The purpose of this job is to provide accurate sub-professional accounting, services for an assigned department or unit within the Finance Department. Duties include, but are not limited to: maintaining accounts and records; sorting account information; auditing accounts, invoices, purchase orders, vouchers and assessments; posting and reconciling ledger accounts; preparing invoices and vouchers; verifying and reconciling account information, posting in general ledger accounts; handling correspondences; answering telephones; screening calls and taking/relaying messages; files or prepares documents for storage; performs other accounting related duties as required.
Essential Duties and Responsibilities
The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Administrative Duties:
• Performs generally accepted accounting procedures to audit accounts for purchase orders, invoices and departmental vouchers.
• Verifies and reconciles various account information and posts in general ledger accounts then files or prepares documents for storage on microfilm.
• Compiles and verifies information within set deadlines as needed to prepare daily, monthly, quarterly and annual financial and activity reports; i.e. monthly expense reports, project findings and surplus reports.
• Files reports vouchers, purchase orders, and prepares documents for permanent storage on microfilm or in bound books.
• Posts details of business transactions such as allotments, disbursements, pay and expense vouchers, and checks.
• Periodically reviews records to balance accounts and to identify suspense items or delinquent account for further action.
• Analyzes, researches, and interprets accounting status to include invoicing and making appropriate adjustments; ensures accountability (audit Trail).
• Balances general ledger, accounts payable and/or accounts receivable journal entries.
• Updates employee, client, vendor or contract files using data entry into various computer programs and log books.
• Types routine correspondence, notices, routine forms and reports, and distributes reports and documents to appropriate personnel via mail, FAX or hand delivery.
Communication:
• Dispenses information that is accurate in a timely and professional manner to employees, department managers, vendors, clients and other miscellaneous persons
• Greets visitors; ascertains nature of business; assists and/or directs visitors to appropriate person.
• Answers telephone, screens and directs calls and messages, makes photocopies; performs other related duties as directed.
Employee Development:
• Occasionally trains new employees or student interns how to manage the various duties of the position.
• May train summer staff in processing payroll, filing documents, and issuing checks.
Quality Assurance:
• Ensures that all requests and inquiries are handled efficiently, timely and with accurate information.
• Corrects errors and verifies account information for funds, billing and monthly expenses, purchase orders, vouchers and adjustments entered by self or other departments.
• Examines and reviews vendor's applications, and ensures that information is corrected and application form is completed.
Productivity and Accountability:
• Compiles information to assist in producing timely reports according to deadlines.
• Reconciles and posts accurate information to all accounts on time.
Record Keeping and Documentation:
• Calculates monthly expenses and posts additions and changes to ledger accounts.
• Prepares and updates daily activity log, vendor maintenance report and/or audit report.
Marginal Job Functions
• Performs other related duties as required.
Knowledge of Job
Has considerable knowledge of financial and accounting practices, policies and procedures as necessary in the completion of daily responsibilities. Is able to develop and administer procedures, plans and activities and to monitor performance of subordinates against measured established goals. Knows how to develop and administer operations and staff plans and objectives for expediency and effectiveness. Has considerable knowledge of all applicable policies, standards and regulations pertaining to the specific duties and responsibilities of the job. Has the ability to keep abreast of any changes in policy, methods and operations. Is able to effectively communicate and interact with subordinates, management, employees and members of the general public. Is able to assemble information and make written reports and documents in a concise, clear and effective manner. Has good organizational, supervisory, human relations, and technical skills. Is able to use independent judgement and discretion in supervising subordinates including setting priorities, maintaining standards, and resolving problems. Has the ability to comprehend, interpret, and apply regulations, procedures, and related information. Has the mathematical ability to handle required calculations. Is knowledgeable and skilled in the use of computers. Is able to read, understand and interpret financial reports and related materials.
Typical Qualifications:
Associates degree in accounting, business administration, data processing or related field and; two years of sub-professional accounting, budget or bookkeeping experience; or any equivalent combination of education, training and experience which provides the requisite knowledge, skills, and abilities for the job. Experience in a municipal or utility revenue operation is highly desirable.
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It is NOT ok to contact this poster with commercial interests.
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