Northwest Fire District

Transcription

1 Northwest Fire District Position Description ACCOUNT CLERK SPECIALIST ACCOUNTS PAYABLE Reports to: Finance Supervisor FLSA: Non-Eempt Division: Finance Status: Full-Time Location: Administration Grade(s): 83 Supervises: None Revised: 11/2017 Reviewed: 11/2017 D Gephart Format updated 7/2016 PY Ecellence is the responsibility of everyone at Northwest Fire District We lead by our core values in constant pursuit of ecellence: Honesty Integrity Trust Respect Humility Inclusivity We are forthright in our dealings; we stand by our word. We hold ourselves to the highest standards of professional and ethical conduct; we do what s right. We firmly believe in each other to care for our community. We understand that being held in high regard by our community is something we earn every day. We serve selflessly to achieve our mission. We value individual uniqueness. POSITION SUMMARY This requires moderately difficult accounting work involving the application of accounting principles. This position has responsibility in accounts payable, accounts receivable, and maintenance of financial records for Northwest Fire District. The position requires considerable attention to a variety of detail and comple calculations, and recording of transactions. The incumbent will interact with employees from all levels of the organization, as a result, he/she is epected to be professional and provide ecellent customer service in a team environment. The employee must demonstrate continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service. The employee is also required to comply with the rules, policies and procedures as set forth by the District and perform other related duties as assigned. ESSENTIAL FUNCTIONS Perform one or more accounting operations such as maintaining multiple account registers, various ledgers and journals ensuring transactions are accurate, consistent, and conform to procedures. Process accounts payable. Verify all purchase orders have been properly approved. Match packing slips with invoices and purchase orders. Set up new vendors in accounting software, send an I.R.S. W-9 to new vendors, maintain

2 files, and update accounting software records. Create a payables voucher with invoices to be paid and give to supervisor for payment approval. Issue accounts payable checks, make copies of checks for files, match invoices to checks, stuff checks for mailing, file all paid invoices. Process and issue 1099 s at calendar year end. Maintain current vendor paid files. Review monthly vendor statements for accuracy of payments applied and amounts due. Prepare vendor credit applications. Maintain internal travel folder and tracks reporting compliance. Perform daily back-up of computer files. Perform data processing functions, including creating Ecel spreadsheets and word processing. Process and issue Accounts Receivable monthly invoices. REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES Knowledge of: Data processing and accounting. Proper business English, spelling, grammar, and punctuation. Basic arithmetic such as addition, subtraction, multiplication, and division. Office practices, procedures, and equipment operations. Skills: Operation of 10-key calculator, typewriter, personal computer and accounting software in an automated accounting system environment. Ability to: Make arithmetic computations accurately. Communicate problems encountered in routine work to immediate supervisor to obtain problem resolution. Utilize spreadsheet and word processing software. Use a typewriter to complete standard forms and to operate a computer terminal. Communicate effectively, both orally and in writing, in the English language with customers, clients, employees and the public in face-to-face, one-on-one settings, in group settings, or using a telephone. Produce written documents in the English language with clearly organized thoughts using proper sentence construction, punctuation, and grammar. Understand and follow oral and written instructions in the English language. Comprehend and make inferences from written materials in the English language. Establish and maintain effective working relationships by working cooperatively with others. Maintain a positive and professional work environment. Work safely and courteously to promote a strong team atmosphere. Additional Requirements: (see Definitions for underlined word[s]) Additional Requirements of the Driving Position: This position requires possession of a valid driver s license with an acceptable driving record for the pre-employment background check process.

3 Based on Arizona State Law (reference link below) requirements, upon the date of hire and throughout the period of employment, the employee must present and possess a valid Arizona Driver s License and maintain an acceptable driving record. Drivers License Information Definitions 1. Acceptable Driving Record: means that the driving record of the employee and/or volunteer has 7 points or fewer for the previous 12 months, and no notation that the license has been suspended or revoked by MVD due to not having completed Traffic Survival School (as defined by the Department of Transportation, Motor Vehicle Division [MVD] (revised 05/2015). AZ MVD Driver Improvement 2. Driving Position: means a job which requires operating a vehicle on District Business or operating a District vehicle as part of its range of duties, which may be primary or secondary within the range of duties. 3. Valid: means that an individual s current driver s license is not epired, refused, cancelled, revoked, suspended, or restricted. Driving Level: Secondary Definitions: 1. Driving Levels for driving District vehicles or personal vehicle: a. Primary level is where the employee or volunteer drives either daily or weekly. b. Secondary level is where the employee or volunteer drives monthly or less frequently. Driver s License Type: Operator License (Class D) (reference link below). An operator license allows you to drive any vehicle that does not require a motorcycle or commercial driver license. You must be at least 18 years of age to apply for an operator license. Drivers License Information Commercial Driver s License (CDL) Endorsements: No Automobile Insurance Requirement NWFD Drivers License Policy (Policy under revision 01/2016). Employees who drive their personal vehicles for District business are required to maintain current automobile insurance. Safety Sensitive: No (Refer to 4.20 NWFD Drug and Alcohol Testing Policy) "Safety-Sensitive position" means any job designated by an employer as a safety-sensitive position or any job that includes tasks or duties that the employer in good faith believes could affect the safety or health of the employee performing the task or others, including any of the following: (a) Operating a motor vehicle, other vehicle, equipment, machinery or power tools. (b) Repairing, maintaining or monitoring the performance or operation of any equipment, machinery or manufacturing process, the malfunction or disruption of which could result in injury or property damage. (c) Performing duties in the residential or commercial premises of a customer, supplier or vendor.

