What are the responsibilities and job description for the Ledger/Excise Deputy position at Steuben County?
COUNTY OF STEUBEN, INDIANA
POSITION: Ledger/Excise Deputy
DEPARTMENT: Auditor
WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F
STATUS: Full-time
FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Steuben County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodations would present an undue hardship. Incumbent serves as Ledger/Excise Deputy for Steuben County Auditor, responsible for
maintaining the general ledger and excise records and assisting the public.
DUTIES:
Enters claims for County Commissioners’ approval, including printing accounts payable checks and reconciling claims and dockets. Prepares and processes reports as required.
Processes downloads from the state FTP site for BMV distributions and enters and balances excise tax data on computer, including processing wheel tax-surtax reports, watercraft, aircraft, and auto rental registrations, heavy equipment rental, and vehicle sharing. Verifies townships for disbursement accuracy. Resolves discrepancies with the state Comptroller’s Office and maintains files of computer reports. Balances excise settlements.
Maintains fixed assets and inventories for all County Departments, including receiving asset forms, entering information on the computer, and filing and distributing related reports as required annually. Works with HR Administrator with insured assets.
Maintains all program files for assets and County drains in the Data Pit Stop system and balances drainage units quarterly with the County Surveyor.
Answers telephone and greets office visitors, including providing information, assisting with forms and payments, providing copies, taking messages, and directing or transferring to appropriate individual or department.
Balances receipt books weekly for sales disclosure, transfer fees, copies, GIS maps, and copies and balances electronic deed filings daily.
Maintains inventory of supplies and forms for Auditor’s Office, including checking stock and ordering on account from vendors. Processes online orders for other County departments upon request.
Assists Auditor with the annual budget process, including but not limited to reviewing department budget forms, processing financial reports, and entering financial data into computer. Assists in budget hearings and in updating the Gateway System with adopted values.
Maintains chart of accounts as prescribed by the Indiana State Board of Accounts (SBOA), including establishing new funds and line items with proper coding.
Processes transfers, additional appropriations, and reduction budget adjustments as approved by the County Council and Department of Local Government Finance (DLGF). Uploads all additional appropriations into the Gateway System.
Processes encumbrances and all General Ledger year-end reports for annual field audit as required.
Maintains vendor W9 files, processes annual 1099 forms for vendors, and processes uploads to the IRS annually.
Maintains grant files ensuring the Auditor’s Office has proper documentation and establishes new funds as needed for approved grant programs.
Performs duties of other Auditor’s Office personnel in their absence or as needed.
Attends meetings out of town as required.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or HSE.
Working knowledge of basic bookkeeping principles, and ability to perform arithmetic calculations, accurately receive, receipt and record monies, and prepare and maintain accurate records, reports and forms as required.
Working knowledge of standard office policies and practices and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare detailed reports as required.
Ability to provide public access to, or maintain confidentiality of, Department information and records according to state requirements.
Ability to effectively communicate orally and in writing with co-workers, other County departments, BMV personnel and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Shall comply with employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to understand, memorize, retain, and carry out written and oral instructions and present findings in oral or written form.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions.
Ability to type with speed and accuracy and properly operate standard office equipment, including computer, calculator, typewriter, printer, copier, scanner, and telephone.
Ability to occasionally work extended, weekend, and/or evening hours.
II. RESPONSIBILITY:
Incumbent performs a variety of bookkeeping and reception duties according to a customary routine influenced by legal deadlines. Work is periodically reviewed upon completion of specific duties for technical accuracy. Errors in incumbent's work are usually prevented and detected through standard bookkeeping checks, internal controls, and/or notification from other departments, agencies or the public.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County departments, BMV personnel and the public, for the purpose of exchanging information.
Incumbent reports directly to First Deputy.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment and at a service counter, involving sitting/walking at will, sitting/standing for long periods, lifting/carrying objects weighing less than 50 pounds, keyboarding, close/far vision, speaking clearly, and hearing sounds/communication.
Incumbent is occasionally required to work extended, weekend, and/or evening hours.
