Under general direction and in compliance with standard operating procedures and policies, performs various accounting and budget related duties for the Police Department. Supports the preparation and management of the department’s budget. Coordinates purchasing activities and processes payments for the department. Assists in preparing and submitting grant applications, reimbursement requests, and related reports as assigned. Manages deposit and dispersal of seized funds. Coordinates purchases or training with other employees/departments. Facilitates the timekeeping function for the Police Department.

Essential Functions

% of Time

• Provide Budget and Accounting Support: Perform department accounting support functions, to include submitting requisitions and invoices for approval and payment in purchasing software, recording and tracking expenditures, and maintaining expense and contract files as directed. Support Police Administration Division with preparation of annual budget documents. Assist with monitoring of the monthly operating budget and process transfers by reviewing reports and reporting discrepancies on a monthly basis. Notify Accounting and/or complete appropriate journal entries forms to make corrections, if necessary. Submit budget amendments to Budget Office as directed. Review invoices and submit for approval. Process reimbursements for Police personnel travel and training expenses. Assist in training department personnel in purchasing policy and use of accounting system. Communicate with appropriate City departments regarding requirements, requisitions, account numbers, specifications, delivery, quantity, and quality of goods and services requested. Facilitate new vendor applications for approval from Office of Management & Budget (OMB). Support the Police Department’s participation in internal and external audits coordinated by OMB. Administer department’s petty cash.

60%

• Provide Administrative Support: Facilitate department timekeeping by ensuring timesheets are submitted and approved in a timely manner, as well as correct time reporting codes as necessary. Enter time for suspensions and/or employees on leave. Run timekeeping reports as necessary. Maintain Police Department payroll/personnel files in a secure, confidential manner. Collect payroll forms for new hires, removals, and payroll changes. As assigned, assist with the disposal of Property and Evidence (P&E) that is no longer needed following all established protocols.

20%

• Assist with Submission and Acceptance of Grants: Assist in preparing and submitting grant applications to include overseeing final submission of required materials and documents ensuring accuracy and completeness of proposals and documents. Administer and track grant related purchases and payments. Manage reporting requirements of all grants, to include submitting required quarterly and annual reports upon receiving grant awards.

10%

• Process and Account for the Release of Seized Money: Complete paperwork for the release of seized money from P&E and deposit at bank. Process requests for dispersal of seized funds, maintaining files and spreadsheets of deposits and payments.

10%

Perform other duties as assigned.

• Associate degree in business, public administration, accounting, or a related field.

• Over two (2) years of experience in accounting, bookkeeping, or a related field.

• Experience in office management and/or a law enforcement setting.

• Valid South Carolina Class D Driver's License.

• Accounting and budgeting practices and procedures.

• Grant application submissions, administration, and management of reporting requirements.

• Management of timekeeping system, including making corrections when necessary.

• Proper disposal of property and evidence.

• Safe and confidential procedures of maintaining payroll/personnel files.

• Manage multiple projects and perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines.

• Submit requisitions and invoices for approval and payment in purchasing software, record and track expenditures in spreadsheets, and maintain expense and contract files as directed.

• Support Police Administration Division with preparation of annual budget documents.

• Process reimbursements for Police personnel travel and training expenses.

• Assist the department with internal and external audits coordinated by OMB.

• Responsible for the handling and balancing of cash.

• Regularly work within situations requiring confidentiality.

• Read papers, periodicals, journals, manuals, and policies.

• Accurately make change, process, and account for monies and receipts by making basic mathematical calculations.

• Write reports, prepare business letters, summaries, meeting minutes, emails using proper format, punctuation, spelling and grammar, using all parts of speech.

• Operate general office equipment to include scanner, fax, printer, copier, telephone, and computer with Microsoft Office Suite.

• Utilize specialized software and systems to include Excel, public safety management system, financial software, and other software utilized by the department.

Primary Work Location: Office environment.

Protective Equipment Required: Gloves when working with property and evidence.

Environmental/Health and Safety Factors:

Relatively free from unpleasant environmental conditions or hazards.

Physical Demands:

Continuously requires sitting and vision. Frequently requires fine dexterity, handling, hearing, and talking. Occasionally requires standing, walking, and pushing/pulling. Rarely requires lifting, carrying, reaching, climbing, foot controls, bending, and twisting. Sedentary strength demands include exerting up to 10 pounds occasionally or negligible weights frequently; sitting most of the time.

Mental Demands:

Frequently requires time pressures, frequent change of tasks, performing multiple tasks simultaneously, and tedious or exacting work. Occasionally requires working closely with others as part of a team. Rarely requires noisy/distracting environment.

The City of Greenville is an Equal Opportunity Employer. To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions. Prospective and current employees should contact Human Resources to request an ADA accommodation.

The above information on this description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.