Water Employee Services Authority

Transcription

1 Water Employee Services Authority Accounting Technician I/II/III Job descriptions are intended to present a descriptive list of the range of duties performed by employees in this job. Specifications are NOT intended to reflect all duties performed with the job. SUMMARY DESCRIPTION Under general supervision, performs a variety of technical accounting support and administrative duties in the preparation, processing and maintenance of accounting and financial records; functional areas of responsibility can include accounts payable, accounts receivable, payroll, inventory, remittance processing; maintains a variety of accounting files and records; and performs related duties Involved in performing financial record keeping and reporting duties in support of assigned accounting system, prepares various reports, statements, statistics, and special projects; and provides customer support and assistance to the other staff and the general public. DISTINGUISHING CHARACTERISTICS Accounting Technician I is the entry level in the series. Incumbent initially works under supervision learning and performing various functions related to accounting and analysis; tasks will require basic knowledge of accounting and Excel. Accounting Technician II - is the mid-level in the series. Incumbent initially works under minimal supervision learning and performing various functions related to accounting and analysis; tasks will require knowledge of fundamental accounting, intermediate knowledge of Excel (formulas and pivot tables), preparing journal entries, researching and reconciling general ledger accounts. Accounting Technician III is the senior level in the series. In addition to the characteristics of the II level, incumbent must possess a strong understanding of governmental accounting, Excel, and experience with the current District or similar financial system; tasks will require preparation of billing calculations, advanced knowledge of processes and impact on general ledger accounts. REPRESENTATIVE DUTIES The following duties are typical for this classification. Incumbents may not perform all duties and/or may be required to perform additional or different duties from those set forth below to address business needs and changing business practices. Accounts Payable: Enters invoices/check requests for payment into the financial accounting system in accordance with District policies and procedures; ensures timely processing to receive vendor payment discounts and meet vendor terms; verifies the accuracy of received orders and vendor invoices; reconciles and resolves discrepancies in supporting documentation and invoice errors; answers questions from departments and vendors regarding purchases and invoices/check requests; maintains files, pay requests and related documents. Prepares periodic invoice/check request payment batches and the related positive pay file and ACH file submissions; matches payments to backup documentation; tracks electronic invoice approval process; obtains additional signature authorization as needed; distributes payments. Researches and responds to vendor inquiries regarding payment status, processes stop payment requests and reissuances; investigates and resolves accounts payable issues and unusual situations. Reconciles sub-ledger to the General Ledger balance sheet accounts. Provides documentation in preparation of audits. Contributes to the preparation of the District s Comprehensive Annual Financial Report (CAFR); prepares assigned Prepares monthly accrual entries and correcting journal entries for data entry errors. Assumes responsibility for coordinating and working on a variety of special projects relating to the Finance Department Utilizes various computer programs and applications; maintains data; generates reports from a database or in-house Performs a variety of general office support tasks in support of department operations; assists and backs-up other staff; Performs related duties as required.

2 WATER EMPLOYEE SERVICES AUTHORITY Page 2 Accounts Receivable: Contributes to the preparation of the District s Comprehensive Annual Financial Report; (CAFR) prepares assigned Generates a variety of financial reports required for management reporting by utilizing both manual and computerized spreadsheet applications; assists other accounting staff and departmental management in the preparation of reports and presentations to District management and the Board of Directors. Edits, reviews, and prepares billing for the District s miscellaneous billings; bills miscellaneous agreements, leases, waste disposal, fines, work orders, and related items; coordinates follow-up of payments related to the miscellaneous billing system. Performs month-end closing activities; prepares monthly journal vouchers, accruals, reports, and reconciliations. Assumes responsibility for maintaining District work orders; enters data; logs and tracks inspection work orders, operations and maintenance work orders, and work orders for capital outlays and District projects; closes and capitalizes work orders. Processes miscellaneous cash receipts; researches applicable general ledger accounts; prepares deposit and cash. receipt forms; prepares refunds due on developer projects. Processes property tax billings for District owned properties; researches for exemption and initiates payment. Assumes responsibility for coordinating and working on a variety of special projects relating to the Finance Department Utilizes various computer programs and applications; maintains data; generates reports from a database or in-house Performs a variety of general office support tasks in support of department operations; assists and backs-up other staff; Performs duties associated with collection of delinquent accounts receivable accounts. Provides requested documentation in preparation of audits. Performs related duties as required. Payroll: Performs duties in support of payroll operations; enters maintenance changes such as PERS member type into the payroll system; ensures timecards submitted are accurate and follows up with staff to rectify errors; processes payroll; prepares and distributes payroll related reports; prepares and reconciles payroll report entries. Reconciles and submits PERS reports. Prepares Quarterly and Annual payroll tax returns. Submits payroll tax deposits on a bi-weekly basis. Prepares and distributes garnishment payments. Reconciles payroll liability balance sheet accounts. Provides requested documentation in preparation of audits. Contributes to the preparation of the District s Comprehensive Annual Financial Report (CAFR); prepares assigned Prepares monthly standard journal entries and correcting journal entries for data entry errors. Assumes responsibility for coordinating and working on a variety of special projects relating to the Finance Department Utilizes various computer programs and applications; maintains data; generates reports from a database or in-house Performs a variety of general office support tasks in support of department operations; assists and backs-up other staff; Performs related duties as required.

