Bookkeeper

Primarily responsible for all accounting related oversight of the City’s HUD funded Community Development Block Grant program as well as other federal and state grants administered by the Department of Community Development. The position is responsible for all financial monitoring and tracking.  Additional responsibilities include providing financial assistance to the Pittsfield Economic Revitalization Corporation (PERC). The work is complex and requires a considerable degree of decision making and independent action.   

We are an affirmative action/equal opportunity employer committed to promoting a multicultural work force, excellence in public service, and on-going mutual respect in our working relationships. We strongly encourage people of color, people with disabilities, LGBTQ+ individuals, bilingualists, and people from other underrepresented groups to apply for our open positions - recognizing and respecting that diverse perspectives and experiences are valuable to our team and essential to our public service. 

RESPONSIBILITIES

• Responsible for utilizing the U.S. Department of Housing and Urban Development’s (HUD) Integrated Disbursement & Information System (IDIS) to fund CDBG activities and perform drawdowns to reimburse the City for fronting CDBG monthly expenditures. Serves as back-up for project and activity set-up and reporting beneficiary data.
• Conducts general accounting practices associated with the administrative support of the City’s Community Development Block Grant (CDBG) program and all other State and Federal grants overseen by the Department.
• Provides assistance to Department’s project managers regarding grant and budget status and expenses.  
• Provides ongoing financial assistance to staff regarding housing and community and economic development programs and state and federal grants.
• Provides information for the preparation of the City’s CDBG yearly budget and HUD plans.
• Responsible for the preparation and timely submission of quarterly financial reports to HUD.
• Responsible for the preparation of monthly program and project administration cost breakdown for CDBG funded project managers.
• Monitors monthly budget reports for all of Department’s grants and City general fund accounts.
• Prepares budget transfer requests for the Department’s CDBG budget and City general fund budget.
• Financial management of CDBG housing rehabilitation revolving loan fund including posting monthly payments in Grants Management System (GMS) revolving loan software. 
• Responsible for monthly housing rehab loan deposits and monthly reconciliation to MUNIS.
• Provides financial administrative support to the Pittsfield Economic Revitalization Corporation (PERC) that includes:
  • Financial oversight of three PERC economic development revolving loan funds: CDBG funded economic development revolving loan fund; EPA funded brownfield revolving loan fund; and the Mayor’s Small Business Loan fund.
  • Financial oversight and duties for two state funded grant programs: Massachusetts Broadband Initiative; and the Small Business Technical Assistance Provider Grant Program.
  • PERC loan file maintenance and monitoring of ACH payment transfers through TD Bank on-line banking system 
• Preparation of year end IRS forms 1096, 1098 and 1099 for the housing rehab loan portfolio and the PERC loan portfolios. 
• Continual maintenance of internal QuickBooks accounts in order to accurately reconcile HUD CDBG accounts to MUNIS and IDIS.
• Assistance and participation in three year-end audits: City of Pittsfield, PERC, and CDBG.
• Ongoing communication with the Director.
• Maintenance of accurate, complete, and organized files and records pertaining to functions of the job.
• Calculation and payment of Pittsfield Retirement System contributions from the City’s HUD CDBG grant funds.
• Performance of all related duties as may be required or assigned by the Director or Manager.

QUALIFICATIONS

• High school diploma or equivalent required, Associate’s degree in accounting, business administration, or a related field from an accredited college or university is preferred.
• Three to five years of accounting experience, preferably with direct involvement in the financial administration of publicly funded projects.
• A combination of education and experience may be considered and substituted as deemed appropriate.
• Knowledge of Generally Accepted Accounting Principles (GAAP); fund accounting; and grant administration experience highly desirable.
• Proficiency required in Microsoft Office software programs especially Excel and Word; working knowledge of QuickBooks. Knowledge of MUNIS a plus.
• Organizational skills for maintaining project files as well as for scheduling and completing work tasks and assignments in a timely fashion.
• Ability to work with a minimum of supervision but open and responsive to direction from management.

WORKING CONDITIONS

This is an office-based job in a dynamic municipal building.  While performing the duties of the Bookkeeper, the incumbent is required to: interact and communicate frequently with the public, government officials, other staff members and boards, and/or third parties transacting business with the City.

PHYSICAL REQUIREMENTS

Operates standard office equipment including computers and keyboards, at efficient speed; and move throughout the municipal building which may include flights of stairs. Lifts/moves objects weighing up to 10-20 pounds.

HOURS

35 hours per week

SALARY

Starting rate: $23.24 - $24.53 per hour

Annual increases up to $32.18 per hour

APPLICATION DEADLINE:  Friday, June 7, 2023 @ 4:00PM