Information Technology Accounting Technician

Nature of WorkThe Information Technology Services Department is a service and support organization for all City departments. We provide technology leadership and support services based on citywide priorities.This position performs a variety of bookkeeping and financial record keeping duties for the Information Technology Services Department. Administers the City''s telephone billing and monitors inter-departmental chargeback allocations. Assists Director in budget preparation and monitoring. Provides senior-level secretarial and general administrative office support for the Information Technology Services Department (ITSD) Director and staff. May act as lead worker to coordinate administrative support for the department, ensuring efficient operations.This position will start at Step 1 ($24.91/hour). Employees receive step increases annually in accordance with the collective bargaining agreement and City policy. The full hourly range for this position is $24.91 - $30.29.The City of Bellingham offers generous vacation, sick leave, and paid holidays. Our full time and part time employees receive medical, dental, vision, retirement options, and access to our employee assistance program. For more information, please visit .Closing Date/Time: Fri. 8/19/22 4:30 PM Pacific Time ESSENTIAL FUNCTIONS OF THE JOB : Maintains full set of accounting books by compiling, recording and maintaining all financial data related to specific ITSD funds and operations. Analyzes and prepares statements, financial related reports and other necessary information as required. Performs departmental bookkeeping and accounting functions by preparing, maintaining, updating, and verifying financial records. Classifies records and balances income and expenditures to proper accounts in accordance with coding accounting systems and City procedures.Prepares, reviews, and processes monthly City telephone billing statements for payment. Gathers billing statement information to analyze for further chargeback to City departments. Prepares and collates completed documentation for distribution to City departments. Works with telephone vendors to resolve billing issues. Monitors and maintains complex, City-wide telephone billing and internal use records; makes recommendations related to cost-effective setup or use of telephone equipment.Works directly with telephone vendors, carriers, and internal staff to repair, maintain, and install new telephone services City-wide. Maintains City-wide telephone service records and files.Assists ITSD Director in budget preparation. Prepares budget document and monitors and records budget expenditures which includes: gathering and compiling budget information; estimating the needs and costs for supplies and equipment; processing invoices, purchase orders, claims and reimbursements for payment; researching information needed for purchase requisitions; monitoring revenues and expenditures and determining areas of potential over or under expenditures; reconciling vendor accounts and initiating adjusting journal entries; analyzing budget reports and reconciling with departmental records. Processes accounts payable for the department, including BTV10 (City''s government television station) accounts, and reconciles expenditures to the monthly Claims Budget Report. Generates monthly invoices for other governmental agencies for network services and BTV 10 services. Processes departmental invoices and travel reimbursements for payment. Serves as custodian for ITSD purchasing cards and is responsible for monthly reconciliations. Maintains the petty cash funds for ITSD and BTV 10. Maintains and processes departmental payroll and personnel records: processes payroll appointments, changes and all related forms; receives, reviews, codes, totals and corrects errors in monthly time sheets. Organizes and coordinates departmental office and coordinates departmental work with other departments and governmental agencies. Coordinates department training. Coordinates and supports departmental logistics: schedules training, makes travel arrangements assists with expense authorizations, reservations and registrations; inventories, researches and orders office supplies, furniture and equipment; provides support for hiring and selection interviews; assists with office machinery and related questions, instruction, trouble-shooting, coordinating repairs; orients new employees to departmental procedures including time reporting, pay periods and paydays and general office arrangements; coordinates custodial or building maintenance problems.Recommends, develops and coordinates improvements to forms, procedures and systems to increase the efficiency and effectiveness of the office. Edits and formats documents and correspondence; composes detailed letters and reports as needed. Records meeting notes for the Systems Steering Committee and ITSD Stakeholder meetings. Maintains a follow-up system on reports or actions that are required on a periodic basis. Post minutes and actions to internal databases and/or web sites.Maintains telephone lists, including departmental emergency contact list. Annually verifies all City-wide entries in the City, SCAN and local telephone directories. Gathers all revisions, prepares, publishes, and distributes City Telephone Directory. Obtains SCAN numbers for new employees and maintains records for all employees.Responsible for department''s records system. Develops and maintains the office filing and recordkeeping systems. Sends and retrieves archival materials. Maintains accurate records of contracts, performance metrics, and other important documents, routing for signatures as required. Coordinates document retention processes, tracking retention of Department files for projects during the one-year maintenance period, including preparation of records, tracking record locations and eventual transmittal to Records Center.Provides secretarial support for the Director and ITSD staff. Maintains follow-up system on reports or actions. Performs executive secretarial duties such as development and preparation of notes, correspondence, reminders and directives. Handles confidential and sensitive materials and screens for significance and immediacy of response. Develops familiarity with City policies and procedures, especially personnel