ACCOUNTING OFFICE SUPERVISOR SERIES

Transcription

1 County of Orange Established: 4/20/90 Replaces all Principal Account Clerk, Supervising Account Clerk and Accounts Division Supervisor classes Administrative Change: 10/30/92 ACCOUNTING OFFICE SUPERVISOR SERIES Sup Ct SupvMgmt Accounting Office Supervisor I Accounting Office Supervisor II 0823 Senior Accounting Office Supervisor I 0824 Senior Accounting Office Supervisor II DEFINITION Under general supervision, to supervise and personally perform a variety of accounting duties related to the maintenance and review of fiscal, financial and statistical records, and to do other work as required. CLASS CHARACTERISTICS Positions in this series supervise a group of accounting support positions with responsibility for performing a variety of accounting duties in the receipt and processing of accounting data. Incumbents are required to possess technical accounting knowledge and personally perform difficult and complex accounting duties in addition to their supervisory responsibilities. Positions are allocated to the various levels in the series on the basis of the size and/or level of staff, the diversity/difficulty of functions supervised and the nature of the technical accounting and administrative/program support duties performed by the incumbent. Positions in this series are distinguished from the Office Supervisor series by assignment over a unit with a primary focus on accounting related functions, but incumbents may also supervise office support positions. Accounting Office Supervisor I Direct supervision of a small group of accounting support positions performing routine to moderately difficult duties/computations. Incumbents typically have responsibility for a narrow range of functions and are expected to perform difficult to complex accounting work in addition to supervising others. Accounting Office Supervisor II Direct supervision of a large group of accounting support positions performing routine to moderately difficult duties/computations OR a smaller group performing specialized and/or complex accounting functions. The emphasis of the position is on supervision, but incumbents typically also perform some of the more complex duties in the unit. Senior Accounting Office Supervisor I

2 Positions at this level have responsibility for supervision of subordinates through one or more subordinate supervisors or supervision of Accounting Technician positions performing highly responsible and complex work in the specialized/technical review, final approval and control of complex and varied accounting records, accounts or claims against the County. Incumbents are required to apply technical accounting knowledge to resolve problems within the area of assignment and may have responsibility for the operation of a specific accounting system. The emphasis is on planning and supervision rather than participating in the work of the unit and incumbents frequently perform a variety of program/administrative support duties for higher level positions. Senior Accounting Office Supervisor II Supervision of a large accounting organizational unit performing a wide variety of very difficult and technical accounting work through subordinate supervisors. The work of the division includes complex fiscal reporting, maintenance of comprehensive fiscal accounts and review of complex fiscal records. Positions at this level perform a wide range of program/administrative functions in support of a manager or other higher level positions. These duties include special projects and assumption of a variety of administrative detail which would otherwise be performed by the manager. They require the incumbent to exercise considerable independence, judgment and decision-making skills, act as a resource and expert to others on the office accounting functions and interface with managers and high level staff of other departments. The size of staff and diversity of the work require that the supervisory role be focused on planning and scheduling work and that direct supervision of staff be delegated to subordinate supervisors. SUPERVISORY DUTIES The following supervisory duties are expected to be performed at all levels when situations require: Plan work and set priorities of work Set or recommend work performance standards Assign work to staff Review work procedures and recommend or change procedures to be more time/cost efficient Implement changes required by law or regulations Review and rate applications of candidates for hire or promotion to position vacancies Interview candidates for hire or promotion Make recommendations for hire or promotion Train staff in how to perform the work (including office/program policies and procedures) Evaluate staff performance, conduct performance review interviews, prepare and sign performance reviews Recommend staff performance recognition including salary merit increases Review grievances, conduct grievance meetings and prepare written response to grievances

3 Conduct interviews of staff with performance problems, prepare interview/performance memos Recommend merit increase deferrals/denials or formal discipline when necessary Conduct discipline interviews initiating formal discipline procedures Prepare written reprimand, suspension and discharge letters EXAMPLES OF OTHER DUTIES (Not inclusive and will vary with assignment) Gathers information to identify and analyze procedural and/or technical problems; develops recommendations regarding resolution of the problems and/or acts to resolve the problems; acts as a resource to staff on non-routine transactions. Assists managers and professional accounting staff in conducting special projects and performing a variety of administrative and program support duties. Maintains security, physical maintenance, health and safety of a facility and its equipment. Administers use of automated equipment resources by controlling access to equipment, directing performance of equipment maintenance, identifying basic hardware and software problems and ensuring that problems are resolved. Develops, provides, and/or directs the provision of training to other than subordinate staff regarding office policies and procedures or regarding program areas related to office policies and procedures. Compiles data for, prepares and reviews financial and statistical reports, claims, statements and revenue analyses; may compile budget data and assist in preparing department budget requests. Interprets complex and/or varied source documents, regulations and procedures and applies these to difficult circumstances; explains complex financial processes and accounting requirements to department personnel, other agencies/departments and the public; answers questions that involve searching for and abstracting technical data and detailed explanation. Performs final audit and acts as signature authority for claims, warrants, vouchers, payroll documents, purchase orders, supporting bills and other accounting documents; releases items for payment. Interfaces with the public and other agencies/departments in an advisory role and where contacts may be difficult; acts as liaison to other divisions or departments/agencies on projects and problem areas; coordinates scheduling and work flow. Personally performs technical/complex financial/accounting duties. Reviews, evaluates and monitors financial documents to analyze revenues and expenditures and perform cost control. MINIMUM QUALIFICATIONS Knowledge of:

