KEYS JOB DESCRIPTION
TITLE:
ACCOUNTING & FINANCIAL ANALYST
POSITION CLASSIFICATION: Management (Exempt)
MISSION:
This position is responsible for maintaining timely accounting records and analyses for the electric
utility and retirement system:
 Financial Statements & Reporting – Utility & Retirement Plan
 General Ledger – Utility & Retirement Plan
 Results of Operations ( actual vs. budget)
 Construction Work in Progress (CWIP)
 Continuing Property Records (CPR)
 Engineering Work Order System
REPORTS TO: Assistant Director of Finance
JOB DUTIES:
Financial Statements & Reporting
1. Assist with preparation of Comprehensive Annual Financial Reports for the Utility and the
Retirement Plan
2. Develop annual budget and five year plan for areas assigned and assist department directors
and supervisors in the preparation of budgets for the budgets that fall in their purview
3. Prepare trend and growth analysis of revenue and expenses that leads into formation of
assumptions to shape the Utility’s annual budget
4. Assist with preparation of the Utility’s annual budget document
5. Prepare monthly financial statement package and related analysis of the month’s financial
activity
6. Respond to and work with external auditors during the fiscal year end audit
7. Maintain audit schedules for the fiscal year end of the Utility and the Retirement Plan
General Ledger
1. Record all self insurance claims for active employees, retirees and dependents on a weekly
basis
2. Record self-insurance administrative fees each month
3. Calculate monthly and bi-weekly funding and prepare schedule to fund the self-insurance fund
4. Prepare quarterly analysis of the state of the self-insurance fund
5. Prepare monthly self insurance claims reconciliation and monthly self insurance reconciliation
of cash to liability accounts
6. Prepare quarterly Payroll 941 reconciliation
7. Prepare budget amendments for approval of the Utility Board and record in the general ledger
upon approval
8. Verify GL account, current budget, expenditures and commitments to date on all Agenda Item
Summaries
9. Prepare and approve journal entries and ensure they are properly entered into the financial
software
10. Coordinate and perform month end closing
11. Record monthly investment activity for the Retirement Plan’s investment accounts and prepare
related financial statements
12. Prepare account analysis and cost support schedules
13. Maintain the budget and perform continual budget analyses
14. Perform monthly payroll reconciliations and make necessary adjustments for payroll, payroll
taxes, insurance, and other deductions
15. Create, set up and maintain new general ledger accounts
16. Review and approve overages on purchase orders and receiving exceptions
17. Reconcile assigned GL account balances monthly
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KEYS JOB DESCRIPTION
Results of Operations
1. Report on Operation & Maintenance (O&M) expense and revenue analysis
2. Prepare actual compared to budget variance reporting
3. Compile monthly electric energy sales graph for submission to General Manager
4. Compare and analyze the utility’s performance based on financial and operating ratios
published by the American Public Power Association and gathered from other utilities
Construction Work in Progress (CWIP)
1. Manually maintain CWIP records by validating project charges, conducting research and
making necessary adjustments
2. Collect all costs associated with capital assets in project file, prepare summary and analysis of
costs, assign overhead and unitize to an asset account
3. Issue monthly CWIP reports, comparing actual to budget
4. Prepare periodic capitalized overhead calculation
5. Analyze overhead calculation quarterly and make recommendations for adjustments as
necessary
6. Reconcile monthly actual compared to budgeted overhead; prepare necessary adjustments
7. Research invoices paid to develop inventory and R & R reimbursement transfers monthly
8. Complete monthly audit of capital inventory issues
9. Determine taxable status of projects and assess state tax when required
10. Audit of all outside vendor purchases related to capital projects
11. Assign account numbers to new projects and fund as necessary
12. Review contractors’ requests for payment for available budget, expenditures to date and
retainage and approve for payment
13. Prepare monthly reconciliation of retainage accounts
14. Analyze, prepare and post capitalized transportation received from other departments
15. Assist other department staff members and supervisors in the preparation of capitalized
transportation reports
Continued Property Records (CPR)
