Summary: Under general supervision, employees in the class work in the preparation and maintenance of sub-professional accounting records, financial statements, and/or reports of moderate to considerable complexity.

Distinguishing Features: This class differs from that of Account Clerk in that an incumbent of the latter performs bookkeeping and clerical tasks of a more routine nature. This class differs from that of Accounting Technician 2 in that an incumbent of the latter is responsible for supervising and participating in the preparation and maintenance of accounting records, reports, and financial statements of greater volume, difficulty, and/or complexity.

RESPONSIBILITIES
Resolving Conflicts and Negotiating with Others:

• Manages complaints from internal and external customers effectively by providing clear and accurate information and possible courses of action to resolve the issue(s).
• Resolves pay issues by producing payroll supplementals as required.

Training and Teaching Others:

• Provides training to new employees in an equivalent role as needed.
• Provides training to co-workers in the operation of accounting based databases, policies, and procedures.

Processing Information:

• Processes paycheck modifications including, but not limited to, garnishments, overpayments, and salary adjustments.
• Processes accounting transactions in electronic databases between two or more state agencies.
• Generates requisitions, purchase orders, receipts, and vouchers originating in assigned work unit as necessary.
• Calculates overall invoice totals, account adjustments, and purchases/account deductions to generate reports, spreadsheets, and adjustment forms.
• Applies cash and checks received to appropriate accounts.
• Calculates and disburses funds from trust fund accounts as required.
• Categorizes expenses using appropriate expense codes to ensure proper allocation.
• Resolves employee time sheet exceptions as necessary.
• Codes adjustment sheets based on information received to adjust accounts.
• Codes requisitions using appropriate product/category codes to assign the goods/services to the correct account.

Evaluating Information to Determine Compliance with Standards:

• Audits travel expenses, requisitions, accounts receivable, and accounts payable vouchers.
• Reviews payable time detail report and preliminary payroll register to ensure correct payroll processing and correct payouts to employees.
• Audits state credit card purchases.
• Audits documentation attached to account requests to ensure completeness and accuracy.
• Verifies all fields on submitted invoices/adjustments to match information in electronic databases.
• Audits commissary counts against electronic inventory data to ensure accuracy.
• Verifies receiving report against billing invoices to ensure accuracy.
• Verifies electronic data entries with outside vendors to ensure accuracy.

Analyzing Data or Information:

• Researches outstanding checks, overpayments, and underpayments and performs cancel and/or re-issue as necessary.
• Researches checks stubs, email chains, letters, and other documentation related to refund requests to determine refund amounts and to whom refunds should be sent.
• Analyzes submitted documentation to ensure a valid justification for account adjustment requests.
• Researches documentation received with cash and checks to determine appropriate account(s) for deposit.
• Analyzes exception reports to determine what course of action is necessary to resolve the issue.
• Researches employee benefits issues to determine sources of error and appropriate responses.

Interacting With Computers:

• Enters data into electronic databases to ensure accurate processing and record keeping.
• Sets up spreadsheets by writing formulas and functions to facilitate the processing of accounting information.
• Uses electronic office productivity software (Word, Excel) to perform daily tasks.
• Schedules automated queries in electronic databases as required.
• Pulls relevant information from electronic databases using wizards and forms as required.
• Enters time and leave requests in electronic databases as required.

Documenting/Recording Information:

• Allocates expenses internally to appropriate accounting string to ensure funding occurs appropriately.
• Processes cash and checks received and reconciles them against internal and external account records.
• Maintains records for funds, including but not limited to trust funds, inmate funds, and interdepartmental fund transfers as necessary.
• Maintains account entries in electronic database to ensure accurate record keeping.
• Maintains electronic spreadsheet logs of contract information and office equipment.
• Scans and upload accounting documents into electronic databases.

Making Decisions and Solving Problems:

• Approves or denies travel requests, expenses, and vouchers.
• Reviews and approves cashiering database entries.

Interpreting the Meaning of Information for Others:

• Fields calls from external and internal customers to explain account status information, internal policies and procedures, and other information as required.
• Explains and interprets employee benefits programs and policies to fellow employees.

Establishing and Maintaining Interpersonal Relationships:

• Communicates with internal and external customers in a friendly and courteous manner to promote healthy relationships and provide exceptional customer service.
• Establishes relevant vendor contacts to provide a go-to resource for problem solving and daily interactions.

Monitoring Processes, Materials, or Surroundings:

• Monitors trust funds for individuals in state custody to track balance amount and to ensure accuracy.
• Monitors internal and external vendor contracts in electronic databases to ensure accurate processing and record keeping.
• Monitors employee time sheet entries to identify exceptions.
• Verifies vendor address information when paying bills.
• Monitors the status of invoices to ensure proper processing.
• Monitors tracking system and daily reports to ensure that payments are processed.

