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Job Description : Summary :
Summary :
Under general supervision, employees in the class work in the preparation and maintenance of sub-professional accounting records, financial statements, and / or reports of moderate to considerable complexity
Distinguishing Features :
This class differs from that of Account Clerk in that an incumbent of the latter performs bookkeeping and clerical tasks of a more routine nature
This class differs from that of Accounting Technician in that an incumbent of the latter is responsible for supervising and participating in the preparation and maintenance of accounting records, reports, and financial statements of greater volume, difficulty, and / or complexity
RESPONSIBILITIES
Resolving Conflicts and Negotiating with Others :
Manages complaints from internal and external customers effectively by providing clear and accurate information and possible courses of action to resolve the issue(s)
Resolves pay issues by producing payroll supplementals as required
Training and Teaching Others :
Provides training to new employees in an equivalent role as needed
Provides training to co-workers in the operation of accounting based databases, policies, and procedures
Processing Information :
Processes paycheck modifications including, but not limited to, garnishments, overpayments, and salary adjustments
Processes accounting transactions in electronic databases between two or more state agencies
Generates requisitions, purchase orders, receipts, and vouchers originating in assigned work unit as necessary
Calculates overall invoice totals, account adjustments, and purchases / account deductions to generate reports, spreadsheets, and adjustment forms
Applies cash and checks received to appropriate accounts
Calculates and disburses funds from trust fund accounts as required
Categorizes expenses using appropriate expense codes to ensure proper allocation
Resolves employee time sheet exceptions as necessary
Codes adjustment sheets based on information received to adjust accounts
Codes requisitions using appropriate product / category codes to assign the goods / services to the correct account
Evaluating Information to Determine Compliance with Standards :
Audits travel expenses, requisitions, accounts receivable, and accounts payable vouchers
Reviews payable time detail report and preliminary payroll register to ensure correct payroll processing and correct payouts to employees
Audits state credit card purchases
Audits documentation attached to account requests to ensure completeness and accuracy
Verifies all fields on submitted invoices / adjustments to match information in electronic databases
Audits commissary counts against electronic inventory data to ensure accuracy
Verifies receiving report against billing invoices to ensure accuracy
Verifies electronic data entries with outside vendors to ensure accuracy
Analyzing Data or Information :
Researches outstanding checks, overpayments, and underpayments and performs cancel and / or re-issue as necessary
Researches checks stubs, email chains, letters, and other documentation related to refund requests to determine refund amounts and to whom refunds should be sent
Analyzes submitted documentation to ensure a valid justification for account adjustment requests
Researches documentation received with cash and checks to determine appropriate account(s) for deposit
Analyzes exception reports to determine what course of action is necessary to resolve the issue
Researches employee benefits issues to determine sources of error and appropriate responses
Interacting With Computers :
Enters data into electronic databases to ensure accurate processing and record keeping
Sets up spreadsheets by writing formulas and functions to facilitate the processing of accounting information
Uses electronic office productivity software (Word, Excel) to perform daily tasks
Schedules automated queries in electronic databases as required
Pulls relevant information from electronic databases using wizards and forms as required
Enters time and leave requests in electronic databases as required
Documenting / Recording Information :
Allocates expenses internally to appropriate accounting string to ensure funding occurs appropriately
Processes cash and checks received and reconciles them against internal and external account records
Maintains records for funds, including but not limited to trust funds, inmate funds, and interdepartmental fund transfers as necessary
Maintains account entries in electronic database to ensure accurate record keeping
Maintains electronic spreadsheet logs of contract information and office equipment
Scans and upload accounting documents into electronic databases
Making Decisions and Solving Problems :
Approves or denies travel requests, expenses, and vouchers
Reviews and approves cashiering database entries
Interpreting the Meaning of Information for Others :
Fields calls from external and internal customers to explain account status information, internal policies and procedures, and other information as required
Explains and interprets employee benefits programs and policies to fellow employees
Establishing and Maintaining Interpersonal Relationships :
Communicates with internal and external customers in a friendly and courteous manner to promote healthy relationships and provide exceptional customer service
