accuracy, and completeness.
• Performs other related administrative duties as assigned.
• Covers front desk as needed.

FISCAL BUDGET RESPONSIBILITY

• Responsible for adhering to all City of South Padre Island Purchasing Policies while performing purchasing tasks.
• Assists in budget preparation and management of the CVB annual budget.
• Coordinates the CVB internal budget process.

QUALIFICATIONS

Education:

• Requires a bachelor’s degree or equivalent with coursework in accounting, bookkeeping, business or public administration, or a closely related field.

Experience:

• Minimum of five (5) years of related work experience in accounting, bookkeeping, business or public administration or a related field; or any equivalent combination of education and experience, equivalency to be determined by the City.
• Certified Public Accountant Certification or Certified Government Finance Officer preferred.

Licenses or Certifications:

• A valid state driver’s license.

Special Requirements:

• Bilingual: Spanish and English preferred.

Knowledge, Skills and Abilities:   

• Knowledge of government regulations, rules and procedures of the City.
• Working knowledge of computers and electronic data processing.
• Working knowledge of modern office practices and procedures.
• Working knowledge of governmental accounting principles and practices.
• Skill in the operation of the listed tools and equipment.
• Ability to perform arithmetic computations accurately and quickly.
• Ability to communicate effectively verbally and in writing.
• Ability to establish successful working relationships.
• Ability to work under pressure and/or frequent interruptions.
• Must be bondable.

TOOLS AND EQUIPMENT USED

Personal computer, specialized word processing and spreadsheet software (Incode), 10-key calculator, phone, credit card machine, copy machine, cash register, fax machine, printer, and postage machine.

PHYSICAL DEMANDS

The physical demands described here 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 functions. 

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

SELECTION GUIDELINES

Formal application, rating of education and experience; oral interview and reference check; job-related tests may be required.