PENNINGTON COUNTY HOUSING AND REDEVELOPMENT COMMISSION

CLASS SPECIFICATION

Class Title: Accounting Assistant Date Approved: 3/16/2022

• Purpose:

Acts as a paraprofessional to accounting and fiscal professionals by performing assigned accounting practices to assist with fundamental accounting and routine fiscal procedures.

• Distinguishing Feature:

Accounting Assistants follow established operating procedures to maintain accounts payable and receivable; record revenue, record deposits, perform bank reconciliation; distribute costs to various grants, programs, and properties according to assigned coding; monitor fund sources and report shortfalls to managers; provide purchasing support; and report daily transactions.

Accountants implement directives from fiscal managers, and follow accounting principles and established procedures to record, research, analyze, and report data for managers to use in monitoring revenue and expenditures and creating financial reports and projections. Accountants also conduct daily business functions such as reconciliation of accounts receivable and payable, allocation of funds, and reporting of grant and fund balances.

• Functions:

(These are examples only; any one position may not include all of the listed examples nor do the listed examples include all functions which may be found in positions of this class.)

1. Follows established charts of accounts to ensure payment of bills and record keeping in compliance with supervisory direction.

• Informs supervisors when budget exception messages occur during transactions.
• Compiles transaction data from accounting reports as instructed.
• Performs batch edits to ensure accurate information for specified data.

2. Implements established accounts receivable/payable procedures to keep appropriate records of department transactions.

• Assigns appropriate codes charging other departments for services.
• Codes payments to indirect cost accounting.
• Distributes costs to various grants, programs or properties according to developed allocation schedules.
• Prepares and records bills and vouchers for collection.
• Documents payment and processing errors and corrections.
• Records and verifies deposits and performs bank reconciliations.
• Reconciles vendor statements and handles calls or inquiries from vendors regarding payments.
• Sends affidavits and maintains records of lost and stolen warrants; requests stop payments and warrant cancellations.
• Prepares and submits unclaimed property documents to the State Treasurer.
• Maintains vendor files; requests and enters W-9’s into housing authority accounting system files.

3. Gathers, reviews, and files time study data reports, verifying completion to provide data for cost allocation databases.

4. Enters requisitions into the housing authority accounting system, monitors receipt of purchases, and processes payments to ensure an accurate account of fixed assets and inventory is maintained.

• Makes entries to fixed asset system and completes necessary paper work to transfer or surplus items.
• Completes physical inventory of assets.

5. Performs other work as assigned.

• Reporting Relationships:

Typically reports to Controller. Typically does not supervise, but may direct or supervise clerical or claims processing staff.

• Challenges and Problems:

Challenged to meet established timeframes in various areas such as processing payments, preparing billing documents, recording deposits and reconciling accounts. Further challenged to assist in accurate year-end fiscal reporting and annual audit.

Typical problems include identifying, researching and correcting billing and voucher errors.

• Decision-making Authority:

Decisions made include selecting appropriate coding based on established coding structure and appropriate accounts to deposit revenues.

• Contact with Others:

Daily contact with vendors, agency personnel, and other agencies regarding payment of bills and vouchers.

• Working Conditions:

The incumbents work in a typical office environment.

I. Knowledge, Skills and Abilities:

Knowledge of:

• bookkeeping practices sufficient to record debits and credits;
• basic accounting and financial principles;
• invoices, requisitions, and similar forms and documentation used in purchasing;
• check writing and recording;
• arithmetic sufficient to calculate percentages;
• computer program applications and database management;
• record keeping;
• purchasing and procurement practices;
• State and Federal codes, regulations, and related statutes.

Ability to:

• follow written directions such as code books, charts of accounts, and purchasing manuals;
• use a calculator and computer and learn applicable accounting software;
• prioritize and complete work by established deadlines;
• communicate sufficiently to answer questions and provide information about assigned work;
• maintain financial records and prepare financial reports;
• compare information and recognize discrepancies;
• establish and maintain effective working relationships with vendors; departmental officials; and the public.

In order for an incumbent to grow in their knowledge, skills and abilities, Accounting Assistants must be willing to work toward professional and personal development by attending all scheduled company training and implement this knowledge at the agency, and seek educational opportunities and self-improvement for professional and personal growth and development.

The Functions, Challenges and Problems, Decision-making Authority, Contact with Others, and Working Conditions described here are representative of those an employee encounters while performing this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.

Nothing in this class specification restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

Job Type: Full-time

Pay: From $18.97 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid sick time
• Paid time off
• Retirement plan

Physical setting:

• Office

Schedule:

• 8 hour shift
• Monday to Friday
• No weekends

License/Certification:

• Driver's License (Required)

Ability to Commute:

• Rapid City, SD 57702 (Required)

Work Location: In person