4 (d) Preparing or handling food or medicine. (e) Working in any occupation regulated pursuant to A.R.S. title 32, professions and occupations. (A.R.S ). Pre-employment Drug Testing Required: No MINIMUM EDUCATION, EXPERIENCE, AND TRAINING High School diploma or GED equivalency A minimum of one (1) year eperience in Accounts Payables Basic computer skills and knowledge of Word, Ecel and Outlook

5 Never Occasionally (activity or conditions eist hrs/day) Frequently (activity or conditions eist hrs/day) Constantly (activity or conditions eist 5.5+ hrs/day) Never Occasionally (activity or conditions eist hrs/day) Frequently (activity or conditions eist hrs/day) Constantly (activity or conditions eist 5.5+ hrs/day) Never Occasionally (activity or conditions eist hrs/day) Frequently (activity or conditions eist hrs/day) Constantly (activity or conditions eist 5.5+ hrs/day) Physical Activity Definition Repetitive Motion Repeating movements of arms, hands, wrists, fingers Talk Epress or echange ideas verbally Hear Perceive sound by ear See Obtain impressions through the eye Kneel Bend legs at knee, come to rest on knees Crouch/Squat Bend body down and forward, bending legs and spine Crawl Move on hands, knees, and feet Climb Ascend/descend ladders, stairs, ramps Sit Sit Stand Stand Walk Move about on foot; average distance per shift 3-5 miles Bend/Stoop Bend downward and forward by bending spine at waist Lift Raise or lower object > 10 lbs. from one level to another Lift Raise or lower object > 25 lbs. from one level to another Carry Transport an object Push Press with steady force, thrust objects forward, downward, outward Pull Drag or tug objects Turn/Twist Move a body part in circular motion Balance Eceeding ordinary body equilibrium Reach Etend hands and arms in any direction Handle Seize, hold, turn with hands Distinguish Color Ability to distinguish color Fingering Picking, pinching, typing, or otherwise with fingers rather than whole hand Grasping Applying pressure to an object with the fingers and palm Feeling Perceiving attributes of objects, such as size, shape, temperature, or teture Mental / Cognitive Activity Definition Communication Calculation Problem Solving Comprehend and use basic language, either written or spoken, to communicate information and ideas Comprehend and use technical or professional language, either written or spoken, to communicate comple ideas Perform numerical operations using basic counting, adding, subtracting, multiplying, or dividing Perform comple quantitative calculations or reasoning using algebra, geometry, statistics, or abstract symbols Formulate and apply appropriate course of action for routine or familiar situations Use logic to define problem, collect information, establish facts, draw valid conclusions, interpret information and deal with abstract variables for unique or unfamiliar situations Environmental Conditions Definition Weather And Temperature Protection from weather conditions but not necessarily from temperature changes Subject to outside environmental conditions no effective protection from weather

6 Activities occur inside and outside Subject to etreme cold (typically below 32 ) Subject to etreme heat (typically above 100 ) One or more of the following conditions that affect the respiratory system of Atmospheric the skin: fumes, odors, dusts, mists, gases, or poor ventilation Conditions Worker is required to wear a respirator Noise Sufficient noise to cause the worker to shout in order to be heard above the ambient noise level Vibration Eposure to oscillating movements of the etremities or whole body Proimity to moving mechanical parts, moving vehicles, electrical current Working on scaffolding and high places Eposure to chemicals Hazards Eposure to oils: air and/or skin eposure to oils and other cutting fluids Worker is required to function in narrow aisles or passage ways Worker is eposed to infectious diseases Worker is required to function around prisoners or mental patients Physical Requirements Checklist SEDENTARY Eerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sitting most of the time. LIGHT Eerting up to 20 pounds of force occasionally and/or a negligible amount of force constantly to move objects. Use of arm and/or leg controls requiring greater eertion of force than for sedentary work, and worker sits most of the time. MEDIUM Eerting up to 50 pounds of force occasionally and/or up to 20 pounds of force frequently, and/or up to 10 pounds of force constantly to move objects. HEAVY Eerting up to 100 pounds of force occasionally and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects. VERY HEAVY Eerting in ecess of 100 pounds of force occasionally, and/or in ecess of 50 pounds of force constantly to move objects. This position description is intended to indicate the basic nature of the position(s) allocated to this class and eamples of typical duties that may be assigned. Any one position may not include all of the duties listed, nor do any listed eamples include all tasks, which may be found in positions of this class. This position description does not constitute an employment agreement between the employer and employee and is subject to revision by the employer as the needs of the employer change and/or requirements of the job-related duties epand or are updated.