POSITION: Ledger/Excise Deputy
DEPARTMENT: Auditor
WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F
STATUS: Full-time
FLSA STATUS: Non-exempt
To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Steuben County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodations would present an undue hardship. Incumbent serves as Ledger/Excise Deputy for Steuben County Auditor, responsible for
maintaining the general ledger and excise records and assisting the public.
DUTIES:
Enters claims for County Commissioners’ approval, including printing accounts payable checks and reconciling claims and dockets. Prepares and processes reports as required.
Processes downloads from the state FTP site for BMV distributions and enters and balances excise tax data on computer, including processing wheel tax-surtax reports, watercraft, aircraft, and auto rental registrations, heavy equipment rental, and vehicle sharing. Verifies townships for disbursement accuracy. Resolves discrepancies with the state Comptroller’s Office and maintains files of computer reports. Balances excise settlements.
Maintains fixed assets and inventories for all County Departments, including receiving asset forms, entering information on the computer, and filing and distributing related reports as required annually. Works with HR Administrator with insured assets.
Maintains all program files for assets and County drains in the Data Pit Stop system and balances drainage units quarterly with the County Surveyor.
Answers telephone and greets office visitors, including providing information, assisting with forms and payments, providing copies, taking messages, and directing or transferring to appropriate individual or department.
Balances receipt books weekly for sales disclosure, transfer fees, copies, GIS maps, and copies and balances electronic deed filings daily.
Maintains inventory of supplies and forms for Auditor’s Office, including checking stock and ordering on account from vendors. Processes online orders for other County departments upon request.
Assists Auditor with the annual budget process, including but not limited to reviewing department budget forms, processing financial reports, and entering financial data into computer. Assists in budget hearings and in updating the Gateway System with adopted values.
Maintains chart of accounts as prescribed by the Indiana State Board of Accounts (SBOA), including establishing new funds and line items with proper coding.
Processes transfers, additional appropriations, and reduction budget adjustments as approved by the County Council and Department of Local Government Finance (DLGF). Uploads all additional appropriations into the Gateway System.
Processes encumbrances and all General Ledger year-end reports for annual field audit as required.
Maintains vendor W9 files, processes annual 1099 forms for vendors, and processes uploads to the IRS annually.
Maintains grant files ensuring the Auditor’s Office has proper documentation and establishes new funds as needed for approved grant programs.
Performs duties of other Auditor’s Office personnel in their absence or as needed.
Attends meetings out of town as required.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or HSE.
Working knowledge of basic bookkeeping principles, and ability to perform arithmetic calculations, accurately receive, receipt and record monies, and prepare and maintain accurate records, reports and forms as required.
Working knowledge of standard office policies and practices and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.
Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare detailed reports as required.
Ability to provide public access to, or maintain confidentiality of, Department information and records according to state requirements.
Ability to effectively communicate orally and in writing with co-workers, other County departments, BMV personnel and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Shall comply with employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to understand, memorize, retain, and carry out written and oral instructions and present findings in oral or written form.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions.
Ability to type with speed and accuracy and properly operate standard office equipment, including computer, calculator, typewriter, printer, copier, scanner, and telephone.
Ability to occasionally work extended, weekend, and/or evening hours.
II. RESPONSIBILITY:
Incumbent performs a variety of bookkeeping and reception duties according to a customary routine influenced by legal deadlines. Work is periodically reviewed upon completion of specific duties for technical accuracy. Errors in incumbent's work are usually prevented and detected through standard bookkeeping checks, internal controls, and/or notification from other departments, agencies or the public.
III. PERSONAL WORK RELATIONSHIPS:
Incumbent maintains frequent contact with co-workers, other County departments, BMV personnel and the public, for the purpose of exchanging information.
Incumbent reports directly to First Deputy.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties in a standard office environment and at a service counter, involving sitting/walking at will, sitting/standing for long periods, lifting/carrying objects weighing less than 50 pounds, keyboarding, close/far vision, speaking clearly, and hearing sounds/communication.
Incumbent is occasionally required to work extended, weekend, and/or evening hours.