3 WATER EMPLOYEE SERVICES AUTHORITY Page 3 QUALIFICATIONS The following generally describes the knowledge and ability required to enter the job and/or be learned within a short period of time in order to successfully perform the assigned duties. Ability to: Perform a variety of responsible technical accounting duties in support of assigned accounting system, function, or program area. Perform a variety of accounting, fiscal, and statistical record keeping duties including to maintain and reconcile a variety of records and files and perform month-end closing activities. Review financial records, reports, and related documents, identify discrepancies, and resolve problems related to assigned area of responsibility. Understand the organization and operation of the District and of outside agencies as necessary to assume assigned responsibilities. Understand, interpret, and apply general and specific administrative and departmental policies and procedures. Understand and apply pertinent laws, codes, and regulations as well as organization and unit rules, policies, and procedures with good judgment. Research, compile, and interpret a variety of information and make appropriate recommendations. Participate in the preparation of a variety of administrative and financial reports. Type and enter data at a speed necessary for successful job performance. Perform mathematical calculations quickly and accurately including to add and subtract, multiply and divide, and calculate percentages, fractions, and decimals. Implement and maintain filing systems. Exercise good judgment in maintaining information, records, and reports. Operate and use modern office equipment including computers and supporting word processing and spreadsheet applications. Work independently in the absence of supervision. Work under steady pressure with frequent interruptions and a high degree of public contact by phone or in person. Plan and organize work to meet changing priorities and deadlines. Work cooperatively with other departments, District officials, and outside agencies. Respond tactfully, clearly, concisely, and appropriately to inquiries related to area of responsibility. Communicate clearly and concisely, both orally and in writing. Establish and maintain effective working relationships with those contacted in the course of work. Education and Experience Guidelines Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: When assigned to Accounting Technician I Classification: Equivalent to the completion of the twelfth grade. One year of data entry experience; preferably data entry speed of 75wpm or greater. Customer service experience preferred. Basic knowledge of computers and Microsoft Office suite. When assigned to Accounting Technician II Classification: Requirements of Accounting Technician I, plus Certificate in Accounting from Technical College is desirable but not required.

4 WATER EMPLOYEE SERVICES AUTHORITY Page 4 Three years of combined experience in a minimum of two functional areas: accounts payable, accounts receivable or payroll. Business writing experience. Basic account reconciliation experience. When assigned to Accounting Technician III Classification: Requirements for Accounting Technician II, plus Equivalent to an Associate's Degree and/or Professional Level Certifications for the appropriate function. Five years of combined experience in all three functional areas: accounts payable, accounts receivable and payroll. Routine technical accounting experience in governmental accounting; preferably with a governmental agency. Knowledge Operations, services, and activities of assigned accounting system, function, or program area. Responsible technical accounting principles and practices used in financial record keeping and reporting. Basic governmental accounting principles and procedures and District accounting system requirements and procedures. Principles and practices used in establishing and maintaining files and information retrieval systems. Methods and techniques of coding, verifying, balancing, and reconciling accounting records. Principles and practices of fiscal, statistical, and administrative record keeping and reporting. Mathematical principles. Business letter writing and basic report preparation. English usage, spelling, grammar, and punctuation. Customer service techniques, practices, and principles. Modern office procedures, methods, and equipment including computers. Computer applications such as word processing, spreadsheets, and statistical databases as well as automated accounting systems used by the District. Pertinent federal, state, and local laws, codes, and regulations. CLASS ADVANCEMENT REQUIREMENTS To advance to the Accounting Technician II classification, the Accounting Technician I must demonstrate proficiency to perform the full range of duties as described for the Accounting Technician II, which includes having a thorough knowledge of their assigned functional area(s) and the ability to work under supervision that is more general. To advance to the Accounting Technician III classification, the Accounting Technician II must demonstrate proficiency to perform the full range of duties as described for the Accounting Technician III, which includes having a through knowledge of their assigned functional area(s) and the ability to work independently. To be eligible for advancement from Accounting Technician I to Accounting Technician II, incumbents must demonstrate proficiency in current job function area as well as a second job function area. To be eligible for advancement from Accounting Technician II to Accounting Technician III, incumbents must demonstrate proficiency in all three job function areas. Length of Time Required An Accounting Technician I may advance to the Accounting Technician II and the Accounting Technician II may advance to the Accounting Technician III class after months of experience in the lower Accounting Technician class if all requirements are met. Performance Rating The incumbents must receive an overall performance rating of exceeds standards or better on their most recent annual performance evaluation in order to migrate to the higher class.

5 WATER EMPLOYEE SERVICES AUTHORITY Page 5 PHYSICAL DEMANDS AND WORKING ENVIRONMENT The conditions herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions. ENVIRONMENT Standard office setting; frequent interaction with District staff and the general public. PHYSICAL Level One Incumbents require sufficient mobility to work in an office setting; stand or sit for prolonged periods of time; operate office equipment including use of a computer keyboard; light lifting and carrying; ability to verbally communicate to exchange information. VISION See in the normal visual range with or without correction; vision sufficient to read computer screens and printed documents; and to operate assigned equipment. HEARING Hear in the normal audio range with or without correction. JOB STATUS: Non-Exempt: Employees Association SALARY RANGE: Accounting Technician I 21 (ATIII) Accounting Technician II 23 Accounting Technician III 25