Communicating with Supervisors, Peers, or Subordinates:

• Communicates issues identified with documentation and records to the appropriate internal business partner(s) and supervisor.
• Communicates with supervisor to identify proper courses of action to resolve problems as they arise.
• Communicates with co-workers to assist with problem solving and resolution.
• Submits weekly processing log to supervisors to monitor workload.

Communicating with Persons Outside Organization:

• Communicates with external customers verbally and in written form to request/provide additional information as needed.
• Conducts verifications of employment in writing and over the phone for outside requestors.

Getting Information:

• References electronic databases and paper files for invoice information, accounts payable/receivable, adjustment information, and fund information to assist with daily activities and respond to inquiries.
• Contacts internal and external customers to resolve identified issues.

Performing General Physical Activities:

• Travels to internal and external sites on foot to deliver mail, make bank deposits, and pick up relevant departmental packages.
• Climbs ladders to perform inventory counts as required.
• Archives physical documentation to ensure accurate record keeping.

Updating and Using Relevant Knowledge:

• Maintains department specific in-service training levels to maintain required certifications.
• Attends accounts payable training courses as required.

Organizing, Planning, and Prioritizing Work:

• Prioritizes daily task list as needed to ensure timely responses.
• Organizes paper files including but not limited to invoices, adjustment forms, and court orders to meet record keeping requirements.

Operating Vehicles, Mechanized Devices, or Equipment:

• Operates basic office equipment including but not limited to copiers, scanners, faxes, and calculators.
• Utilizes state owned vehicles to facilitate daily pick up and drop off of accounting documents and bank deposits as necessary.

Handling and Moving Objects:

• Carries and handles paper documentation as required and requested.

Performing Administrative Activities:

• Runs routine and ad-hoc queries and reports.
• Maintains paper files and other filing.
• Routes mail to appropriate receiver based on content analysis.
• Opens and processes mail.

QUALIFICATIONS

Education and Experience: Education equivalent to graduation from a standard high school and experience equivalent to two years of full-time clerical accounting or auditing work.

Substitution of Experience for Education: Qualifying full-time clerical accounting or auditing experience may be substituted for the required education on a year-for-year basis.

Substitution of Education for Experience: Accounting coursework from an accredited college or technical institute may substitute for the required experience under one of the following conditions: 4.5 quarter hours in accounting or bookkeeping is equivalent to a one-year substitution, 9 quarter hours in accounting or bookkeeping is equivalent to a two-year substitution; 12 quarter hours in accounting or bookkeeping is equivalent to a two and a half year substitution; 15 quarter hours in accounting and bookkeeping is equivalent to a three-year substitution.

Necessary Special Qualifications: None.
Examination Method: Education and Experience,100%, for Preferred Service positions.

Competencies:

• Time Management
• Customer Focus
• Listening
• Patience
• Self Knowledge
• Business Acumen
• Functional Technical Competencies
• Priority Setting
• Decision Quality
• Problem Solving

Knowledge:

• Basic knowledge of accounting principles
• Basic knowledge of mathematics (arithmetic)
• Basic knowledge of computer operation
• Basic knowledge of customer and personal service
• Basic knowledge of clerical procedures including but not limited to operation of calculator, basic office equipment, and filing procedures
• Basic knowledge of office productivity software including but not limited to Microsoft Excel, Word, and Outlook

Skills:

• Intermediate reading comprehension skills
• Basic keyboarding skills
• Basic mathematic skills (arithmetic)
• Basic organizational skills
• Basic critical thinking skills
• Basic teaching and coaching skills
• Basic time management skill
• Basic speaking skills
• Basic monitoring skill
• Basic coordination skills
• Basic negotiation skills
• Active listening skills
• Active learning skills
• Service orientation skills

Abilities:

• Intermediate oral comprehension ability
• Intermediate written comprehension ability
• Intermediate deductive reasoning ability
• Intermediate problem sensitivity ability
• Basic oral expression ability
• Basic written expression ability
• Basic mathematical reasoning ability
• Basic inductive reasoning ability
• Finger dexterity
• Speech clarity

TOOLS & EQUIPMENT

• Personal Computer
• Telephone
• Fax Machine
• Printer
• Copy Machine
• Scanner
• Calculator
• Other office related equipment as required

Job Type: Contract

Salary: From $14.00 per hour

Expected hours: 8 per week

Schedule:

• 10 hour shift
• 8 hour shift
• Day shift
• Evening shift
• Night shift

Work Location: Remote