Duties/Responsibilities:

Percentage of Time:

Reviews a wide range of source documents, such as vouchers, invoices, receipts, and other forms for accuracy and completeness;

• Gathers appropriate information, compares records and correctly traces inaccuracies or omissions. Initiates appropriate corrective actions.
• Completes reconciliations and transfers accounting data from individual accounting journals and ledgers to general ledgers within appropriate periods.
• Notifies appropriate authorities regarding balancing/reconciling discrepancies, problems and/or trends

10%

Perform and complete variety of tasks and assignments associated with support functions for the Administrative Services division

·AP Document Scanning

• Serves as back up cashier.
• Processes secure file transfers for student refund processing.
• Assists with Annual Physical Inventory as needed.
• Assist with Travel review, training, and answering questions.
• Assist with p-card review, training, and answering questions.
• Maintain Administrative Services SharePoint site
• Assist with maintenance of Administrative Services Policy and Procedure Manual

·Monitor and orders office supplies and submit other purchasing carts for the division

·Enter service tickets as needed for facilities, IT, and equipment

• Readily participate in Admin Services functions such that support the college

20%

Enter data from forms, records, reports and/or other sources into computer for purposes such as maintaining databases and complete incidental word processing and spreadsheet assignments

• Record journal entries to the general ledger using PeopleSoft upload tool.
• Review AP check runs.
• Enter speed types and speed charts into PeopleSoft accounting system.
• Post financial and budget reports to SharePoint for department review.
• Run and post open encumbrance report to SharePoint for department review.
• Assist with purchase orders and tracking
• Coordinate necessary room reservations and preparations

20%

Enters routine financial transactions into accounting systems; verifies and corrects information; reconciles accounting records;(Performed by all incumbents)

·Receives and accurately batches source documents according to applicable methods.

·Accurately records transactions in a timely manner and according to established procedures and system guidelines.

·Adequately analyzes and reviews recorded transactions to ensure accuracy of entry.

·Appropriately determines sources of errors and/or makes corrections.

·Categorizes entries to appropriate accounts.

·Assigns correct accounting codes according to established guidelines.

20%

Participate in special projects and committees as directed by the supervisor

10%

Organizes and maintains hard copy files of departmental records; (Performed by all incumbents)

·Maintains complete, accurate and readily accessible files that conform to applicable policies, procedures, guidelines and standards.

·Regularly purges files in accordance with policies on record retention.

·Follows guidelines for providing information to auditors and others.

·Maintains confidentiality of records, files and other documentation.

10%

Performs limited clerical responsibilities. Responds to requests for information/advice and solves clerical problems. (Performed by all incumbents)

·Accurately and promptly performs clerical duties such as, maintaining leave records, distributing mail, typing, answering the phone, etc.

·Responds promptly, effectively and appropriately to requests for information and assistance.

5%

Performs other duties as assigned in the fulfillment of the needs, philosophy, and purpose of Gwinnett Technical College

5%

Physical Demands:

Frequency

(N)Never, (O)Occasionally or (C)Constantly

Requires operation, access, or control of financial resources.

C

Requires having a P-Card.

N

Driving is a responsibility of this position.

O

This position will have direct interaction or care of children under the age of 18 or direct patient care.

N

This position will have Security Access (e.g., public safety, IT security, personnel records, patient records, or access to chemicals and medications).

N

This position is a stationary position, often standing or sitting for prolonged periods with or without reasonable accommodation.

C

This position requires moving about to accomplish tasks or moving from one worksite to another with or without reasonable accommodation.

C

This position requires the ability to adjust or move objects up to 15 pounds in all directions with or without reasonable accommodation.

O

This position requires the ability to repeat motions that may include the wrists, hands and/or fingers with or without reasonable accommodation.

C

This position requires the ability to operate machinery and/or power tools with or without reasonable accommodation.

N

Operating motor vehicles or heavy equipment with or without reasonable accommodation.

O

Noisy environments.

N

Medium work that includes moving objects up to 50 pounds with or without reasonable accommodation.

N

Light work that includes moving objects up to 20 pounds with or without reasonable accommodation.

O

Heavy work that includes moving objects up to 100 pounds or more with or without reasonable accommodation.

N

Work in outdoor elements such as precipitation and wind.

N

Assessing the accuracy, neatness and thoroughness of the work assigned.

C