1. Maintain additions, betterments, retirements, modifications and deletions to company assets in
accordance with FERC regulations
2. Maintain appropriate asset records with documentation of costs, photographs and asset tags
when appropriate
3. Perform internal audit of company purchases that are below the capital threshold. Make sure
they are tagged and entered into the CPR system
4. Perform periodic review of depreciation rates; recommend changes when appropriate
5. Provide documentation of net book value, depreciation and salvage value for all assets and
fiduciary assets being surplused
6. Monitor the effects of all software upgrades and enhancements to the CPR system
7. Act as contact between KEYS and software manufacturer to address technical problems with
the CPR system
8. Design and produce special reports upon request
9. Produce month-end report on asset activity and accumulated depreciation for the period
If implemented:
Engineering Work Order system
1. Collect and codify data for creation and population of tables for transportation, overhead
calculations, labor and inventory
2. Populate all tables with descriptions, rates, multipliers, and categories for each item
3. Validate system reporting and calculations for accuracy and desired outcome
GENERAL:
1. Review and authorize capital purchase orders
2. Act as supervisor in his/her absence
3. Perform other job duties as requested by the Supervisor
4. Assist as backup for Billing Clerk, Payroll and Accounting Services Coordinator
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KEYS JOB DESCRIPTION
GENERAL (continued):
5. Provide technical assistance to subordinates as needed
6. Assist with, and instruct other department staff, supervisors and directors on use of the Select
Financial System
7. Review and reconcile monthly billing to the United States Navy
8. Create, and update company forms such as miscellaneous receivables and capitalized
transportation
QUALIFICATIONS:
1. Must read and understand the job duties and training needs sections of this job description.
2. Must possess a Bachelor’s degree in Finance or, Accounting, Certified Public Accountant (CPA)
license, preferred.
3. Must possess a minimum of four (4) years experience in an accounting environment (either an
accounting firm or an accounting department (electric utility industry, preferred), including
monthly closing cycle, preparation of financial statements, general ledger reconciliations and
analysis, and maintenance of fixed asset records.
4. Must possess knowledge of project management, including development and organization of
project programs and procedures.
5. Must possess knowledge of operations and integration of computerized systems.
6. Must pass KEYS basic math assessment.
7. Must be computer proficient, to include; Microsoft Word, Excel, Power Point, Internet Research.
A computer assessment will be required.
8. Must possess effective oral and written communication skills.
9. Must be able to interact with outside vendors, other public entities, employees and department
directors in a diplomatic and professional manner.
10. Must be available to work weekends, holidays, and after normal working hours when required.
11. Must be able to maintain current knowledge of changes in industry and technical rules and
regulations mandated by regulatory agencies as specifically relates to financial accounting and
reporting.
12. Must have a valid Florida Drivers License, with an acceptable driving record, as determined by
KEYS, and able to maintain at own expense.
13. Must be able to perform the essential job duties of this position, as described in the job duties
section of this job description, with or without reasonable accommodation for any mental or
physical disability.
TRAINING NEEDS:
1. The use of major business applications software:
a. Financial Information Accounting System (FIAS)
b. Customer Information System and Utility Billing
c. Payroll and Human Resources Systems
d. Construction Work in Process
e. Inventory Management System
f.
Purchase Order System
g. Continuing Property Records
h. Engineering Work Order System
2. STOP/Safety Programs.
3. Utility Board of the City of Key West financial policies and procedures.
4. All current Utility Board Bond Resolution covenants governing KEYS’ flow of funds.
5. All current Utility Board Resolutions covenants.
6. Current contract with the Bargaining Unit (Local 1990, International Brotherhood of Electrical
Workers), Management Handbook, Travel Policy and KEYS Rules and Regulations.
7. Operations of the Finance Department.
DATE REVISED: August 2008
DATE QUALIFICATIONS REVISED: April 14, 2009
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