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.

Date Posted:June 23, 2017

Vacancy No:053-17

Position Title: Finance Clerk – Grants and Contracts

Division / Section:Management Services / Purchasing

Position Status:Full-Time; FLSA Non-Exempt; Tenure and Benefit Eligible

Work Week:Monday-Friday; Winter Hours, 8am-5pm; Summer Hours, 7am-4pm

Salary Range:$16.0135 Hourly (Pay Plan will increase July 1)

Closing Date:July 7, 2017

Actively supports and upholds the City’s stated mission and values. The incumbent performs para-professional work associated with accounting, payroll, accounts payable, grants and contracts, or budgeting duties in the application of accounting principles and practices in maintaining financial records.

Under direct supervision of a Manager or Director in Management Services, employees of this class are expected to exercise a moderate degree of independence and initiative in managing work. This position is pivotal within finance, budget, payroll, and grant and contracts administration. The position demands a high degree of accuracy, attention to detail, inter-departmental cooperation and communication.

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.

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.
  • Assist in coordinating the contract administration for professional services, consulting, construction, personal and real property leases, licenses, and real estate purchase/sale agreements.
  • Assist 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.
  • Assist 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.

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:
  • Grant processing and reporting to local, state, and federal agencies.
  • Accounting support on projects related to federal or state grant funding or contract administration.
  • Agreement processing, monitoring and tracking
  • 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.
  • Skill in written and verbal communication.

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:

NOTE: Applications are due to the Human Resources department by 4PM on the closing date regardless of the postmarked date.

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 or (800) 463-1389 to request an application by mail. Fax your resume to (928) 213-2089 or E-mail:

Additional information about current and open job vacancies can also be found by calling our job line at (800) 463-1389.

The City of Flagstaff is an Equal Opportunity/Affirmative Action employer.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected Veteran status.

AmeriCorps, Peace Corps and other national service alumni are encouraged to apply.

Paid Holidays • Paid Vacation Days • Paid Sick Days • Health/Dental/Life/Vision Insurance