CITY OF FLAGSTAFF
Flagstaff is the largest community in the high country and is the county seat for Coconino County, the largest
county in the United States. A historic Route 66 town, Flagstaff is ideally located at the juncture of Interstate
17 and Interstate 40. Though still reflecting a small town atmosphere, it maintains a selective growth plan
with new expansion programs underway.
The City of Flagstaff is Northern Arizona’s Employer of Choice! Our City government is devoted to enhancing
the quality of life of our citizens and the experience of the many visitors who are attracted to Northern
Arizona.
Finance Clerk
$16.0135 - $23.9908 Hourly, DOE
Full-Time; FLSA Non-Exempt; Tenure & Benefit Eligible
Monday-Friday; Winter Hours: 8am-5pm; Summer Hours: 7am-4pm
Open Date: 02/24/17
Vacancy #: 014-17, Apply by 03/10/17
ADMINISTRATIVE DUTIES:
 Supervisory: This job does not have formal supervisory responsibilities.
 Budgetary: This job does not have budgetary responsibilities, but carries out day-to-day activities within
approved budget.
 Strategic Planning: This job does not have strategic planning responsibilities, but carries out day-to-day
activities in order to reach the stated goals and objectives.
 Policies/Procedures: This job carries out day-to-day activities in accordance with established policies and
procedures.
 Compliance: This job has partial responsibility at the program level, including reviewing and checking
documentation to make sure it is complete and accurate. Follows and assists in ensuring compliance
with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
 Council Communications: This job carries out day-to-day activities in accordance with Council’s adopted
priorities and direction.
 Reporting: This job has partial responsibility for reporting to federal/state/local agencies at the program
level, including entering invoices and gathering information to complete reports for filing.
EXAMPLES OF THE WORK PERFORMED: (ILLUSTRATIVE ONLY)
 Provides excellent customer service to both internal and external customers.
 Works with auditors by providing reports, answering questions, and resolving problems.
 Oversees filing and general record keeping.
 Works on special projects as needed.
 Cross trains and performs functions in one of more of the focus areas listed below.
 Performs related duties, as assigned.
Finance:
 Performs accounts payable duties including the preparation of citywide utilities (electric, phone, and
gas) download for data entry and vouchers.
 Checks addition on invoices, matches purchases orders, assigns tax codes, enters purchase orders and
vouchers for payment, and attaches invoices to purchase orders.
 Resolves issues as related to accounts payable data entry.
 Performs other accounts payable duties such as opening and routing mail, reconciles and balances
vendor statements.
 Collects data and assists in the preparation of State of Arizona abandoned property requirements.
 Records daily cash receipts.
 Records and reconciles daily credit card charges.
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Completes research and analysis of various financial requests.
Compiles month end journal log, including the updating of journals as needed.
Posts and bookmarks financial documents to the City website.
Grants and Contracts Management:
 Enters data into management software programs.
 Copies and scans agreements, financial reports, progress reports, and other grant documents.
 Uploads grant related documents in various agency website databases.
 Tracks timely grant submission of necessary reports.
 Performs annual grant file archiving duties.
 Monitors paperwork connected with grant-funded programs.
 Maintains grant-related reference resources including funder research files, grant application
deadlines, grant reporting schedules, and other information as needed.
 Assists in answering staff question regarding grant agreements, grant related paperwork, guidelines,
city grant procedures, city ordinances, and local, state and federal laws and regulations.
 Attends grant and staff meetings as needed. Provides assistance in writing, editing and proofreading
of grant management applications, and other grant-related documents as needed.
 Assists in coordinating the contract administration for professional services, consulting, construction,
personal and real property leases, licenses, and real estate purchase/sale agreements.
 Assists in filing, monitoring contracts, leases, and agreements to ensure timely renewals or timely
solicitations of contracts that are due to expire.
 Assists the monitoring of all ongoing term contracts, leases, and agreements to ensure contract
deliverables and critical milestones are achieved.
 Assists with Billing and Collections for changes in contracts, changes in billing related to billable
contracts, implementing billing for new contracts and discontinuance of billing for expiration of
contracts.
 Assists vendors, licenses, lessees, contractors, consultants and contractors with questions regarding
contracts, City procedures, ordinances, and regulations.
 Enters data into a management software program.
 Copies and scans agreements, and other contract documents.
 Assures proper documentation and record keeping for audit and tracking purposes.
