Philadelphia Gas Works Accounting Assistant in Philadelphia, Pennsylvania
This entry level Accounting Assistant is a cross-trained function that performs bookkeeping functions related to accounts payable/receivable, general ledger maintenance, payroll, capital/asset management and database upkeep based on unit assignment. This entry level position assists in any upgrade, update, change, custom and/or modification of any systems utilized in the Accounting and Reporting and Treasury Departments; trains entry level personnel and cross-train other employees at the 7B/3B classification; and may be responsible for delivery or pickup of items off company premises as directed. Completes all assigned work adhering to daily, weekly and/or monthly deadlines.
Assignment I - Treasury
Gathers and processes payroll related information through the Payroll System including but not limited to: employee expense reports, general deductions, additional pay, earnings, tax withholding, direct deposit information, vacation advances, mass compensation changes, bonuses, vehicle income, etc. for PGW employees and retirees.
Prints and distributes weekly paychecks and advices, monthly pension checks and services, annual earnings statements, and standard weekly/monthly and custom reportsmith payroll reports.
Prepares monthly back-up financial pages, departmental payroll analysis, Pennsylvania sales tax calculations and tax form for payment; enters year-end or quarterly tax adjustments as needed.
Maintains all records and prepares appropriate general ledger journal entries and payments for PGW's Revenue Bonds including preparation, calculation and review of commercial paper schedules and supporting documentation [i.e. Positive Cash Balance Schedule for covenant compliance for Tax-Exempt Commercial Paper (TXCP)].
Prepares payroll information for new and exiting retirees including transfer from active to retirement payroll, address changes, terminations due to death, new employee information for pension beneficiaries, etc.; creates Form 141 for all pension changes, create new retiree pension folders and update retirement personnel files Submit Treasury Department communications to retirees.
Collects, prepares, and analyzes union business data for monthly billable reimbursable hours for union business.
Maintains and verifies weekly MOLDA general ledger journal entry generated by ADP in Excel.
Assists in monthly labor reporting and balancing including data entry into mainframe labor screens and Excel spreadsheets.
Responds to requests for copies of employee W-2 Forms and pension 1099-R Forms.
Completes various filings in Human Resources.
Performs other work when operating conditions necessitate it.
Assignment II – Accounting & Reporting
Participates in the production of documents, spreadsheets and related supporting detail for administration of capital budgets including but limited to:
Assisting in the analysis of Reimbursable Capital Projects from inception to capitalization including submission of appropriate invoices for payment.
Maintaining PGW's Continuing Property Records (CPR) and Fixed Assets including but not limited to, capitalization and retirement of assets relative to project specifications.
Maintaining, processing and supporting all monthly detail, invoices, usage, etc. to monthly capital spending as noted in the Capital Authorization Status Report, Capital Progress Report and Budget Category Status Report.
Updating, monitoring, and maintaining spreadsheet detailing daily investments of both excess operating funds and capital funds.
Maintaining all records (actual funds spreadsheet) and preparing appropriate general ledger journal entries associated with all restricted investments.
Opening, closing and performing project analysis of non-construction projects in the Accounting System; reconciles monthly detail to the sub-ledger.
Updating interest income (4190) schedule on a monthly basis and analyze for accuracy.
Participates in the production of documents, spreadsheets and related supporting detail for administration of accounts payable including but limited to:
Balancing monthly Accounts Payable Trial Balance.
Creating purchase requisitions and/or limited purchase orders; submits for proper approval in order to process departmental invoices including initiating purchase orders to replenish various departmental petty cash.
Gathering all vendor invoices and supporting documentation in order to process daily payment batches through the Accounts Payable System for general accounts payable checks, wire transfers, payroll, customer refunds, retainage, credit invoices, etc.
Recording and distributing accounts payable and customer refund checks.
Verifying check status with issuing banks including accounts payable, customer refund, legal, payroll and pension checks.
Assisting in the preparation of daily cash book pages by gathering supporting documentation for cash receipts and disbursements (e.g. included but not limited to disbursement download for cashbook); recording all re-opens activity (electronic and manual) in the cashbook.
Submitting receipts and disbursement information to interested parties.
Participates in the production of documents, spreadsheets and related supporting detail for administration of accounts receivable including but limited to:
Handling vendor and employee inquiries
Analyzing and resolving outstanding invoice issues by contacting vendors or appropriate departments.
Requesting Form W-9 from service vendors.
Matching checks, invoices, purchase orders and receipts verifying invoice numbers, vendor remittance addresses and amounts paid.
Assigning Other Accounts Receivable (OAR) project numbers, gather information and supporting documentation, preparing/sending invoices, collecting funds and preparing bank deposits; following-up on uncollected OARs through contact with associated departments and/or invoice recipients.
Participates in the production of documents, spreadsheets and related supporting detail for financial reporting & reconciliation activities including but limited to:
Maintaining related files and documents according to PGW record retention schedules; supplying copies of such documents as requested for internal and external audits.
Analyzing, calculating, and reconciling interest income, bank fees, related general ledger accounts, monthly bank statements for all PGW bank accounts includes collection, assembly and comparison of bank documents, reports, PGW source documents, etc.
Running and reconciling applicable payment reports as well as invoice batch reports for submission to supervisor for invoice batch approval.
Preparing, calculating and entering appropriate general ledger journal entries to support PGW's income statement, balance sheet and supporting reports and schedules.
Preparing and distributing monthly deposit correction summary and advice of error reports for review.
Performs other work when operating conditions necessitate it.
High School Diploma/GED; advanced accounting training preferred
Must be computer literate with proficiency in Microsoft office (specifically Excel and Word) as well as Oracle
Knowledge of one or more of the following areas of finance and accounting preferred: Accounts Payable, Accounts Receivable, Payroll, Finance, General Ledger, Bank Reconciliations, Capital, and Fixed Assets
Knowledge of general office practices and clerical office work with the ability to use standard office equipment such as copiers, facsimiles, etc. preferred
Must have completed Accounting Principals courses relevant to Acct 101 and Acct 102
Subject drug & alcohol testing in accordance with collective bargaining agreement & PGW policy
Department for Portal Display: Accounting & Reporting
External Company Name: Philadelphia Gas Works
External Company URL: www.pgworks.com
ADP Department #: Accounting & Reporting 
Street: 800 West Montgomery Avenue