policies and those related to department work. Provides information, recommends changes, interprets and implements administrative aspects of policies.Assists supervisor in preparing special reports or projects requiring extensive research, interpretation or auditing of statistical data.Greets visitors to the department, answers the telephone, provides information and handles paperwork, as needed. ADDITIONAL WORK PERFORMED : Performs backup time administration duties throughout the day and for vacation and sick-leave coverage: greets public, answers the telephone, provides information, and handles paperwork as needed. Performs other related duties within the scope of the classification. WORKING ENVIRONMENT : Work is performed in a busy office environment and includes a normal range of noise and frequent distractions with very low risks working around standard office equipment. Work involves sitting and working in front of a computer terminal for extended periods of time.Physical ability to perform the essential functions of the job, including:Frequently operate a computer and other office machinery such as a keyboard, mouse and phone;Frequently communicate with City staff and the public;Move between work sites;Occasionally transport objects up to twenty-five (25) pounds.Experience and TrainingOne year of vocational training in bookkeeping, business, and/or secretarial skills.Two years of bookkeeping and secretarial/clerical experience with a business or public entity.Proficiency in the use of computer software to include: MS Office, word processing, spreadsheets, computerized record keeping systems, financial and budget systems, and file management applications required.Keyboarding at 45 WPM net required.10-key by touch.Necessary Special RequirementsEmployment is contingent upon passing a criminal conviction and local background check (see Fair Hiring Practices below) .All City Employees are expected to follow COVID related mandates and requirements.All City of Bellingham employees are required to be fully vaccinated against COVID-19 as a condition of employment, per Mayor Seth Fleetwood''s Executive Order 2021-02 . Selection Process **You are encouraged to print a copy of this job announcement for your reference as the process moves along** Please ensure your application is complete and all required information has been provided. Standard completeness means all application fields (contact information, personal information, education, work experience, references, and required supplemental questions). Provide as much detail as you believe will fully describe your experience and training. Application Review Process: Minimum Qualifications: Applicants must provide specific, detailed information so an initial determination can be made regarding your level of qualifications for this position. Applicant status will be updated on or around August 23, 2022. If there are seven (7) or more qualified candidates; Applications will go through a Supplemental Question Review. Relevancy of your experience and training, together with composition, grammar, spelling and punctuation will be considered when evaluating responses. Applicant status will be updated on or around August 31, 2022.The top six (6) scoring applicants from the Supplemental Question Review will be invited to participate in an Oral Board Interview, tentatively scheduled for the week of September 6, 2022.If six (6) or less candidates meet the minimum qualifications, all will be invited to the Oral Board Interviews, tentatively scheduled for the week of September 6, 2022. Applicants will be notified via email of Final Scores & Ranks. The final ranking of the register will be based on total scores for the following: If six (6) or less candidates meet the minimum qualifications, the Oral Board Interview will be 100% of overall score. Applicants must have a passing score of 60% or higher to be placed on the eligibility register.If there are seven (7) applicants that meet minimum qualifications, the Supplemental Question Review will be 40% of overall score and Oral Board Interview will be 60% of overall score. Applicants must have a passing score of 60% or higher to be placed on the eligibility register. The final candidates will be referred to the department for additional assessment. This recruitment process will create a Civil Service eligibility register that will be used to fill current and future vacancies as they become available. There is currently 1 full-time vacancy in IT. The Civil Service Eligibility Register will be used to fill this vacancy only and will expire once the position has been filled. This position is represented by a union. Please Note: Candidates will receive updates regarding application status via email. Please be sure to check your email frequently, including your spam folders for messages filtered by your email providers. Equal Opportunity: Our environment is characterized by respect for cultural backgrounds, belief systems, and ethnic diversity. The City of Bellingham is an Equal Opportunity Employer and values diversity in its work force. We do not make decisions on the basis of an individual''s race, religion, creed, color, national origin, sex, marital status, age (40+), disability, retaliation, sexual orientation or gender identity, honorably discharged veteran or military status, status as a victim of domestic violence, sexual assault, and stalking, use of a trained dog guide or service animal by a person with a disability, or any other basis prohibited by local, state, or federal law. All are encouraged to apply for employment. Fair Hiring Practices The City provides individuals who have been arrested or convicted of a criminal offense an equal and fair opportunity to obtain employment. The City will not inquire about an applicant''s criminal history until after a conditional job offer has been made. The City will disregard the prior arrest and conviction record of an otherwise qualified individual unless the offense is directly related to the job position for which the individual has applied. The City will notify an otherwise qualified applicant about a potentially disqualifying conviction and give the applicant an opportunity to submit information regarding the accuracy of the criminal records as well as evidence of mitigation or rehabilitation, as appropriate.

Created: 2025-11-01