Senior Administrative Analyst (Budget/Accounts Payable/Finance)

Job Description:

Senior Administrative Analyst (Budget/Accounts Payable/Finance)

Description

Senior Administrative Analyst (Budget/Accounts Payable/Finance)

$109,586 - $147,941 Annual Salary (DOQ)

Plus excellent benefits and 3% salary increases scheduled for July 2025 and July 2026.

Closing Date: January 24, 2025

Panel Interviews: February 13, 2025

The Town of Los Gatos is looking to fill a vacancy in the Finance Department at the Senior Administrative Analyst level. This is an exciting career opportunity for individuals who are passionate about both managing the full cycle of the Accounts Payable and Purchasing function and providing town-wide support for annual budget development. The Senior Administrative Analyst will also serve as back-up for other key functions that may include but are not limited to accounts receivable and payroll. Experience or exposure to using CentralSquare and/or Tyler/Munis Accounting Enterprise Resource Planning Software is desirable.

The Senior Administrative Analyst is an at-will, management position that reports to the Finance Manager and will work closely with the Finance Director on special projects such as the annual budget. Visit Senior Administrative Analyst for the job classification.

Schedule: The normal workweek for this position is Monday through Friday; however, you may be occasionally required to work early mornings, evenings, and weekends. This position may be eligible for a hybrid work schedule after successfully completing training and learning the required job duties.

Ideal Candidate The ideal candidate will:

• Possess strong quantitative, analytical, strategic thinking, verbal and written communication skills.
• Possess knowledge of the accounts payable, purchasing, and municipal budgeting processes and procedures and be ready to grow their knowledge and be flexible in a constantly changing government environment.
• Be proficient in Excel with the desire and ability to learn various financial software systems.
• Bring a collaborative, team-centered qualities to the Finance Department.
• Be self-motivated, tactful, detail-oriented with strong customer service skills.
• Be able to communicate in a clear and concise manner both verbally and in writing with internal and external customers and vendors.
• Self-assured with the ability to exercise a high degree of common sense and sound judgment.
• Possess the ability to resolve problems quickly and effectively; provide follow-up in response to inquiries; function in a high-volume, demanding office environment and handle multiple priorities and deadlines with ease while always maintaining business etiquette and a professional demeanor.

Key Responsibilities
Essential and other important responsibilities and duties may include, but are not limited to, the following:

Accounts Payable and Purchasing

• Receive and verify invoices, requisitions for goods and services.
• Prepare batches of invoices for data entry.
• Enter invoices for payment.
• Process backup reports after data entry.
• Manage weekly check runs.
• Prepare vendor checks for mailing.
• Convert Requisitions to Purchase Orders.
• Manage 1099 Filing.
• Manage State of California Use Tax Filing.
• Cross train Accounts Payable and Purchasing function.
• Provide information to auditors.
• Provide public record request information.
• Interpret and apply administrative and department policies, rules, and laws.
• Prepare and monitor all Finance Department agreements.
• Review all Town’s agreements for accuracy and compliance.
• Maintain system workflow for the approval process.

Town Purchasing Card Program

• Maintain and set up credit card users.
• Review travel expense reports for accuracy and compliance.
• Prepare and post monthly credit card reconciliation journal,

Maintain Fixed Asset Database

• Review invoices for fixed asset activity to ensure that fixed asset items are properly classified.
• Maintain fixed asset system, including inputting data, classifying assets, disposal/transfer of assets and updating tables.
• Work with other departments in clarifying fixed asset issues, such as dates of completion, explanation of projects, classification of assets, etc.

Budget Development

• Develop annual budget for the Finance Department and provide support for all Departments for expenditure budget development.
• Coordinate phases of the budget process, create a budget calendar, format performance measure tables, update the budget numbers in the Town’s budget model and budget module.

• Finalize Department edits and publish the budget documents.
• Maintain the Town’s Finance website.
• Manage the Government Finance Officers Association (GFOA) and California Society of Municipal Officers (CSMFO) Budget award application process.

Coordination of Annual Comprehensive Fee Schedule

• Manage town wide efforts for annual fee changes.
• Prepare Fees and Fine Schedules and related Council reports.
• Prepare and submit notices for Fee Schedule public hearing.

Implementation of Enterprise Resource Planning Software- Accounts Payable and Purchasing (CentralSquare and Tyler/Munis)The Town is in the process of implementing a new ERP solution, Tyler Munis. The Senior Administrative Analyst will serve on the implementation team.

• Master all Accounts Payable (AP) and Purchasing Modules
• Provide cross check with legacy system data

• Maintain vendor database
• Maintain AP and Purchasing System Reference Table
• Provide end-user training regarding accounts payable and purchasing functions for other departments

Minimum Qualifications

Any combination of training and experience that would provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the required qualifications would be:

Education: Bachelor’s degree from an accredited college or university in Public Administration, Business Administration, Finance, Political Science or a related field; and

Experience: Four (4) years of increasingly responsible analytical or administrative experience, two years of which at the journey level, including some lead or supervisory experience.

This is a Management (At-Will / Unrepresented) position.

Please refer to the Benefit Summaries postedon theTown of Los Gatos Human Resources Department Webpage.

Closing Date/Time: 1/24/2025 11:59 PM Pacific

Salary:

Depends on Qualifications