4 General purpose, principles, practices, procedures and terminology of accounting/financial recordkeeping and statistical reporting procedures. Governmental accounting systems and procedures. Principles of office management; modern office procedures, practices and equipment. Methods of coding and classifying accounting documents; cost accounting methods. Principles and practices of supervision including hiring, training, and evaluation of subordinates. Applications of automated accounting systems may be required for some assignments. Senior Accounting Office Supervisor I and Senior Accounting Office Supervisor II In addition to the above: Thorough Knowledge of: Specific County accounting systems, procedures, regulations and source documents in the area of assignment and the interrelationships of internal and external recordkeeping systems. General Knowledge of: Legal requirements of County contracts, agreements, minute orders and resolutions. Ability to: Perform a wide variety of difficult and responsible financial/accounting and/or recordkeeping work; perform mathematical computations accurately. Prepare concise, detailed written reports and financial statements and maintain ledgers, journals and other accounting records. Effectively supervise employees engaged in performing a variety of accounting duties; train and evaluate subordinates. Operate standard office machines and automated equipment may be required for some assignments. Communicate effectively both orally and in writing; establish and maintain effective working relationships with others. Review the work of others to ensure accuracy and compliance with administrative and legal requirements; consolidate records from several sources and summarize/assimilate into reports and other accounting documents. Reconcile differences within the recordkeeping system and related transactions. Understand interrelationships among financial/accounting records and documents; analyze financial/ accounting data and draw logical conclusions. Understand, interpret and apply a variety of complex policies, procedures, rules, regulations, contracts, court documents or other legal documents.

5 Understand and use computer print-outs and data. Use a County-approved means of transportation may be required for some assignments. Accounting Office Supervisor II In addition to the above: Supervise positions performing specialized and complex accounting duties. Senior Accounting Office Supervisor I and Senior Accounting Office Supervisor II In addition to the above: Supervise subordinates, including positions performing specialized and complex accounting duties, through subordinate supervisors. EDUCATION/EXPERIENCE Accounting Office Supervisor I 18 months experience in the maintenance and review of fiscal, financial and/or statistical records OR two years general office experience which includes at least six months in the accounting area. Experience beyond a minimum of six months in the accounting area may be substituted by education as described below. Successful completion of the basic supervision course and/or test prior to passing probation. Accounting Office Supervisor II 18 months progressively responsible experience in the maintenance and review of fiscal, financial and/or statistical records OR two years general office experience which includes at least one year progressively responsible experience in the accounting area. Experience beyond a minimum of six months in the accounting area may be substituted by education as described below. Successful completion of the basic supervision course and/or test prior to passing probation. Senior Accounting Office Supervisor I Three years experience in the maintenance and review of fiscal, financial and/or statistical records OR four years general office experience which includes at least 18 months in the accounting area. Applicants must have a minimum of one year accounting experience one year supervisory experience. Other experience listed may be substituted by education as described below. Successful completion of the basic supervision course and/or test successful completion of at least two approved advanced courses on supervisory topics, one of which must be "Discipline

6 Workshop" offered by the County. Senior Accounting Office Supervisor II Four years experience in the maintenance and review of fiscal, financial and/or statistical records OR five years general office experience which includes at least 18 months in the accounting area. Applicants must have a minimum of one year accounting experience one year supervisory experience. Other experience listed may be substituted by education as described below. Successful completion of the basic supervision course and/or test successful completion of at least four approved advanced courses on supervisory topics, one of which must be "Discipline Workshop" offered by the County. Education Substitution: Education may be substituted for experience on the following basis: One year of office support experience may be substituted by completion of 18 semester or 27 quarter units in any combination of secretarial sciences, office practices, accounting, business math, business education or a related field from a recognized college OR completion of 360 hours of training from a recognized occupational training program in secretarial sciences, office practices, business education or a closely related field. One year of experience in the maintenance and review of fiscal, financial or statistical records may be substituted by completion of 12 semester or 18 quarter units in accounting, business math, bookkeeping, or a closely related field. Possession of an Associate in Arts degree or an Accounting Certificate which represents completion of all required course work in an accounting curriculum may substitute for two years of experience. Supervisory Course Areas (See the current County Training Schedules for titles of actual approved classes) *Affirmative Action Communication Decision Making Delegation *Discipline Employee/Labor Relations *Grievance Handling Interaction Management Interviewing/Selecting Employees

7 Motivation Performance Evaluation Planning/Scheduling Problem Solving Supervisory Interpersonal Skills Teambuilding *Must be County specific courses GS:rs