Establishes relevant vendor contacts to provide a go-to resource for problem solving and daily interactions
Monitoring Processes, Materials, or Surroundings :
Monitors trust funds for individuals in state custody to track balance amount and to ensure accuracy
Monitors internal and external vendor contracts in electronic databases to ensure accurate processing and record keeping
Monitors employee time sheet entries to identify exceptions
Verifies vendor address information when paying bills
Monitors the status of invoices to ensure proper processing
Monitors tracking system and daily reports to ensure that payments are processed
Communicating with Supervisors, Peers, or Subordinates :
Communicates issues identified with documentation and records to the appropriate internal business partner(s) and supervisor
Communicates with supervisor to identify proper courses of action to resolve problems as they arise
Communicates with co-workers to assist with problem solving and resolution
Submits weekly processing log to supervisors to monitor workload
Communicating with Persons Outside Organization :
Communicates with external customers verbally and in written form to request / provide additional information as needed
Conducts verifications of employment in writing and over the phone for outside requestors
Getting Information :
References electronic databases and paper files for invoice information, accounts payable / receivable, adjustment information, and fund information to assist with daily activities and respond to inquiries
Contacts internal and external customers to resolve identified issues
Performing General Physical Activities :
Travels to internal and external sites on foot to deliver mail, make bank deposits, and pick up relevant departmental packages
Climbs ladders to perform inventory counts as required
Archives physical documentation to ensure accurate record keeping
Updating and Using Relevant Knowledge :
Maintains department specific in-service training levels to maintain required certifications
Attends accounts payable training courses as required
Organizing, Planning, and Prioritizing Work :
Prioritizes daily task list as needed to ensure timely responses
Organizes paper files including but not limited to invoices, adjustment forms, and court orders to meet record keeping requirements
Operating Vehicles, Mechanized Devices, or Equipment :
Operates basic office equipment including but not limited to copiers, scanners, faxes, and calculators
Utilizes state owned vehicles to facilitate daily pick up and drop off of accounting documents and bank deposits as necessary
Handling and Moving Objects :
Carries and handles paper documentation as required and requested
Performing Administrative Activities :
Runs routine and ad-hoc queries and reports
Maintains paper files and other filing
Routes mail to appropriate receiver based on content analysis
Opens and processes mail
Education and Experience :
Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time clerical accounting or auditing work
Substitution of Experience for Education :
Qualifying full-time clerical accounting or auditing experience may be substituted for the required education on a year-for-year basis
Substitution of Education for Experience : Accounting coursework from an accredited college or technical institute may substitute for the required experience under one of the following conditions :
quarter hours in accounting or bookkeeping is equivalent to a one-year substitution, quarter hours in accounting or bookkeeping is equivalent to a two-year substitution;
quarter hours in accounting or bookkeeping is equivalent to a two and a half year substitution; quarter hours in accounting and bookkeeping is equivalent to a three-year substitution
Examination Method :
Education and Experience,%, for Preferred Service positions
Competencies : Time Management
Time Management
Customer Focus
Listening
Patience
Self Knowledge
Business Acumen
Functional Technical Competencies
Priority Setting
Decision Quality
Problem Solving
Knowledge :
Basic knowledge of accounting principles
Basic knowledge of mathematics (arithmetic)
Basic knowledge of computer operation
Basic knowledge of customer and personal service
Basic knowledge of clerical procedures including but not limited to operation of calculator, basic office equipment, and filing procedures
Basic knowledge of office productivity software including but not limited to Microsoft Excel, Word, and Outlook
Skills :
Intermediate reading comprehension skills
Basic keyboarding skills
Basic mathematic skills (arithmetic)
Basic organizational skills
Basic critical thinking skills
Basic teaching and coaching skills
Basic time management skill
Basic speaking skills
Basic monitoring skill
Basic coordination skills
Basic negotiation skills
Active listening skills
Active learning skills
Service orientation skills
Abilities :
Intermediate oral comprehension ability
Intermediate written comprehension ability
Intermediate deductive reasoning ability
Intermediate problem sensitivity ability
Basic oral expression ability
Basic written expression ability
Basic mathematical reasoning ability
Basic inductive reasoning ability
Finger dexterity
Speech clarity
TOOLS & EQUIPMENT
Personal Computer
Telephone
Fax Machine
Printer
Copy Machine
Scanner
Calculator
Other office related equipment as required
hours ago