Payroll:
 Serves as backup and support for the Payroll Specialist and Manager including data transfers and
assistance in data entry of Personnel Action Forms.
 Reviews departmental time sheets to ensure compliance with rules and regulations as they pertain to
leave time, overtime pay, and calculation of all additional pay and deductions owing or due.
 Verifies employment relating to loan approvals.
 Maintains a log of various payroll reports and boxes, stores or disposes of such reports in accordance
with the state retention schedule.
 Prepares and reconciles monthly benefit billing.
 Prepares monthly payroll related journal entries.
 Prepares vouchers relating payroll related benefits.
 An important aspect of this position is the accountability for assisting with the timely processing of
payroll and benefits in accordance with procedures, policies, HIPPA, and the Fair Labor Standards Act.
MINIMUM REQUIREMENTS
 High School diploma or G.E.D.
 2 years bookkeeping or accounting experience.
 2 years of experience with Microsoft Word and Excel.
 Or any combination of education, experience, and training equivalent to the above minimum
requirements.
DESIRED EXPERIENCE AND TRAINING
 Experience with Adobe Acrobat Writer (or similar software) document design.
 Experience in one or more of the following areas:
o Payroll processing and reporting to local, state, and federal agencies.
o Accounting support on projects related to federal or state grant funding or contract
administration.
o Experience in governmental accounting utilizing computerized accounting systems.
OTHER REQUIREMENTS
 Must possess, or obtain upon employment, a valid Arizona driver’s license.
 Regular attendance is an essential function of this job to ensure continuity.
REQUIRED KNOWLEDGE, SKILLS AND ABILITIES (ILLUSTRATIVE ONLY)
 Ability to work as part of a team in conjunction with Purchasing, Finance, and Revenue.
 Ability to manage confidential information.
 Skill in preparing and maintaining spreadsheets and word processing documents.
 Ability to work accurately under pressure to meet set deadlines.
 Working knowledge of the application of double entry accounting principles.
 Ability to apply bookkeeping principles in maintaining control records and preparing accurate and
complete financial reports from accounting data.
 Working knowledge of office methods and procedures and standard office equipment.
 Ability to make arithmetical computations quickly and accurately.
 Ability to understand and follow directions and instructions.
 Ability to establish and maintain effective working relationships with other employees.
 Skilled in written and verbal communication.
Payroll:
 Ability to thoroughly learn and communicate the policies and regulations relating to complex payroll
and benefit processing and procedures.
 Ability to thoroughly learn and operate a fully automated payroll system.
 Ability to work as part of a team in conjunction with Human Resources and the Payroll Manager.
 Ability to thoroughly learn and communicate to employees all the details associated with payroll
processing, which include, but are not limited to: taxes, accruals, additional pay, and adjustments
before taxes, deductions and benefits.
Grants and Contracts Management:
 Ability to thoroughly learn and communicate the policies and regulations relating to grants and
contracts processing and procedures.
 Ability to thoroughly learn and communicate to employees all the details associated with grants and
contracts administration.
PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT
 While performing the duties of this job, the employee is regularly required to sit and talk or hear;
frequently required to use hands and fingers to feel; and occasionally required to stand, walk, reach
with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.
 The employee must regularly lift and/or move up to 10 pounds and occasionally life and/or move up
to 25 pounds.
 Vision requirements for this position include close vision.
 The noise level in the work environment is usually moderate.
CLASSIFICATION INFORMATION
 Range 6, B-2-2, FLSA non-exempt
TO APPLY ONLINE:
In order to apply for this position you will have to fill out a City of Flagstaff application on our website. Visit
our website to apply or for more information on this position and other opportunities. You will find complete
job descriptions, requirements and application information at: http://www.flagstaff.az.gov/jobs
TO APPLY IN PERSON:
Applications are available and can be turned in at: 211 W. Aspen Ave., Flagstaff, AZ 86001
Call our general information line at 928-213-2090 to request an application by mail.
Additional information about current and open job vacancies can also be found by calling our job
line at (800) 463-1389.
City of Flagstaff is an equal opportunity employer and all qualified applicants will receive consideration for
employment without regard to race, color, religion, sex, national origin, disability status, protected veteran
status, or any other characteristic protected by law.
Paid Holidays • Paid Vacation Days • Paid Sick Days • Health/Dental/Life/Vision Insurance