What are the responsibilities and job description for the Office Manager / Accounting Assistant position at Douglas County, GA?
Salary- $52,000 ($25.00/hourly)
SUMMARY
Position involves managing and coordinating general administrative duties for the department, processing accounts payable and receivable transactions for the county and coordinating the completion of open records request for the Finance department to ensure timely completion of reports, schedules, deposits and payments for the department and county.
Ensure timely payment of invoices, bills, and interdepartmental requests according to accounts payable schedules.
Employee is responsible for making independent decisions in adapting work procedures to new situations.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Duties include but are not limited to:
Office/Administrative Duties:
Entering, tracking and updating reports, forms and other financial documentation into the financial accounting system, Excel spreadsheets or other computer systems; ensuring accuracy and completeness; may require confidentiality
Monitoring and coordinating the completion of Open Records requests for the Finance Department; utilizing the accounting system to generate reports and work with co-workers to obtain requested information within the required timeframes
Processing reports, files, and forms in accordance with county and department policies and procedures
Completing purchase requisitions, obtaining purchase order numbers, ordering supplies, and checking processed invoices for payment for the department as needed
Assisting with special projects and schedule management for the department and the CFO
Coordinating file management and the record retention process including assisting with month and year-end close
Greeting the general public and answering telephone or department switchboard; forwarding calls or visitor to proper staff; responding to inquiries by providing routine explanations of department operations, policies, and procedures
Finance/Accounting Duties:
Assist with
matching purchase requisitions and purchase orders to invoices from vendors; reviewing records to verify correct documentation and approval for payment; entering invoices into computer program.
Receiving, receipting, recording, and accounting for funds; posting charges and payments to accounts for county services rendered; researching problem invoices; preparing client billing and running related reports.
Entering fiscal information into computer and verify accuracy of input; processing information in accordance with departmental policies and procedures.
Receiving monies and electronics deposits; accounting for checks and cash and balancing against reports; preparing deposits and completing required forms; forwarding cash, checks, and paperwork to accounting supervisor who makes bank deposits.
Crosstrain and backing up co-workers as needed.
Performing other duties as assigned
QUALIFICATION REQUIREMENTS:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skill and/or ability necessary.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
MINIMUM EDUCATION and/or EXPERIENCE:
High school diploma or GED, supplemented by college-level or vocational course work in a related field
Four years professional related work experience
An equivalent combination of education and experience is considered
ELIGIBILITY REQUIREMENTS:
Must be 18 years of age or older
CERTIFICATES, LICENSES, REGISTRATIONS:
Possess and maintain a valid Georgia driver’s license (Class C) and a satisfactory motor vehicle record (MVR) if assigned job duties requiring the use of a vehicle
KNOWLEDGE, SKILLS, AND ABILITIES:
- Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment
- Knowledge of or ability to learn state laws and regulations as they relate to assignment
- Knowledge of business English, spelling, and grammar
- Knowledge of mathematical computations: addition, subtraction, multiplication, and division using whole numbers, common fractions and decimals
- Knowledge of modern office practices, methods, and equipment
- Knowledge of specialized software, materials, terminology, and forms essential to the assignment
- Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping procedures
- Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues, and to explain established policies and procedures to employees and the general public
- Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly
- Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally; skill in planning, prioritizing, organizing, reviewing, and evaluating the work of others
- Skill in transcribing tapes if required by assignment
- Skill in the use of personal computers, MS Office Suite, databases, spreadsheets, and word processing; typing and entering data into a computer system accurately and efficiently
- Ability to apply common sense to understand, follow, and complete verbal and written instructions
- Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing; establishing and maintaining effective, professional, and cordial working relationships
- Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal
- Ability to read, analyze, interpret, and comprehend a variety of documents such as memos, instructions, correspondence, technical and legal documents, blueprints, ordinances, policies, design plans, maps and deeds, et cetera as they relate to assignment
- Ability to reconcile data; make necessary additions, revisions, and updates
- Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment
- Ability to research, analyze data, and compile information to create clear and concise reports, records, correspondence, and other written material; ability to create clear, accurate, and effective presentations; ability to develop promotional materials; ability to compose high-level correspondence
- Ability to work in a team setting
- Ability to work independently in the absence of specific instructions or direct supervision
TOOLS AND EQUIPMENT USED:
Personal computers
Photocopiers
Fax machines
Calculators
Telephones
Scanners
Assorted modern office equipment
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk and hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl
The employee must occasionally lift and/or move up to 25 pounds
Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Work is performed in an office environment.
Work may include outdoor responsibilities and exposure to weather conditions
The noise level in the work environment is usually moderate
The details listed above are intended only as illustrations of the various elements of this position and the work that may be performed.
The omission of specific statements does not exclude them if their nature is similar, related, or a logical extension of the position.
Salary : $52,000